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Handout - Paula O'Bannon 12-10-19 Ja..I-..'... - �5: %.dam �.:�xa�u..i::...v .....,.� _ 7 C4/n43d, 12:7/0//? ADDITIONAL CHAIRMAN AIDS MNo.676-1 Chairman Planning Guides(set of 20) aC} IAJiR '1A4_ No.683-1 Parliamentary Guide Slide Rule No. 390-1 Personal Progress Forms(set of 10) A HANDBOOK OF PARLIAMENTARY PROCEDURE* No.443-1 Rosewood Gavel with Gold Band No.445-1 Walnut Gavel with Gold Band No.444-1 Walnut Gavel - (plain) f . No.628-1 Sound Block �.- ,_- ,^�—� M '^nip crs,,�..--sr-,,,,-.• N .. Ie:'.mT, -:,,,,r See your latest U. S. Jaycees Sales Catalog for prices. .• . P. _: a . 4 '.t 1 1 ,. a i i a Kia_._.-s.- ..,..r, _�✓._.._ -. �..�........u=�.�...v:.'Y. .. ......v.v'vL aa.�u...r._. _.uL.=.s: ._...ci..a 9 *How to run a i'neetina United States Jaycees Without a Bic, Stick Products Division Post Office Box 7 . Tulsa, Oklahoma 74102 i Mr.Chairman Parliamentary Guide—Catalog No.635. AGENDA OR ORDER OF i USINESS 'Al THE"WHY" OF PARLIAMENTARY LAW THE AGENDA OR ORDER OF BUSINESS Parliamentary law is simple in principle. It is based largely on mere common sense and courtesy. It seems technical because it has been necessary to develop a special vocabulary for discussing it.If one knows the vocabulary, the rules come easily. For this reason, a glossary of It is customary for every group to adopt a standard order of common terms has been included in the back of the booklet and should business for meetings. When no rule has been adopted. the following is be referred to as often as necessary in considering the fundamental • the order: rules. I. Call to order: The Purpose of ParliamentaryLaw: "Will the meeting please come to order." rP2. Reading and approval of minutes: I. To enable an assembly tt, 'transact business with speed and "Are there any corrections to the munites?" i efficiency. "There being no corrections, the minutes will stand approved as 2. To protect the rights of each individual. read." I 3. To preserve a spirit of harmony within the group. . t .. .OR... iTo achieve these purposes, always consider the five basic principles I "Are there any further corrections to the minutes?" . .. t of parliamentary.procedure: 1 "There being no further corrections, the minutes will stand i 1. Only one subject may claim 'the attention of the assembly at one approved as corrected." time. j 3. Reports of officers and standing committees: 2. Each proposition presented for consideration is entitled to full and Officers, boards, or standing committees should be called upon to I free debate. report in the order in which they are mentioned in the consitiution or 3. Every member has rights equal to every other member. • by-laws of the organization. 1 4. The will of the majority must be carried out, and the rights of the 4. Reports of special committees minority must be preserved. 5. Unfinished business: 5. The personality and desires of each member should be merged into "We come now to unfinished business. Is there any unfinished f the larger unit of the organization. business to come before the meeting?" 6. New business: "Is there any new business to come before the meeting?" 7. Program 8. Adjournment: Unqualified form: Proposer moves for adjournment; motion is seconded;chairman call for a vote;action depends upon majority vote. This motion cannot be discussed. Qualified form: Proposer moves for adjournment within a definite time or adjournment to meet again at a specified time; motion is seconded;chairman calls for discussion; a vote is taken;action depends upon majority vote. . 1 1 2 3 I WHAT IS A MOTION? : 4 HOW SHOULD A MOTION PROGRESS? A motion is a proposal that the group take certain action. i HOW ARE MOTIONS CLASSIFIED? i Main Motions 1. A member rises and addresses the presiding officer. Motions of this group have for their object the bringing of The presiding officer should be addressed by title, as "Mr. questions, or propositions, before the assembly for consideration.Only President." If the specific title is not known, it is always correct to use ione main motion can be considered at a given time by the assembly, the term"Mr.