The Essentials
of Parliamentary
Procedure:
A Survival Guide
for Pennsylvania
School Boards
Pennsylvania School Boards Association
400 Bent Creek Blvd., Mechanicsburg, PA 17050-1873
(717) 506-2450 (800) 932-0588 Fax (717) 506-2451 www.psba.org
PSBA Essential
Series
The Essentials
of Parliamentary Procedure:
A Survival Guide for
Pennsylvania School Boards
Pennsylvania School Boards Association
ii
Copyright 2016 by the Pennsylvania School Boards Association.
The Essentials of Parliamentary Procedure: A Survival Guide for Pennsylvania School Boards
iii
Forward
Mastering the basics of parliamentary procedure – the commonly accepted rules for
the decision-making process in meetings of all kinds – can be a challenge both for
new and experienced school directors. More daunting still can be the prospect of
accepting the president’s gavel and the responsibility to lead meetings as the chairperson, even if you have years of experience as a voting member of school boards
or other organizations.
Whether you are the chairperson or another voting member, your association, the Pennsylvania School Boards Association, wants you to be able to fulfill
your role in board meetings confidently and effectively. PSBA has produced The
Essentials of Parliamentary Procedure – A Survival Guide for Pennsylvania School
Boards to help you do that, providing you with what is both a crash course and a
handy reference you are likely to consult over and over again.
Written specifically for you by PSBA General Counsel Stuart Knade, The
Essentials of Parliamentary Procedure gives a simplified explanation of the rules set
forth in Robert’s Rules of Order, the logic behind them and where they fit into the
big picture in relation to each other, plus dozens of tips for serving effectively as
chairperson. It also includes a quick reference chart of the most frequently used
motions, as well as a chart of the special majority votes required by various provisions of the Public School Code.
We hope you will find The Essentials of Parliamentary Procedure to be a valuable reference that helps your proficiency continue to grow throughout the course
of your school board service. We encourage you to call PSBA for assistance at any
time, and take advantage of the broad array of expert knowledge available to you
from our staff. Please don’t hesitate to contact us at (800) 932-0588 or (717) 5062450, or visit our website, www.psba.org.
Kathy SwopeNathan Mains
2016 PSBA President
PSBA Executive Director
Pennsylvania School Boards Association
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Introduction
Section 407 of Pennsylvania’s Public School Code expressly authorizes a school
board to “adopt reasonable rules and regulations for its government and control,”
including rules of order for conducting meetings, also referred to as parliamentary
procedure. In their local policies, bylaws or board procedures, many school boards
have designated a pre-existing published set of parliamentary procedure rules (“the
parliamentary authority”) to govern their meetings, except where inconsistent with a
specific provision of local policy or procedures.
Robert’s Rules of Order, Newly Revised is the most widely known and used of these,
but becoming familiar with its thorough, detailed and technical treatment of parliamentary intricacies can take years of study. Compiled by U.S. Army General Henry
M. Robert III and first published in 1876, it is now in its 11th edition (Da Capo Press,
2011). Originally 176 pages, it now includes over 700 pages of explanation, charts,
forms and indexes set forth in relatively small print.
The sheer density of Robert’s Rules and their seemingly complex nature can be
intimidating to people new to the subject. This also can lead to misuse of the rules,
resulting in the opposite of what they were intended to accomplish. The good news is
that the evolution of Robert’s Rules over the years reflects considerable experience and
thinking about the most sensible and practical way to manage meetings of deliberative
bodies. Logic and common sense form the foundation.
This pamphlet, based primarily upon the 11th edition of Robert’s Rules of Order,
is intended to help clear away myth and mystery by boiling the basics of Robert’s
Rules down to a few pages of the essentials most likely to be encountered in meetings of school boards. Its goal is to provide new school directors a brief orientation to
those basics, and to serve as a handy reference for both new and veteran board members. Nonetheless, serious students of parliamentary procedure will recognize that as
with any attempt to provide a simplified explanation of a complex subject, simplicity
requires this guide to skip over a number of nuances, provisos and special situations
that are discussed at length in the full Robert’s Rules volume.
The Essentials of Parliamentary Procedure: A Survival Guide for Pennsylvania School Boards
1
Goals of Parliamentary Procedure:
One Question at a Time; One Voice at a Time
The rules of parliamentary procedure have been
developed over time to achieve three over-arching goals:
• Ensure that the business of the board gets
accomplished in an orderly manner (properly considered and acted upon with reasonable efficiency) in accordance with the
will of the majority of members;
• Ensure that there is a reasonable opportunity for the voices of both the majority and
minority to be heard on any question; and
• Ensure that board members who happen
to be absent are not deprived of a reasonable opportunity to participate in deciding
particularly important matters or choosing whether to alter a previous decision in
which the absentees participated.
The use or application of parliamentary
procedure rules with the purpose or effect of
preventing any of those things is most often a
misuse of the rules and the product of misunderstanding or distorted interpretation. A companion principle is that the rules of parliamentary
procedure set forth in Robert’s Rules and similar
guides are not intended to be inflexible. If the
rigid application of the usual rules in a particular situation would, without sensible reason,
obstruct a board’s ability to conduct business in
an orderly and productive manner, the chairperson and members should agree on an alternative
way of proceeding that makes better sense in
that situation.
While in most cases it is the will of a majority of those present and voting that determines
the actions taken by the board, the rules do not
allow a bare majority to defeat core purposes
of parliamentary procedure, such as ensuring
that every member may be heard on a question
and can place questions before the board for
consideration. Thus, for example, rules of parliamentary procedure typically require special
majorities to close or limit debate, to undo without advance notice actions previously taken, or
to suspend the rules.
Less Formal Procedures
for Small Boards
Part of the reason for the formality and complexity of Robert’s Rules of Order is that they were
intended to be useful for conducting meetings of
all sizes of deliberative assemblies, ranging from
general sessions at conventions of societies where
there might be hundreds of voting members in
attendance, to the meetings of smaller boards
tasked with directing an organization’s business
affairs. Recent editions of Robert’s Rules expressly
recognize that much of the formality necessary to
conduct business effectively in large assemblies
is not needed for meetings of small boards (generally 12 or fewer members), or in committees,
and that attempting to apply all of them in such
contexts would be counterproductive and make
little sense. Examples of relaxed formality for
small boards identified in Robert’s Rules include
the following:
Pennsylvania School Boards Association
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•A
member may raise a hand rather than
stand when seeking to be recognized by the
chair.
•T
he chairperson has the same rights to
speak and vote on questions as do other
members (rather than voting only when
necessary to break a tie).
•T
he chairperson need not rise when putting questions to a vote, nor must he or
she vacate the chair (turn over the gavel to
another) in order to speak on a question.
•T
here is no automatic limit on the number
of times a member may speak on a debatable question, except in the case of appeals.
that otherwise follow Robert’s
Rules adopt their own standing
rules clarifying whether and in
what respects the board will use
relaxed formality and specifying
any other respects in which the
board’s practices will depart from
Robert’s Rules or other guidelines
the board has adopted by reference
as its default parliamentary authority.
