Parliamentary Procedures

Alpha Kappa Alpha Sorority, IncOmicron Eta Omega Chapter Parliamentary Procedures

Learning Objectives • State the purposes of following parliamentary procedure. • Recognize the five basic principles of parliamentary procedure. • Identify steps involved with presenting a motion. • Recognize various methods of voting. • Differentiate among five types of motions.

Objective 1State the purposes of following parliamentary procedure.

Why Do We Use Parliamentary Procedure? • To give everyone a chance to be heard • To allow sorors to participate in an orderly • To establish and maintain order in a meeting • To prevent confusion when discussing chapter business • To keep things moving

Objective 2Recognize the five basic principles of parliamentary procedure.

Five Basic Principles of Parliamentary Procedure • Discuss one subject at a time. • Allow full and free discussion of each idea presented. • Treat all sorors with justice and courtesy. • Carry out the rule of the majority, and respect the rights of the minority. • Bring together the wishes of all sorors to form a cooperating, united chapter.

Objective 3Identify steps involved with presenting a motion.

Motion • A motion is a formal way to bring an idea, proposal, or plan of action before the chapter. • A motion is part of an orderly way to conduct business using parliamentary procedure. • A motion calls for discussion and action by the chapter.

Steps to Make and Handle a Motion • A soror who wants the chapter to do something makes a motion. • The soror must first address the Basileus. • The soror is then called on, or recognized, by the Basileus. • The soror then makes the motion (by saying, “I move…”). Saying “I move to make a motion that…” or “I make a motion that…” are common statements, but are incorrect.

Steps to Make and Handle a Motion (cont.) • The motion is seconded by another soror (this indicates someone else feels the motion warrants discussion). • After the motion is seconded, the Basileus restates the motion and asks for discussion. A motion cannot be discussed until it is seconded. • Discussion is held on the motion so that all sorors may have a voice on the topic.

Steps to Make and Handle a Motion (cont.) • After discussion, the Basileus repeats the motion and asks, “Are you ready for the question?”, which means, “Are you ready to vote?” • A vote is taken, asking first for those in favor of the motion, and then for those who are opposed to the motion. • The Basileus asks all those who are in favor of the motion to say “Aye!” The Basileus then asks all who are opposed to say “No!” (The Basileus should not ask those who are opposed to “respond with the same sign.”)

Steps to Make and Handle a Motion (cont.) • If more are in favor of the motion than are opposed, the Basileus declares that the motion has passed (or is approved). If more are in opposition to the motion than are in favor of it, the Basileus declares that the motion has failed (or is lost). • Before any other business can come before the chapter, the motion made and seconded must be voted upon, withdrawn, amended, or tabled. • To amend a motion, the procedure is the same as for the main motion: an amendment needs to be recognized; the amendment needs a second; there needs to be discussion on the amendment; and then a vote on the amendment is taken. Discuss and then vote on the main motion as amended.

Steps to Make and Handle a Motion (cont.) • To withdraw a motion, both the person who made the motion and the person who seconded the motion must agree to withdraw it. • To table a motion, if more information is needed or there is not enough time to discuss and vote on a motion, it may be tabled. A soror moves to table the motion, another soror seconds the motion, and a vote is taken. No discussion is taken, but tabling a motion does require a majority vote to pass.

Objective 4Recognize various methods of voting.

Voice Vote • The Basileus asks those in favor to say, “Aye” or “Yes.” Those who are opposed are asked to say, “Nay” or “No.” • The Basileus should not ask those who are opposed to “respond with the same sign.”

Show of Hands • This method is recommended for small groups. • Basileus asks sorors who are in favor to raise their right hands. After the count is taken, those who are opposed are then asked to raise their right hands.

Rising to Vote • This method should be used to verify a voice vote and on motions requiring a 2/3 majority vote. • Basileus asks those in favor of the motion to rise. After counting, these sorors are asked to sit. The Basileus then asks those opposed to rise.

Ballot Vote • This method involves writing a vote on a slip of paper. • This is a good way to vote for officers, or to vote upon controversial motions. • The Basileus should appoint individuals to distribute, collect, and tally the ballots.

In all of the methods of voting, the Basileus should always say what happened as result of the vote.

Objective 5Differentiate among five types of motions.

Privileged Motions: • These motions do not relate to the pending question. • However, they involve matters of such urgency or importance that, without debate, they will interrupt the consideration of anything else.

Incidental Motions: • These motions deal with questions of procedure and arise out of another pending motion or item of business. • With the exception of the motion to appeal from the ruling of the chair, they're not debatable.

Subsidiary Motions: • These motions assist the chapter in treating or disposing of a main motion. • They can hasten action upon, delay action upon, or modify the main motion.

Main Motions: • These motions bring business before the chapter. • These allow formal discussion upon an item of business before the chapter makes an informed decision.

Unclassified Motions: • These enable certain items to be reconsidered. • In general, they are brought up when no business is pending.

What questions do you have about the "Parliamentary Procedure" lesson?

Parliamentary Points That Every Member Should Know.All references will be from Robert’s Rules of Order Newly Revised, 10th Edition.

1. Chapters have Bylaws, not constitution and bylaws. 2. Special Rules of Order supersede any rules in the parliamentary authority with which they may conflict, are adopted separately, and can be suspended by a 2/3 vote.3. Standing Rules can be adopted by a majority vote at any business meeting without previous notice .

4. A person who presides over a meeting is call “The Chair” or “Madam President” and must be impartial. Therefore, the Chair never gives her opinion.5. Members only address the chair, or address each other through the chair and generally should try to avoid mentioning another member’s name whenever the person involved can be described in some other.