-(or Madame)Chairman." and such a motion, when introduced, excludes all other main motions 2. The member is recognized by the presiding officer. i until it has been disposed of. t The chairman recognized a member by his name,"Mr.Member" or f Subsidary Motions by a nod to him. Having thus received formal recognition from the Motions of this group have for their object the modification or I chairman, a member is said to"have the floor" and is the only member disposition of the main motion that is being considered.Their existence entitled to present or discuss a motion. as motions depends entirely upon the principal motion to which they 3. The member proposes a motion. are subordinate. Since they relate to the question before the house,it is A motion is always introduced in the form,"I move that" followed "in order" to propose them when a main motion is still before the by a statement of the proposal. This is the only correct phraseology. i assembly and to vote upon them before the assembly and to vote upon Aside from very brief explanatory remarks, it is not perinissable to 1 them before voting upon the main motion. discuss the merits of a motion either prior to, or immediately following, Privileged Motions the formal proposal of the motion. All discussion must wait until after Motions of this group have no connection whatsoever with the main the chairman has stated the motion to the assembly and has called for motion before the assembly, but are motions of such importance that discussion. 1 they are entitled to immediate consideration. These motions have the 4. Another member seconds the motion. privilege of setting aside temporairly the main business before the Another member, without ri'ing or addressing the chairman, may house. say "1 second the motion."Seconding a motion is merely an indication Incidental Motions that the member seconding it wishes the matter to come before the Motions of this group have few general characteristics in common, assembly for consideration. If no one seconds the motion, the chairman but for convenience have been grouped into one class. The name, may ask, "Is there a second to the motion." If there is none, he may "incidental," has been chosen because they arise only incidentally out declare,"The motion is lost for want of a second." of the business of the assembly. S. The presiding officer states the motion to the assembly. See pages 10 and 11 for a Chart of Precedence of Motions and a When a motion has been properly proposed and seconded, the Summary of Rules Governing Them. chairman repeats the motion to the assembly, or "states the motion." . After it has been formally stated to the assembly, it may be spoken of as a"question," or a"measure." 1 • 4 5 il tt • #1 • . PROGRESS OF MOTIONS • - • 6. The assembly discusses or debates the motion. 9 After the motion has been formally stated by the chairman, any . member has a right to discuss it. He must obtain the floor in the same manner as when presenting a motion. Normally the first person who 8. The presiding officer announces the result of the vote. • asks recognition is entitled to speak,but when several members wish to The chairman formally announces the result of the vote, saying: speak or present motions at the same time, certain guiding principles i "The motion is carried; therefore (STATE THE INTENT OF THE should determine the decision of the chairman: MOTION)." If a majority voted in the negative, "The moticn is lost." `' a. The chairman should always show preference to the proposer of the As soon as the vote has been announced by the chairman, another ' motion. R motion is in order. b. A member who has not spoken has prior claim over one who has already discussed the question,or who has proposed another motion. 1 c. If the chairman knows the opinions of the various members regarding the measure before the house, he should alternate between those favoring the measure and those opposing it. d. The chairman should recognize a member who seldom speaks in i preference to one who frequently claims the attention of the assembly. DISCUSSION MUST BE CONFINED TO THE QUESTION THAT IS "BEFORE THE HOUSE." 1 7. The presiding officer takes the vote on the motion. i When all members who desire to discuss the question have done so, I the chairman "puts the motion to a vote." He may, before taking the I vote, inquire, "Is there any further discussion?" or"Are you ready for sthe question?" If no one rises, the chairman presumes discussion is closed. He will proceed to take the vote by announcing,"All in favor of the motion (STATE THE MOTION) say `Aye'." Following response E from the assembly, the chairman then says,"Those opposed say`No'." IIf the chairman cannot determine from the volume of voices which way i the majority has voted, he says: "The chair is in doubt.Those in favor of the motion please rise." After counting, he says: "Be seated.Those { opposed, rise. Be seated." Another alternative is to simply call for a i show of hands.Certain motions may be voted on by ballot. . I • I • 6 7 • =• s • • AMENDMENTS HOW MAY A MOTION BE AMENDED? The purpose of the motion TO AMEND is to modify a motion that has already been presented in such a manner that it will be