Some school boards have a practice of recessing for purposes of
operating as a “committee of the
whole” in the belief that the relaxed
formality acceptable in committees
will afford the board more freedom
for informal back and forth discussion of issues. Express recognition
in Robert’s Rules that relaxed formality of this nature is appropriate for small
boards as well as committees may make this
unnecessary for that purpose.
Another simplifying characteristic Robert’s
Rules explains with respect to meetings of small
boards that meet regularly every week, month or
quarter for a single day or evening is that each
such meeting also constitutes a “session.” Thus
there is no distinction to be factored in when for
purposes of certain types of motions it matters
whether they are made at the same session or
prior to the end of the next session. Every new
meeting is a new session. The two terms are
used interchangeably in this guide.
• I nformal discussion of a subject may occur
even when no motion is pending.
Essential Functions
of the Chairperson
•W
hen a question is perfectly clear to all
present, the chairperson may put the question to a vote without a motion needing to
be made.
The person presiding over any meeting is
referred to as the “chairperson” or “chair.” For a
school board, usually, it is the board president.
The chairperson has both specific parliamentary
procedure duties as well as other critical roles
that can make the difference between meetings
that get business accomplished efficiently and
those that become messy and ineffective. Some
of the essential functions listed below (in italics)
are not taken directly from Robert’s Rules, but
reflect techniques used by experienced chairpersons that can help make meetings work better.
• Votes may be taken by show of hands.
A small board may even choose not to
require that motions be seconded. Nonetheless,
the governmental role school boards fulfill in
meetings open to the public may lead them to
still prefer the more formal approach in some of
these respects even if not strictly required under
Robert’s Rules. It is recommended that boards
The Essentials of Parliamentary Procedure: A Survival Guide for Pennsylvania School Boards
3
•C
all the meeting to order at the
appointed time.
•M
onitor and indicate the presence
or lack of a quorum.
•L
ead the board through the order
of business (agenda), bringing each
item up in proper sequence.
•R
ecognize members who have properly indicated their wish to exercise
their right to speak (have the floor).
•H
elp to properly frame motions
made in wording that is incorrect or
unclear.
• I ndicate when a motion is out of
order.
•E
nsure that the exact nature of any question being put to a vote is made clear
(restate the motion prior to asking the
members to vote).
•P
rotect against obviously frivolous or dilatory motions by refusing to recognize
them.
•K
eep track and remind members of which
main motion, amendment or other subsidiary motion is before the board for discussion
or vote.
•O
therwise expedite business in every way
compatible with the rights of members.
• I nvite appropriate procedural motions at
appropriate times.
•E
nforce the rules governing debate and
decorum.
•W
hen parliamentary procedure tangles are
bogging down business, suggest practical
solutions (e.g., withdraw a motion and start
over).
•W
hen it is apparent that debate has become
redundant or unproductive, or a need for
further information exists, say so and invite
an appropriate motion.
•E
nsure that votes are taken in a manner
that allows them to be recorded in the form
required by law (e.g., roll call).
•D
ecide all questions of order subject to
appeal.
•R
espond to inquiries of members about
parliamentary procedure or factual matters
relating to the business before the board.
• I nsist on scrupulous adherence to the
requirements of the Sunshine Act, Ethics Act
and other applicable laws.
•P
rior to adjournment, remind members of
the date, time and place of the next scheduled meeting.
•D
eclare the meeting adjourned when the
agenda has been completed, or as otherwise moved or required.
• I f the meeting is adjourned before all agenda items have been disposed of, summarize
what will carry over to the next meeting as
unfinished business.
• I n all aspects of the meeting, set, maintain
and enforce a tone and atmosphere of civility, respect and common purpose.
•S
afeguard the rights of all members – those
absent or in the minority as well as those
aligned with the majority.
•H
elp members of the public in attendance
feel welcome.
When the chairperson has a conflict of interest of a nature such that the Ethics Act would
require them to abstain from voting on a matter,
it is strongly recommended that the chairperson
also temporarily vacate the position of chair and
ask another person to preside over consideration
of that matter.
Pennsylvania School Boards Association
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Unanimous Consent
for Expediting Minor Matters
•T
o make a minor amendment to a motion
when consensus is apparent
An effective chairperson uses a number of opportunities to expedite the business of the board
through the use of what is called “unanimous con-
•T
o allow a speaker a few more minutes
than the designated amount of time
• To divide a complex question into parts for
separate consideration
•T
o render a guest speaker the courtesy of speaking at a point other than
what is spelled out in the approved
agenda or order of business
These time savers are permissible only
if there is no objection. If any member
objects, the chairperson then cheerfully turns to the usual steps for obtaining approval by a majority.
Quorum
sent.” This does not require a “consent agenda,”
although the basic idea is the same. For procedural and housekeeping matters of low importance
as to which there typically is no controversy or
opposition, the chairperson simply says, “If there
is no objection, we will adopt a motion to . . .” (e.g.,
recess for lunch until 1 p.m.).
Other examples of situations in which the
chairperson can save the board considerable
meeting time by using the unanimous consent
approach (“If there are no objections . . .”)
include the following:
•T
o correct or approve the minutes (Robert’s
Rules say that a motion is not necessary for
this)
•T
o permit the maker of a motion to withdraw it before the vote is taken (once made
and seconded, the motion belongs to the
assembly, and only the assembly can allow
the motion to be withdrawn, but it can do
so via unanimous consent)
•T
o suspend a rule on a matter that clearly
is not controversial (so long it would not
violate any bylaw or other law)
The presence of a quorum is a fundamental condition of the ability of
any deliberative assembly to conduct
business. The School Code specifies
that a quorum for a school board consists of a majority of the entire membership of
the board. This is consistent with what Robert’s
Rules and other parliamentary systems prescribe
as the default for similar legislative bodies with
a defined and readily ascertainable membership.
Without a quorum, no business can be conducted, but the board can decide when it will
make another attempt to reconvene and can
adjourn until that specified time. This is true
both at the time the meeting is called to order,
or if later in a meeting that started with a quorum it is determined that a quorum is no longer
present due to the departure of members. It is
an important duty of the chairperson to ascertain the presence of a quorum prior to calling a
meeting to order, and to monitor the continued
presence of a quorum.
Majority and Supermajority
It takes only a “simple majority,” which is a
majority of those voting in the presence of a
quorum, to prevail on any question unless the
law, policy, rules of parliamentary procedure or
other standing rules of the assembly require a
The Essentials of Parliamentary Procedure: A Survival Guide for Pennsylvania School Boards
5
special majority of greater number. The rules of
parliamentary procedure require a supermajority of the affirmative votes of two-thirds of those
voting in order for motions of a certain nature
to prevail, such as motions to close or limit
debate, a motion to suspend the rules, or to sustain an objection to consideration of a question.
Throughout this guide’s discussion of various
motions, unless the requirement of a supermajority is mentioned, it should be understood that
a simple majority is sufficient.
Pennsylvania’s School Code requires special
majorities in order for a school board to take
certain kinds of actions, such as adopting the
annual budget (majority of the entire membership of the board), or appointing to a teaching
position a school director who has just resigned,
if prior to the expiration of the term of office
for which the former director was elected (twothirds of all remaining members). The School
Code also requires that the official minutes indicate how each member voted on certain types of
items, thus mandating a “roll call” vote. A list of
the actions for which the School Code requires
the vote of a majority greater than a simple
majority, and those requiring roll call votes
appears at the end of this pamphlet as well as
in the PSBA policy guide pertaining to meeting
procedures and voting.
