Parliamentary Procedure

1. Parliamentary Procedure Robert’s Rules of Order, RONR 10th Ed. Senate Retreat 2008

2. Parliamentary Procedure • DefinitionParliamentary procedure, often used interchangeably with "parliamentary law," is more correctly defined as parliamentary law in combination with the rules of order that a given assembly or organization has adopted.Parliamentary law is: • rules of the game of democracy. • rules and customs that govern deliberative and decision-making assemblies and organizations.”

3. Parliamentary Procedure • “The term rules of order refers to written rules of parliamentary procedure formally adopted by a group of people or by an organization. These rules relate to the orderly transaction of business in meetings and to the duties of officers in facilitating the conduct of business. An organization's rules of order may include bylaws, standing rules, policy manuals, and other rules.(RONR 10th ed.) • ObjectivesParliamentary procedure • establishes the purpose and structure of organizations; • defines membership classifications, rights, and obligations; and • defines rules and procedures for conducting business.” • http://parliamentarians.org/definition.php

4. Rules of Order • The Law • The SGA Constitution • The SGC-UP Bylaws • Robert’s Rules of Order (RONR 10th ed.) • Custom

5. Outline • I. Meetings • II. Motions • III. Debate • IV. Amendments • V. Postponing & Referring to a Committee • VI. Voting • VII. Rules • VIII. Motions Guide

6. I. Meetings Outline • A. Presiding Officer and Secretary • B. Quorum • C. Order of Business • D. Agenda • E. Adjournment/Recess/Stand at Ease

7. Preside: The process of overseeing a meeting and the enforcement of rules. Chairman: Individual specifically elected to preside over the meeting. (i.e. Senate Speaker, President) “The Chair”: The title given and addressed to the chairman when he/she is actually presiding the meeting. President: Title given usually to an individual elected to preside over the meeting for an elongated period of time (i.e. 1 year, etc). Secretary: Individual elected or appointed to take minutes of the meeting. Minutes: Written record of what is done during the meetings. They are approved by majority vote. I. Meetings, A. Presiding Officer & Secretary

8. I. Meetings, B. Quorum • Quorum: This is the minimum amount of members needed in attendance to get any formal business done (i.e. approving minutes, voting on legislation, etc). • SGC-UP quorum is a simple majority of members.[1] SGC-UP Senate Quorum is 14 or more Senators. University Wide Council is a simple majority given restrictions.[2] • “Any substantive action taken in the absence of a Quorum is invalid.”[3]

9. I. Meetings, C. Order of Business • Call to order: The beginning of the meeting as called by the residing chair. “The meeting will come to order.” • Order of Business: The set order of discussing and tackling various issues. Exp: • Simplified Standard of Order of Business • Reading and Approval of Minutes • Reports • Unfinished Business • New Business

10. I. Meetings, C. Order of Business • 1.      Reading and Approval of Minutes: Chair states:“The secretary will read the minutes.” Then Chair will ask “Are there any corrections to the minutes?” Disputes are debated and corrections made via vote (majority). Chair then states “If there are no [further] corrections, the minutes are approved.” • 2.      Reports: The chair asks for reports to be read; “May we have the Treasurer’s Report?” Reports generally give information as well as include recommendations of action for the assembly. Recommendations are debated and voted upon.

11. I. Meetings, C. Order of Business • Unfinished Business: After reports, Chair asks, “Under unfinished business, the first item of business is the motion relating to…, which was pending when the last meeting adjourned. The question is on the adoption of the motion [stating the motion]… [After item debated and voted on:] The next item of business is…” Unfinished business is defined as: • New Business: After unfinished business, Chair asks, “Is there any new business?” Members may then bring new items forward via motions

12. I. Meetings, D. Agenda • Agenda: Agenda is a scheduled adopted and voted upon by the group. It may set exact voted upon times and order of business.

13. I. Meetings, E. Adjournment/ Recess/Stand at Ease • Adjournment: Chair states, “Is there any further business?... Since there is no further business the meeting is adjourned.” An adjourned meeting means it is closed. A majority may vote to close a meeting given there being un-tackled orders of business. • Recess: A majority may vote to have a timed period of recess to leave the room. • StandatEase: The chair may call for a stand at ease where the meeting is paused and members talk in their seats until the chair calls the meeting to order.

14. II. Motions Outline • A. Motions • B. Speaking at a Meeting • C. How a Motion Gets Before the Group • D. How a Group Considers a Motion

15. II.Motions,A. Main Motions • Motion: Formal proposal by a member during a meeting that leads the group to take certain action.[1] • Main Motion: A motion that brings business before the assembly. Only one main motion is allowed on the floor at a time. No debate is done on a subject unless first brought forth by a motion.[2]

16. II. Motions, B. Speaking • Recognized: To make a motion or speak in a debate, you stand up immediately after the previous speaker and address the chair by their title; “Madam Chairperson”, etc. The chair then designates you as the new speaker, recognizing you by usually calling you by your name or title, “Mr. Goenaga”. • Have the Floor: When authorized to speak by the Chairperson, you are said to “Have the Floor.” • Yield the Floor: When you finish, you sit down and thus “Yield the Floor” to other speakers.