more HOW TO HANDLE AMENDMENTS satisfactory to the members. Types of Amendments: Methods of Amending: Amendment of the First Rank By addition or insertion * An amendment to a motion. To add something to the motion which it did not contain. Amendment of the Second Rank By elimination or by striking out An amendment to the amendment. (The amendment to the To subtract or eliminate something from a motion that was amendment must modify and relate directly to the amendment and originally a part of it. NOT to the main motion, otherwise it is OUT ORDER.) By substitution NO AMENDMENT BEYOND THAT OF SECOND RANK IS This method is a combination of the first two methods, since in POSSIBLE. It is never in order to propose more than one amendment amending by substitution something iq stricken out and something of each rank at one time. If one desires to amend two separate and inserted in its place. The substituted portion may consist of a word, a unrelated parts of a motion, this must be done by two amendments of phrase, a clause, or an entirely new motion., the first rank, and one must be voted upon before the other is The most important principle to understand in connection with any proposed. It is possible,however, to have a motion, one admendment form of the motion TO AMEND is that an amendment "MAY BE to the motion (amendment of the first rank), and one amendment to HOSTILE,BUT IT MUST BE GERMANE." the amendment (ame'ndment of the second rank) before the assembly By "hostile" is meant opposed to the spirit and aim of the motion at once. Until the amendment of the second rank has been voted upon, to which it is applied. By "germane" is meant having direct bearing upon the subject no other amendment of the second rank is in order. Until the matter or the motion;that is, relevant, or relating to it. amendment of the first rank has been voted upon, no other amendment An amendment may be opposed to the actual intent of the original of the first rank can be proposed. motion and, in fact, nullify it, but if it relates to the same subject Order of Voting: matter, it is germane. Amendments are voted upon in inverse order; that is, the one of second rank is disposed of first. • I. Discussion is held and the vote taken upon the amendment to the amendment(amendment of second rank.) 2. Discussion is called for and the vote is taken upon the amendment to the motion(amendment of first rank.) 3. When the vote on this has been taken, discussion upon the original or main motion as amended is open and when completed a vote is taken upon it. 8 9 • 4 ; Ii 3 . ii CHART OF PRECEDENCE OF MOTIONS AND SUMMARY OF GOVERNING RULES I I 4 • May Inter- rupt a Rcgvis Vote Motions that Speaker a Sea .d Debatable Required May Apply 1 Privileged MotionsII 1.To fix time to which to adjourn No Yes Limited Maj. AmendReconsider I • 2.To adjourn(unqualified) No Yes No Maj. None 3.To take a recess No Yes Limited Maj. Amend 4.To rise to a question of privilege Yes No No Chmn.rules All 5.To call for the orders of the day Yes No No None None Subsidiary Motions 6.To lay on the table No Yes No Maj. None 1 7.To call for the previous question No Yes No 2/3 Reconsider 8.To limit, or extend limits,of debate No Yes Limited 2/3 Amend.Recon.,Prey. Ques. 9.To postpone definitely No Yes Limited Maj. Amend,Recon..,Prey.Ques. 10.To refer to a committee No _ Yes Limited Mal. Amend,Recon.,Prey.Ques. 11.To amend No _Yes Yes Mai. Amend,Recon.,Prey.Ques. I 12.To postpone indefinitely No Yes Yes Maj. Limit Deb.Prey.Ques.,Recon. ,� z Main Mntiia 13.a. General main motions_ No Yes Yes Maj. All b. Specific main motions To take from the table No _Yes No Maj. None i i To reconsider Yes Yes Yes M Lim.Deb.,Prev.Ques.,Table, To reconsider and have entered None until Postpone definitelly on the minutes Yes Yes No Called for None To rescind No Yes Yes 2/3 All _ To expunge No Yes Yes 2/3 All To adopt a resolution No Yes Yes Maj. All To adjourn(qualified)_ No Yes Limited Maj. All To create orders of the day No Yes Yes Gen,Maj;Spec. All (Special) 2/3 To amend(constitution,etc.) No Yes 1 Yes 2/3 All Incidental Motions To suspend rules No Yes-- No 2/3 None To withdraw a motion ' No No No Maj. Reconsider To read papers No Yes_a NO Maj. Reconsider To object to consideration Yes No No 2/3 Reconsider To rise to a point of order Yes No No Chmn.rules or Maj. None .' . To rise to parliamentary inquiry Yes No No None None To appeal from the decision of the chair Yes Yes— Limited Maj._ All except amend To call for a division of the house Yes No No Maj. None To call for a division of a question No Yes No Maj. ' Amend 10 11 • ..._.