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Chapter 11. Parliamentary Procedure

When people have common difficulties, they often organize for the purpose of solving their problems. Their organizations follow procedures in reaching their solutions. Groups, too large to sit around a table in a conference, use parliamentary procedure. This method gets its name from the procedure developed in the British Parliament.

Parliamentary procedure is a system of conducting a meeting that insures an orderly approach, efficiency of group effort, and an equal opportunity for all to participate in the making of decisions. Decisions in parliamentary procedure are reached through a vote, and the decisions of the majority are accepted by the group.

Although the majority does rule under parliamentary law, the minority is respected and given the opportunity to be heard and try to become the majority, through free and open discussion. After the minority has been heard, however, if it has not mustered a majority vote, the rules of parliamentary procedure prevent the minority from blocking majority action.

The rules of parliamentary procedure, used in the British Parliament, in the Federal Congress, and in our state legislatures, are more complicated and detailed than they need to be for smaller organizations and for our uses. The size, the nature, and the purpose of an organization determine the number and the complexity of the rules of procedure needed for the group to function properly. For that reason, the rules presented in this chapter will be a basic version of parliamentary procedure, adequate for the operation of most groups of which you will be a member in school and after graduation.

organizations are like buildings-they must have a structure, a shape, and functional features, like doors and windows, before they can be of any service. A pile of bricks can serve little purpose, but, when carefully arranged and cemented, it becomes a useful structure. A group of people can be a mob, but, with a system of order, it can become an efficiently working group.

1. The Constitution

The device that allows the group to become a potentially useful organization is called a constitution. The constitution sets up the structure of the organization. It is divided into articles; the articles are divided into sections, and the sections are divided into paragraphs. What should a constitution include? Most constitutions have a minimum of eight articles, with each article outlining a different phase of the organization, as follows:

Article One

The name of the organisation. organizations are combinations of people which take on the collective personalities and activities of units, representing the people by whom they are formed. organizations can have opinions and bank accounts, can go into debt, sue and be sued. It is necessary therefore, that organizations be given names in which these things can be accomplished.

Article Two

The purpose and the powers of the organization. Every organization is formed by and for a purpose. This purpose should be written into the first section of Article Two. The second section should outline the scope of the organization's powers, its jurisdiction, and its limitations.

Article Three

The nature of the membership. This article should state specifically for whom the organization is designed, set up the qualifications for membership, and specify the different kinds of membership available in the organization. The responsibilities, the duties, and the privileges of members should also be outlined.

Article Four

The officers of the organization. There are several services that must be performed for all groups. Meetings must be called and conducted, records kept, money collected and disbursed, and correspondence handled. Because the group as a whole cannot do these things, individuals are selected for these tasks. They are called officers and, in most organizations, are the president, vice-president, secretary, and treasurer. This section should specify the officers the organization will have, and the duties and tenures of each.

Article Five

Provisions for an executive committee. organizations meet at intervals, but their existence is continuous. Sometimes there are decisions that need to be made between the meetings, or decisions that are neither important enough nor feasible for the whole group to make. Most organizations have executive committees to handle these problems. (This committee is usually composed of the officers of the organization and may include a past president, elected members of the group, and others.) Article five should state the persons on the executive committee, by titles, and the authority delegated to the committee.

Article Six

Time and place of regular meetings. This article states the time and place of regular meetings to fit the needs of the organization, and sets up provisions for calling special meetings.

Article Seven

Number constituting a quorum. Because the business of a group is the business of all its members, it is desirable that the group as a whole have a voice in making all important decisions. However, not all members can be present at all meetings. Therefore, a policy should be established which prevents a few people from exercising all the power of the organization, but which does not prevent a majority of the interested, attentive members from carrying on business. This working medium is called a quorum. It is the smallest number of members needed to transact any group business. Article seven should state the size of the quorum for the organization and regulations concerning attendance at meetings.

Article Eight

How the constitution shall be adopted and amended. We live in a changing world, and no constitution can be expected to be appropriate all of the time. It is necessary that the constitution of every democratic organization carry special provisions for its change and also provisions for its adoption.

The Bylaws

Whereas the constitution of an organization sets up the form or structure of an organization, the bylaws specify how an organization will work. Bylaws may be incorporated in the constitution, but usually they are a separate body of rules that govern the operation of the organization. They are usually more easily amended than the constitution and are concerned with matters of less consequence.

Because each organization differs from every other organization in nature and purpose, each organization must operate somewhat differently. Bylaws of organizations, therefore, are less uniform than are constitutions. Bylaws usually are written concerning the following points:

How to become a member.
The standing committees the organization will have.
Financial provisions for the organization, stating for what money will be used, who has authority to spend it, indebtedness, etc.
How the officers will be elected.
The order of business, if different from the normal order of business.
Rules for conducting the meetings; references to parliamentary procedure to be used as the official code of organization.
Provisions for limiting debate, if any.
The adopting and amending of the bylaws.
Other rules appropriate for a particular group.

2. Establishing an Organization

Groups are organized because some people feel a need for group action. These people see a goal that a group could attain, but that as individuals, they could not achieve. They, therefore, plan for united action.

Suppose we assume that, in your school, there are letters given for sports, and trips are provided for the band and the glee clubs. However, nothing specific is given to those students who make outstanding records in science. There is a need to recognize the good students in chemistry, physics, and biology. So, you decide to form an organization to gain more recognition for scholarship in science.

Since it was Alex who first suggested an organization, he agrees to act as temporary chairman of the group. He sets the time for the first meeting, calls it to order, explains the purpose of the meeting, and conducts the elections of provisional officers to guide the group until it can be permanently organized.

The first thing Alex should do is appoint a committee to draw up the constitution and bylaws, and appoint a nominating committee to select candidates for office. These committees should report at the next meeting. When the group has agreed upon its procedures, it has been officially established, and the permanent officers should be elected. Suggestions for nominating and electing officers are presented in this chapter further below.

