Making meetings more effective
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State the purposes of following parliamentary procedure.
Recognize the five basic principles of parliamentary procedure.
Identify steps involved with presenting a motion.
Recognize various methods of voting.
Differentiate the types of motions.
Purposes of Parliamentary
Procedure
1.
2.
3.
4.
5.
To give every member a chance to be heard.
To allow everyone to participate.
To establish and maintain order in a meeting.
To prevent confusion when discussing meeting’s agenda.
To keep meeting moving.
Principles of Parliamentary
Procedure
1.
2.
3.
4.
Discuss one subject at a time.
Allow full and free discussion of each idea presented.
Treat all members with justice and courtesy.
Carry out the rule of the majority, and respect the rights of
the minority.
5. Bring together the wishes of all group members to form a
cooperating, united organization.
 Official Rule Book is Robert’s
Rules of Order, Newly Revised.
 Written by U.S. Army general
Henry Martyn Robert.
What is a quorum?
 ½ of the members in a chapter plus 1.
 Minimum number of members that must be present at a meeting
for legal business to be transacted.
What is a majority?
 ½ of members present at any meeting plus 1.
 Minimum number of members that must vote for a motion for it
to pass.
Presiding Officer referred to as:
 Mr./Madam President
 Mr./Madam Chairperson
Everyone gets a chance to voice their opinion
or debate.
Everyone gets the chance to vote
 Must be a yes or no vote.
There are four methods of voting.
 Voice
 Standing
 Roll Call
 Secret Ballot
Can the chairman (president) vote?
 YES, in order to force a tie or to break one if they are a member
of the group.
 When secret ballot is used.
 Only one topic at a
time can be
discussed.
 The person who
makes a motion has
the right to discuss it
first.
The Gavel
 A symbol of power and
authority.
 Used by the presiding
officer to give
instructions to the
members.
 The number of taps
have a specific
meaning.
One Tap
 Follows the announcement of adjournment.
 Completion of a business item.
 Members to be seated.
Two Taps
 Call the meeting to order.
Three Taps
 All members to stand.
Series of Taps
 Restores order to a meeting.
A meeting should have a set agenda.
Purpose is of the Order of Business (Agenda)
is to keep the meeting moving forward.
The agenda forms the framework for the
development of a good business meeting
 Call to Order by the President & the opening ceremony
by the ULYP officers.
 Minutes of previous meeting read by the Secretary and
approved by the body in accordance to organizational
by-laws and parliamentary procedure.
 Treasurer reports on the financial standing of the
chapter.
 Report on Chapter program of Activities (by officers and committee
chairmen).
 Unfinished (Old or Continuing) Business (Business leftover from the
previous meeting)
 New Business (Presented by members in the form of motions)
 Adjournment & Closing Ceremony
 How does one conduct the
meeting as it is laid out in the
order of business (Agenda)?
 Order of Business (Agenda) handled
by using various motions and rules
governing them which are part of
parliamentary law.
Main Motions
Privileged Motions
Incidental Motions
Subsidiary Motions
Motions That Bring a Question Again Before the
Group
 A motion is a formal way to bring an idea, proposal, or
plan of action before a group.
 A motion is part of an orderly way to conduct business
using parliamentary procedure.
 A motion calls for discussion and action by the group.
1. A member who wants the organization to do something makes a
motion by addressing the presiding officer.
2. The member must be called on by the presiding officer.
3. The member makes a motion by saying, “I move…
4. The motion is then seconded by another member.
5. The presiding officer restates the motion and asks for
discussion.
6. Discussion is held on the motion.
7. The presiding officer repeats the motion and says, “Are you
ready for the question? All in favor say Aye; all opposed say
No.”
8. A vote is taken to ask who is in favor of and who is opposed
to the motion.
9. The presiding officer announces the result and declares,
“The motion is passed.”-OR- “The motion is lost.”
Main
Motions
 A main motion introduces a new item of business, the
matter to be considered by the group.
 It can be ruled out of order if it conflicts with the
organization’s by-laws, constitution, standing rules or
any resolution already agreed upon.
 Only one main motion can be considered at a time.
