Summary of Parliamentary Procedure from Robert’s Rules of Order
designed for MCDCC (Montgomery County Democratic Central Committee)
prepared by Paul M. Bessel, revised August 1, 2014
The following is a summary of basic rules of parliamentary procedure, based on Roberts’s Rules of Order, Newly Revised, 11th edition, 2011, which is the latest edition, and which is abbreviated as RONR. Please remember, though, that all summaries are simplified and every parliamentary procedure rule has complications and exceptions.
|
1. Purpose
|
The purpose of parliamentary procedure is to help a group conduct business in an orderly and dignified manner, balancing the rights of the majority and the minority. All parliamentary procedure rules should be interpreted with this in mind.
|
|
2. Quorum
|
A quorum is needed before a group can take official actions. A quorum is usually a majority unless the bylaws provide otherwise. (The MCDCC Bylaws say a quorum is a majority of the membership, meaning 13.) If a quorum is lost at any time in the meeting, the presiding officer or anyone else can point that out and no business can be conducted until a quorum is again present. Even if no one mentions the absence of a quorum, any business done without a quorum present is null and void.
|
|
3. Make a motion
|
If you want the organization or committee to take a position or set a policy on a subject, you should make a motion. To make a motion, you should first raise your hand to be recognized, wait to be recognized by the presiding officer, and if and when you are called on by the presiding officer, say “I move that ………..”
|
|
4. Explain
|
If a motion is not absolutely clear to everyone, the presiding officer should ask the maker of the motion of the motion to explain exactly what he or she is intending.
|
|
5. Second the motion
|
If you feel a motion is entitled to be discussed, you should second the motion. To do this you can just yell out (without being called on) “I second that motion.” You can “second” a motion even if you don’t support it but you just want it to be discussed. The seconder’s name should never be mentioned or recorded anywhere, as the name of the seconder is irrelevant; all that matters is that a motion was seconded.
|
|
6. State the motion
|
After a motion is made and seconded, the presiding officer should state the motion by saying: “A motion has been made and seconded that (and then repeat the motion in its entirety).” The presiding officer should then offer the person who made the motion the opportunity to give reasons in favor of the motion, and then ask if others wish to speak about the motion, calling on each one who so requests.
|
|
7. Withdraw or change a motion
|
After a motion has been opened for discussion, anyone who wants to withdraw or change that motion can ask for unanimous consent to do that. However, if anyone says “objection” the motion is not withdrawn or changed and that can only be done by making a motion to do so. The person who made the motion, and especially the “seconder” should never be consulted as they have no special rights about whether or not a motion should be withdrawn or changed.
|
|
8. Debate or discussion
|
Debate or discussion must be germane, meaning it must be about the merits of the motion on the floor, and must never involve personal attacks or references to alleged motives of anyone else. The presiding officer must stop anyone from making personal attacks even if that means cutting someone off in mid-sentence. The presiding officer should not participate in discussion in any way that would detract from his or her impartiality. If the presiding office realizes he or she would be seen as not being impartial on an issue, or if he or she wishes to speak on an issue, another should be chosen as presiding officer, at least for that portion of the meeting.
|
|
9. Speaking
|
Each person can speak only twice on any specific motion or topic, for a maximum of ten minutes.
|
|
10. Ending debate or discussion
|
Debate is ended when everyone who wants to speak has spoken twice, or when the schedule calls for moving to another topic, or if someone is recognized by the presiding officer and says “I move the previous question” or “I move to end debate on this motion and proceed to vote.” If someone yells “call the question” the chair should say that is “out of order” and proceed as if nothing had been said. If someone is recognized and “moves the previous question,” and if someone seconds that motion, the presiding officer should call for a vote on whether to immediately end discussion. There is no debate and a vote is required to adopt this.
|
|
11. Voting
|
In voting, the chair should first repeat the motion in its entirety, then ask those in favor to say “Aye” or to raise their hand, or to stand. The chair, or, preferably someone appointed by the chair, should then count the number voting in favor, and then say, “Hands down.” The chair should then ask those opposed to say “No” or to raise their hand or to stand, and they are counted. The chair should never ask who abstains or allow those who are abstaining to identify themselves in any way. Abstentions don’t count or matter in any way. Someone who has a conflict of interest should not ask to be recorded as abstaining but instead should state for the record that he or she has a conflict and will not participate in any way in the consideration or vote on that issue. If the presiding officer’s vote will change the result by creating or braking a tie or achieving or not achieving a vote, the presiding officer can vote. If there is a secret ballot vote, the presiding officer can always vote.