> f.._... .... _ I .. t - s - NOMINATIONS AND ELECTIONS 1 d. If no one is elected on the second ballot, a motion that only the two highest candidates on the previous ballot he considered on the next A nornination is the formal presentation to the assembly of the ballot is in order before this third ballot.The third ballot then becomes name of a candidate for the office to be filled, the decisive vote, or the electing ballot. Voting f Nominations From the FIoor: a or Candidates Not Nominated: a. Nominations do not require a second. Voters may vote for anyone who is eligible regardless of whether or b. Nominations are in order as soon as the chairman calls for them. not he has been nominated, and anyone receiving the necessary c. As a nomination is made, the chairman repeats it and the secretary majority is elected.This is commonly called a"sticker ballot." records it. Voting on Nominations: d. No member may nominate more than one candidate for each office. a. After the nominations are closed, the assembly proceeds to vote e. If there are no further nominations, the chairman may declare the upon the names by the method prescribed in the consititution. nominations closed. b. An election becomes effective immediately, if the candidate is present and does not decline or if he is absent but has consented to his f. A motion to close the nominations requires a two-thirds vote. candidacy. If he is absent and has not consented to his nomination, the g. Prior to voting but following the formal closing of nominations, nominations may be reopened by a motion, which requires only a election becomes effective as soon as he is notified, if lie does not majority to arty. decline immediately. Nominations by Nominating Committee: c. Unless some other time is specified in the by-laws, an officer a. Committee may be appointed or elected as assembly may choose or• assumes the duties of office as soon as he has been elected. as stated in the by-laws. b. Nominating committee report presents to the organization the Most organizations make specific and detailed provisions for names of one or more members as candidates for each office. nominating and electing new officers in their constitution and by-laws. c. The report of the nominating committee is not adopted, but the The provisions ordinarily include such details as time of nomination, names are posted and treated as if the persons named had been time of elections, method of nominating and electing, and time of nominated from the floor. installation. d. Further nominations may be made from the floor. Nominations by Ballot: a. Chairman directs tellers to pass out ballots and the member writes after each office the name of one person whom he desires to nominate. b. If a candidate receives a majority in this manner, it is usual to , declare that candidate elected. c. If no majority is received, a second ballot is then taken, in which ' candidates nominated by previous ballot are voted upon. If a candidate receives a majority on this ballot,he is elected. 12 13 1, ,- . .r --^gym,._. Y ACTION FOR SPECIAL PURPOSES Kind of Motion Object Effect To suspend the To permit action Secure action which Kind of Motion Object Effect rules not possible would otherwise be under the rules prevented by the To lay on the ta- . Clear the floor Delays action rules ble for more urgent To object to the Prevent wasting Suppress the motion business consideration of time on unimpor- • a question taut business To call for the Secure immediate Ends debate previous question vote on pending To divide the Secure more care- Secures action by question question ful consideration parts of parts To limit or ex- Provides more or Shortens or tend time for less time for dis- lengthens dis- To call for a (a)To determine Secures an accurate debate cussion cussion period division the accuracy of a check on vote viva voce vote To postpone deli- Often gives more Delays action (b)To secure ex- uitely(to a certain time for informal pression of individ- time) discussion and ual member's vote for securing fol- lowers To nominate Suggest names for Places before the office group names for To commit or refer . To enable more Delays action • consideration careful consider- ation to be given To make a request To secure informa- Provide information the To changethe growing out of tion or ask to be To amend To improve pending business excused from a duty motion original motion To fix the time at To have legal con- Sets definite con- To postpone To prevent a vote To suppress the •which to adjourn tinuation of the tinuation time indefinitely on the question question meeting To raise a point To call attention Keeps group func- To adjourn End the meetingAdjourns the meeting of order to violation of tioning according 1 rules to parliamentary To take a recess To secure an inter- Delays action procedures mission To appeal from the To determine the Secures ruling of To raise a ques- To correct unde- Corrects undesirable decision of the attitude of the the group rather tion of privilege sirable conditions condition chair group on the ruling than by the chair made by the chair 1S 14 ^ `.,- _, .. - !