Introduction to Parliamentary Procedure

1. Introduction to Parliamentary Procedure Reference: Robert’s Rules of Order, Newly Revised (RONR), 11th ed. Presentation prepared by Rick Weaver, RRT-NPS, RPFT, Registered Parliamentarian

2. Introduction to Parliamentary Procedure • Purpose: • Review • Parliamentary principles • Motions • The basics of parliamentary procedure • Executive session • Allow Delegates to participate in House of Delegates (HOD) processes correctly and effectively

3. Principles of Parliamentary Law • Parliamentary Principles of a Deliberative Assembly • The majority rules • The rights of a minority must be protected • The minority has a right to be heard • Customs of formality are observed • Rules of debate are followed • General rules • Address all comments to the Speaker • Refer to others in the 3rd person (ex., “the Delegate from Colorado”) • Debate the issue, not the person or personality • Be respectful of the assembly’s time • Do NOT conduct personal business during the meeting: put away your cell phones, use laptops only for the official business of the House • Do not carry on side conversations

4. Principles of Parliamentary Law in a Deliberative Assembly • Majority vote is determined by number of votes cast-one greater than tie or fractional vote • In case of a tie vote, the motion is lost • A 2/3 vote or greater is required when the assembly: • Suspends or modifies a rule of order previously adopted • Prevents introduction of a question for consideration • Closes, limits, or extends the limits of debate • Closes nominations or the polls

5. Motions and Classes of Motions • Main Motion • A motion is the way in which business is brought before the assembly and is a proposal that the assembly take action • An original main motion introduces a substantive question as a NEW subject • “I move. . . “; “Resolved, that” (Used for resolutions, lengthy motions, committee reports) • Incorrect: “I motion that”; “I’d like to move that” • Motions should be concise, well thought out • Needs a second • Motions should be submitted in writing to the Secretary • An incidental main motion is a main motion that is incidental to or relates to the business of the assembly, or it’s past or future action • Proposed only when no business is pending • Does NOT introduce a new substantive matter • May relate to procedure, without reference to an item of business • Example: “I move that we take a recess in 20 minutes.” • Resolution-a form of original main motion; online form or committee reports • Considered to have a second if from a committee • Move directly into debate

6. Motions and Classes of Motions • Secondary Motions • Subsidiary motions-assist the assembly in treating or disposing of a main motion • Have rank-All rank above main motion • Rank is known as precedence; ladder of precedence shows relative rank • Generally, a motion higher on the ladder may be moved or applied to lower ranking motions, • Those lower on the list may not be moved while a motion with higher precedence is pending • Exception: amend • Privileged motions-relate to urgent matters which, without debate, may interrupt consideration of anything else • Made while business is pending • Also have precedence • Do NOT relate to business at hand

7. Motions and Classes of Motions • Incidental motions-relate to the business at hand • Deal with questions of procedure arising out of • Another pending question • Another motion or item of business that it is desired to introduce, that has been made but not stated by Speaker, or that has just been pending • Ex., “Madame Speaker, I move that the Delegate from Minnesota be allowed to read the letter from the student who attended the last meeting.” • Many are similar to subsidiary or privileged motions • Do NOT have precedence

8. Steps in handling a Motion • Motion is made • I move. . . • Resolved, that. . . • On behalf of the Policy and Procedure Committee, I move the adoption of all changes to the Policy and Procedure Manual. • If the Speaker says he/she will entertain a motion to. . ., it is IMPROPER to say, “So moved.” Rise and after recognition, go to the microphone and make the motion • Motion is seconded, if necessary • Member “Second!” • May be seconded from your seat without recognition • Speaker states question • Question is a parliamentary term that means “the business before the assembly” • Used interchangeably with the word motion • Speaker: “It is moved and seconded that. . .”“The question is on . . .” or “The question is whether the House should. . .”. , then • “Are you ready for the question?” • THE QUESTION IS NOW IN THE HANDS OF THE ASSEMBLY, NOT THE MOVER OF THE MOTION-no “friendly amendment” is in order except by unanimous consent