After the constitution and the bylaws have been adopted and the permanent officers have been elected, the organization is ready to begin functioning.

How Business Is Conducted in a Meeting

All business should be brought before the meeting by a motion made by a member. Before a member can make a motion or address the meeting upon any question, it is necessary that he obtain the floor. To do this, he must rise and address the presiding officer by his title, thus: "Mr. Chairman," who will then announce the member's name. Then, before any subject is open to debate, it is necessary, first, that a motion be made; second, that it be seconded; and third, that the motion be stated by the presiding officer. After a question has been stated by the presiding officer, it is then open to the meeting for discussion and debate.

When the chairman thinks that the debate has been brought to a close, he should inquire if the meeting is ready for the question. If no one rises, he puts the question to vote. Usually, if it is to be a voice vote, the chairman may say, "It has been moved and seconded that (here he states the question); as many as are in favor of the motion, say "Aye"; those opposed, "No. A majority vote of those voting (not necessarily those present) is sufficient for the motion to be earned (or lost), except those motions requiring a two-thirds vote.

When a vote is taken, the chairman should always announce the result by saying, "The motion is earned," or "The No's have it-the motion is not carried."

Forming the Committee

Instead of bringing up all questions before the entire organization, it is often desirable to form a smaller committee to investigate the problem and offer a solution. This committee can decide what action to recommend and then report its recommendations at the next meeting of the entire organization.

Almost all organizations have standing committees. These committees function right through the year, such as a Finance Committee that has charge of the finances of the organization. Then, there are special committees that are appointed for a limited time for a particular purpose, such as the Christmas Dance Committee.

Committees may be formed for one of three purposes:

1. A committee to make an investigation. For example, a special committee might be appointed by the President of the organization to determine if it would be desirable to arrange for a class pin or a ring. What companies sell this type of jewelry? How much would it cost? Would the Principal approve of such a plan? These and many other factors would have to be investigated. A small committee of enthusiastic members would be able to secure the information quickly and report its recommendations to the entire organization.

2. A committee to perform services. Suppose the organization thought that it might be a good idea if some suitable award could be made to those boys and girls who had been outstanding in science. Such students might never be able to receive an athletic award for playing on the football team. But shouldn't brain, as well as brawn, be recognized and rewarded? The new school organization thought that it would be an excellent idea. The chairman decided that the discussion should be crystallized into action. "Do I hear a motion that a committee be appointed to lay the plan before the Board of Education at its next meeting if it meets with the approval of the Principal?" This is called "entertaining a motion".

One boy arose and said, "Mr. Chairman!"

"Yes, Warren Jones," replied the chairman.

"I move that the chair appoint Frank Garrety to act as a committee of one to ask the Principal and the Board of Education to approve our plan to award school insignias to those students who have achieved distinction in the study of science."

"If there is no objection, it is so ordered," said the chairman, as there seemed little need for any debate on the question.

"Hearing no objection, I hereby appoint Frank Garrety as a committee of one to speak to the Principal and, with his permission, to lay our plan for awarding annually the school insigna to the outstanding science students. Frank will report back to us at our next regular meeting."

3. A committee to recommend action for consideration of the entire group. At the next regular meeting of the organization, Frank Garrety reported that both the Principal and the Board of Education were enthusiastic about the group's plan to recognize achievement in the sciences, but that it would have to be handled as a school project through the student council. The group can then vote that the matter be referred to the school council.

3. The Election of Officers

The nomination and the election of officers occur so often and are so important to the welfare of the organization, that each member of the group should take time to learn the correct procedures. Procedures for election often are specified in the constitution and/or bylaws. The following are usually provided:

Nominations

Nominations for office may be made either by a committee or by members from the floor, or by both. The last is the plan usually adopted, in order to prevent a nominating committee from "railroading through" the nominees of its choice.

The nominating committee plan is satisfactory in large groups for two reasons. First, it is wise, in big organizations, to secure the consent of the person being nominated before his name is proposed. Second, a nominating committee should be representative of the whole group. Many of the more timid members of a large group hesitate to stand up before the assembly to place a name in nomination.

If a nominating committee is used, it should conform to the following:

It should be elected by the entire membership. Each member should be requested to suggest a certain number of names of persons to be considered as candidates.

It should be elected well in advance of the general election, in order to give the committee itself time to investigate thoroughly all possible nominees, and to secure their consent to be placed in nomination if the bylaws so provide.

It should usually nominate no more than one or two persons for each office. This allows room for additional names to be added from the floor.

If there is a nominating committee, the election begins with the presiding officer asking for the report of the nominating committee. It is wise for the nominating committee to put its names on a blackboard to avoid confusion. Then, according to the provisions of the bylaws, the presiding officer asks for nominations from the floor.

If there is no nominating committee, the procedure begins with the presiding officer first asking for nominations for the most important office. Anyone may nominate persons who meet the qualifications for the office, as stated in the constitution and/or the bylaws.

Elections

The presiding officer should keep the following items in mind when he knows that nominations are forthcoming:

Have a good supply of ballots handy, in case secret balloting is required or requested.

Allow ample time for nominations from the floor, without being so hesitant to entertain a motion to close the nominations that he wastes the time of the group. If someone moves to close the nominations too soon, to favor those already nominated, the chairman should decline to entertain the motion until all members have had the opportunity to nominate. "I'm sorry, but in the opinion of the chair, sufficient time has not been given to allow all those who wish to nominate, to do so. I am therefore not entertaining your motion at this time."

Remember, the names of each candidate will be voted on in the reverse order from which their names were placed in nomination. Therefore, if the nominating committee chairman says, "Mr. Chairman, for secretary-treasurer, we nominate Jack Leonard and June Trayworth," the chairman should call for a vote in favor of June before taking a vote on Jack. However, when more than one candidate is seeking the same office, it would be better to have written ballots on which each member could record his choice in secret.