17. II. Motions, B. Speaking, EXP: • Getting Recognized to Speak • MEMBER A [Stands]: Mr. Speaker! • CHAIR: Mr A. • MEMBER A: It’s not a very good idea to… [Sits down when finished speaking].”

18. II. Motions, C. Making a Motion • How to Make a Motion: To make a motion, you simply say “I move that…” when you Have the Floor. You then describe the proposal.

19. II. Motions, C. Making a Motion, EXP: • Making a Motion • MEMBER A [Stands]: Mr. Speaker! • CHAIR: Mr. A. • MEMBER A: I move that the Tennis League establish a division open to juniors and seniors enrolled in city high schools. [When finished making the motion, be seated. Wait until later to explain why the motion is a good idea.]

20. II. Motions, C. Making a Motion • “Seconding” a Motion: After a motion is made, a Senator/Member needs to second it in order for said Motion to be discussed. The person seconding a motion doesn’t need to agree with it, but only have the desire to consider it. • The Chair “States” a Question: After a motion is moved and seconded, the Chair states the question on the motion. The chair says “It is moved and seconded that”, and then repeats the motion exactly.

21. II. MotionsC. Making a Motion, EXP: • Making, Seconding, and Stating a Motion • MEMBER A [Stands]: Mr. Speaker! • CHAIR: Mr. A. • MEMBER A: I move that the Tennis League establish a division open to juniors and seniors enrolled in city high schools. [When finished making the motion, be seated. Wait until later to explain why the motion is a good idea.] • MEMBER B [Seated]: Second! • CHAIR: It is moved and seconded that the Tennis League establish a division open to juniors and seniors enrolled in city high schools.

22. II. MotionsD. Group Consideration Debate on Motion • Pending: When motion stated by chair, it is pending or “on the floor”. • Debate: When motion is pending/on-the-floor, it is now open to debate. Debate is the discussion of the merits of the question. After stated, Chair usually turns to Maker of Motion to see if he/she wished to be assigned to the floor.

23. II. MotionsD. Group Consideration, EXP: • Debate • MEMBER A [Stands]: Mr. Speaker! • CHAIR: Mr. A. • MEMBER A: We need to bring young people into tennis to keep the sport alive… [Sits when finished]. • MEMBER B [Stands after Member A sits]: Mr. Speaker! • CHAIR: Mrs. B • MEMBER B: Most of our members are adults. High school students should establish their own league… [Sits when finished].

24. II. Motions, D. Group Consideration • Chair “Puts” The Question • When no one is left seeking Recognition for debate, the chair may ask “Are you ready for the question?” or “Is there any further debate?” If no further debate, the Chair stands and puts the question to a vote.

25. II. Motions, D. Group Consideration, EXP: • Putting the Question • CHAIR: The question is on the adoption of the motion that the Tennis League establish a division open to juniors and seniors enrolled in city high schools. Those in favor of the motion, say aye, those against no. [Calls Senators one by one] • Some Members, when called [Seated] Aye! • Some Members, when called [Seated]: No!

26. II. Motions,D. Group Consideration • Chair Announces Results of the Vote • After the votes are collected, the Chair announces the results. It has four parts: • i. Reporting which side “has it”. “The ayes have it, and the motion is adopted.” • ii. Reporting that the motion/bill/resolution is adopted or lost. • iii. Reporting the effects of the vote. • iv. Reporting the next item of business (if any).

27. II. Motions, Review • MEMBER A [Stands]: Mr. Speaker! • CHAIR: Mr. A. • MEMBER A: I move that the Tennis League establish a division open to juniors and seniors enrolled in city high schools. [When finished making the motion, be seated. Wait until later to explain why the motion is a good idea.] • MEMBER B [Seated]: Second! • CHAIR: It is moved and seconded that the Tennis League establish a division open to juniors and seniors enrolled in city high schools. • MEMBER A [Stands]: Mr. Speaker! • CHAIR: Mr. A. • MEMBER A: We need to bring young people into tennis to keep the sport alive… [Sits when finished]. • MEMBER B [Stands after Member A sits]: Mr. Speaker! • CHAIR: Mrs. B • MEMBER B: Most of our members are adults. High school students should establish their own league… [Sits when finished]. • CHAIR: Is there any further debate?...The question is on the adoption of the motion that the Tennis League establish a division open to juniors and seniors enrolled in city high schools. Those in favor of the motion, say aye, those against no. [Calls Senators one by one] • Some Members, when called [Seated] Aye! • Some Members, when called [Seated]: No! • CHAIR: The ayes have it, and the motion is adopted. The Tennis League will establish a division open to juniors and seniors enrolled in city high schools. Is there further new business?