Types and Priority of Motions –
Getting the Big Picture
It is easier to grasp the “big picture” of parliamentary procedure if one first looks at the various categories of motions, their purposes, and
the hierarchy of how they relate to each other
and rank in order of precedence (priority). This
will promote quicker mastery of the correct
labels and terminology for making a motion,
which is necessary to ensure that all participants
have a common understanding of what question
is currently pending. An experienced chairperson
can be a big help in this by suggesting correct
terminology when a member is having difficulty
expressing a motion properly.
Fortunately, in ordinary use there are only
24 different specific motions one needs to learn
about, and about half of those are not used
very frequently in the course of a typical school
board meeting. Those 24 motions are listed on
the “quick-reference” chart at the end of this
pamphlet in order of priority, along with what
each motion accomplishes and the wording used
to make the motion.
Discussions of parliamentary procedure use
varying labels to categorize motions and rank
their relative priorities, and within the categories
there sometimes is overlap. Robert’s Rules takes
the following approach:
1. Main motions
2. Subsidiary motions }
secondary
3. P
rivileged motions } motions
4. Incidental motions }
5. M
otions that bring a question again before
the assembly
Robert’s Rules explains that the concepts of
“secondary motions” and order of precedence
within categories reflect the fundamental principal of parliamentary procedure that only one
question can be considered at a time. To better
understand how they interrelate and why they
have their respective priority rankings, it helps to
focus on their purposes. It also helps to understand that relative order of priority is derived
from nothing more than logical recognition that
in order for some things to be wrapped up efficiently, without loose ends, good sense dictates
that certain other things must be dealt with first.
Main motions bring a new item of business up for consideration. Because most other
motions do something to a main motion before
it is finally voted upon, or deal with matters of
procedure or privilege that should not wait until
the main motion is disposed of, main motions
are lowest in priority of all motions except those
that bring a question again before the assembly. This may sound counterintuitive given that
accomplishing the business of the assembly is
what main motions are all about, until you consider the purposes of the other types of motions
explained below. All other motions (other than
those that bring a question again before the
assembly) can be made while a live main motion
is pending. A new main motion cannot be introduced while any other motion is pending. A
main motion once disposed of without being
adopted cannot be made again (“renewed”)
during the same session.
Pennsylvania School Boards Association
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Subsidiary motions assist the assembly in
disposing of a main motion or other motion that
is currently pending before the assembly, or “on
the floor” (a live motion that has been made
and seconded, but has not yet been finally voted
upon). Subsidiary motions thus have priority
over the pending main motion. Each subsidiary
motion has a specific rank in order of precedence. Most subsidiary motions can be applied
to other motions as well as a main motion, and
can be amended, but only a few can be debated.
When a subsidiary motion is made, it becomes
the pending question. From highest to lowest
in order of precedence, the subsidiary motions
include the following:
• Lay on the table (put the motion aside temporarily)
•P
revious question (close debate; “call the
question”)
Incidental motions usually relate to the subject currently under consideration or another
item of business, but unlike subsidiary motions
with a prescribed order of priority, they address
immediate needs that while not necessarily part
of a logical sequence, should be addressed right
away in order for the logical sequence to proceed. For that reason, they can take precedence
even over privileged motions and are decided
immediately. However, incidental motions are
not ranked in precedence among themselves.
The incidental motions include the following:
• Point of order (call attention to a perceived
breach of the rules)
•A
ppeal from a decision of the chairperson
(ask the assembly to overrule a decision of
the chairperson)
• Suspend the rules
• Limit debate or extend limits on debate
• Object to consideration of the question
•P
ostpone to a certain time (put aside until
a time specified in the motion)
•D
ivide the question (separate distinct
sub-questions for independent consideration)
•C
ommit or refer (refer the question to a
committee)
•A
mend (alter the wording or substance of a
motion)
•P
ostpone indefinitely (terminate further
discussion or consideration of a motion
without a direct vote on the merits, in
effect killing it for the session)
Privileged motions normally do not have
to do with the currently pending business, but
relate instead to matters of overriding importance that require immediate attention. They
also have specific priority ranks. In descending
order of precedence, they include the following:
•F
ix the time to which to adjourn (set the
time for the next meeting)
• Adjourn (end the meeting)
• Recess (take a break)
•R
aise a question of privilege (point out a
problem other than a breach of the rules
that affects the rights of the assembly)
•C
all for the orders of the day (request the
board take up items at the time specified in
the agenda)
•D
ivision of the Assembly (members stand
or raise hands to indicate their votes rather
than vote by voice)
•P
arliamentary inquiry (ask the chair’s opinion about applicable parliamentary procedure)
•R
equest for information (ask for factual
information pertaining to the matter under
consideration; formerly called “point of
information”)
Motions that bring a question again before
the assembly have the lowest level of precedence, in that like main motions, they cannot be
made while there is another motion pending or
when the assembly is engaged in other business
on the agenda. They include the following:
• Take from the table (resume consideration
of a matter previously tabled)
• Rescind or amend something previously
adopted (repeal or amend an action taken
at a previous meeting)
• Reconsider (bring back for consideration a
matter that has already been voted on earlier in the meeting)
The Essentials of Parliamentary Procedure: A Survival Guide for Pennsylvania School Boards
7
How the Order of
Precedence Works
If a motion is higher in order of
precedence than the motion currently on the floor, it usually is in
order and can be made while the
other motion is pending. The first
motion is then said to “yield” to
the higher ranking motion. If a
motion is lower in order of precedence than the motion currently
on the floor, it would be out of
order and cannot be made until
the higher ranking motion has
been disposed of.
Interrupting Motions
Even though a motion is higher in order of
precedence than the one currently being considered, most of the time it is not in order and
cannot be made if it would interrupt the chairperson or another member who has the floor
and is speaking. Only the following motions are
allowed to interrupt the chairperson or other
speaker who properly has the floor:
• Point of order
• Appeal a decision of the chairperson
• Object to consideration of the question
•C
all for rising vote or show of hands
(Division of the Assembly)
• Parliamentary inquiry
• Request for information
Some motions are frequently made without using the words, “I move that” or “I make
a motion that.” For example, instead of saying,
“I move the previous question” (seeking to close
debate and proceed to a vote), many boards consider it acceptable shorthand for a member simply to say, “Previous question” or, “Call the question.” When a particular motion has been invited
in specific wording (“Is there a motion to adopt
the budget resolution as set forth in attachment C
to the agenda?”), many boards find it acceptable
for a member to say simply, “So moved.” These
shorthand ways of making a motion are technically incorrect and can lead to confusion about
what is being voted on, but since they are quite
common are mentioned here not to promote
their use, but only to help those new to parliamentary procedure understand what is happening when they hear them.
• Raise a question of privilege
Seconding a Motion
• Call for the orders of the day
Unless the board operating with less formality
has chosen to dispense with the need to second
motions at all, most motions must be seconded
before discussion is permissible. The purpose
of the requirement is to ensure that at least two
members think a topic is worth discussing, so
that a single individual cannot tie up a meeting
with repeated motions that are not helpful to
the purpose of the meeting or that no one else is
interested in discussing.