9. Steps in handling a Motion (cont’d) • Debate • Member who made motion entitled to speak first • May speak twice for 5 minutes each time unless motion adopted to extend/limit debate adopted OR assembly grants permission to speak again • Do not move the Previous Question unless debate is becoming redundant • Speaker puts the question • Puts means states the immediately pending question as it will be voted on • Speaker”“The question is on. . .Are you ready for the question? If the motion is adopted, . . .(this will happen).” • Exact wording is necessary • Vote • Speaker: “All those in favor, say “Aye.” All those opposed, say “No.” • Method of voting incluce: • Viva voce (voice) • Rising-placard vote used instead of having members rise • A single member may demand. Undebatable, no second necessary. • Counted rising-Speaker initiates or motion for such needs to be adopted • Roll call- “poll” vote-weighted vote-one vote for each Active member in Affiliate

10. Steps in handling a Motion (cont’d) • Result of vote announced • Which side “has it” • The action that will be taken • Speaker: “The ayes have it and the resolution will be forwarded to the BOD for action. The next item of business is. . .” or “The Noes have it and the motion is lost. The next (question or item of business) is. . .” • If result of voice vote is uncertain, Delegate or Speaker may call for a rising vote

11. Subsidiary motions -lowest to highest precedence#=2/3 vote for adoption U=undebatable • Postpone indefinitely-prevents discussion until next session • Amend-change the meaning (may require 2/3 or more) • Strike-strike words, sentence, or paragraph • Add-add words to end of sentence or paragraph • Strike and insert-remove some words or sentences or paragraphs and insert others. • Refer or commit-sends to and/or creates a committee to examine the issue and return recommendations • Postpone definitely-postpones to a certain time or until after something has happened • Limit or extend limits of debate#, U-restricts or extends number of times or for how long a member may speak or sets time for end of debate • Previous Question#, U-calls for an immediate vote on the immediately pending question or series of questions • Lay on the table#, U-temporarily set aside to consider something urgent (Incorrect term: “to table”)

12. Privileged motions (business pending)-lowest to highestAll are undebatable; except call, all require majority vote • Call for the orders of the day-requires the assembly to follow the agenda • One member may call for the orders of the day, however • Requires agenda to be formally adopted, which the HOD doesn’t do • “I call for the orders of the day”-may interrupt speaker • Raise a question of privilege-permits a request or main motion that relates to rights and privileges of the assembly-urgent • Delegate rises, “Mister/Madame Speaker, I rise to a question of privilege” • Speaker: “State your question of privilege.” Member does so, Speaker rules • Recess-moves immediate short intermission • Amendable only as to length of recess-amendment undebatable • Adjourn-moves immediate adjournment • Fix the time to which to adjourn-sets time for future session

13. Motions that bring a question again before the assembly#=2/3 vote needed for adoption • Take from the table-resume consideration • Moved when no business pending • Rescind, or Amend Something Previously Adopted#-if adopted, allows assembly to change an action previously taken or ordered • Discharge a committee#-takes matter out of committee’s hands • Dissolves a special committee, but not a standing committee • Reconsider-allows assembly to further consider a motion already voted upon • Within a limited time, and without notice • Many special rules apply

14. Incidental Motions#=2/3 vote U=undebatable I=may interrupt member • Point of OrderU, I-requires Speaker to decide whether rules of assembly are being violated • Requests and Inquiries-member wishes to obtain information or ask permission of assembly • For Information • Parliamentary Inquiry • Permission to withdraw or modify a motion (when assembly has control) • To read papers • For Any Other Privilege • Division of the Assembly-calls for placard vote • Appeal-any two members can require matter ruled on by Speaker to be submitted to the assembly • Division of a Question-allows consideration of separate parts of a resolution or amendment • Objection to Consideration of the Question-prevents assembly from considering • Consider Seriatim or by Paragraph-useful when considering complex resolutions or bylaws amendments. Each paragraph/section individually dealt with, then whole opened for amendment

15. Executive Session • Is a matter of privilege for the assembly • Usually used for BOD reports or sensitive matters wished to be kept secret (finance, discipline) • Attended by invited/authorized members, special guests • Minutes are not kept per AARC policy • No notes may be taken • Recording is not permitted • Members must maintain confidentiality or face disciplinary procedures • Close laptops, do not use cellphones for ANY purpose