|
|
12 Announce the decision
|
After determining how many have voted for and against the motion, the chair must announce the decision, saying, “There are X votes in favor and Y votes opposed,” and then say, “The motion has been adopted” or “The motion has been defeated.” The presiding officer should briefly describe the effect of the vote, and then move to the next agenda item.
|
|
13. Amend
|
If you feel a motion should be altered, you can “move to amend.” Those who oppose a motion have the right to move to amend it. Proposed amendments must be germane (closely related to or bearing on the same subject). However, amendments that would cause the motion to have a different effect or change the spirit of the motion, such as a substitute motion, are permitted.
|
|
14. Refer to a committee
|
If you feel a motion needs detailed changes or more information or study, you can “Move to refer the motion to a committee” and state which committee or ask that a special committee be established for this purpose. This procedural motion is debatable, can be amended (such as suggesting a different committee to consider the issue), and requires a majority vote to be adopted. The motion to refer to a committee can also include specific instructions on how the committee should handle the issue and when it must report.
|
|
15. Postpone
|
If you feel it would be helpful if a motion is considered at a later time in the same meeting or at the next meeting, you can “move to postpone” until a certain time stated in the motion to postpone (such as the next meeting). This procedural motion is debatable, can be amended, and usually requires a majority vote.
|
|
16. Table
|
If you feel it would be helpful to temporarily put off an issue to, for example, allow a speaker who has arrived to talk, you can “move to lay the motion on the table.” This procedural motion is not debatable and requires a majority vote to be adopted. This motion is often misused or misunderstood. It is out of order if the intent is to postpone a topic to a specific time, to refer to a committee, or to kill a motion. The motion to lay on the table should hardly ever be used. In fact, the word “table” should almost never be used in parliamentary discussion because it is very confusing. Instead, you should use terms such as “refer to a committee” or “postpone to a definite time (such as the next meeting).”
|
|
17. Limit debate
|
If you feel it would be useful to limit debate, you can “move to limit debate” to a certain amount of time, or a certain number of speakers. This procedural motion is not debatable and requires a vote to be adopted.
|
|
18. Change something previously voted on
|
If you feel it would be helpful to change something previously voted on, you can “move to amend a previously adopted motion” or to “rescind” a motion that was adopted before. These procedural motions are debatable and usually require a vote.
|
|
19. Reconsider
|
If you want to change the vote on a motion considered that day, you can “move to reconsider.” The person making this motion must have voted with the winning side when the motion was adopted or defeated. This procedural motion is usually debatable and requires a majority vote to be adopted. It is out of order to make this motion more than once on a particular subject.
|
|
20. Suspend the rules
|
If you feel the group should do something that is usually not permitted by Robert’s Rules of Order, you can “move to suspend the rules” and state exactly what you want the group to be permitted to do. This is not debatable and requires a vote. This motion should only be considered in unusual cases, and is out of order if it would violate any provisions of the bylaws.
|
|
21. Point of order
|
In you think the bylaws or parliamentary procedures rules are being violated by anyone, you can yell out “point of order.” The presiding officer must call on you to explain you point of order, and then give a ruling or refer it to the group for a vote. If the presiding officer issues a ruling and you disagree strongly with that ruling, you can “appeal the ruling of the chair” by making a motion to do that. This procedural motion is usually debatable and requires one more than a majority to reverse the decision of the Chair. You cannot use a “point of order” if you disagree with what someone said or feel you have been insulted. It is only permissible if you feel the rules in Robert’s or the bylaws are being violated.
|
|
22. Point of information
|
If you have a question about parliamentary procedure or anything else, you can ask to be recognized and make a “point of information” and ask your question. There is no such thing as a “point of clarification;” if you want to clarify something, you must ask to be recognized during discussion.
|
|
23. Point of personal privilege
|
If you feel someone has said or done something that accuses you or someone else of doing something wrong, you can make a “point of personal privilege” and state what you feel was said or done and what you would like done in response, such as an apology.