To second a motion, a member says (without
need to be first recognized by the chair), “I sec-
Making a Motion
To make a motion, the member first asks to be
recognized by the chairperson by raising a hand
(or in more formal settings, standing or going
up to a microphone). Once recognized, the
member then states the motion: “I move that we
adopt the recommendation of the buildings and
grounds committee to repave the middle school
parking lot.”
Pennsylvania School Boards Association
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lowed by the wording of the motion.
At this point, discussion may begin.
Launching into discussion of an issue
before a motion has been made is a
frequent misstep that should be corrected promptly by the chairperson.
Customarily, the person making the motion is offered the first
opportunity to speak. When formal
procedures are followed, several
other basic rules are observed during
debate:
•A
ll comments on a motion are
addressed to the chair
•M
embers address each other
through the chair
•M
embers should stand while speaking
ond,” “I second the motion,” or simply, “Second!”
If a second is not heard right away, the chairperson should ask, “Is there a second?” Seconding a
motion does not necessarily mean that the member seconding is in favor of the motion, but simply means that the member agrees the matter
should come before the board for consideration.
It is not necessary for minutes to reflect who
seconds a motion.
Motions for which a second would make no
sense and thus is not required are the following:
• Point of order
• Objection to consideration of the question
• Division of the Assembly
• Parliamentary inquiry
• Request for information
• Raise question of privilege
• Orders of the day
Debate
“Debate” simply refers to the discussion of a
pending motion. A motion and second by themselves are not enough to formally place a matter
before the board for debate – only the chairperson can do that, by “stating the question on the
motion.” The chairperson does this by saying,
“It has been moved and seconded that . . .” fol-
•E
ach member may speak twice
on any question, but no member
may speak a second time if another member who has not yet been
heard desires to speak
•T
he chairperson should attempt to alternate between speakers supporting the
motion and those opposing
• I f the chairperson desires to speak on a
matter, the chairperson should temporarily
vacate the chair position until the topic has
been dispensed with
Most of these rules typically are not observed
in small boards operating with less formality.
Because relaxed formality allows members to
speak more than twice on a question, there can be
more back and forth in discussion. Members may
remain seated when speaking or making a motion,
and the chairperson may speak on the merits
of a motion without need to turn over the gavel
to another member. Nonetheless, it still is good
practice for the chairperson to ensure that all who
wish to speak have had a chance before members speak a second time, and to try to alternate
between supporters of a motion and those against
it. It is desirable as well to recognize a member
who speaks infrequently before recognizing one
who regularly holds forth. It is also a helpful practice if each speaker begins by indicating whether
The Essentials of Parliamentary Procedure: A Survival Guide for Pennsylvania School Boards
9
they are speaking in support of or in opposition to
the pending motion, or have not yet decided.
Only these motions are debatable:
• Main motions
• Postpone to a certain time
• Recess
• Limit or extend debate
• Postpone to a certain time
• Refer or commit
• Refer or commit
•A
mend (so long as not a secondary amendment)
•A
mend (so long as the motion being
amended is debatable)
• Divide the question
• Postpone indefinitely
•R
escind or amend something previously
adopted
•R
econsider (so long as the motion to be
reconsidered was debatable)
•A
ppeal from a ruling of the chairperson
(with certain exceptions)
Amendments
The wording of any main motion
can be amended, by inserting
or adding words or paragraphs,
striking out (deleting) words or
paragraphs, or a combination
of these. A member may say, for
example, “I move to amend the
motion by striking out the words
‘whenever possible’ and inserting
instead the words ‘when appropriate.’” When an entire paragraph
is to be struck out and replaced,
the proper term is to “substitute.”
The motion to amend is
the most frequently used of the
subsidiary motions, but it can
be applied only to some types of motions other
than main motions. A motion to amend must be
seconded, and itself can be amended (a “secondary amendment”). However, a secondary amendment (motion to amend an amending motion)
cannot be amended. Otherwise, there is no limit
to the number of primary amendments that can
be applied to a motion.
Motions that can be amended are as follows:
• Main motions
• Fix the time to which to adjourn
•R
escind or amend something previously
adopted
Amendments must be “germane” to (involved
with) the underlying question, and cannot be
used to introduce a new question. Secondary
amendments must be germane to the pending
primary amendment. An amendment is improper and not permitted if it would cause the
underlying motion to be out of order, to become
a different kind of motion, or to be a nullity.
The motion to amend requires a majority
vote, regardless of the vote required to adopt the
underlying motion. Amendments are debatable
so long as the motion being amended is debatable.
Mere agreement by the maker of a motion
to a so-called “friendly amendment” offered by
another member is not a proper means of altering the wording of a motion. This is because
a motion no longer belongs to the mover once
debate has opened – at that point it belongs to
the assembly and only the assembly can amend
Pennsylvania School Boards Association
10
it, whether by majority vote or by unanimous
consent. If an amendment suggested in such
a way is acceptable to the mover and appears
non-controversial, the chairperson instead
should ask if there is any objection and if there
is none, declare the motion amended.
Closing Debate
When all members wishing to offer their views
on a motion appear to have done so, the chairperson may close debate informally without
need of a motion simply by saying, “Is there any
further discussion? Seeing none, we will proceed
to vote on the question.” Or even more simply,
“Are we ready for the question?”
When debate is continuing but seems (at
least to some) to be past the point where it is
productive, it can also be closed with a motion.
The appropriate motion to close debate is made
by saying, “I move the previous question.” Such
a motion requires a second, is non-debatable,
cannot be amended, and requires a two-thirds
majority to pass.
The chairperson has no authority to close
debate despite objection, nor does debate end
simply because a member has moved the previous question. Only the assembly can do that by
adopting a motion for the previous question, or
by unanimous consent when there is no objection. It is improper for a member to interrupt
someone who is speaking with shouts of “Call
the question!” Someone who wishes to move the
previous question must first be recognized and
obtain the floor; the motion is not one that may
interrupt someone who is speaking.
However, when the assembly has previously adopted a motion to limit debate or a limit
is established in a standing rule, the chairperson can declare debate closed when the limit
has been reached. If the chairperson overlooks
the fact that debate has continued past an
agreed-upon limit, a member may enforce the
limit by making a “point of order,” even if it
interrupts someone else who is speaking.
Voting
It is an important duty of the chairperson to
ensure that the exact nature of any question
being voted on is made clear. To “put the ques-
tion to a vote” once debate has ended, the chairperson says, “the question is on the motion to .
. .” and then restates the motion precisely as it
currently stands, reflecting any amendments. If
there is any disagreement about the wording, it
must be pointed out and resolved at this time,
before any votes are cast. Otherwise, the wording used by the chairperson is definitive and is
what must be reflected in the minutes.
When the nature of a motion’s wording is
such that there may be misunderstanding about
the effect of an affirmative or negative vote, it is
prudent for the chairperson to explain, and ask
if there is any disagreement about the explanation. If the chairperson does not do so, a member may ask for such an explanation or clarification by making a “request for information.”