Nominations require no second. The motion to close nominations usually requires a two-thirds majority. The chairman, when entertaining nominations from the floor, should allow ample time for a reasonable number to be nominated, if the group so desires. If sufficient time has elapsed, and there are no further nominations, the chairman may declare the nominations closed or may entertain a motion that the nominations be closed. A motion to close nominations is the same as a motion to close discussion and, therefore, takes a two-thirds vote.

The chairman would be wise to appoint tellers ahead of time to tabulate the votes. Free from this responsibility, he may continue with other matters and keep his office impartial. Should an error in the vote tabulation occur, it will not reflect upon him.

If, after the first vote has been announced, the members of the group wish to make the vote for the winning candidate unanimous (as is the custom in our political conventions), the person who received the second largest number of votes may rise and say, "Mr. Chairman, I move that the secretary be instructed to cast one ballot for," or, simply, "Mr. Chairman, I move that the vote be made unanimous." The chairman may then say, "Are there any objections to the motion that the secretary be instructed to cast one ballot for?" or, "Are there any objections to making the vote unanimous?" If there are any objections at all, the motion fails. It is presumptuous of persons other than the person with the second highest vote to move for unanimity.

Any acceptable method of voting may be used in elections. The chairman, however, should be alert and should encourage a secret ballot whenever he feels the rivalry to be keen. A simple majority is required to elect an officer, unless the constitution and/or bylaws state otherwise.

To see how this procedure works, let us examine how Ger-aldine is elected chairman, and Janice, secretary. The organization, under its temporary leadership, elects a nominating committee to propose a "slate" of permanent officers. A committee of three is chosen and instructed to prepare a slate nominating one person for each office. The slate is then presented at the next regular meeting under new business. The temporary chairman, Alex, calls upon Larry Toms, chairman of the nominating committee, to make his report. Larry says: "Mr. Chairman, the nominating committee wishes to place in nomination the names of Geraldine Jones for president and Janice Edwards for secretary." The chairman says: "You have heard the report of the nominating committee. We shall first consider the office of president. Are there any further nominations for president?" Robert, without being recognized, says, "I nominate Joe Willis for president." The chairman says, "Joe Willis has been nominated. Are there further nominations?" After allowing for sufficient time to elapse in which anyone who wishes to make a nomination can do so, the chairman declares the nominations for president closed. He announces that the secret ballot will be used, saying that the bylaws were "silent" on this point but that he thinks it better to use this manner of voting. He asks the tellers to collect the ballots and to count the votes. The members are instructed to write the name of either nominee for president on their ballots.

After the ballots are carefully counted and the result announced, the temporary president installs Geraldine, who has received the majority of votes. The temporary chairman, however, wisely advises the tellers not to announce how many votes were cast for each candidate, and destroys the ballots so that no one will know the final vote.

Geraldine then continues to preside over the election of a secretary, in the same manner in which the temporary chairman had presided over Geraldine's election.

4. The Order of Business

Geraldine, now permanent chairman of the group, will be responsible at all meetings for following what is called the "regular order of business":

Call the meeting to order
Roll call (if desired)
Read and approve the minutes of the last meeting
Treasurer's report (if desired)
Reports by standing committees
Reports by special committees
Unfinished business
New business
Miscellaneous business
Adjournment

If this standard order of business does not suit the needs of the new group, Geraldine may (in compliance with the bylaws) determine, print, and circulate a more appropriate order of business, called an agenda.

The Call to Order

Geraldine, at the appropriate time and place, calls the meeting to order by saying, "Will the meeting please come to order?" If there is noise that continues, she may rap a gavel and repeat her remark.

Reading of the Minutes of the Last Meeting

Janice has been elected secretary. One of her duties is to keep an accurate and objective record of the business carried on at each meeting. This record is called the minutes. It includes:

The time and place of the meeting
The name of the presiding officer
The action taken on the minutes of the last meeting
A summary of each committee report and the action taken on each report
All important motions made under old and new business, including who made the motions and what the group votes decided. Incidental motions and the names of seconders need not be recorded
The announcements under miscellaneous business
The time of adjournment

The record of the previous meeting is read at the beginning of a meeting to remind the members of the business of the last meeting, and to be approved by the group as the official record of what took place. Janice should make every effort to be accurate. If a mistake is made, it may be corrected upon the suggestion of any member when the chairman asks the group for "suggested corrections or additions to the minutes". Disagreement over whether an error has been made is settled by a vote. If no corrections or additions are suggested, the chairman says, "The minutes stand approved as read." If there is a correction, the chairman makes certain that the record is accurate and then says, "The minutes stand approved as corrected."

The Reports of Standing Committees

Geraldine, as chairman, should call for the reports of the standing committees immediately following the reading of the minutes. All committee reports are debatable.

The reports of the platform committees of the national political parties show us what happens when we have both minority and majority reports. For example, the committee chairman for the majority may conclude his report by moving that it be adopted by the convention. Then the person designated to report for the minority may move, at the end of his report, that the minority report be substituted for the majority report. If this motion succeeds, the group would then vote whether or not it wanted the minority report; if this motion fails, the group would then vote whether or not it wanted the majority report. Any recommendation of a committee has the status of a main motion.

The Reports of Special Committees

Special committees are appointed or elected to handle particular problems that arise in the course of a group's business. These committees perform whatever task is given to them and report their work to the group for approval. Special committee reports are handled in the same way that standing committee reports are handled. Once a special committee finishes its task and makes its final report, it is automatically dissolved. Both the committee to investigate the plausibility of awarding science letters and the committee of one to secure an appointment with the Board of Education are special committees.

SPECIAL COMMITTEES HANDLE PARTICULAR PROBLEMS THAT MAY ARISE

Unfinished Business

Although organizations meet at intervals, there is a quality of continuity about parliamentary procedure. Each successive meeting can be looked upon, in a sense, as taking up where the previous meeting ended.