CHARACTERISTICS
• Lowest-ranking motions
• Cannot be made when another motion is being
considered
• Yield to subsidiary, incidental, and privileged
motions
• Cannot be applied to any other motion, but other
motions can be applied to it
CHARACTERISTICS
• Can be amended in five different ways, debated,
divided, laid on the table, objected to, postponed,
reconsidered, referred to committee, renewed (if
rejected), rescinded (after approval), seconded,
terminated, voted on, withdrawn
• Require majority vote
• A vote on a main motion is not valid when it
supersedes the rights of members, in which case a
two-thirds vote is needed
CLASSIFICATION OF MAIN MOTIONS
• Resolutions
• Original main motions
• Incidental main motions
RESOLUTIONS
• Resolutions are a type of main motion. Resolutions
and main motions differ only in their format.
• All resolutions are main motions, but not all main
motions are resolutions.
• Resolutions usually state a policy, principle, feeling,
or sentiment. They tend to have explanatory
preamble that usually begins with the word
whereas, which serves a bridge to introduce the
explanation for the resolution.
ORIGINAL MAIN MOTIONS
• An original main motion presents a new topic for debate or
discussion. I move that our cooperative invest in the Cooperative
Bank of Misamis Oriental.
INCIDENTAL MAIN MOTIONS
• An incidental main motion is tied into events before the assembly.
• Unlike a main motion or a resolution, it does not initiate business.
• Like a main motion or a resolution, an incidental main motion can only
be proposed when there is no other motion on the floor.
TYPES OF INCIDENTAL MAIN MOTIONS
• Adjourn
• Adopt a matter previously considered
• Adopt a report (accept, agree to)
• Adopt by-laws
• Adopt constitution
• Adopt agenda
• Adopt standing or special rules
• Amend agenda
• Amend rules
TYPES OF INCIDENTAL MAIN MOTIONS
• Annul or rescind or repeal
• Approve the minutes
• Confirm or ratify
• Discharge a committee
• Extend debate
• Nominations
• Order of the Day
• Question of Privilege
• Recess
• Voting
Main Motions that are not legal:
 Break any local, state, or national law.
 One that brings up a previously failed motion.
 Items that are out of the power of the group.
 Negative motions.
 Political & religious support.
 The person who makes a motion cannot speak
against it.
 Main motions can be reconsidered.
 Cannot interrupt another speaker.
 Proper Example:
 Mr. President, I move that the chapter hold a
cookout for all ULYP members.
Before another motion can be made, a motion
that is seconded must either be:
• Voted on
• Withdrawn
• Amended
• Tabled
Both the person who made the motion and the
person who seconded the motion must agree
that it be withdrawn.
Privileged
Motions
A privileged motion deals with a special matter of
pressing importance and does not relate to the
business on the floor.
Privileged motions are the highest ranking
motions, taking precedence over all other motions.
They can interrupt any business on the floor,
without requiring debate or discussion.
Types of Privileged
Motions
MOTION
DESCRIPTION
Adjourn
Ending the meeting
Call for the Orders of the Day
Requiring the agenda be
followed
Fix the Time to Which to
Adjourn
Setting the time for the next
meeting
Question of Privilege
Allowing members to make
urgent requests about the
rights of the assembly and its
members
Recess
Taking a short break in a
meeting
Incidental
Motions
An incidental motion comes from another
motion.
It is always directly related to the business
on the floor.
CHARACTERISTICS
• Incidental motions take precedence over main motions and
subsidiary motions but yield to privileged motions.
• They must be decided before the meeting can continue.
• They must be decided before other motions.
• They cannot be amended.
• They cannot be debated, except for the motion to Appeal.
MOTION
DESCRIPTION
Appeal
Challenging the Chair’s ruling
Consideration by Paragraph
Separating a long document or
motion into different parts and
voting on each part separately
Division of the Assembly
Calling for retaking a vote
Division of a Question
Separating the main motion into
different parts to vote on each
part differently
MOTION
DESCRIPTION
Objection to the Consideration
of a Question
Avoiding motions that are off
the topic or disruptive
Point of Order
Compelling the Chair to adhere
to the rules of the assembly
Request (Parliamentary Inquiry,
Point of Information, Reading
Papers)
Making inquiries about the
business at a meeting and
asking permission for meetingrelated activities
Suspend the Rules
Temporarily setting aside the
organization’s rules
Subsidiary
Motions
A subsidiary motion is linked to a main motion
to aid in its disposition.