Voting by voice (“via voce”) is used most
commonly, although in small boards and committees voting by raising hands also is acceptable. The chairperson asks for the affirmative
votes first, and then the negative votes, by saying, “All in favor of the question please indicate
by saying ‘Aye’. [pause for response] All opposed
please indicate by saying ‘No.’” The chairperson
should always call for negative votes, even if the
ayes appear to be unanimous, although this can
be dispensed with in non-controversial votes on
matters purely of courtesy or ceremony. It is not
necessary or recommended that the chairperson
ask if there are any members abstaining. It is
incumbent upon a member who wishes to be
recorded as abstaining to say so immediately
after negative votes (if any) are cast.
When there is any doubt about the outcome
of a voice vote, it is appropriate in small boards
for the chairperson to ask the members to indicate their vote by a show of hands, and if still
necessary, to ask members to keep their hands
raised until the votes are counted. Formal proceedings of larger assemblies may use “rising
votes,” in which members indicate their vote by
standing when voice votes are inconclusive. A rising vote or show of hands to confirm or contest
the announced result of a voice vote may be compelled by a motion for “division of the assembly.” Voting in a manner that permits votes to be
counted also becomes necessary when a majority
greater than a simple majority is needed, and a
voice vote is not clearly unanimous.
The Essentials of Parliamentary Procedure: A Survival Guide for Pennsylvania School Boards
11
Another method small
boards may use to make the
results of voting clear is a “roll
call” vote, in which the secretary or other designated person calls out the name of each
member in turn and records
their vote as they respond with
“Aye” or “No.” Roll call votes
also are used for votes on certain types of matters for which
a law or other rule requires the
minutes to reflect not only the
outcome, but also how each
member voted.
As noted earlier, a list of the
actions for which the School
Code requires the vote of a majority greater than
a simple majority, and those requiring roll call
votes appears at the end of this pamphlet as
well as in the PSBA policy guide pertaining to
meeting procedures and voting. To help simplify
compliance with these requirements and save
time, at least one school board in Pennsylvania
observes a standing rule (explained in the agenda) that all votes are recorded as roll call votes
unless otherwise stated. What that means in
practice is that if there are not any no votes or
abstentions in a voice vote, all members are
recorded in the minutes as having voted in
favor. If a no vote or abstention is heard, the
chairperson immediately says “Roll call,” and a
roll call vote is taken.
After votes are cast, the chairperson then
announces the result. This announcement has
three elements: (1) which side has prevailed;
(2) whether the motion was carried or lost; and
(3) the effect of the vote or the follow up matters
it has directed, where appropriate. For example,
the chairperson may say, “The ayes have it, the
motion has carried, and the question is postponed
until our February meeting.” Where votes have
been counted, the announcement begins with the
vote count (“The ayes are 6, the no’s are 3 and the
motion has carried.”).
With respect to the effect of a motion that
has failed for lack of a majority of votes, there
is a frequent misconception that defeat of a
motion to do something means the same thing
as adopting a motion against doing that thing. It
does not. The defeat of a motion indicates nothing more than that less than a majority of members are inclined to take such an action at that
particular moment in time. For example, the
defeat of a motion to express support for enforcing school zone speed limits does not mean that
the organization has thereby adopted a position
in opposition to the enforcement of school zone
speed limits.
Abstaining
To abstain is to refrain from casting a vote either
in the affirmative or negative. Abstentions are
not counted in calculating whether a prescribed
majority has been achieved. However, when the
special majority required is a majority of the
entire membership of the assembly, an abstention will have the same effect as a “no” vote.
Pennsylvania’s Public Official and Employee
Ethics Act requires a public official to abstain
when there is conflict of interest as defined in
that law, and to disclose the nature of the conflict both verbally in public and on a written
form submitted to the board secretary. When
abstaining for other reasons an explanation is
not required by law or the rules of parliamentary procedure but frequently one is offered anyway. When the Ethics Act requires a member to
abstain from voting due to conflict of interest,
the member must also refrain from attempting
to influence the outcome in debate or by other
means.
Pennsylvania School Boards Association
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Motions That Delay or Prevent
Further Consideration
The motion to lay on the table is the most frequently used of the motions that delay further
consideration. It is often misunderstood as the
way to kill a motion, which it is not. A motion
that has been tabled is merely put aside temporarily while the board attends to other, more
urgent business, with the expectation that its
consideration will be resumed after disposal
of the interrupting business or at a more convenient time. A motion laid on the table can
be taken up again at any time during the same
session (meeting) or the next, but it dies if not
taken up prior to the end of the next session.
The motion is not debatable, although frequently
the chairperson will invite the mover to explain
the reason for delay.
The motion to commit or refer sends the
motion to a committee or even an individual for
further research, investigation or drafting so that
it will have benefit of more information, focused
thinking and specific recommendations when
the matter comes back before the board for consideration. Frequently the motion will include
instructions to the committee about what is to
be reported back to the board and when.
The motion to postpone to a definite time
suspends consideration of the motion until the
time specified in the motion, and makes the
motion an “order of the day” for
the time specified. This may be
appropriate for matters of convenience in scheduling, when it
would be helpful for some other
event or decision to have happened prior to consideration, or
when other reasons for delay have
become apparent. A motion cannot
be postponed beyond the end of the
next session and normally cannot
be taken up prior to the time stated
in the motion. The motion is debatable, but only as to the desirability
of postponing. Debate on the merits
of the underlying motion is not permitted.
The motion most frequently said
to “kill” a motion, at least for the
remainder of the session, is the
motion to postpone indefinitely. If approved,
the motion terminates further discussion or consideration of a motion without a direct vote on
the merits, without any commitment that it will
be taken up again during the current session or
next. This effect is limited, as while the motion
dies at the end of the current session, it can be
renewed at the next or later session. It is debatable, but not amendable.
An objection to consideration of the question is used when the subject of a motion or
debate about it are believed to be so potentially
detrimental to the interests of the organization
that it should not be debated or further considered by the board. For example, a member may
be aware that the purpose of the motion is to
make false and scandalous accusations against
an individual, or that debate would be likely to
reveal information about students made confidential by law. The objection must be made
prior to any debate or subsidiary motions other
than a motion to lay on the table. It can interrupt someone already speaking, requires no
second, is not debatable, and requires a twothirds majority to vote against consideration of
the question in order to sustain the objection.
On the vote, aye votes are counted in support of
consideration of the question objected to, and no
votes are counted against consideration.
The Essentials of Parliamentary Procedure: A Survival Guide for Pennsylvania School Boards
13
Motions That Bring Back Items
Previously Considered
Because it is a basic principal that the assembly (board) cannot be asked to decide the same
question more than once during a session (meeting), the same or substantially the same motion,
once considered and disposed of without adoption, cannot be made again (“renewed”) during
the same session. The prohibition on renewing a
motion during the same session does not apply
to motions that were withdrawn, or to motions
that die for lack of a second.
Although renewing a motion is not typically thought of as among the motions that bring
back items previously considered,
it is mentioned here because
when allowed it truly is the
simplest way to do that. In all
other respects when permitted, a
renewed motion is simply a main
motion no different as far as
procedure from any other main
motion.
