BULDING THE FUTURE

The use of parliamentary procedure should enhance your organization's meetings, not frustrate the membership. There are many adaptations of parliamentary procedure that are quick and effective. It's important to find one that works smoothly for your group. As your membership discusses what parliamentary procedure ideas will work for them, remember that the procedures shouldn't interfere with group decision-making or stifle group discussion. All members should have the opportunity to speak and be heard. Meetings should be democratic.

Quorum

A quorum is the minimum number of eligible voters that must be at the meeting to conduct business. The quorum should be stated in the organization's bylaws or constitution. Many groups use one-half or one-third of the voting members as quorum. If a quorum isn't present, the chairperson may dismiss the group. The group may proceed informally, understanding that any decisions made must be approved at the next meeting. They may also discuss items of interest, but make no decisions.

Making a Motion

1. After recognition of the member by the chairperson, the member makes the motion, "I move that . . . "
2. The chairperson asks for a second.
3. Another member seconds the motion, "I second the motion."
4. The chairperson states the motion and calls for any discussion on the motion.
5. The chairperson restates the motion.
6. The chairperson asks, "All those in favor of the motion?" "All those opposed?"
7. The chairperson states the results of the vote - carried or defeated.

Generally, to have a motion carried, a minimum of half of the voting members present plus one must vote in favor of the motion.

Amending a Motion

An amendment to a motion occurs after a motion has been moved and seconded and before it has been voted on. Amendments may change or modify a motion, but don't change the intent of the motion. They add, subtract or substitute words of the original motion. If an amendment is offered to a motion and the maker of the motion likes the amendment, the maker may say, "If there are no further objections, I will accept the amendment." If no one objects, the amendment doesn't have to be voted on as it automatically becomes a part of the original motion.

- Or -

1. A member makes the motion - "I move to amend the motion by (adding, subtracting, substituting) (state exact words)."
2. The chairperson asks for a second.
3. The chairperson states the amendment and calls for any discussion on the amendment.
4. The chairperson restates the amendment.
5. The chairperson asks, "All those in favor of the amendment?" "All those opposed?"
6. The chairperson states the results of the vote on the amendment - carried or defeated.
7. If the vote is defeated, the original motion is restated and voted on, or a new motion for another amendment can be brought forward.
8. If the vote on the amendment is carried, the original motion is modified to fit the amendment. The chairperson restates it and a vote is taken.

Withdrawing Motions

The mover may withdraw their motion if they do so before the chairperson states the motion to the membership.

1. Mover states they would like to withdraw their motion.
2. The chairperson announces, "The motion has been withdrawn."

Through the chairperson, anyone may ask the mover to withdraw a motion, but the mover doesn't have to do so. If the mover wants to withdraw the motion the above steps are used.

Sometimes a mover wants to withdraw a motion that the chairperson has already stated to the membership.

1. The mover asks the permission of the chairperson to withdraw the motion.
2. Permission is granted or refused by the chairperson.

A second can only withdraw a second if a motion has been changed after it was seconded. A withdrawn motion isn't recorded in the minutes.

Call for the Question

When a member feels that discussion on a motion has been exhausted, they can ask the chairperson to call for the question.

1. A member says, "I move we close debate and vote on . . . "
2. A second is required.
3. A vote is taken. A two-thirds majority is required to pass the motion.
4. If the motion is passed, the first motion is voted on. If the motion is defeated, discussion is resumed on the first motion.

- Or -

1. A member says, "Question."
2. A vote on the motion is taken.

Tabling Motions

Sometimes it's necessary to lay aside business so that it may be renewed at a later time.

1. The motion has been moved and seconded. Discussion may or may not be taking place on the motion.
2. A member says, "I move to table the motion until . . . "
3. A second is required.
4. Discussion is allowed.
5. A vote is taken.

To reactivate a tabled motion -

1. A member says "I move that we resume discussion on . . . "
2. The motion needs a second.
3. Discussion is allowed.
4. A vote is taken on whether to resume action on the original motion.
5. If carried, discussion on the original motion is resumed.
6. If defeated, the matter is ignored.

Rescinding a Motion

Sometimes the membership wants to rescind a motion once the motion has been voted on and carried.

1. After recognition of the member, the member makes the motion, "I move to rescind the motion relating to (previous motion) adopted at the ________meeting."
2. The chairperson asks for a second.
3. The chairperson states the motion.
4. The chairperson calls for any further discussion on the motion.
5. The chairperson restates the motion.
6. The chairperson asks, "All those in favor of the motion?" "All those opposed?"
7. The chairperson states the results of the vote - carried or defeated.

Generally, a two-thirds majority vote is required to rescind a previously carried motion.

Adopting Meeting Reports

Procedures for Elections

1. If the organization uses a nominating committee, the chairperson of the nominating committee reads and moves the adoption of its report at election time.
2. Whether a nominating committee is used or not, the chairperson of the meeting calls for nominations from the floor by saying, "Nominations are now open for the office of ________." If a nominating committee is used, the chairperson should say, "For (office), ________ has been nominated by the nominating committee. Are there any further nominations for (office)?"
3. A member can nominate by saying, "I nominate (name)." No second is required.
4. The chairperson of the meeting says, "Are there any further nominations?", and pauses.
5. The chairperson repeats, "Are there any further nominations?", and pauses.
6. For the third time, the chairperson asks, "Are there any further nominations?"
7. If no further nominations are made, the chairperson declares that the nominations are closed.
   - OR -
   The chairperson asks, "Will someone move nominations close?" When someone moves nominations close, the motion must be seconded and voted upon. A two-thirds majority is required to pass the motion.
8. If only one nomination is put forth for a position, a vote isn't required. The individual is elected by acclamation. If more than one name is put forward for an office, a vote must be taken.
9. The above steps are repeated for each executive position that needs to be filled. If the chairperson of the meeting is nominated for a position, he or she must ask another member to take over the chairperson's role during that portion of the election process.

Voting

A vote may be taken by:

The organization should decide on the voting rights of the chairperson and put the decision in their bylaws. Two methods are recommended:

1. The chairperson votes on all issues.
2. The chairperson doesn't vote except in the event of a tie.

Generally, a simple majority (one-half of the voting members present plus one) in favor of a motion passes the motion. Therefore, a tied vote defeats a motion.

In elections, the candidate who gets the most votes wins the office. Tied election votes may be broken by the chairperson if they haven't already voted, by taking the vote again to determine if the tie can be broken, by flipping a coin or by another method determined by the organization.

Summary

Parliamentary procedure should be used to the advantage of the membership and shouldn't interfere with the work of the group. Whatever methods are chosen, they should ensure that a democratic process is in place.