If a motion is before the group for consideration, and the group must adjourn before it can act on the motion, the motion is said to be left pending. A time is designated in the succeeding meeting when this motion must be again considered. The motion is called unfinished business.

It is not practical to start a new meeting exactly where the last one left off, because after an interval of adjournment the group needs to be reminded of what has been accomplished through hearing the minutes of the previous meeting. The minutes must also be approved as an official record of the last meeting. Also, because much of the work of organizations is done by committees, and because reports prepared should be presented as soon as possible after the work has been completed, committee reports are also considered before the new meeting takes up where the last meeting left off.

Unfinished business, then, is simply that portion of the meeting when a group resumes what it was doing at the time of the last adjournment and disposes of that business before taking up anything new. The chairman may ask the secretary to read the appropriate portion of the minutes of the previous meeting to introduce the old business; or a member from the floor may remind the group of the pending motion or motions. Geraldine may say, "At the time of adjournment of the last meeting, the motion that a science fair be held next Monday was on the floor. Is there any more discussion on the motion?"

New Business

When unfinished business is completed, the chairman calls for new business. New business is usually presented in the form of motions from the floor. The nomination and election of officers is also considered new business. Let us consider how to handle a main motion.

The Main Motion. Under new business, any member may seek recognition by the chair, may be recognized, and may state his new proposal. For example, Ramon might say, "Madam Chairman!" Geraldine would say, "Yes, Ramon." Then Ramon could say, "Madam Chairman, I move that we request a special column in our high school newspaper be devoted to news of what is happening in the science classes." Geraldine would then say, "Is there a second to Ramon's motion?" She does this to make certain that at least two persons are interested in Ramon's proposal or else it isn't worth troubling the group with discussion. If the motion is seconded, Geraldine then opens the topic for discussion to members of the group. Discussion of a proposal can help people to understand it better. It also gives members an opportunity to argue for or against the proposal and suggest ways in which it can be altered. Motions are usually drawn up by individuals or small groups and may not always be acceptable to the entire organization. Allowing discussion of each motion gives members an opportunity to voice their opinions. This may result in modification of the original proposal into action which is more desirable and more acceptable to the group.

Voting. As many main motions can be made under new business as is desired and as the time allows. But, each motion must be disposed of before a new main motion can be entertained. A main motion may be disposed of as follows:

It may be passed, or defeated, in the form in which it is proposed.

It may be modified through amendments and then passed or defeated.

It may be set aside without action by postponement or "tabling of the motion".

When a group has discussed a motion and is ready to dispose of it in one of the manners above, Geraldine may suggest voting by saying, "Are you ready for the question?", or a member may simply call out, "Question!" If no one else seeks recognition, the chairman will then conduct the voting in one of four ways:

1. Voice Vote: The Chairman asks, "All who favor the motion say 'Aye,' all who oppose the motion say 'No.'" The chairman then judges which group is in the majority and announces that the motion passed or failed accordingly. This is the type of voting most often used. It saves time and is most appropriate for motions that have large majorities either for or against the motion.

2. Division of the house: The chairman asks all who favor the motion to raise their right hands or to stand, then all those who oppose it to do likewise. This gives the chairman an accurate count of the voting and is appropriate for motions upon which the group is about equally divided. This method may be employed by the chairman if the outcome of the voice vote is in doubt, or it may be requested by a member who disagrees with the chairman's interpretation of the voice vote.

3. Secret ballot: In voting by secret ballot, slips of paper are passed among the members; each member records his vote; the slips are collected and the votes counted. This means of voting is appropriate for elections or other situations where it is undesirable for it to be known how a member votes.

4. Roll call: The chairman, or the secretary, reads the roll call of all members, and each member votes for, or against, the motion as his name is called. This is not a common way of voting.

Other points to remember about voting are:

A tie vote defeats the motion.
The chairman may vote anytime but usually votes only to create a tie or break one.
A simple majority is one over half; a two-thirds majority means two out of every three persons voting.
Majorities are based on those voting, not those present.
The main motions can be made only when there is not another motion before the house.

Miscellaneous Business

After new business, prior to the motion to adjourn, the chairman entertains "miscellaneous business." This includes any resolutions of approval, congratulations, commendations, or condemnations that are appropriate for the group. It also provides time for any announcements that need to be made before adjournment. These matters may or may not be controversial. If they are not controversial, they may be handled informally. However, controversial resolutions should be handled like any main motion.

Adjournment

Because democratic deliberations are time consuming, and because there is a limit on how long a group can remain in session, it is necessary that there be some way of bringing a meeting to a close. This is done through the motion to adjourn. Unless the bylaws provide otherwise, this motion may be made at any time during the meeting and may be passed by a simple majority. Once the motion to adjourn is made, it must be voted on immediately, with one exception-the time and place of the next meeting may be determined. This is done by making a motion "to fix the time and place for the next meeting at . . ." If the motion is made it must be disposed of before the vote on adjournment can be taken.

5. Subsidiary Motions

Committee reports and main motions are drawn up and presented by a small minority of the members. For that reason, it is necessary that the group has the right, not only to approve or disapprove committee suggestions, but also to alter the suggestions, to suggest other solutions, to insist on further investigations, or to initiate any other sensible move that a particular problem requires. The group does this by making one or more subsidiary motions.

The subsidiary motions stack themselves on top of the main motion and are "subsidiary" to it. There is a certain order of priority for these motions. If each motion is made in order of its priority, we may stack up seven subsidiary motions on top of the main motion, without having to take a vote on any one of them. But, once a subsidiary motion of higher priority is made, all subsidiary motions with lower priority are out-of-order until the high-priority motion has been disposed.

Note the list further below, which illustrates the priority.