Although renewing a motion
normally is permissible at a
subsequent session, it is not permissible when the motion was
tabled and remains on the table,
or is the subject of a motion to
reconsider that has not yet been
finally disposed of. In addition,
when a motion is referred to a
committee, it cannot be renewed
until after the session in which it has been finally disposed of (after being reported back from
the committee).
The motion to reconsider provides a means
for the board to bring back for consideration a
matter already voted on earlier in the same session, in order to undo an action that may have
been erroneous or ill-advised in light of later
information. The motion is not in order at a
subsequent meeting. The motion to reconsider
must be made by a member who voted with the
prevailing side in the earlier vote, but it can be
seconded by any member. The motion is not
amendable, and is debatable only if the motion
to be reconsidered was debatable. Its effect if
approved is only to reopen the question as it
stood when voted upon previously. Approval of
a motion to reconsider does not in and of itself
reverse the previous action, but merely reopens
the matter for new consideration.
A motion to rescind something previously
adopted repeals or cancels entirely an action
taken at some time prior to the current session. A
variant subject to the same rules is the motion
to amend something previously adopted, the
effect of which if approved only modifies the
prior action rather than striking it out entirely. The motion to rescind or amend cannot be
made during the same session at which the previous action was taken, but there is no later time
limit within which such motions must be made.
Unlike the motion to reconsider, any member
can make the motion to rescind or amend, and
it is amendable as well as debatable. The majority necessary for passage depends on whether
advance notice has been given to the board
of the intent to make a motion to rescind or
amend. If prior notice was given, only a simple
majority is needed. Absent such notice, either
a majority of the entire membership or a twothirds majority of those present and voting is
needed.
A fourth motion that brings back a question previously considered is the motion to
take from the table. It differs from the motions
to reconsider and rescind in that it does not
bring back a motion previously disposed of,
Pennsylvania School Boards Association
14
but instead resumes consideration of a motion
that still is pending, as it stood when last before
the assembly. The motion is not debatable or
amendable.
Other Common Motions
and Requests
It is useful to be familiar with six incidental motions not discussed earlier that may be
encountered in school board meetings, although
perhaps infrequently:
• Parliamentary inquiry
• Request for information
• Point of order
• Appeal from a decision of the chairperson
• Divide the question
• Suspend the rules
The first three of these are quite unlike most
motions in that they do not require a second;
they are non-debatable and non-amendable and
normally they are not voted upon by the assembly.
A member who has a question about the
proper parliamentary procedure to be followed
or the rules of the organization bearing on the
business at hand may obtain the chairperson’s
opinion on the matter by making a parliamentary inquiry. A parliamentary inquiry may inter-
rupt another speaker (but only if
urgent), requires no second, is neither amendable nor debatable and
is not voted upon. As the chairperson’s response does not constitute
a ruling on the matter but merely
the chairperson’s opinion, it is not
appealable to the assembly as is a
point of order. Even so, the chairperson may ask knowledgeable
members for their points of view
about the answer.
The way for a member to ask a
question of a factual nature pertaining to a matter under consideration, but not about parliamentary
procedure, is to make a request for
information from or through the
chairperson. This used to be called
“point of information,” which too
often was misunderstood as a way for a member to give information rather than ask for it.
If the question is about information within the
knowledge of the chairperson, such as the practical effect of approving or defeating the pending
motion, the chairperson may be able to answer
the question. If not, the chairperson might ask
another member or staff person present who is
likely to be able to supply the information. The
question may instead reveal a need to seek information not known by anyone present, which
could lead to a motion to lay the current motion
on the table while research is done, or refer it to
a committee for investigation. A point of information may interrupt another speaker (but only
if urgent), requires no second, is neither amendable nor debatable and is not voted upon.
When a member perceives that there has
been a breach of the rules that the chairperson
has not noticed or is not addressing, the proper
way to call attention to it is to make a point of
order. A point of order may interrupt another
speaker, requires no second, is not amendable or
debatable, and is not usually voted upon directly. The point of order must be made in a timely
manner, normally before any debate begins on
the subject matter. It is considered undesirable
in ordinary meetings to raise points of order on
minor irregularities of a technical nature, where
no individual rights are infringed upon and the
The Essentials of Parliamentary Procedure: A Survival Guide for Pennsylvania School Boards
15
irregularity is not impeding the transaction of
business.
The chairperson has the primary responsibility to rule on a point of order, and may wish
to consult with the parliamentarian or briefly
research the issue, allowing the assembly to
“stand at ease” in the meantime. Although a
point of order is not debatable initially, the
chairperson may permit the member to explain
his or her concern, and may solicit input from
other knowledgeable or interested members.
If the chairperson remains uncertain, he or
she may refer the question to the assembly for
debate and voting, at which point it is handled
in the same manner as an appeal. When a point
of order has been referred to and decided by
majority vote of the assembly, the ruling is final
and there is no appeal as there would be from a
ruling by the chairperson.
The chairperson’s rulings on matters of or
relating to parliamentary procedure are final
unless appealed to the assembly. An appeal
from the decision of the chairperson requires
a second and cannot be amended. An appeal is
debatable unless the point of order is: (1) about
proper decorum or transgression of the rules of
speaking; (2) about priority of business; or (3)
made when a non-debatable question is immediately pending or is involved in the appeal. A
majority vote or tie vote sustains the ruling of
the chair, and the assembly’s decision is final.
When a motion presents what really are
multiple questions that may be dealt with more
readily if separated for independent consideration, the proper motion is to divide the question. In order to be properly divisible, the separate questions must be able to stand alone, must
not be contingent on one another (e.g., passing
one would be pointless if another fails) and must
be easily separated without more rewriting than
is necessary to mechanically separate them. The
motion to divide is not debatable, but can be
amended.
When the board believes it is necessary to
proceed in a manner that would violate one or
more of its regular rules of procedure, a motion
to suspend the rules may provide a solution.
However, suspending the rules is not permitted
if it would conflict with an organization’s bylaws
or constitution, procedures prescribed by law, or
a fundamental principle of parliamentary law.
A motion to suspend the rules is not debatable
or amendable and, unless the rule involves only
housekeeping matters unrelated to parliamentary procedure, it requires a two-thirds majority
for adoption.
It would violate fundamental principles of
parliamentary law to suspend rules that do the
following:
•E
nsure that only one question can be considered at a time
•G
ive the right to vote only to members participating in the meeting
• Limit each member to only one vote
• Protect the rights of absentees
•P
rotect the basic rights of individual members (e.g. to attend, speak, make motions,
vote, etc.) with the effect of targeting any
particular individual or individuals for
diminished protection
Bylaws and Standing Rules
A board may choose to adopt local standing
rules via board policy or otherwise that establish procedures different from many of the rules
discussed above, so long as they are not in conflict with state or federal laws. Before adopting
rules that deviate from traditional parliamentary
procedure, it is strongly recommended that the
board consult with its solicitor or other parliamentarian, and check to see if Robert’s Rules
of Order offers any cautions about undesirable
consequences that can result from altering the
particular rules in question.
