Parliamentary procedure is used to facilitate the speedy and effective completion of business. If it seems to bog down the handling of business it is being overused or misused. The degree of parliamentary procedure used will depend on the number of people involved. As the number of people increases, more rules will be needed to maintain control.
Introduction of Business
The business of the organization is introduced at meetings by
means of main motions, committee reports or communications.
Main Motions
(A motion is a proposal that requires taking action
or taking a stand.) The steps leading to the adoption of a main
motion are:
To obtain the floor, rise, address the chair (the presiding officer), who recognizes the member by name. Then, and not before, the member states the motion. If several members rise at the same time, the chair decides which rose first and is thus entitled to the floor.
To make the motion, say "I move that ___________." Do not say, "I make a motion that _______," nor "I motion ______." A motion must always be in the affirmative form.
To second the motion say "I second the motion." It is not necessary to rise or to be recognized by the chair.
Discussion
Before allowing any discussion of the main motion, the chair must
say "It is moved and seconded that we . . ." Until the
chair has stated the motion, the maker can withdraw or alter it
without asking the consent of the meeting. The chair then asks,
"Is there any discussion?" The mover has the right to
speak first, and should be recognized by the chair, even if another
member has risen first and addressed the chair.
Speakers must address their remarks to the chair. If members desire to ask questions of the speaker, they rise, and without waiting to be recognized, say, "May I ask a question." In cases of emergency a member rises, and without being recognized says, "I rise to a question of privilege." It may be to have better ventilation, or to have disorder, such as whispering among members, checked. It may be a request for information as to some statement made by a speaker. When the questions of privilege have been settled, the member who was interrupted continues the discussion. The discussion must be relevant to the motion.
Voting
The discussion is closed by the chair, who asks, "Are you
ready for the question?" The motion is then restated, and
if there is no more discussion, a vote is taken.
The chair calls for the vote saying, "All those in favor of the motion say 'Aye,' or 'stand,' or 'raise the hands.'" If the meeting seems closely divided in opinion, the chair should call for a rising vote. After those in favor of the motion have voted, the chair must call for the negative vote. "Those opposed . . .," even though the vote may be unanimous.
If the vote is by "Ayes" and "Nays," and the chair is not sure of the result, there should be a second vote, asking for a rising vote. The members must remain standing or hold their hands raised until the chair announces the result by saying, "The motion is carried (or lost)."
A vote by ballot is a secret, written vote. Unless called for in the Bylaws, it can be ordered by "general consent." That is, without waiting for a motion, the chair says, "If there is no objection, the vote will be by ballot." If there is any objection, the chair may ask for a motion, or a member may make such a motion.
The motion to vote by ballot cannot be debated, and as soon as the motion is made and seconded, the chair must call for the vote. This motion should be used in all cases where the question is such that members would hesitate to express their viewpoints openly.
The chair does not vote, except in case of a tie, or when the vote is by ballot. While there can be only one main motion before the meeting at a time, we see that there can be two motions, a main motion, and the motion to vote by ballot.
There are several "secondary" motions that can be made when a motion is before the meeting: vote by ballot, amendments, motion to refer to a committee, and the motion to adjourn.
Amendments
Any motion can be amended by:
Illustrations
The motion before the meeting is "That we buy a Jones radio.
I move to amend the motion:
An amendment must be germane to the main motion. The above motion could not be amended by striking the words "Jones radio" and inserting the word "refrigerator."
A pending question is one that has been stated by the chair, yet voted on. An immediately pending question is the one last stated by the chair. A vote on the immediately pending question must always be taken before the vote on the pending question.
The amendment to a motion is the immediately pending question, and must be discussed and put to a vote before any discussion of, or action on, the main motion. Discussion must relate to the amend- ment would substitute the word "rent" for the word "buy," the discussion must be confined to the question as to whether if you have a radio, you rent or buy it.
When the chair is ready to put the question, the vote on the amendment is called. If the amendment is carried, there follows a discussion of, and a vote on, the amended motion. If the amendment is lost, another amendment may be offered, or there follows a discussion of and vote on the main motion. Note that a favorable vote on the amendment does not do away with a vote on the main motion. A friendly amendment, where not vote is necessary, may be made if the maker of the main motion agrees to it.
Postponement
If a main motion needs to be studied more carefully than is possible
in the meeting, the motion to commit should be made. "I move
to refer the motion to a committee." This motion can be debated,
but the discussion must refer strictly to the desirability of
having the motion considered by a committee. The motion can be
amended.
The motion to commit may take the complete form: "I move that the question referred to a committee of five, to be appointed by the chair, with instructions to report at the next meeting." The member making the motion to commit is usually made chair of the committee.
Committee Reports
The Committee Report may be placed on file if it merely gives
information to the meeting. If it contains specific recommendations,
the committee chair should move that it be adopted as soon as
it is read.
Communications
All letters to the chapter concerning chapter business are read
by the Recorder, Clerk or Secretary. They are disposed of as follows:
Adjournment
A motion to adjourn may be made at any time. It becomes the immediately
pending question. It cannot be amended or debated. It must at
once be put by the chair. But remember -- the meeting is not adjourned
until the chair makes an announcement to that effect.