|
|
24. Committees or small boards
|
In small boards or committees, where there are no more than a dozen members, the rules are more informal. The chair of the small board or committee can make motions and participate in debates. Motions need not be seconded and motions to limit debate are not allowed. When a committee’s report contains recommendations for its parent body to adopt, a motion to approve those recommendations does not need a second
|
Common Misconceptions about Parliamentary Procedure
PB – August 1, 2014
Many people are “sure” we know some of the rules of parliamentary procedure in Robert’s Rules of Order. However, as Will Rogers said, “It isn’t what we don’t know that gives us trouble; it’s what we know that just ain’t so!” As you will see in this paper, some of the things that all of us “think we know” about what should be done at meetings are completely incorrect.
The following information is from Robert’s Rules of Order, Newly Revised, 11th edition, published in 2011, abbreviated as RONR, which is the most current and only official form of Robert’s Rules, so any citation in bylaws to Robert’s Rules automatically refers to this edition. Each of the following points can be researched further in RONR at the page references listed after each point..
Motions
Myth – The chair can never make motions, and all other procedures such as the requirement of seconds for motions apply.
Motions-1: Small boards and committees have less rigid rules than larger groups. The chair of a small board or committee can make motions and participate in meetings exactly as all other members. He or she is not required to display the same impartiality as the presiding officer of larger groups. There is no need for seconds to motions, and the chair can handle the work of the small board of committee as informally as is practical.
(Citation: RONR at page 500: “In committees, the chairman not only has the right to make and debate motions, but he is usually the most active participant in the discussions and work of the committee.”)
Myth – If someone wants to amend a motion, you should ask the person who made the motion and the person who seconded it if they agree to the amendment.
Motions-2: Once a motion has been made and seconded, and then “stated” by the Chair, it is the “property” of the group and not one or two people. Even if the maker of the motion doesn’t like the amendment, it can still be made and if made properly must be discussed and voted on. The person who seconded a motion should never be identified, so of course he or she cannot be asked if he/she supports an amendment.
(Citation: RONR at page 162)
Myth – If someone wants to postpone dealing with a motion, he or she “Moves to lay it on the table,” or to “Table it.”
Motions-3: The motion to lay something on the table, or to table it, should almost never be used because it is almost always misused. It should only be used when there is a need to stop the regular business because a VIP has entered the room and the group wants to hear from him or her immediately. The way to postpone a issue is to, “Move to postpone consideration of this subject until the next meeting,” or “until the end of this meeting,” or to “Move to send this issue to the E&R committee.” Those motions are debatable and may be amended, for example, by moving to substitute the “PPD committee for the E&R committee,” or to “postpone until the June meeting.”
(Citation: RONR at. pages 215-216)
Myth – There can only be 1 motion on the floor at a time.
Motions-4: There can be many motions on the floor at one time, so long as they deal with procedural or subsidiary issues and are germane (related to the same subject as the original motion). For example, there could be a main motion that we buy a new coffee machine for up to $50. Someone could then move to amend that to change $50 to $100, and someone else could move to amend the amendment to say the $100 ceiling is only applicable if the coffee machine is purchased on sale. Someone else could move to send the whole subject to a committee, and someone else could move to take a recess of 10 minutes to discuss this informally. Someone else could move to adjourn and someone else could move to set the time to which to adjourn, meaning that if the motion to adjourn is adopted, the meeting will continue starting at, for example, 2pm the following day. Each of these motions can be made so long as the newer one has a higher priority, and then each is voted on in order from the top down. This doesn’t mean this is good practice, and in reality it is not likely that there would be more than a main motion, an amendment, and a motion to refer to committee.
Myth – You cannot talk about any subject until a motion is made. Or, if people talked about a subject and no one stated a disagreement with what was said, that is the same as having a motion adopted on that subject.
Motions-5: Although it may be technically correct that discussion should not start unless and until a motion is made, it is probably acceptable for the Chair to allow some comments to be made before a motion is made in order to obtain the consensus of the board or committee as to whether a motion would be helpful. However, it is always wrong to say, “We agreed on xxxxx” unless a motion has been made and voted on to do that. Just because discussion took place and no one objected to something, that is not and should never be referred to as “we agreed.”