A board also may choose to adopt its own
set of procedural rules entirely, which may be
easier than it sounds! Shortly after the American
Civil War, before the first publication of Robert’s
Rules, Pennsylvania school boards were provided with a simple set of suggested rules of order
to govern their meetings, which it was recommended they adopt. These 31 rules, expressed
in less than 1,000 words, may very well be quite
sufficient for conducting modern school board
meetings today. For those interested in reading,
adopting or adapting these rules, they appear
below.
Pennsylvania School Boards Association
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Simplified Rules of Order Suggested in 1870
for Pennsylvania School Boards
Beginning before the American Civil War, the state official then known as the “Superintendent of Common
Schools” (now “Secretary of Education”) provided each school director in Pennsylvania with a hardbound
collection of the laws then in effect governing the operation of public schools, with interpretive comments.
Entitled The Common School Laws of Pennsylvania and Decisions of the Superintendent, with Explanations,
Forms, Etc., new editions of this book were printed after changes in those laws. Beginning with the 1870 edition, and for decades to come, the book’s appendix also included the following recommendation about rules of
order for conducting school board meetings:
I. RULES OF ORDER
The following rules of order are inserted to aid boards of directors in the transaction of business. They consist,
mainly, of some of the plainest provisions of parliamentary law. Each board should make them binding by a
vote to that effect:
1. A
quorum1 being present, precisely at the hour to which the board stands adjourned, the president shall take
the chair, call the members to order and proceed to business.
2. S
hould a quorum be assembled at the hour appointed, and the president be absent, the vice-president or a
president pro tem shall serve during that meeting, or until the president shall appear.
3. S
hould a quorum not assemble at the hour appointed, the director or directors present shall be competent to
adjourn from time to time, that an opportunity may be given for a quorum to assemble, without which no
business can be legally transacted.
4. I n the transaction of business, the following order shall be observed: 1st, recording the names of directors
present; 2nd, reading minutes; 3rd, unfinished business; 4th, reports of standing committees; 5th, reports of
special committees; 6th, new business, and 7th, adjournment.
5. I t shall be the duty of the president, at all times, to preserve order, and to endeavor to conduct all business
before the board to a speedy and proper result.
6. T
he president, as such, has no casting vote, his right is to vote on every question by virtue of his membership.
7. T
he president may speak to points of order in preference to other members, and shall decide questions of
order, subject to an appeal to the board by any two members.
8. A
motion made must be seconded, and then repeated distinctly by the president or read aloud before it is
debated, and every motion shall be reduced to writing if the president or any member requires it.
9. A
ny member who shall have made a motion shall have liberty to withdraw it, with the consent of his second, before any debate has taken place thereon, but not after debate is had without leave being granted by
the board.
10. T
he consideration of any question may be postponed to a time fixed or the question may be suppressed
altogether by an indefinite postponement.
11. A
motion once voted down cannot be renewed at the same meeting of the board without the consent of a
majority of the members of the board.
12. A
n amendment may be moved on any motion, and shall be decided before the original motion; but no
more than one amendment to an amendment shall be entertained.
13. I f a motion under debate is composed of two or more parts, which are so far independent of each other as
to be susceptible of division into several questions, any two members may have it divided and a vote taken
on each part.
“Four members” as originally worded, which would have been a majority of the six-member boards allowed for most
districts by the Act of May 8, 1854. Later editions changed this to “a quorum.”
1
The Essentials of Parliamentary Procedure: A Survival Guide for Pennsylvania School Boards
17
14. W
hen any business is brought regularly before the board, the consideration of the same cannot be interrupted except by a motion – for adjournment; to lie on the table; for the previous question; for postponement; for commitment, or for amendment.
15. A
motion for adjournment shall always be in order and shall be decided without debate, except that it
cannot be entertained when the board is voting on another question or while a member is addressing the
board.
16. T
he previous question cannot be moved by less than three members rising for that purpose, and when thus
called, all debate shall be precluded; yet the call for the previous question shall not cut off any pending
amendment, but the vote shall be taken without debate on the amendments in their order and finally on
the main question.
17. A
motion for postponement precludes commitment, and a motion for commitment precludes amendment
or decision on the original motion.
18. A
motion for reconsideration can only be entertained when made and seconded by members who were in
the majority on the vote on the original motion.
19. W
hen a blank is to be filled the question shall be first taken on the largest sum, the greatest number and
the remotest day.
20. O
n questions of order, adjournment, postponement, commitment or the previous question, no member
shall speak more than once; on all other questions each member may speak twice, but no oftener without
express leave being granted by the board.
21. I f the previous question be decided in the negative the effect shall be to arrest the discussion and produce
an indefinite postponement.
22. N
o member shall be interrupted while speaking, unless he be out of order, or for the purpose of correcting
mistakes or misrepresentations.
23. No member in the course of debate shall be allowed to indulge in personal reflections.
24. I f any member act in any respect in a disorderly manner, it shall be the privilege of any member, and the
duty of the president to call him to order.
25. I f any member consider himself aggrieved by a decision of the chair, it shall be his privilege to appeal to
the board, and the vote on such appeal shall be taken without debate.
26. M
embers should not decline voting without weighty reasons, yet silent members must be considered as
acquiescing with the majority of those who vote on any question.
27. I t shall be the duty of the president to appoint all committees, except when the board may decide otherwise.
28. T
he person first named on any committee shall be considered the chairman thereof, whose duty it shall be
to convene the committee, and in case of his absence or inability to act, the second named member shall
take his place and perform his duties.
29. W
hen the president has commenced taking a vote no further debate or remark shall be admitted, unless
there has evidently been some mistake, in which case the mistake shall be rectified, and the president shall
recommence taking the vote.
30. Any two members may require the recording of the yeas and nays on any question.
31. The first person recognized by the president as desiring to speak has the right to the floor.
Pennsylvania School Boards Association
18
Special Voting Requirements in Pennsylvania’s Public School Code of 1949
*indicates actions for which the minutes also must reflect how each member voted
A. Actions requiring the unanimous affirmative vote of all members of the school board remaining in office:
1.
Appoint as school board secretary a former board member who has resigned, before the expiration of the 24 P.S. §3-324
term for which the member was elected.*
24 P.S. §5-508
2.
Appoint as solicitor a former board member who has resigned, before the expiration of the term for
which the member was elected.*
24 P.S. §3-324
24 P.S. §5-508
B. Actions requiring the affirmative votes of two-thirds of the full membership of the school board:
1.
Transferring during the first three (3) months of the fiscal year budgeted funds set apart or appropriated
to a particular item of expenditure.
2.
Adding or increasing appropriations, or incurring a temporary debt to meet an emergency or catastrophe. 24 P.S. §6-687
3.
Hiring as a teacher a former board member who has resigned, before the expiration of the term for
which the member was elected.*
24 P.S. §3-324
24 P.S. §5-508
4.
Conveying land or buildings to certain charities or other public agencies without following prescribed
valuation procedures or with more favorable financing.*
24 P.S. §5-508
24 P.S. §7-707
5.
Fixing the fiscal year to begin on the first day of January (option for school districts of the Second Class).
24 P.S. §6-671
6.
Adopting or changing textbooks without the recommendation of the Superintendent.*
24 P.S. §5-508
24 P.S. §8-803
7.