ORDER OF PRECEDENCE OF MOTIONS
PRIVILEGED MOTIONS:
(Highest Precedence)
1. Fix the Time to Which to Adjourn *
2. Adjourn *
3. Recess *
4. Question of Privilege
5. Call for the Orders of the Day

* Note: The first three motions are privileged only when another question is pending. The motion "To Adjourn" is privileged only if it is unqualified. If it is in any way qualified, it is merely a main motion and has no precedence over other motions.

SUBSIDIARY MOTIONS:
1. Lay on the Table
2. Previous Question
3. Limit (or Extend) Debate
4. Postpone to a Certain Time
5. Refer (to a Committee)
6. Amend
7. Postpone Indefinitely
MAIN MOTION (Lowest Precedence)

Note: These motions are discussed more fully in this chapter. Practice using them in class, starting with a Main Motion which yields to all other motions. Remember that when a motion of higher precedence is made, all other motions of a lower precedence must yield until a vote is taken on the motion (of higher precedence), or until another motion of still higher precedence is presented to the group.

Example:

After a main motion has been made, but a vote has not yet been taken upon it, and a member of the group rises and moves to limit debate on the question to a certain number of minutes by each member, then the other subsidiary motions of lower precedence (4, 5, 6, and 7) are out of order and cannot be made. On the other hand, the subsidiary motion "to limit debate" yields to the subsidiary motions 1 and 2 and all the privileged motions.

We can also see on the chart further below that "amend" takes precedence over "postpone indefinitely", and that "lay on the table" takes precedence over all other subsidiary motions.

We will discuss each subsidiary motion, starting with that of lowest priority or precedence and working up to that of highest priority or precedence.

Postpone Indefinitely

"Mr. Chairman, I move that the main motion (state motion) be postponed indefinitely." This motion should be made when a member of the group wishes the main motion to be set aside without acting upon it. It is an appropriate motion when the main motion is unimportant or undesirable. Passing this motion has the same effect as if the main motion were never made; defeat of the motion returns the main motion to consideration before the house. This motion to postpone indefinitely can be made by someone opposing the main motion who wishes to test the support for it. If it is passed, the maker gains because he opposed the main motion, and it is now set aside; if it fails, those who voted against it are presumed to favor the main motion. The maker of the motion to postpone indefinitely can then contact members to persuade them to change their votes before the vote on the main motion.

The only motion that "postpone indefinitely" takes precedence over (or prevents from being made) is another main motion. But, while it is on the floor and not yet voted on, ANY of the other subsidiary motions can be made.

Amend

"Mr. Chairman, I move to amend the main motion by ..." Amendments to the main motion are made when a member of the group wishes to change some feature of the original proposal. We have already read that a group of people thinking together can reach better solutions than can each individual thinking alone. In parliamentary procedure, making amendments is the way members of the group have to improve the suggestions of the original motion.

Amendments

Because there may be a number of amendments of many different kinds, there must be some specific rules governing the making of amendments.

Amendments can be made in only four ways to be acceptable:

a. Adding. Words may be added to the main motion. Be very specific just where you wish to add your words. Always give the words that precede the point of your insertion.

b. Striking out. A word or words may be eliminated from the main motion.

c. Substituting. A word or words may be substituted for words in the original main motion.

d. Dividing. If a main motion has more than one separate and distinct idea embodied in it, it may be divided into two or more parts by the motion to divide.

Some of the main motions are amendable. Several of the subsidiary motions are also amendable. The charts listed further below will show you at a glance which motions can be amended.

Only two amendments may be on the floor at the same time, and, if so, one of them must be "an amendment to the amendment".

a. Only one part of the main motion may be amended at any one time.

b. While the amendment to the main motion is still pending (has not been voted on), we could propose an amendment to the amendment.

The Main Motion: "I move that our group present a play on November 14 and 15 to raise money for the Community Chest."

The Amendment: Substitute "hold a dance" for "present a play".

Amendment to the Amendment: Strike "14 and".

Amendments that reverse the meaning of the main motion should not be entertained. Persons wishing to insert a "not" before the verb of a main motion, should be advised to vote against the main motion.

Regardless of the number of amendments made to a main motion, or whether they are passed or defeated, the main motion must be voted on. Some inexperienced chairmen assume that an affirmative or a negative vote on the amendment to the motion passes or defeats the main motion.

Defeat of the main motion nullifies any positive action on amendments. Many amendments are so trivial in nature that the chairman can dispose of them quickly by saying, "If there are no objections, the motion will be so amended." For example, suppose someone had moved to insert the words, "standard size" before the words, "school letters", just to make certain that the letters awarded the science students would be similar to those awarded students in other activities. Geraldine should try to get this amendment incorporated quickly by saying, "If there are no objections, the words 'standard size' will be inserted before the words 'school letters', so that the motion as amended will read . . ." Then, if Geraldine hears no objections, she can say, "The motion has been so amended. This saves the time of voting and perhaps of needless discussion.

Refer to a Committee

"Mr. Chairman, I move that the matter of awarding school letters and sweaters be referred to a committee of four to be appointed by the chair." This motion is appropriate when a member believes there has not been enough investigation of a problem to warrant an intelligent decision, or when it is more convenient for a small group to perform the task than it is for the entire organization to do it.

The motion "to refer" may include how the committee is to be selected and how many members it will have. See the sections on the reports of standing and special committees for more details.

Postpone to a Certain Time

"Mr. Chairman, I move that the motion before the house be postponed until . . . (state the specific time)." The purpose of this motion is to delay action on a main motion until the time is more appropriate for a decision. The consideration of a motion proposing the donation of money, for instance, might be postponed until a report of the treasurer can be made. Delaying action on a problem many times can be a wise decision in itself, especially if succeeding events are expected to have an effect upon the problem.

