Orderly meetings; Opportunities for all to be heard; LOCAL ACTION GUIDE Decisions by the majority; Protection for the minority.
There are many sets of rules guides to effective action in meetings. Each is Parliamentary designed to permit free discussion and free decisions. This guide on parliamentary procedures is based on Robert’s Rules of Order and does not Procedures attempt to give a complete picture of parliamentary procedures, nor does it hope to cover every situation that can come up in a meeting. However, it will provide a good understanding of how proper meeting procedures can help JCI Local and National your Local Organization in conducting its business sessions. Organizations throughout the world advocate for and practice parliamentary procedure for SPEAKING RIGHTS many reasons. Apart from the obvious advantages in Speaking is accomplished by obtaining the floor. One should rise and leadership training and address the presiding officer. The one who should be recognized is the disciplined thinking that comes person who rises first after the floor has been yielded by the previous from concise debate and clearly speaker. If more than one person properly requests the floor when debate is led discussion, the introduction one, certain rules apply: of parliamentary procedures gives an objective lesson in 1. The maker of the motion is first even though the last to rise, so he can working democracy. explain the motion.
2. No one gets a second chance until everyone has had one chance to speak.
3. The chairperson should try to alternate speakers among all sides of an
issue.
Speaking is not usually in order until the presiding officer indicates
who is entitled to speak. Once recognized, the speaker should first give his name and, if in a representative group, he should state whom he represents.
Speaking follows the making of a motion. If a report is presented, its
reading precedes a motion. Following the motion, the reader of the report has the first opportunity to speak.
Speaking is limited in order to give everyone an opportunity to
speak. The group can impose more or less restrictive rules.
Speaking can be stopped altogether by a motion. But this motion
requires a two-thirds majority of those voting, so that a bare majority cannot prevent discussion and the minority can be heard.
THE MOTION The motion is the means whereby the group takes action. It is a statement of what is to be done and how it is to be done. It should be carefully worded to prevent misunderstandings. The wording should clearly channel discussion to the important aspects of the proposal.
The motion is made by stating, “I move that the... (name of the group)... (add what is to be done, by whom, when, how financed, etc.).” JCI USA LOCAL ACTION GUIDE: Parliamentary Procedures
Normally, it should be seconded. This means the same condition as it went on the table (with the same seconding person believes the motion should be wording). discussed. On occasions, the purpose of a seconder is to ensure that the matter is at least of sufficient interest Main Motion: A motion to accomplish a part of the to be presented to the group, and thus the seconder business of a group. All other motions are, in a way, prevents one person from wasting the group’s time. procedural, while the main motions get the work done.
Parliamentary law is designed to insure that the group Examples: Adopt a project, approve a report, considers only one motion at a time. This prevents create a committee, etc. confusion and speeds action, and it is the presiding officer’s duty to remind the group constantly which Subsidiary Motions: A motion generally designed to action is the main topic. facilitate action on a main motion – a motion subsidiary to the main motion. However, the requirements of getting a job done – and preventing a small but vociferous minority from keeping Examples: To debate, amend, refer to a a group in session or wasting time on inconsequential committee, lay on the table, etc. matters – demand that certain motions receive precedence. These have specific objectives which Incidental Motions: These motions are incidental to deserve early consideration by the group. the consideration of business and accomplish certain parliamentary purposes. When these motions are made, they immediately become the pending problem of the group and must be Examples: Questions of order and appeal, decided first. It is important to remember that only the suspension of the rules, objection to consideration motion with precedence is then before the group, even of a question, etc. though any number of subsidiary, incidental, or privileged motions are, so to speak, on the floor. Privileged Motions: A motion is privileged when it requires an immediate decision in regard to the subject Confusion will not result if the presiding officer keeps matter to which it relates, rather than to the subject the group well informed and explain what has matter of another motion that may have been on the happened, what is happening, and what will happen floor. next. Amendments: Amendments are not always TYPES OF MOTIONS necessary, but if someone wishes to change a motion, he may move the adoption of an amendment. This can The use of parliamentary forms over a period of time be done at any time during the discussion. The has resulted in the establishment of certain terminology amendment can be further amended, and more which itself has specific parliamentary meanings. The amendments can be offered, but at any one time only terms often vary as to the group using them. the main motion, the amendment, or the amendment to the amendment, can be on the floor. Lay on the Table: A motion to delay, to an indefinite time, consideration of a main motion by taking it VOTING figuratively from the floor, where action can be taken, and laying it on the table, where action cannot be After discussion has been completed, the vote should taken. This helps to allow more time to consider the be taken. First a vote is taken on the amendment to the problem, yet does not set a definite time for amendment (if any); then the vote is taken on the reconsideration. amendment (as either amended or as originally presented, depending on the previous vote); and finally Take from the Table: A majority of voters who tabled on the main motion (as either amended or as the motion can later figuratively take the motion from presented, depending on the previous votes.) the table and put it on the floor for discussion. When this is done, the motion comes back to the floor in the
JCI USA 15645 Olive Boulevard, Suite A, Chesterfield, MO 63017 Tel: 636-778-3010• Fax: 636-449-13107 • www.jciusa.org