Dismissing a tenured professional employee after a hearing.*
24 P.S. §5-508
24 P.S. §11-1129
8.
Borrowing in anticipation of current revenue.
24 P.S. §6-640
24 P.S. §6-609
24 P.S. §6-687
D. Actions requiring the affirmative votes of a majority of the full membership of the school board:
1.
Fixing the length of school term.*
24 P.S. §5-508
2.
Adopting textbooks recommended by the superintendent.*
24 P.S. §5-508
3.
Appointing the district superintendent and assistant superintendent(s).*
24 P.S. §5-508
24 P.S. §10-1071
24 P.S. §10-1076
4.
Appointing teachers and principals.*
24 P.S. §5-508
5.
Adopting the annual budget.*
24 P.S. §5-508
24 P.S. §6-604
6.
Appointing tax collectors and other appointees.*
24 P.S. §5-508
7.
Levying and assessing taxes.*
24 P.S. §5-508
8.
Purchasing, selling, or condemning land.*
24 P.S. §5-508
9.
Locating new buildings or changing the location of old ones.*
24 P.S. §5-508
10. Adopting courses of study.*
24 P.S. §5-508
11. Establishing additional schools or departments.*
24 P.S. §5-508
12. Designating depositories for school funds.*
24 P.S. §5-508
24 P.S. §6-621
13. Authorizing the transfer of any unencumbered balance, or portion thereof, from one appropriation to
another, or from one spending agency to another during the last nine (9) months of the fiscal year.
24 P.S. §6-687
14. Entering into contracts of any kind, including contracts for the purchase of fuel or any supplies where the 24 P.S. §5-508
amount involved exceeds $100 (including items subject to bid requirements).*
15. Fixing salaries or compensation of officers, teachers, or other appointees of the board.*
24 P.S. §5-508
17. Entering into contracts with and making appropriations to the intermediate unit for the district’s proportionate share of the cost of services provided or to be provided by the intermediate unit.*
24 P.S. §5-508
The Essentials of Parliamentary Procedure: A Survival Guide for Pennsylvania School Boards
19
18. Dismissing, after a hearing, a superintendent, assistant superintendent or non-tenured teacher.*
24 P.S. §5-508
24 P.S. §5-514
24 P.S. §10-1080
19. Determining the location and amount of any real estate required by the school district
for school purposes.*
24 P.S. §5-508
24 P.S. §7-702
20. Vacating and abandoning property to which the board has title.
24 P.S. §7-708
22. Appointing a school director to fill a vacancy on the board.*
24 P.S. §3-315
24 P.S. §5-508
23. Calling a special meeting when the President has failed to do so after written requested
of three members of the board.
24 P.S. §4-426
PARLIAMENTARY PROCEDURE MOTIONS QUICK REFERENCE CHART
Based on Roberts Rules of Order, Newly Revised
Section references are to 11th edition
MOTIONS WITH RELATIVE PRIORITY
Listed in descending order of precedence. A motion is in order if ranked higher on the chart than the immediately pending motion.
RR§
Your Purpose:
What to Say:
Interrupt?
2nd?
Debate?
Amend?
Vote?
§21
End the meeting
“I move to adjourn”
No
Yes
No
No
Majority
§20
Take a break
“I move to recess for”
No
Yes
No
Yes
Majority
§19
Complain about a problem
affecting the assembly
“I rise to a question of privilege”
Yes
No
No
No
None
§18
Take up items on a schedule
specified in the agenda
“I call for the orders of the day”
Yes
No
No
No
None
§17
Put pending item aside temporarily
“I move to lay the question on the table”
No
Yes
No
No
Majority
§16
Close debate
“I move the previous question”
No
Yes
No
No
2/3
§15
Set or extend limits on debate
“I move that debate be limited to ...”
No
Yes
No
Yes
2/3
§14
Put off further consideration until “I move to postpone the motion until ...”
a specified time
No
Yes
Yes
Yes
Majority
§13
Refer to a committee
“I move to refer the motion to …”
No
Yes
Yes
Yes
Majority
§12
Modify wording of the pending
motion
“I move to amend the motion by ...”
No
Yes
Yes
Yes
Majority
§11
Kill a main motion for the
remainder of the session
“I move that the motion be postponed
indefinitely”
No
Yes
Yes
No
Majority
§10
Bring a new item of business
before the assembly
(a main motion)
“I move that ...”
No
Yes
Yes
Yes
Majority
Pennsylvania School Boards Association
20
INCIDENTAL MOTIONS
No order of precedence. Purpose is to address issues incidental to the pending motion. Decided immediately.
RR§
Your Purpose:
What To Say:
Interrupt?
2nd?
Debate?
Amend?
Vote?
§23
Ask chair to enforce the
rules
“Point of order”
Yes
No
No
No
None
§24
Ask the assembly to
overturn a ruling by the
chairperson
“I appeal from the decision of
the chair”
Yes
Yes
Yes, unless an
exception applies
No
Majority
§25
Suspend the rules
“I move to suspend the rules
which …”
No
Yes
No
No
2/3
§26
Avoid discussing a main
motion altogether
“I object to the consideration of
the question”
Yes
No
No
No
2/3
§27
Separate subparts of a
complex motion
“I move to divide the question”
No
Yes
No
Yes
Majority
§29
Contest announced results
of a voice vote
“I call for a division”
Yes
No
No
No
None
§33
Ask a parliamentary procedure question
“Parliamentary inquiry”
Yes
(if urgent)
No
No
No
None
§33
Request factual information
“Request for information”
Yes
(if urgent)
No
No
No
None
MOTIONS THAT BRING A QUESTION AGAIN BEFORE THE ASSEMBLY
No order of precedence; all share the lowest. These are in order only when no other motion is pending.
RR§
Your Purpose:
What To Say:
Interrupt?
2nd?
Debate?
Amend?
Vote?
§34
Resume consideration of
an item previously laid on
the table
“I move to take from the table
the motion to …”
No
Yes
No
No
Majority
§35
Cancel or modify an action
taken at a previous session
“I move to rescind / amend
… [something previously
adopted]”
No
Yes
Yes
Yes
2/3 or
majority if
prior notice
§37
Reconsider an action taken
earlier in the same session
“I move to reconsider the vote
to ...”
No
Yes
Yes, if motion to
be reconsidered
was debatable
No
Majority
The Essentials of Parliamentary Procedure: A Survival Guide for Pennsylvania School Boards
Suggested Sources
for Further Information
Robert, Henry M. III; Robert, Sarah T.; Evans,
William J.; Honemann, Daniel H.; and Balch,
Thomas J.; Robert’s Rules of Order Newly
Revised, 11th Edition, Da Capo Press, 2011.
Jones, O. Garfield, Parliamentary Procedure at a
Glance, Revised Edition, Penguin Books, 1971.
www.robertsrules.com
www.robertsrules.org
www.jimslaughter.com
www.rulesonline.com
The Essentials
of Parliamentary
Procedure:
A Survival Guide
for Pennsylvania
School Boards
Pennsylvania School Boards Association
400 Bent Creek Blvd., Mechanicsburg, PA 17050-1873
(717) 506-2450 (800) 932-0588 Fax (717) 506-2451 www.psba.org
PSBA Essential
Series