The Previous Question (to Close Debate)

"Mr. Chairman, I move the previous question." This has the effect of stopping debate on a particular motion that is pending before the group in order to bring the matter to an immediate vote. It would seem that "the previous question" would refer to the question which is pending, and some persons who are unfamiliar with parliamentary procedure use it to take a vote on the pending question. But this is not correct. Suppose the pending question is a main motion which has been debated by the group for some time, and a member wants to close the debate. He may rise and, after being recognized by the chairman, "moves the previous question." This is a subsidiary motion that takes precedence over all other subsidiary motions except "to lay on the table" and yields to privileged and incidental motions. It is undebatable and cannot be amended. It requires a two-thirds vote to pass. If it is passed, "the previous question" has the effect of stopping debate on the motion that was pending before the group. The chairman then calls for a vote on the motion that was pending.

There is also a subsidiary motion to limit or extend the limits of debate. It is like the "previous question" in that it takes precedence over all debatable motions and requires a two-thirds vote to pass.

Lay on the Table

"Mr. Chairman, I move to lay the motion to ... on the table." The purpose of this motion is to delay action on a motion, to set it aside temporarily while more important business is accomplished or to dispose of a motion entirely, if it is assumed that a majority cannot be mustered to "take it from the table". It takes only a simple majority to pass the motion.

Precedence of Subsidiary Motions

Remember, once the motion "to lay on the table" has been moved, all other subsidiary motions are out of order.

Once the "previous question" (or "close debate") has been moved, it is out of order to "postpone indefinitely", "amend", "refer", or "postpone definitely".

Once "postpone definitely" has been moved, it is out of order to "postpone indefinitely", "amend", or "refer".

And so on down the line.

6. Precedence of Privileged Motions (From the Highest to the Lowest)

1. To fix the time to which the group shall adjourn (if made while another question is pending).
2. Adjourn (when unqualified).
3. Take a recess.
4. Questions relating to rights and privileges.
5. Call for the Orders of the Day.

Privileged motions do not apply to particular motions, but concern the procedure of the meeting. Like the subsidiary motions, they are ranked among themselves. Below, you will find further explanations of privileged motions, stalling with the lowest ranked motion which yields to all the other privileged motions.

Orders of the Day

Although this motion has the lowest rank of all the privileged motions, it does outrank all main and subsidiary motions. It is not debatable and cannot be amended. It does not require a second, and may be made while another member has the floor. By "Orders of the Day", we mean that one or more subjects have been assigned to be taken up on a particular day or hour. These subjects, then, become the "Orders of the Day" for that day and hour. They cannot be considered before that time, except by a two-thirds vote. But when that day or hour arrives, if called up, they take precedence over all but the other privileged motions.

Point of Personal Privilege

"Mr. Chairman, I rise to a point of personal privilege." A member rises to a point of personal privilege when his rights as a member of the group have been violated, when his comfort or the comfort of the group is concerned, or when some member has not treated him fairly. The point of personal privilege does not need to be seconded, and the chairman rules in favor of the maker, or against him. An example would be, "Mr. Chairman, I rise to a point of personal privilege." The chairman would say, "State your point." "I request that visitors be asked to leave the room."

If the chair does not see fit to grant a privilege, it may be put in the form of a motion rather than in the form of a point. Here one would say, "Mr. Chairman, as a matter of personal privilege, I move that the visitors be asked to leave the room." This motion is not debatable, and may need a two-thirds vote.

Recess

"Mr. Chairman, I move that this group recess for . . . (state the period)." The purpose of the motion is to suspend business in order to do other things that need to be done. A member may make this motion when he wants to rest, to get something to eat, or to plan with colleagues the defense or defeat of a motion. If the motion passes, the chairman keeps track of the time, calls the meeting back to order at the end of the recess period, and the group resumes the business that was pending at the time of recess.

Adjourn (when unqualified)

The motion to adjourn (when unqualified) takes precedence over all other motions except one, and that is: "to fix the time to which to adjourn." It is not debatable, it cannot be amended nor have any other subsidiary motion applied to it. If qualified in any way, it loses its privileged character and stands as any other main motion (see further below). The effect of this unqualified motion is to close a meeting without any consideration as to when the next meeting will be. This may be used, for example, to close the final meeting of a club or group. On the other hand, if it is known in advance when the next meeting will be held, in accordance with a regular schedule, this motion to adjourn without specifying the time would be in order, and the business interrupted by the adjournment is the first order of business at the next meeting after the reading of the minutes.

Time and Place of the Next Meeting

"Mr. Chairman, I move that the time and place of the next meeting be set ... (state time and place)." If the time and place of the next meeting is NOT set in the constitution or in the bylaws, a group should not adjourn without knowing when and where the members will meet again. This is the reason that the motion "to set the time and place" is the highest ranking of all motions.

Students of parliamentary procedure should keep in mind why the motion to set the time and place of the next meeting has such high priority. You will recall that, for centuries, the kings and queens of England had the power to dismiss parliament any time they so wished. The fear of being dismissed is one of the factors that caused the British Parliament to put into its procedure the rule that parliament could not be adjourned until a time and place was set for it to reconvene. In the absence of such a rule, the French parliament (or Estates-General) did not meet between 1614 and 1789.

7. Main and Unclassified Motions

A main, or principal, motion is a motion made to bring before the group, for its consideration, any particular subject. It takes precedence of nothing, and yields to all privileged, incidental, and subsidiary questions. Any of these motions can be made while a main motion is pending. There are several motions that have the same effect as the main motion of general business. These motions can be introduced (like the main motion of general business) only when there is nothing else on the floor. They differ from the general main motion in that subsidiary motions do not apply to them. All four of these special main motions attempt to reverse action already taken by the group. Let us look at each of these motions.

To Take From the Table

"Mr. Chairman, I move that the motion concerning ... be taken from the table." The purpose of this motion is to bring back before the group a motion that previously has been set aside. If passed, the tabled motion is opened for discussion and is subject to the usual handling of any main motion.