Subsidiary motions can be made while a main
motion is still being considered.
CHARACTERISTICS
1. A subsidiary motion can never stand alone. It is always applied
to another motion.
2. It always changes the status of the motion to which it is applied
by modifying it in some way.
3. It must be decided before the assembly can act on the main
motion.
MOTION
DESCRIPTION
Amend
Tailoring a motion to be more
specific and acceptable
Commit to Refer
Sending a motion to a
committee for further study
Lay on the Table
Setting aside a main motion to
deal with more urgent business
Limit or Extend Debate
Decreasing or increasing the
time to debate an issue
MOTION
DESCRIPTION
Postpone to a Certain Time
Moving consideration of the
motion to a later time
Postpone Indefinitely
Removing the motion from
consideration during the current
meeting or session
Previous Question
Closing debate and forcing an
immediate vote on the motion
Motions That
Bring a Question
Again Before the
Assembly
 Purpose:
 To reevaluate a decision made earlier.
 Requires a second
 Not amendable
 Debatable
 Majority Vote
 Cannot interrupt another speaker
 If passed, the motion to be reconsidered is handled
as if it were never voted on.
 Can only be made by a person who voted on the
winning side.
 If passed, the motion is handled immediately if:
 Only a main motion with amendments is on the floor.
 Handled after the current business if:
 Discussion on refer to committee or postponement
has been started.
Motions that can be reconsidered:
 Main Motions
 Amendments
 Refer to Committee
 Postpone Definitely
 Previous Question
 Extend/Limit Debate
 Appeal
 Fix Time to Adjourn
Motions that can be reconsidered if they passed:
 Postpone Indefinitely
Motions that can be reconsidered if they failed:
 Object to Consideration of Question
 Rescind
Proper Example:
 Mr. President, I move to reconsider the motion to have
a cookout on March 1st for all ULYP members.
 Purpose:
 To repeal a previous action.
 Requires a second
 Amendable
 Debatable
 2/3 Majority Vote without prior warning
 Cannot interrupt another speaker
 Proper Example:
 Mr. President, I move to rescind the motion adopted at the
January meeting have a cookout on March 1st for all ULYP
members.
Purpose:
 To take a motion that is on the table off of the table.
Requires as second.
Not amendable
Not debatable
Majority Vote
Cannot interrupt another speaker
Proper Example:
 Mr. President, I move to take the motion that the
chapter have a cookout for the members off the
table.
Voice Vote
Show of Hands
Rising to Vote
Ballot Vote
The chair asks those in favor to say, “Aye” or
“Yes.” Those who are opposed are asked to
say, “Nay” or “No.”
This method is recommended for small
groups.
The Chair asks members who are in favor to
raise their right hands. After the count is
taken, those who are opposed are then asked
to raise their right hands.
This method should be used to verify a voice
vote and on motions requiring 2/3 majority
vote.
Chair asks those in favor of the motion to rise.
After counting, these members are asked to
sit. The chair then asks those opposed to rise.
This method involves writing a vote on a slip of
paper.
This is a good way to vote for officers, or to vote
upon controversial motions.
The chair should appoint individuals to distribute,
collect, and tally the ballots.
The Chair only votes:
• In the event of a tie
• To make a vote a tie
• When secret ballot is used
• When he is part of the assembly
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Call to order (two taps of the gavel)
Pledge of Allegiance (three taps of the gavel to stand, one to sit)
Roll Call
Reading and Approval of minutes
Reports
Unfinished Business
New Business
Announcements
Adjournment (one tap)
There can only be one MAIN MOTION on the
floor at one time.
A member CANNOT TALK against his own
motion, but he CAN VOTE against it.
A vote that is tied fails.
Only qualified members are allowed to vote.
The Chair may ask for a standing vote when:
1. A 2/3’s vote is needed (suspend the rules,
close nominations, previous question, rescind
a motion)
2. Someone has called for a division.
Presenter:
CARLOS J. CLANTON
Mobile Phone: 757 695 8399
Fax: 757 628 3939
Email: procedures@nulyp.net
Web: www.carlosclanton.com