�N'? ;fir-"as.-ate. :yx•s�7+r '7F'.'.`--;`z�m""-. v i • GLOSSARY �.v •• j GLOSSARY P ACTION FOR SPECIAL PURPOSES 1 Amend Kind of 14:otio,: Object Effect To change a motion either by adding to it, taking from it, or by altering it in some other way. (SeeAmendments.) Blanks.Filling F To call for the To secure adher- Same as object "Filling blanks" is a term used to indicate a method of decision I order of the day ence to order of regarding a matter where several different courses of action are possible. business The term "Blank" is used because usually this method is applied in motions where an exact amount, a name, a date, or some other essential, specific information is left blank. To take from the Continue the.con- Continue con- Business, Order of table sideration of the sideration of The regular program of procedure of a society.(SeeAgenda.) question question Chair The Chairman. "Addressing the chair" means speaking to the chairman or president. This is done by rising to one's feet when no one To reconsider To reconsider the Secures further else is speaking (with some exceptions) and saying, "Mr. Chairman." (Only a member question consideration Being recognized by the chair" means being given permission to speak of the prevailing and another vote further.(See Progress of Motions.) side may make on the question Power of chair this motion The chairman has the following authority: a. He may decide in what order speakers shall be recognized. b. He may refuse to recognize members offering dilatory, absurd or To reconsider and To reconsider the Secures further frivolous motions or motions intended, in his judgement, to obstruct have entered on question at the consideration business. the minutes(Only next meeting and another vote c. He may restrain speakers within the limits of the rules. a member of the on the question d. He may enforce good decorum. prevailing side may e. He may appoint committees. this motion) f. He may decide points of order. g. He may vote in cases where his vote would change the result; e.g., to make or break a tie. To rescind Repeal action Same as object h. He should avoid influencing a vote by his own comment on a previously taken motion under consideration. Actions of the chairman are, of course, subject to appeal. (Seelncidental Motions, "to appeal from the decision of the chair.") To ratify Approves previous Same as object Commit action taken To refer to a committee. Committee of the Whole Sometimes certain matters come up which can be properly studied • and digested only as a committee would go into them, but which, because of their importance, should be considered by all members,and therefore should not be referred to a small committee. Then the 16 • 17 . . • GLOSSARY Motion Subsidiary . A subsidiary motion is one growing out of and applied to another already under consideration which is made use of "to enable the assembly to dispose of it in the most appropriate manner," but which meeting, on motion duly made,may"resolve itself into a committee of need not necessairly be decided before the question out of which it has the whole"This means that the meeting officially is discontinued while ' arisen.(See Motions.) everyone remains and becomes a member of a large special committee j Order including everyone present. The chairman of the regular meeting does j When this term is applied to an act of an assembly it means an not preside over a committee of the whole; a special chairman is I expression of a will of the assembly in the form of a command. An appointed. "order" differs from a"resolution" in that the latter is not a command, but a declaration of fact or an expression of opinion or purposes. Order,General Consideration,Informal { "Making a general oorder" is setting a future time for the discussion When a member moves"informal consideration," and the motion is of a special matter.Making a general order differs from making a special adopted, the meeting lays aside formal rules,allowing each man present order in that the former does not involve the breaking of any rules. to speak once on the subject under consideration. Order of the Day Debate . t Regular order or program of business. A motion "calling for the Discussion or argument over a motion. - orders of the day" is a motion demanding that