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Basics of Parliamentary Procedure

1. Parliamentary procedure is a process designed to make meetings run smoothly and efficiently, while ensuring fairness to all.  If the procedure is inhibiting efficient progress or becoming frustrating   in a meeting, it is probably not being used properly.

2. At any time you would like to speak:  Raise your hand and wait for the President to call upon you.  Always begin by standing, stating your name and club or position for which you are holding credentials for.  (With the exception of calling out a “second” or “division”.)

3. Always speak directly to the President, do not debate directly with other members of the assembly.

4. Always be respectful and courteous to fellow assembly members.  Never use name calling or condescending comments.

5. Making Motions:  Only one main motion may be on the floor at a time.  A member makes a motion by stating “I move that…..”    

6. Second:  a motion always requires a second to be discussed.  This is one of the few times a member can just call out “I second” from their chair without being called on or stating their name.  A “second” does not necessarily mean you are in favor of a motion, it just means you want to discuss it.   It is not reflected in the minutes who seconded a motion.

7. When speaking during debate of a motion, always first state if you are speaking for or against the motion, or are making a point as listed below. 

8. Withdrawing Motions:  The author of a motion or amendment can, at any time before the vote, withdraw the motion from consideration.  This is the fastest way to dispense with a motion which is clearly not in favor.  The author states “I withdraw my motion”, and discussion is ended.

9. Amendments:

1. The original author of a motion may make a “friendly amendment” at any time during debate of a motion.  This is generally done when a change is not expected to be controversial.  The author simply states “I make a friendly amendment to…..”  The President then asks for another second, and if there is one the motion is immediately amended.  Another member of the assembly can suggest a friendly amendment to the author by stating “I would like to suggest a friendly amendment to….”  The President will then confirm with the original author to see if they agree.  If so, it is immediately amended and no second is necessary.  If the original author does not agree, the other member can then make a motion to amend as follows.

2. Any member of the assembly can make a motion to amend a motion presently on the floor for debate.  This is called a secondary motion.  This is generally done when an assembly vote is preferred on the amendment because differing opinions are expected.  The member of the assembly states “I move to amend the motion to….”  This secondary motion requires a second, and a new debate will begin specifically about the amendment itself.  After the debate and voting on the amendment, debate and voting on the main motion with amendments will continue. 

10. Ending Debate:  If it appears a matter has been discussed enough, especially if the debate is very one sided, a member of the assembly may state “I call the question”.  This is a secondary motion that requires a second, has its own brief debate and its own vote.  If passed, a vote is then immediately taken on the main motion, if not discussion continues on the main motion.

11. Tabling a Motion:  If it appears more thought or research is needed before a vote can be made on a motion, a member of the assembly can state “I move to table this motion to our next meeting”.  This is a secondary motion that requires a second, has its own brief debate and its own vote.  If passed, discussion is immediately ended on the main motion, if not discussion continues on the main motion.

12. Recess vs. Caucus:  A recess is a formal break in the meeting where people can leave the room, and quorum must be reestablished when the meeting is reconvened.    A recess can be minutes, hours, days, or any length of time.  A caucus is an informal break where groups can walk around and discuss an issue among themselves, however no one may leave the room as the meeting is still in session.  Generally during a caucus the Sergeant at Arms or Pages will block doorways to maintain quorum.

13. Voting:

1. Most issues are voted on by acclamation, or simple voice vote.  The President calls for a vote and the members to respond “Aye” or “Nay”. 

2. If a clear majority cannot be determined by voice, the President can call for a vote by show of hands.  Any member of the assembly can also call for this type of vote after the voice vote. This is one of the few times a member can just call out “Division” from their chair without being called on or stating their name, and then the President must immediately take a vote by show of hands.

3. In a very controversial or close vote of major importance, a member of the assembly may make a motion to call for a roll call or ballot vote.  Only in these two votes are those abstaining asked for.  Any member not present is considered an abstention.

14. Other Parliamentary Procedures:

1. “Point of Order”:  At any time during the meeting, any member of the assembly may rise to a point of order to question or remind the President about Parliamentary Procedure or organizational bylaws or rules.
2. “Point of Information”:  At any time during the meeting, any member may rise to a point of information to ask the chair a question regarding general procedure.
3. “Point of Clarification”:  A member can rise to a point of clarification during debate to request further information regarding the general topic or comments made by another member of the assembly.

Common Motions:

“I move to accept the minutes as printed (with corrections)”

“I move to accept the proposed budget”

“I move to extend debate another 10 minutes”

“I move to cast a unanimous ballot”

“I move to recess for 15 minutes”

“I move to caucus for 10 minutes”

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