Parliamentary Procedure
By:
Karen Kay
Realty Executive
480-203-9821
Flag To The Right of the Speaker
No Flag, No Pledge!
Calling The Meeting To Order
With a Gavel
“This meeting will come to order.”
Without a Gavel
“Will the members please be seated?” (Pause and wait for members to sit, and then say) “This
meeting will come to order”
Reading of and/or Approval of Minutes
If read at the meeting
“Will the secretary read the minutes of the previous meeting?”
“Are there any corrections to the minutes?”
“There being no corrections, the minutes are approved as read”
Or
“The minutes are approved as corrected.”
If mailed/emailed/posted on website
“Are there any corrections to the minutes as mailed/emailed/posted?”
“The minutes are approved as mailed/emailed/posted.”
Or
“The minutes are approved as corrected.”
Adopting The Agenda
“Is there a motion to approve the agenda?”
2nd
Discussion
“All those in favor say Aye, opposed say no…
The agenda has been approved.”
You may also vote to change the agenda
Treasurer’s Report
The treasurer may read the report or distribute a copy to each member for review.
If read
“May we have the treasure’s report?”
“Are there any questions?” The Treasurer will answer all questions
“The treasurer’s report will be filed.”
or
“A The treasurer’s report will be filed for audit.” To be used only if you will audit.
If copies are given to all members
“Please take a moment to review the treasurer’s report.” (PAUSE)
“Are there any questions?”
“The treasurer’s report will be filed.”
Or
“The Treasurer’s report will be filed for audit.” To be used only if you will audit.
Note:
The treasurer’s report is always filed with the secretary, and it’s never approved or adopted by the assembly.
However, When the books are audited, the assembly adopts the auditor’s report.
Reports of Committees
Address the individual committees by saying:
“Will the _________ committee report?” (Report will be read)
“Are there any questions?”
“The ___________ committee’s report is filed.” (All reports should be in
writing. With a report filed with the Secretary and the President.)
Note: Some committee reports will require the members to vote to adopt
the committee’s recommendation.
No 2nd is needed when a committee brings a motion forward. Go directly to
discussion, and vote.
Unfinished Business
The president does not ask for unfinished business. Unfinished business are those items left
undecided at the last meeting or business that has been delayed to the current meeting by a
motion to postpone.
If there is no unfinished business, do not put it on the agenda.
New Business
New business is always on the agenda so that members will have an opportunity to present new
ideas, projects…
If there are no new business items on the agenda, the president will ask:
“Is there any new business?” (Members may bring forward ideas or business for the entire
membership to discuss at this time by making a motion. Discussion occurs after the motion.
Or
If there is new business on the agenda the president will state what it is and ask for the
members wishes. If the members want to discuss the issue, they must make a motion first.
A vote will determine if the group will adopt the issue. If no motion is made, the item is
dropped.
After each new business item, the president will ask:
“Is there any further new business?”
Adjournment-Ending the meeting
When all business has been conducted, you will say:
“The next meeting will be held m/d/y, place and time.”
“There being no further business, this meeting is adjourned.” (One tap of the gavel)
What is a motion?
A motion is a formal proposal that certain action be taken, or that
a certain statement express the sense, opinion, wish or will of the
assembly.
Seconding a motion
Agreeing to the introduction of a motion for consideration by the
members.
Note: You do not have to agree with a motion to make the 2nd.
This brings it to discussion only.
Motions and Their Precedence
Motions are divided into five classifications:
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Main Motions can be made only when no other business is pending.
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Subsidiary Motions assist in treating or disposing of a Main Motion.
•
Privileged Motions have to do with special matters of immediate
importance.
•
Incidental Motions are related in some way to the pending business.
They have no rank among themselves.
•
Restorative Motions bring a question again before the assembly.
The first three classes of motions are called ranking motions. You will find
that each of these 13 motions have a “rank” or number indicating its
position in this “hierarchy of motions.”
The main motion is at the bottom of the ladder. Each subsidiary motion is
a step higher on the ladder.
Therefore, a higher ranking motion may be made while a motion of lower
rank is pending. This is referred to as the order of precedence and is
used in referring to all motions that are in order when another motion is
pending.
The Types of Motions and When They are Used
Main Motions
A main motion is the motion used to propose that an assembly take certain action or express
itself as holding certain views. A main motion is undoubtedly the motion most frequently heard in
business meetings and deliberative societies. The main motion sets a pattern from which all
other motions are derived. It is used as a frame of reference in discussing other motions.
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Kinds of Main Motions
Original Main Motion
An original main motion introduces a new subject of a substantive nature.
It is sometimes in the form of a resolution.
Incidental Main Motion
An incidental main motion introduces, proposes action or a procedure
incidental to, or related to, the business of the assembly or its past or
future action.
1. If you want to
Bring business
before the assembly
Use this motion
Main Motion
And say this
I move that…
Subsidiary Motions
The seven subsidiary motions assist the assembly in treating or disposing of a main
motion and sometimes other motions.
If you want to
Use this motion
And say this
Lay aside a question temporarily
In order to take care of something
of immediate urgency
Lay on the table
“I move to lay the
question on the table.”