6. With a very limited number of particular exceptions and in small boards and committees, a member does not speak without first having risen, addressed the chair, and obtained the floor.7. The chair never used the pronoun “I” and does not mention a members name nor address an individual member as “you” except when assigning the floor or announcing the members of a committee.

The maker of a motion is entitled to speak first, not necessarily last.9. A member may speak the second time to a motion only if anyone else who wants to speak to the motion has been given the opportunity.10. A chair can ask that a motion be put in writing before the question is stated. This can be done when a motion is unclear or is usually long.

The maker of a motion can modify or withdraw it before the chair states it to the assembly. Once stated by the chair, the member must ask for permission to withdraw it. 12. The chair must always call for the negative vote but should not call for abstentions. Abstentions can affect the vote when the vote is based on the number of members present, a majority of those present, two-thirds of the present, etc. This is undesirable because you will probably never have the business of the assembly taken care of. It should be stated in your bylaws if it is a desirable as a special rule.

A member has the right to change his vote up until the time the result of the is announced. After the result is announced, the member must have the unanimous permission of the assembly to change the vote. The chair announces the result of the vote, no one else. 14. “Are you ready for the question?” is asked by the chair when it is apparent that all who wish to speak to a motion have done so.

The chair should not vote unless it is to make a tie or break a tie. The chair should remain impartial and vote only when his vote would affect the outcome. The chair can vote when there is a ballot vote. 16. If the chair call for a “general consent” vote, one member can object. A formal vote must be taken.17. Saying “I so move” is inappropriate. State the motion.

Special meetings (or called meetings) are convened for a special reason only and no other business may be discussed other that what is in the call of the meeting.19. Motions should not be made in the negative.20. Calls of “Call for the question” are out of order if the maker is not recognized by the chair.

Quorums cannot be waived to transact business. Where an important opportunity would be lost unless acted upon immediately, the members present can, at their own risk, act in the emergency with the hope that their action will be ratified by a later meeting at which a quorum is present. 22. A member can speak no longer than ten minutes or no more than twice to a motion on the same day.

Voting by acclamation is used when the bylaws do not call for a ballot vote. 24. A parliamentarian does not vote (except by ballot), make motions, or debate.25. The body of minutes should contain a separate paragraph for each subject matter along with important motions, the name of the mover (not the seconder), and the result of the motion.

The minutes of a report should not be signed, “Respectfully Submitted.” This practice is outdated.27. Minutes should reflect what was done, not what was said by the member. 28. The treasurer’s report should not be accepted, unless it is an audit report.

When a member of a committee gives a report that contains a recommendation, the member can move the acceptance of the report. No second is required since the motion is made on behalf of the board or committee. 30. All persons at a meeting have an obligation to obey the legitimate orders of the presiding officer. Members, however, can appeal from the decision of the chair, move to suspend the rules, or move a reconsideration depending on the circumstances of the chair’s ruling.

31. A member, who refuses to leave a meeting because of disorderly conduct as directed by the chair or the assembly, shall be removed by the police. 32. A member has the right that allegations against his good name shall be awarded due process and can defend his name.

What questions do you have about the "Parliamentary Procedure"?

“Parliamentary Procedure” Quiz Answer True or False to each of the following statements. 1. _____ When a member wishes to bring a matter before the group, he or she must be recognized by the chair. 2. _____ The member has the floor as soon as he or she has spoken to the chair. 3. _____ A voice vote is recommended on motions requiring a 2/3 majority vote. 4. _____ One can introduce business by saying “I move to make a motion that…” or “I make a motion that…” 5. _____ A main motion and an amendment need to be seconded. 6. _____ A ballot vote is recommended when voting for officers. 7. _____ A motion can be withdrawn by any person at any time. 8. _____ A privileged motion involves business that relates to the pending question. 9. _____ Main motions allow the group to formally consider business.10. _____Tabling a motion may occur if there is not enough information available to vote on the motion.

1. When a member wishes to bring a matter before the group, he or she must be recognized by the chair.TRUEThe chair must recognize the member, either by calling the member’s name or nodding, before the member can make a motion.2. The member has the floor as soon as he or she has spoken to the chair.FALSEThe member does not have the floor until the chair has recognized him or her.3. A voice vote is recommended on motions requiring a 2/3 majority vote.FALSERising to vote is recommend in this case so that more accurate counting of the votes can occur. “Parliamentary Procedure” Quiz Answer True or False to each of the following statements.

4. One can introduce business by saying “I move to make a motion that…” or “I make a motion that…”FALSEOne only needs to say “I move,” “I move that,” “I move to,” or “I move the adoption of the following.” To say “I move to make a motion,” “I make a motion,” or “I move you,” are common, but incorrect.5. A main motion and an amendment need to be seconded.TRUEA second is necessary to indicate that more than one person is in favor of the main motion and an amendment. However, the questions of privilege, points of order, objections, calls for division, and points of information do not need seconds. “Parliamentary Procedure” Quiz Answer True or False to each of the following statements.

6. A ballot vote is recommended when voting for officers.TRUEBallot votes are recommended during officer elections and when voting upon controversial motions.7. A motion can be withdrawn by any person at any time.FALSEBoth the person who made the motion and the person who seconded the motion must agree that it be withdrawn.8. A privileged motion involves business that relates to the pending question.FALSEA privileged motion does not relate to the pending question; it involves matters of great urgency or importance. “Parliamentary Procedure” Quiz Answer True or False to each of the following statements.

9. Main motions allow the group to formally consider business.TRUEMain motions are formal methods for bringing business before the group.10. Tabling a motion may occur if there is not enough information available to vote on the motion.TRUETabling a motion to obtain more information is acceptable as is tabling a motion if there is not enough time to discuss a motion. “Parliamentary Procedure” Quiz Answer True or False to each of the following statements.

Parliamentary Procedures