28. III. Debate Outline • A. Rules of Debate • B. Limit or Extend Limits of Debate • C. Close Debate Immediately: Move to the Previous Question

29. III. Debate,A. Rules of Debate • Speech Limits in Debate: Each member may speak twice on any debatable motion for up to 10 minute each. This does change with secondary's. • Recognition: The Chair designates, or recognizes, who to speak by addressing the first person who rises after Speaker finishes talking and sat down. You cannot stand for recognition and interrupt someone recognized until they finish speaking and sit down (unless with an Incidental Motion) .

30. III. Debate,A. Rules of Debate • Germane: Your speech must have bearing on whether the pending motion/bill should or should not be adopted. One cannot talk about things at random. • Stick to the subject. • Debate issues, not personalities.

31. III. Debate,A. Rules of Debate • Formalities • You never address another individual, but always speak as if to the Chair. “Mr. Speaker, the previous speaker’s points were wrong for the following reasons…” • Instead of names, officers are addressed by titles and members usually as “the previous speaker” or “Gentleman/Gentlewoman”.

32. Limit & Extend Limit This is a motion made to limit the time of debate. Debate Timeframe (debate for 1 hour). Member Debate Time (from 10 minutes to 2). EXP: MEMBER A: “I move that in debate on the pending amendment, each member be limited to one speech of three minutes.” III. DebateB. Limit or Extend Limit

33. Motion for Previous Question: A motion to end debate. It also ends secondary motions (such as Amend, Commit, etc), as well as prevents it from being moved later during the meeting. It requires a 2/3 vote, and is also undebatable. Also needs to be seconded. EXP: MEMBER A: “I move the previous question.” III. Debate, C. Motion for Previous Question

34. IV. Amendments Outline • A. Definition • B. Word Changes • C. Amending Paragraphs • D. Amending Amendments • E. Germaneness & Amendments • F. Settled

35. IV. Amendments,A. Definition • Amendments: Sometimes you may hear a motion but may want to change a specific word, or remove one. When you want to modify the motion, you propose an amendment. • It is important to be specific with your proposed amendment.

36. IV. Amendments,B. Simple Word Changes

37. IV. Amendments, C. Amending Paragraphs

38. IV. Amendments,D. Amending Amendments • Secondary Amendment: An amended motion can be amended a second time, however secondary amendments cannot be amended. You cannot have a third layer of amendments.

39. IV. Amendments, E. Germaness & Amendments • All amendments proposed must relate somehow to the initial proposed motion and the raised question it concerns itself with.

40. IV. Amendments, F. Settled • Settled: “The basic rule is that after the group has voted that certain words shall, or shall not, be part of a motion, you cannot offer another amendment that raises the same question of content and effect. Common sense is necessary to apply this principle from case to case.”[1]

41. V. Postponing & ReferringOutline • A. Postpone to a Certain Time • B. Commit or Refer

42. Postpone to a Certain Time: This is a subsidiary motion made to postpone discussion on a main motion till a later time (some meeting or next). Adopted by Majority Vote. Also known as Motion to Postpone Definitely, or Postpone I move to postpone the motion until 3pm OR I move to postpone the motion to the next meeting. (In this case it will come up right after unfinished business at the next meeting.) V. Postponing & Referring,A. Postponing

43. V. Postponing & Referring, B. Committing & Referring • Motion to Commit: If you feel the Main Motion would best be drafted & edited in a committee, you can motion it to one. Standing Committees have a continuing existence and function, normally responsible over a particular subject matter. Special Committees are created for a particular task, and go out of existence when that task is completed.

44. VI. Voting, Outline • A. Types of Voting • B. Unanimous Consent

45. VI. Voting,A. Types of Voting

46. VI. Voting,B. Unanimous Consent • Unanimous consent enables a motion to be adopted or some action to be taken without the necessity of having the process for routine matters. It even permits taking action without the formality of a motion being made at all. • The Chair asks the assembly for any objections to the procedure. • If no member objects (by simply saying “I object), then the chair declares the action has been agreed to.

47. VII. Rules,Outline • A. Point of Order • Appeal • Parliamentary Inquiry

48. VII. Rules,A. Point of Order • When you believe there to be a violation of the Rules of order, you may interrupt the Chair or a Speaker and call out “Point of Order!” without being recognized. • “The member will state her point of order.” You then explain why you believe a rule has been broken and then sit down. • The chair then rules on your Point of Order, saying “The chair rules that the point of order is well taken.” Or the opposite, and then explaining why or why not.

49. VII. RulesB. Appeal • If you believe the Chair to be wrong still, you may Appeal to the entire Senate/Group. Without being recognized, you stand and state “I appeal from the decision of the chair.” If it is seconded, it is debated, and then goes for a majority vote. • Majority in the negative is needed.

50. VII. RulesC.Parliamentary Inquiry • When you want to ask a question concerning Parliamentary procedure, and how it relates to the discussion pending, you may, without recognition, stand and state “A parliamentary inquiry, please.”