Stop debate and immediately vote
On the pending question
Previous question
“I move the previous
question.”
Reduce the number or length of
speeches, to close debate at a
specified time, or to allow more or
longer speeches
Limit or extend limits
of debate
“I move that debate
be limited to one three
minute speech for each
member.”
Subsidiary Motions
If you want to
Put off action on a pending
motion to a definite day, hour, or
Until after an event
Use this motion
Postpone to a definite
time
Send a pending question to a smaller
Group of selected person for review
Commit or refer
“I move to refer the motion
to the program committee.”
Modify the wording of a pending
motion
Motion
Amend
“I move to amend the
Kill a motion
And say this
“I move to postpone
the motion to the next
meeting.”
by inserting the words…”
Postpone indefinitely
“I move that the pending
question be postponed
indefinitely.”
Privileged Motions
These five motions deal with special matters of immediate importance which,
without debate, are allowed to interrupt consideration of anything else.
If you want to
Provide for continuing the meeting
at another time
Use this motion
Fix the time at
which to adjourn
And say this
“I move that when we adjourn,
we adjourn to 3 p.m. tomorrow.”
Close the meeting immediately
Adjourn
“I move to adjourn.”
Take a short intermission
Within a meeting
Recess
“I move that we recess for ?
minutes.”
To give immediate attention to an
urgent request or motion relating
To the assembly or any member
Raise a question
“I rise to a question of privilege
of privilege
affecting the assembly.”or“I rise
to a question of personal privilege.”
To require the assembly to
conform to its agenda
Call for the order
“I call for the orders of the day.”
Incidental Motions
Incidental motions are related in some manner to the pending question, but are of
such a nature that they must be attended to immediately.
If you want to
Question a ruling of the Chair
Use this motion
Appeal
And say this
“I appeal the decision of the chair.”
Have a document (motion)
considered and amended
paragraph by paragraph
Consideration by
“I move that the document be
paragraph or seriatim considered by paragraph
or seriatim.”
Have a voice vote verified
by the chair
Division of the assembly
Have a motion containing
several parts voted as if they
were distinct questions
Division of the question
“I call for a division.”
“I move to divide the motion.”
Incidental Motions
If you want to
Use this motion
Avoid having a motion
Objection to the consideration
brought before the assembly
of the question
motion.”
Ask the chair a question
regarding parliamentary
procedure
Parliamentary inquiry
Call attention of the chair
to a breach of the rules
Point of order
Do something in violation of
the assembly’s rules
Suspend the rules
And say this
“I object to the
consideration of the
“I rise to a parliamentary
inquiry.”
“I rise to a point of order.”
“I move to suspend the rules
and take up…”
Restorative Motions
These motions bring a question again before the assembly.
Reconsider
If in the same session that a motion has been voted on but no later than
the same or the next calendar day, new information or a changed
situation makes it appear that a different result might reflect the true
will of the assembly, a member who voted with the prevailing side can
propose to reconsider the vote; that is, she can move that the question
shall come before the assembly again as if it had not previously been
considered.
Rescind
To amend something previously adopted. The rescinding motion requires
motion or more that a majority vote.
Take from the Table
A motion has been laid on the table earlier in the session, or in the last
session, and has not yet been disposed of. It can be proposed by means
of a motion to take from the table that the motion becomes pending
again.
Amendment Procedures
“Amend” is the most widely used of the subsidiary motions. The motion to amend is a motion to modify
the wording-and within certain limits- the meaning of a pending motion before the pending motion
itself is acted upon.
A motion:
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Adds
•
Inserts
•
Strikes out
•
Strikes out and inserts
When a group adopts an amendment, it does not adopt the motion that has just been amended. That
motion remains pending in its newly modified form and must be voted on. If the amendment is
voted down, the main motion remains pending as it was before the amendment was proposed.
The person who moves for the amendment cannot amend the main motion; only the assembly can do that.
Further, the members’ vote on an amendment does not obligate them to vote any particular way on
the main motion. Members are still free to vote as they please on the original motion.
Amendments must always be germane, that is closely related to the subject of the motion to be
amended. A member cannot introduce a new subject under the pretext of proposing an amendment.
An amendment is itself amendable. In such a case, two degrees of amendment are created.
•
Primary
•
Secondary
The primary amendment applies directly to the main question. The secondary amendment applies to the
amendment itself, not to the main question. Although you may hear such terms as amendment of
the first and second degree and amendment to the main question and amendment to the
amendment, the terms primary and secondary are preferred. A secondary amendment cannot be
amended.
Motions
To make a motion you will say: “I move that we…”
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Requires a 2nd
•
Discussion begins after the 2nd
•
Vote
To Amend a motion already made, you will say: “I move to amend the motion by…”
•
Requires a 2nd
•
Discussion begins after the 2nd
•
Vote –This will require 2 votes, 1st on the amendment and then the final amended motion.
To close debate of a motion, you will say: “I move the previous question” or “I call the question”
•
Requires a 2nd
•
2/3 vote to pass
•
Not amendable
•
Not debatable
To require the assembly to conform to its agenda, you will say: “I call for the orders of the day.”
