Essential Series The Essentials of Parliamentary Procedure · PDF filePSBA has produced The Essentials of Parliamentary Procedure – A Survival Guide for Pennsylvania School ... majorities

The Essentials of Parliamentary Procedure:A Survival Guide for Pennsylvania School Boards

PSBA Essential Series

Pennsylvania School Boards Association

400 Bent Creek Blvd., Mechanicsburg, PA 17050-1873(717) 506-2450 (800) 932-0588 Fax (717) 506-2451 www.psba.org

The Essentials of Parliamentary Procedure:

A Survival Guide for Pennsylvania School Boards


The Essentials of Parliamentary Procedure: A Survival Guide for Pennsylvania School Boards

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Copyright 2016 by the Pennsylvania School Boards Association.

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ForwardMastering the basics of parliamentary procedure – the commonly accepted rules for the decision-making process in meetings of all kinds – can be a challenge both for new and experienced school directors. More daunting still can be the prospect of accepting the president’s gavel and the responsibility to lead meetings as the chair-person, even if you have years of experience as a voting member of school boards or other organizations.

Whether you are the chairperson or another voting member, your associa-tion, the Pennsylvania School Boards Association, wants you to be able to fulfill your role in board meetings confidently and effectively. PSBA has produced The Essentials of Parliamentary Procedure – A Survival Guide for Pennsylvania School Boards to help you do that, providing you with what is both a crash course and a handy reference you are likely to consult over and over again.

Written specifically for you by PSBA General Counsel Stuart Knade, The Essentials of Parliamentary Procedure gives a simplified explanation of the rules set forth in Robert’s Rules of Order, the logic behind them and where they fit into the big picture in relation to each other, plus dozens of tips for serving effectively as chairperson. It also includes a quick reference chart of the most frequently used motions, as well as a chart of the special majority votes required by various provi-sions of the Public School Code.

We hope you will find The Essentials of Parliamentary Procedure to be a valu-able reference that helps your proficiency continue to grow throughout the course of your school board service. We encourage you to call PSBA for assistance at any time, and take advantage of the broad array of expert knowledge available to you from our staff. Please don’t hesitate to contact us at (800) 932-0588 or (717) 506-2450, or visit our website, www.psba.org.

Kathy Swope Nathan Mains2016 PSBA President PSBA Executive Director


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Section 407 of Pennsylvania’s Public School Code expressly authorizes a school board to “adopt reasonable rules and regulations for its government and control,” including rules of order for conducting meetings, also referred to as parliamentary procedure. In their local policies, bylaws or board procedures, many school boards have designated a pre-existing published set of parliamentary procedure rules (“the parliamentary authority”) to govern their meetings, except where inconsistent with a specific provision of local policy or procedures.

Robert’s Rules of Order, Newly Revised is the most widely known and used of these, but becoming familiar with its thorough, detailed and technical treatment of parlia-mentary intricacies can take years of study. Compiled by U.S. Army General Henry M. Robert III and first published in 1876, it is now in its 11th edition (Da Capo Press, 2011). Originally 176 pages, it now includes over 700 pages of explanation, charts, forms and indexes set forth in relatively small print.

The sheer density of Robert’s Rules and their seemingly complex nature can be intimidating to people new to the subject. This also can lead to misuse of the rules, resulting in the opposite of what they were intended to accomplish. The good news is that the evolution of Robert’s Rules over the years reflects considerable experience and thinking about the most sensible and practical way to manage meetings of deliberative bodies. Logic and common sense form the foundation.

This pamphlet, based primarily upon the 11th edition of Robert’s Rules of Order, is intended to help clear away myth and mystery by boiling the basics of Robert’s Rules down to a few pages of the essentials most likely to be encountered in meet-ings of school boards. Its goal is to provide new school directors a brief orientation to those basics, and to serve as a handy reference for both new and veteran board mem-bers. Nonetheless, serious students of parliamentary procedure will recognize that as with any attempt to provide a simplified explanation of a complex subject, simplicity requires this guide to skip over a number of nuances, provisos and special situations that are discussed at length in the full Robert’s Rules volume.

Introduction

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The rules of parliamentary procedure have been developed over time to achieve three over-arch-ing goals:

• Ensure that the business of the board gets accomplished in an orderly manner (prop-erly considered and acted upon with rea-sonable efficiency) in accordance with the will of the majority of members;

• Ensure that there is a reasonable opportu-nity for the voices of both the majority and minority to be heard on any question; and

• Ensure that board members who happen to be absent are not deprived of a reason-able opportunity to participate in deciding particularly important matters or choos-ing whether to alter a previous decision in which the absentees participated.