To Reconsider

"Mr. Chairman, I move that this group reconsider the motion concerning . . . passed at ... (state time)." Conditions may change after a group has taken action, or new facts may come to light that indicate that the action taken was wrong. If a member of the group is not certain that the action taken should be reversed, but would like to discuss the matter again and have another chance to make a decision, he may move to reconsider. To prevent members of the minority from using the motion to reconsider to bring up motions again and again that have been duly passed in spite of their opposition, there is a safety factor in the rules governing this motion.

In order to make the motion to reconsider, the member so moving must have voted on the prevailing side when the motion was originally passed. In other words, a person has to have changed his mind since the original voting before he is eligible to make the motion to reconsider. It is the duty of the chairman to ask any member making this motion if he "voted on the prevailing side".

There are two special items to be remembered here. First, only motions that have passed are reconsidered, not motions which have failed (in other words, negative votes are not reconsidered). Second, once the motion to reconsider has been made, all action proposed under the motion to which it applies is suspended until the motion to reconsider is disposed. For example, if the group had passed a motion to have a picnic, and someone who had voted for the picnic moved to reconsider that motion, no further plans about the picnic could be carried out until there was a vote on the motion to reconsider. If the motion to reconsider is made and passed, then the original motion is considered just like any other newly made main motion.

To Rescind

"Mr. Chairman, I move that the motion . . . passed (or defeated) . . . (state the time) be rescinded." This motion, if passed, simply reverses previous action. It is appropriate when a member believes that the passing or defeating of a previous motion was clearly an error, or when the motion passed is no longer needed. Stability of a group is obtained by supporting decisions the group has made. However, some decisions need to be repudiated. The motion to rescind is the means of doing this in a democracy. It is more difficult to rescind a motion than it is to pass it originally, because the motion to rescind must be announced one meeting prior to taking action on it, or if not previously announced, it requires a two-thirds majority to pass. The motion to rescind is "in order" only after the motion to reconsider is "out of order". In other words, you must usually wait until two meetings have gone by until you may move to rescind. Parliamentary law has this stipulation to make it more difficult for a group to reverse itself. The feeling is that the group decided on a matter carefully, and must not be permitted to reverse that action unless enough time has elapsed to give the reversal careful consideration by all the members present.

Adjourn (when qualified)

Although a motion to adjourn when unqualified is the highest privileged motion (except for a motion to fix the time to which the group shall adjourn), when the motion to adjourn is qualified, it is considered a "main motion" and may be amended and debated. By being qualified, is meant that the motion specifies the time, such as "to adjourn until next Friday at 3 P.M." When the motion to adjourn is so qualified, it cannot be made when any other question is before the group.

When a committee is through with any business referred to it, and is prepared to report, instead of adjourning, it rises and reports. If no provision has been made for future meetings of the committee, an adjournment is always at the call of the chair unless otherwise specified.

8. Incidental Motions

The remainder of the motions you will use frequently in parliamentary procedure concern the operation of the meetings, and are designed to insure understanding, fair play, and general efficiency of the group. These motions have no particular rank but are made when appropriate.

Point of Order

"Mr. Chairman, I rise to a point of order." The purpose of this point is to call an error that has been made to the attention of the Chairman for correction. When a member "rises to a point of order," the chairman says, "State your point." The chairman then rules on the point. The chairman is obligated, of course, to rule fairly and in keeping with the rules governing the group.

Appeal the Decision of the Chair

"Mr. Chairman, I appeal the decision of the chair." The purpose of this motion is to permit the group as a whole to decide a point that is ordinarily left up to the chairman. If a member believes that the chairman has made an error in his ruling, he may "appeal the decision of the chair." This allows the group to decide the issue through a vote.

When the chairman's decision has been appealed, the chairman may justify his decision and then ask all in favor of his decision to vote "yes", as opposed to vote "no". His decision stands or is reversed on a simple majority vote. THIS MOTION IS RARELY USED. A member must think twice before challenging the authority of the chair.

Suspend the Rules

"Mr. Chairman, I move that we suspend the rules for purpose of ... (state purpose)." Rules are established to help conduct the usual business more efficiently. However, occasionally a matter of business comes up that cannot be handled properly under the rules. It is appropriate, then, for a member to move this suspension. If passed, the rules are set aside for that particular matter, but are in effect again upon its completion. Because this motion alters rules, it requires a two-thirds majority to pass.

Request for Information

"Mr. Chairman, I rise for information." This point is appropriate when a member wants to find out facts, data, and information other than points of parliamentary procedure.

Withdraw a Motion

"Mr. Chairman, I request permission to withdraw my motion." The purpose of this motion is to allow the maker of a motion to withdraw it after he has changed his mind about it. The chairman handles the withdrawal informally by asking if there are any objections to the withdrawal.

9. Special Advice to the Chairman

If you are chairman of a group, you will need to act as a leader. The following advice should help you lead your group effectively:

Do not recognize everyone who asks for the floor. As the chairman, you have the right to recognize or not to recognize. Use this to advantage. Your job is to enforce the will of the majority without unduly slighting the minority. Recognizing everyone who wants the floor at all times, will slow down business to a standstill.

Avoid putting minor matters to a vote. Use the expressions, "If there are no objections . . . ;" "If there are no objections, the motion will be so amended"; "If there are no objections, we will refer this matter to ... ;" or "If there are no objections, Millicent will be permitted to withdraw her motion." Of course, if there is an objection, you will be forced to put the matter to a vote. But, usually, there will be no objection.

Do not be timid. Do not be afraid of making mistakes. Keep your secretary and your parliamentarian close at hand. Consult your parliamentary rules before speaking if you are in doubt.

Exercises

1. The class will form an organization, electing temporary officers and appointing a constitution and bylaws committee. At the next meeting of the class, let the constitution and bylaws committee report. Adopt the constitution and bylaws, article by article. Here are some suggestions as to what types of organization you might want to form: a group aimed at promoting school spirit at basketball games an organization whose purpose would be to establish a new sport at your school (such as tennis, soccer, golf, hockey) a group organized to promote a school clean-up program an organization formed to sponsor more dances for the school.