•
No 2nd is required
•
Not amendable
•
Not debatable
•
No vote taken (if members want to set aside the orders of the day, requires 2/3 vote)
•
Cannot be reconsidered
Point of order is used to correct a breach in the rules, you will say: “I rise to a point of order.” Or “Point of
order”
•
No 2nd is required
•
Not debatable
•
Presiding officer rules on the point (Chairs ruling may be appealed by members)
•
Cannot be reconsidered
Taking The Vote
When discussion has ended, the chair will ask:
“Are you ready for the question?”
“It has been moved and 2nd that we………”
“All those in favor say “Aye”, opposed say No”.
“The “Ayes” have it and the motion is carried.”
Or
“The “No’s” have it and the motion is lost.”
Restate the motion for the assembly.
WCR Bylaws do not allow proxy voting.
Out of Order
Being “out of order” means:
• A motion is out of order according to the agenda
• A member is disruptive and interfering with meeting business
Minutes
Minutes record what is done at the meeting, not what is said
Should Contain:
• Names of those present (for verifying quorum)
• All motions that are carried with the correct wording
• All adopted secondary, subsidiary, privileged and
incidental motions
• Motions to postpone or refer to a committee
• Motions lost
• Business conducted
• All points of order and the chair’s ruling
• Items referred to a committee
• Results of counted or balloted votes
Minutes
Common order of business:
• Call to order
• Prayer/Pledge/Inspiration
• Approval of minutes
• Treasurer’s report
• Officer and committee reports
• Special orders (elections, etc.)
• Unfinished Business
• New Business
• Name of Guest speaker and program
• Announcements
• Adjournment
Do not include in Minutes:
• Name of member who was out of order (except in extreme
cases)
• Motions withdrawn
• Member who made the 2nd on each motion
• Motions ruled “out of order”
• Discussions without motions
Note: Nothing is ever erased from the minutes. Corrections are
made in the margin. Cross out (with 1 line) the incorrect
information. When the minutes are approved, the word
“approved” and the secretary’s initials and date of approval are
written next to the signature of the secretary.
Head Table Introductions
In this order, the least important and to the left of the
presiding officer, are introduced first and the most
important last. Make each introduction brief, giving
the name and present title. If no present title, give
most important past title.
When introducing the speaker say,
“______ will be introduced later”
Chairs Do not introduce yourself!
Prepare seating arrangement prior to meeting and have name cards
in the correct place
Tips
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Prayer-Pledge-Inspiration: God before country
Flag to right of speaker: No Flag, No Pledge
All chapter actions require motions: paying bills, new projects, etc…
Motion needed to approve agenda
No motion is needed to approve the minutes
No motion is needed to approve the treasurer’s report: place on file
Do not speak about the meeting or welcome until after prayer/pledge/
inspiration
The Chair should not ask for old business
The Chair should ask for new business and announcements
If discussion begin without a motion, ask if there is a motion on the floor. If
not, move on.
Entertain only one motion at a time
Give the maker of the motion the first chance to discuss it
The chair, when voting, votes only when the chair’s vote will change the
results.
Agenda can be arranged to accommodate a speaker’s schedule by moving
committee reports, new and old business, etc. until after the program
segment. Remember, some chapter business (elections, fundraiser planning,
etc.) takes time and the speaker may not be able to stay for this portion of
the meeting.
Why do we use Parliamentary Procedure?
Parliamentary Procedure enables members to take care of business in an
efficient manner and to maintain order while business is conducted. It
ensures that everyone gets the right to speak and vote.
Parliamentary Procedure takes up business one item at a time and promotes
courtesy, justice and impartiality.
It ensures the rule of the majority while protecting the rights of minority
and absent members.
Using these procedures is democracy in action.
If everyone in your chapter learns the basics of parliamentary procedure:
• You’ll have more productive meetings
• More members will make and discuss motions
• More members will be willing to serve as officers and committee chairs
WCR Bylaws-Article XI-Parliamentary Authority:
The rules contained in the current edition of Robert’s Rules of Order
Newly Revised shall be recognized as the authority governing the
proceedings of the Chapter in all cases not provided for in the bylaws
or in the standing rules.
Bylaws:
The most important document of the organization, states what rights the
members have within the organization, how much power the assembly has
to make decisions and what limits of power are put on boards and officers.
Do We have a Quorum?
A quorum is the minimum number of members who must be present in order to
conduct business. The organizations bylaws should contain the number.
Before an organization can legally transact any business at a meeting, a quorum must
be present.
WCR Bylaws state that:
State meetings
• 5% of the state members must be present and 40% of the local chapters be
represented, National affiliates may vote but are not part of the quorum
State Governing Board Meetings
• 1/3 of the governing board members constitutes a quorum. This is determined
by the state chapter.
Local Chapter Meetings
• 20% of the local chapters REALTOR members must be present, National
affiliates may vote but are not a part of the quorum.
Local Governing Board Meetings
• Five (5) members shall constitute a quorum