Myth – If someone mentioned something that should be done, you can simply say “so moved” and it becomes a motion. Or, you don’t have to make a motion if you or someone else talks about what the effect of a motion or policy will be.
Motions-6: Instead of saying “I so move” you should recite the complete motion, word for word. Any long or complicated motion should always be submitted in writing. It is much better to have all motions in writing, to avoid any misunderstandings about exactly what is in the motion. If someone makes a motion orally, that person or someone else should put it in writing immediately. While that is being done, the motion can be discussed, but before the vote is taken the Chair should read the written version of the motion to the board or committee. Also, what anyone says at a meeting is of no relevance. If you want something to be the policy of the group, you must make a motion.
(Citation: RONR at page 33)
Myth – As soon as someone makes a motion and it is seconded, it is open for debate.
Motions-7: A motion does not come before the group until all the following steps take place, including it being “stated” by the Chair.:
1. Someone raises a hand and is recognized by the chair. (There are some exceptions where any member of the board or committee is allowed to yell out something, but for “main motions” and most other motions you have to first be recognized by the Chair before you can make a motion.)
2. He or she then makes a motion, saying “I move (for example, that we buy a new coffee machine.”
3. Someone else yells out second (anyone can do this, without being recognized). The person who seconds is never identified in the minutes or anywhere else. Seconding is simply a way to insure that at least 2 people want to discuss this motion.
4. The Chair then “states” the motion by saying, “It has been moved and seconded that we buy a new coffee machine. If this motion is adopted, we will authorize one of our members to buy that machine. Mr. A made the motion so he is the first one recognized to speak on it.
There is no way for a motion to come before the group unless and until all these steps are followed. If someone makes a motion, someone else seconds it, and people on their own vote on it, that motion has not been adopted or even come before the board or committee.
(Citation: RONR at page 32)
Myth – No one can prevent a motion from being considered once it is made.
Motions-8: Consideration of a motion can be ended even before discussion begins if someone makes a motion to, “Object to consideration of this question.” That motion is undebatable and requires a vote for adoption. If someone wants to kill a motion after this is not adopted or not proposed, he or she can “Move to postpone this motion indefinitely.” That requires only a majority vote for adoption and is debatable, unless someone (perhaps the same person) “Moves the previous question,” which is undebatable and requires a vote for adoption.
(Citation: RONR at page 267)
Debate
Myth – When someone says, “Call the question,” debate must stop and a vote must be taken.
Debate-1: Saying “I call the question” is a useless action that should always be ignored. In fact, anyone saying it should be graveled down by the Chair and told to stop saying this or be ejected from the room. If someone wants to end debate, that can only be done in the following manner:
1. Someone raises a hand and waits to be recognized by the Chair.
2. He or she then says, “I move the previous question on the motion to xxxxxxx” or “I move to close debate and proceed to vote on the motion to xxxxxxx.”
3. Someone else yells out second (or the Chair can ask if there is a second).
4. This motion is undebatable and cannot be amended.
5. The Chair takes a vote and if are in favor, debate on that motion is ended and a vote is taken immediately.
Motions to close or limit debate are not in order in committees.
(Citation: RONR at page 202)
Myth – During debate anyone can say whatever he or she wants.
Debate-2: All discussion must relate to the motion before the group, and all debate must refer to the motion and not the people involved or their alleged motivations. If someone says, “Anyone who votes for this is a fool,” or “All of you are failing in your duty to do your jobs properly,” the Chair can and should hit the gavel and say that person is out of order and direct that he or she stop talking, and if need be order that he or she be removed from the room. The whole purpose of parliamentary procedure is to insure that the majority can rule while protecting the rights of the minority to try to convince the majority to change their minds, while always insuring that discussion is polite and respectful.
(Citation: RONR at pages 391-394)
Myth – During discussion of a motion any member of the group can speak as often and as long as he or she wants.
Debate-3: During discussion of a motion, a member of the group can speak no more than twice on that motion (but, for example, can speak twice on an amendment, and twice on the main motion, and twice on a motion to refer to a committee. Also, a member of the group can speak no longer than 10 minutes on any motion. (Note that the group may adopt Standing Rules that change any rules, such as limiting each speaker’s time to 3 minutes.).
(Citation: RONR at page 389)
Voting
Myth – You must take a vote of those in favor and those opposed to every motion.
