Basic Parliamentary
Procedure
Based on Robert’s Rules of Order
newly revised, 11th edition (October 2011).
Why do we use Parliamentary
Procedure?
• Orderly transaction of business
• Ensure rights of all members
• Ensure the majority has the right to decide, and
the minority has rights to be heard.
• To produce legally supportable actions
– It’s not that the decision you make must be correct,
but each decision you make must be correctly made.
– Robert’s Rules are the most common form, but the
by-laws of the body are an overriding authority
Basic Principles
• A quorum must be present to act, but is assumed
unless a count is called for.
– It is improper to act if you know a quorum is not present
• Business is introduced only by a motion
• Only one main question should be considered at any
given time.
• No member should speak until recognized by the chair.
• The chair should maintain strict impartiality during
discussion.
• Chair can vote if it will affect the outcome
Procedure for Handling a Motion
1. Member is recognized by the Chair
– Usually but standing or raising hand
2. Member makes a motion: “I move that _____.”
3. The motion is “seconded” (not necessary to
stand or be recognized).
– If the motion comes as a recommendation from a
committee, the motion does not need a second.
Procedure for Handling a Motion
4. Chair states the motion: “It has been moved and
seconded that _________.”
– For this reason it is helpful to have the motion in
writing when possible.
5. Discussion/ Debate Follows:
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–
–
–
Chair begins debate by asking for discussion
If debatable, every member has right to debate
Chair refrains from debate while presiding
All debate must be related (germane) only to motion
Debate
• Maker of motion has right to speak first, if
properly recognized
• As a general rule each member can only speak
twice on same question during the same day
• Any motion that stops or limits debate
requires a 2/3 vote
Calling for a Vote
6. At the end of debate the chair states” “If there is
no further discussion, the motion is _______.”
• Vote:
– The Chair says, “All those in favor of ______(the
motion is stated) say ‘aye.’ Those opposed say ‘no.’
– The Chair states his or her sense of the outcome.
– A motion for a show of hands or rule-call vote can be
made
• If motion requires 2/3 vote, ask for rising or by
show of hands.
– Call to move the question
Voting
• Only members of the Senate can vote
• A tie vote is a failed vote
• President/chair can vote to make or break a
tie vote
– President/chair does not have to break a tie unless
specified in bylaws
Motions
• Main Motions: Bring a Question Again Before the Assembly
• Subsidiary Motions: Help dispose of main motion
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–
–
–
–
Seconds
Amend (only one main and two secondary motion at a time)
Refer to committee
Call of previous question (2/3 non-debatable)
Limit or extend debate (2/3 non-debatable)
• Incidental Motions: Procedural
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–
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–
Suspend the rules (2/3) [NOTE: You can NOT suspend your by-laws]
Withdraw a motion (only by maker before restatement by chair)
Parliamentary Inquiry
Call for division of the question (raise of hands rather than voice vote)
Other Common Motions
• Privileged Motions: Do not Relate to pending business
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–
–
–
Fix time to adjourn
Adjourn the body
Recess
Call for order of the day (business that this meeting was
called to address)
• To “Table a motion” or “Lay on Table”
• “Bring a question again before the house”
– Must be seconded
– If a tabled motion then non-debatable
• By Far the most common motion is to Amend
Motion to Amend
• Only two amendments can be pending at any one time
– Primary: Applied to Main Motion
– Secondary: Applied to primary amendment
• You can have an infinite number of secondary
amendments as long as only two total amendments
pending at any one time
• Methods of Amending
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–
–
–
–
Insert (inside the motion)
Add (at the end)
Strike out
Strike out and insert (words only)
Substitute (a paragraph)
Minutes
• Only record what was done, not everything that
was said: “Debate followed”
• Should be approved by the body at next regular
meeting
• Seconder of motions need not be recorded: “Motion
was seconded”
• Chair should always call for “corrections” before
approval
• Should be corrected by the Senate at any time a
mistake is discovered, even years later
– Good minutes are first line of defense in lawsuit
Standard Agenda
• Call to order
– (Followed by Roll Call in Govt. assemblies)
• Reading and approval of minutes
• Reports of officers and standing committees
– Reports of ad hoc committees
• 5. Special Orders: business previously designated for this
meeting (if any)
• 6. Unfinished business
• 7. New business
• 8. Announcements – (if its not a motion its an
announcement)
• 9. Adjournment