the present discussion be Divisions dropped and that the chairman announce the next matter to be taken "Division" in parliamentary law means simply a vote whereby all up in accordance with the organization's customary and established who are in favor and all who are opposed to a motion stand separatelybusiness routine. The term "orders of the day" has more specific in groups as the chairman calls for"ayes"and"nays;" meaning when a certain time has been set aside for the consideration of Floor a given matter. Then a demand for the"orders of the day"is a request The privilege of speaking before the assembly. Thus, when one that this specific thing be taken up at the time set for it. "obtains the floor."he is granted an opportunity to speak. Inquiry,Parliamentary Order,Special An investigation or checking to determine the proper course of "Making a special order" is setting aside all rules for the procedure. consideration of some important question at a future time. Motion Postponement,Indefinitep A formal proposal to a meeting that it take certain action. A This term is clear in the ordinary meaning of the words included in ittution is a "motion" when stated by its proponent and until repeated it except that the object of indefinite postponement is not merely to by the chairman when presented by him for acceptance or rejection,at postpone,but,in effect to reject. which time it becomes a "question" a "proposition," or a "measure." Privilege (See Progress of Motions.) The term "privilege" in parliamentary Iaw has a restricted meaning Motion,Incidental and refers specifically to the privileges or rights of the meeting or those An incidental motion is one growing out of another already under attending chiefly in connection with matters of physical comfort;such consideration, which secondary motion must be disposed of before the as inability to hear a speaker,the heating,lighting and ventilation of the original motion may be proceeded with.(See Motions.) meeting room, noises and other disturbances, etc., and the ineligibility Motion,Main or misconduct of a member in a meeting at the time.These"questions A main motion is one .which independently presents an idea for of privilege" should not be confused with "privileged motions." consideration.(See Motions.) Questions of privilege may be involved in motions, but privileged Motion,Privileged motions include other matters. p A privileged motion is one which is so vital in character that it takes precedence over all others.(See Motions.) 18 19 • Question • The question in parliamentary law is the proposition or motion after it has been placed before the meeting for action by the chairman. To"move the previous question"is to demand that the chairman take a vote on a motion which is being discussed. A"question," when adopted becomes an`order," "resolution," or"vote."(See Motions.) Question, Division of To separate a motion so that different parts of it may be considered individually. SUGGESTED REFERENCES Refer To refer to a committee. Resolution The act of an assembly, the purpose of which is to declare facts or 1. Cushing, Luther C. Rules of Procedure and Debate in Deliberative express opinions or purposes, and not to command. (See section on Assemblies. Order) 2. Fox,Emma A.Parliamentary Usage. Rules,Suspension of - "When the assembly wishes to do something that cannot be done 3. Hall, Alta B. and Alice F. Sturgis. Textbook on Parliamentary without violating its own rules, and yet is not in conflict with its Law.* part time toon or by-laws,'s or with the fundamentalhati principles ofe 4. Henderson, Melvin and Herbert J. Rucker. A guide to Parliamentary parliamentary law, it `suspends the rules that interfere with' the � � ,. proposed action." —Robert. Practices. Second A motion, in order to be considered by the meeting, must have a 5. Robert, Henry M. Rules of Order and Parliamentary Practice.* "second." i.e., a sponsor in the form of a second member who indicates that he will support the motion by saying,"I second the motion."(See 6. Waples,Rufus. A handbook on Parliamentary Practice. section on Motions) Sine die 7. Wines, Emma M.and Marjory W.Card. Come to Order. Latin meaning"without day."Meetings frequently adjourn sine die. This means that no date is set for a future meeting. •Table *These references were round most useful in compiling this booklet. ; The "table" in parliamentary law is literally the speaker's table,but to "lay on the table" or "to table" a motion means to delay action on it. • • 20 • ;g' s�-A^R**>?7�-....:�...d:<r - ....a.F.=.;.cay�v?moi,... �-4. s^�,.- x^...+.°42�"?`yG�y� '�yT 'x-..•--�.;v"'r:... _�s._� u""„�,nenas�rsce.+s.. .. .. .. -.-. -^�.