Voting-1: If the Chair thinks everyone supports something, such as adoption of the agenda or minutes, the Chair can say, “If there is no objection the agenda will be approved.” The Chair then waits a few seconds and if no one says anything, says, “Hearing no objection, the agenda is approved by unanimous consent.”
(Citation: RONR at page 54-55)
Myth – Abstentions count and should be recorded.
Voting-2: Abstentions are failures to vote and should never be considered in any way. When a majority or vote is required, that refers to votes cast and by definition that does not include abstentions. When the Chair calls for votes in favor or against, he or she should never ask for abstentions and abstentions should never be recorded in the minutes. If there are votes in favor of a motion, none against, but several abstentions, the vote is unanimous is favor of the motion. The only exception is when a member of the group recuses himself or herself from a vote because of a conflict of interest. Then that person should leave the room during the entire discussion of that subject, and that fact should be recorded in the minutes.
(Citation: RONR at page 45)
Myth – The way a vote is taken is that the Chair says, “All in favor,” then “All opposed,” and then moves on, or says, “It is so moved,” or “The secretary will record that.”
Voting-3: The only proper way to take a vote is as follows:
1. The Chair says, “Are you ready for the question.”
2. The Chair then says, “The vote is on the motion to buy a new coffee machine.”
3. The Chair then says, “All in favor say aye,” or “All in favor raise your hand,” or “All in favor stand.”
4. The Chair then says, “All opposed say no,” or “All opposed raise your hand,” or “All opposed stand.”
5. The Chair or someone else counts the votes, and the Chair says, “There are 15 votes in favor of the motion and 12 votes opposed. The motion is adopted, and the result is that we will buy a new coffee machine. The next item of business is committee reports (or whatever it is).” If this last step is not stated, the vote is not concluded, and any member of the board or committee can make a “Point of Order” that it has not been done.
(Citation: RONR at pages 45-49)
Myth – A majority is 50% plus 1, or 51%.
Voting-4: A majority is simply more than half. Any other definition is invalid. For example, if there are 17 votes case, 50% plus 1 would be 9½, or rounded off to 10, while the truth is that 9 votes is sufficient to adopt the motion.
(See RONR at page 400)
Myth – When a vote is required, you can round off the number.
Voting-5: If a vote is required when 101 votes are cast, 67 votes are not sufficient to adopt the motion, even though they would be if rounding off was permitted. Two-thirds of 101 is 67 so 68 votes are needed to adopt such a motion.
(Citation: RONR at page 401)
Myth – The Chair cannot vote except in case of a tie, and cannot make a motion or engage in debate.
Voting-6: The Chair can vote whenever his or her vote would affect the result, whether to break a tie or to create a tie (in which case the motion is defeated). For example, if the vote is 10 in favor and 9 opposed, it would seem that the motion is adopted. However, the chair can vote “no” in which case the vote is a tie, which means the motion is not adopted.
The Chair can also make motions and debate, but in order to maintain impartiality he or she should give the gavel to the next officer before doing those things.
(Citation: RONR at pages 53-54)
Myth – A person can explain his or her vote
Voting-7: A member has no right to explain his or her vote during voting, but only during debate. Therefore, a person should be ruled out of order and stopped if he or she attempts to explain why he or she voted for or against any motion or candidate..
(Citation: RONR at page 408)
Myth – When holding elections, there has to be a motion to close nominations, and if only 1 person is nominated for an office, the chair should call for a motion to elect that person by “acclamation” or to direct the secretary to cast a unanimous vote for that person.
Voting-8: The chair should ask for nominations and when there are no further nominations he or she declares nominations closed. It is out of order to close nominations if some members still want to make nominations. And, when only 1 person is nominated and the bylaws do not require a written ballot, the chair should simply declare that one nominee is elected..
(Citation: RONR at pages 288-289)
Meetings
Myth – Ex-officio members of boards or committees do not vote and are not counted towards a quorum.
Meetings-1: Ex-officio members have exactly the same rights and privileges as all other members of boards and committees, including the right to vote and to count toward a quorum.
(Citation: RONR at pages 483)
Myth – Once a quorum is established, the meeting can continue even if the quorum no longer exists so long as no one questions it.