2. Assume that the class is an organization formed to discuss the health problems of the community. Let each member serve as chairman of the group for five minutes of the period, and then let him relinquish the chair to another member of the class. Designate persons to make main motions on each of the following subjects, and let the group act on the motions using parliamentary procedure, requiring one hour of physical education per day of all high school students requiring every high school boy to try out for at least one sport requiring chest X-rays of all high school students providing a set-up under which students with bad colds will be required to stay at home, until their colds are no longer menaces to others appointing a committee to investigate sanitary conditions in school locker rooms appointing a committee to investigate how many students have had Salk vaccine shots considering appropriating money to the Heart Fund appointing a committee to raise money for the Community Chest.

3. Take notes on each motion brought up in Exercise. Transcribe these notes into proper form for minutes. (See the sample minutes at the end of this chapter.)

4. Using the drill sheets suggested for subsidiary and privileged motions at the end of this chapter, fill in the name of each person who is to make a motion and agree ahead of time what each motion will be so that it is properly worded. Then let the chairman take up the motions in order, starting with the main motion and working upwards. Note that the privileged motions should be disposed of before the next subsidiary motion is brought to the floor; e.g., the point of personal privilege should be granted or rejected before the chairman entertains the agreed upon motion to amend.

Make your own copy of the reference table of motions used in parliamentary procedure given at the end of this chapter. Try to improve it, introducing new ways to show what can be done to each motion. Turn it into the form of a wheel; or devise a new set of symbols to designate which motions can be amended; or try to simplify the chart without losing any of its content. Use your imagination.

6. Have any errors in parliamentary procedure been made in the following cases? Be prepared to discuss these cases in class.

a. The chairman properly calls for the report of a standing committee. Three recommendations are presented for action. The chairman states that the group will act on each recommendation separately since each may be passed independently of the other two and opens discussion of the first recommendation. A member rises, is recognized, and moves that the first recommendation be referred back to the committee for further consideration. The motion to "refer" is seconded and the chairman calls for discussion on the motion to refer. There is no discussion, and he puts the question, asking for a show of hands. There are twelve votes for and seven against. The chairman declares the first recommendation passed and opens discussion on the committee's second recommendation.

b. A main motion has just been presented that is strongly opposed by one of the members of the group. He makes every attempt to insure that the motion is not passed. As soon as the main motion is seconded, he objects to consideration of the motion on the grounds that it would not be, if passed, appropriate action for the group. The chairman overrules the objection and justifies his ruling by reading the purposes of the organization set forth in its constitution. During the course of the discussion, the same member is recognized and moves to postpone the main motion indefinitely. It is seconded, and the chairman asks for discussion on the motion to postpone. There is none. Another member calls "question" and the chairman puts the question. The chairman declares the motion failed on a ten for and nine against vote. The chairman then opens discussion on the main motion. The member opposing the main motion gives up and allows it to come to a vote.

c. The chairman has properly entertained a main motion be fore the house and it is seconded. He then asks if there is any discussion. A member rises, is recognized, and moves that the group recess for five minutes. A second member rises and moves to adjourn. The motion to adjourn is seconded, and the chairman calls for discussion. A third member rises, moves that the group set the next meeting at the War Eagle Cafeteria in ten minutes. This motion is seconded and opened for discussion by the chairman.

d. The chairman has properly entertained a main motion and has opened it for discussion. After some discussion, a member rises, is recognized, and objects to consideration of the motion on the grounds that if it passes it will violate the constitution. The chairman states, "All in favor of objecting to consideration of this motion, raise your right hands." Twenty of the 35 members vote "aye". The chairman announces that the motion will not be considered. A member rises in a request for information, is recognized, and asks if it is not true that the objection to consideration requires a two-thirds majority.

Model Minutes

The regular meeting1 of the Health Club of Madison High School was called to order at 2:00 P.M., Friday, December 15, in the Club Meeting Room. Fred Inzetti, the President, presided.

The minutes of the special meeting held on Friday, December 8, were approved as read.2

The President called for reports of standing committees. Mildred Robinson, chairman of the Dental Committee, stated that her committee has been making a thorough survey of all the students in the class to make sure that they have had their teeth examined at the clinic during the past school year. She stated that 80 per cent of the students have had their teeth carefully checked and all necessary dental work done.3 As an incentive to encourage the other 20 per cent of the students to have their teeth examined, she moved that the Health Club issue suitable certificates to every student whose teeth were in perfect condition.4 Her report was approved.5 The Finance Committee is to report at the next meeting whether sufficient funds are available for the purchase of such certificates.

May read "special meeting" if the meeting was a called one.

The President then called for reports of special committees. Sally Mindara, chairman of the Health Dance Committee, reported that all was in order for the fund raising dance for Saturday, December 16. She urged all members to sell as many tickets as possible. Her committee will make its final report at the next meeting.

Old business was called for." Fred Dawson brought up the matter of getting an assembly speaker for Health Week. Nancy Waters suggested a speaker on the fluoridation of drinking water. Harry Ingalls moved that the chairman appoint a committee of three to call on the Principal to ask if a speaker on fluoridation of drinking water could be secured. Discussion followed. Helen Allison moved to amend the motion by striking the word "three" and inserting the word "five." 7 Discussion followed. Allison's motion carried. Ingalls' motion, as amended, carried. The chairman appointed Fred Dawson, Harry Ingalls, Helen Roberts, Joe Canzinarri, and Clifford Vlasho, as the committee. He requested they report at the next meeting.

New business was called for. Helen Roberts moved that a bus be chartered to take the club to the workshop on health to be held at the State University in January. Harry Ingalls moved to refer the matter to the Finance Committee. His motion carried.

Sally Mindara asked to announce once more that all members should be at the dance early on Saturday.

The meeting was adjourned at 3:00 P.M.

Respectfully submitted,

Lillian Lu, Secretary

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