Meetings-2: Any member can raise a “Point of Order” that a quorum is no longer present. If there is evidence that a quorum was not present when a vote was taken, that vote or action is void regardless of whether anyone questioned a quorum at the time. At any later time, actions taken without a quorum present can be challenged.
(Citation: RONR at page 349)
Myth – It is necessary to summarize the discussion in the minutes, and to include something if someone says, “Include in the minutes what I am saying.”
Meetings-3: According to RONR, not only is this not necessary, it is improper to do so. Minutes should be a record of what was done at a meeting, not what was said.
(Citation: RONR at page 468: “[Minutes] should contain mainly a record of what was done at the meeting, not what was said …..”)
Myth – Once approved, minutes can no longer be corrected.
Meetings-4: Minutes can be corrected at any time. If they have already been approved, someone can, “Move to amend something already adopted,” and state the proposed change to the minutes.
(Citation: RONR at page 475)
Myth – If each member of a board or committee vote to adopt something, it is adopted without a meeting.
Meetings-5: A vote can only be taken without a meeting if a law or the bylaws say that is acceptable. Even then, the board or committee should ratify the action at its next meeting.
Myth – Meetings can be held by telephone conference call or on the internet.
Meetings-6: Meetings can only be held by telephone conference call or on the internet if a law or the bylaws specifically authorize that, and if everyone is able to hear everything that all others say.
(Citation: RONR at page 97)
Myth – The Chair sets the agenda.
Meetings-7: The board or committee sets the agenda, by vote. If the Chair or someone else proposes an agenda, anyone can move to amend it. It is only when the agenda is adopted by a normal vote, or by unanimous consent, that it becomes the agenda for that meeting.
(Citation: RONR at page 372-373)
Myth – The parliamentarian rules on issues of parliamentary procedure.
Meetings-8: Only the Chair can rule on specific issues. He or she can ask the parliamentarian for advice before or at any meeting, as can any member of a board or committee, but the decisions are made and announced by the Chair. If someone disagrees with the ruling of the Chair, that member can, “Appeal the decision of the Chair on this issue.” This motion cannot be amended but it is usually debatable. The Chair can state his or her reason for the decision and each member can speak once to give his or her opinion, and then a vote is taken. If the vote is tied or a majority support the Chair, the Chair’s ruling stands.
(Citation: RONR at page 465)
Myth – After a report is presented, such as a treasurer’s report or a committee report, someone has to make a motion to “accept” or “receive” that report.
Meetings-9: As soon as an officer or committee presents a report, it is received. There is no need for a motion to “receive” it and it is improper to have a motion to “accept” the report. If someone wants to adopt the recommendations in a report, he or she should make a motion and state word for word what recommendation he or she wishes the group to adopt. After most reports, such as a treasurer’s report with no recommendations, all that happens is the chair moves to the next item of business.
(Citation: RONR at pages 525)
Myth – If the group has voted to do something, a later meeting of that group cannot change what was previously decided.
Meetings-10: As a general principle, one session cannot tie the hands of the majority at any later session. It is improper to postpone anything beyond the next session, except by referring it to a committee. If a group wants something to be imposed on all future meetings, that can be done by adopting a bylaw amendment — which requires notice and (usually) a vote for adoption.
(Citation: RONR at page 87)
Officers
Myth – A resignation is effective immediately.
Officers-1: A resignation is effective only after it is announced to the board or committee.
(Citation: RONR at page 291)
Myth – An officer cannot be removed from office until the end of his or her term.
Officers-2: This is not always true. If the bylaws just state a fixed term for the officer, such as “two years,” or if they say the officer serves for a specified term “and until [the officer’s] successor is elected” (or words to that effect), then the group must use formal disciplinary proceedings, which involve the appointment of an investigating committee, preferral of charges by such a committee, and the conduct of a formal trial. The procedure is complex, and should be undertaken only after a careful review of Chapter XX of RONR. On the other hand, if the bylaws state a term for the office but add “or until [the officer’s] successor is elected,” or contain other wording explicitly indicating that the officer may be removed before the term expires, then the election can be rescinded (Citation: Chapter 7 of RONR) and a successor then elected for the remainder of the term.
Of course, if the bylaws themselves establish a procedure for removal from office, that procedure must be followed.
(Citation: RONR at page 653)
|