The use or application of parliamentary procedure rules with the purpose or effect of preventing any of those things is most often a misuse of the rules and the product of misunder-standing or distorted interpretation. A compan-ion principle is that the rules of parliamentary procedure set forth in Robert’s Rules and similar guides are not intended to be inflexible. If the rigid application of the usual rules in a partic-ular situation would, without sensible reason, obstruct a board’s ability to conduct business in an orderly and productive manner, the chairper-son and members should agree on an alternative way of proceeding that makes better sense in that situation.

While in most cases it is the will of a major-ity of those present and voting that determines the actions taken by the board, the rules do not allow a bare majority to defeat core purposes of parliamentary procedure, such as ensuring that every member may be heard on a question and can place questions before the board for consideration. Thus, for example, rules of par-liamentary procedure typically require special majorities to close or limit debate, to undo with-out advance notice actions previously taken, or to suspend the rules.

Less Formal Procedures for Small BoardsPart of the reason for the formality and complex-ity of Robert’s Rules of Order is that they were intended to be useful for conducting meetings of all sizes of deliberative assemblies, ranging from general sessions at conventions of societies where there might be hundreds of voting members in attendance, to the meetings of smaller boards tasked with directing an organization’s business affairs. Recent editions of Robert’s Rules expressly recognize that much of the formality necessary to conduct business effectively in large assemblies is not needed for meetings of small boards (gen-erally 12 or fewer members), or in committees, and that attempting to apply all of them in such contexts would be counterproductive and make little sense. Examples of relaxed formality for small boards identified in Robert’s Rules include the following:

Goals of Parliamentary Procedure: One Question at a Time; One Voice at a Time

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• A member may raise a hand rather than stand when seeking to be recognized by the chair.

• The chairperson has the same rights to speak and vote on questions as do other members (rather than voting only when necessary to break a tie).

• The chairperson need not rise when put-ting questions to a vote, nor must he or she vacate the chair (turn over the gavel to another) in order to speak on a question.

• There is no automatic limit on the number of times a member may speak on a debat-able question, except in the case of appeals.

• Informal discussion of a subject may occur even when no motion is pending.

• When a question is perfectly clear to all present, the chairperson may put the ques-tion to a vote without a motion needing to be made.

• Votes may be taken by show of hands.

A small board may even choose not to require that motions be seconded. Nonetheless, the governmental role school boards fulfill in meetings open to the public may lead them to still prefer the more formal approach in some of these respects even if not strictly required under Robert’s Rules. It is recommended that boards

that otherwise follow Robert’s Rules adopt their own standing rules clarifying whether and in what respects the board will use relaxed formality and specifying any other respects in which the board’s practices will depart from Robert’s Rules or other guidelines the board has adopted by reference as its default parliamentary author-ity. Some school boards have a prac-tice of recessing for purposes of operating as a “committee of the whole” in the belief that the relaxed formality acceptable in committees will afford the board more freedom for informal back and forth discus-sion of issues. Express recognition in Robert’s Rules that relaxed for-

mality of this nature is appropriate for small boards as well as committees may make this unnecessary for that purpose. Another simplifying characteristic Robert’s Rules explains with respect to meetings of small boards that meet regularly every week, month or quarter for a single day or evening is that each such meeting also constitutes a “session.” Thus there is no distinction to be factored in when for purposes of certain types of motions it matters whether they are made at the same session or prior to the end of the next session. Every new meeting is a new session. The two terms are used interchangeably in this guide.

Essential Functions of the ChairpersonThe person presiding over any meeting is referred to as the “chairperson” or “chair.” For a school board, usually, it is the board president. The chairperson has both specific parliamentary procedure duties as well as other critical roles that can make the difference between meetings that get business accomplished efficiently and those that become messy and ineffective. Some of the essential functions listed below (in italics) are not taken directly from Robert’s Rules, but reflect techniques used by experienced chairper-sons that can help make meetings work better.

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• Call the meeting to order at the appointed time.

• Monitor and indicate the presence or lack of a quorum.

• Lead the board through the order of business (agenda), bringing each item up in proper sequence.

• Recognize members who have prop-erly indicated their wish to exercise their right to speak (have the floor).

• Help to properly frame motions made in wording that is incorrect or unclear.

• Indicate when a motion is out of order.

• Ensure that the exact nature of any ques-tion being put to a vote is made clear (restate the motion prior to asking the members to vote).

• Protect against obviously frivolous or dil-atory motions by refusing to recognize them.

• Keep track and remind members of which main motion, amendment or other subsidi-ary motion is before the board for discussion or vote.

• Otherwise expedite business in every way compatible with the rights of members.

• Invite appropriate procedural motions at appropriate times.

• Enforce the rules governing debate and decorum.

• When parliamentary procedure tangles are bogging down business, suggest practical solutions (e.g., withdraw a motion and start over).

• When it is apparent that debate has become redundant or unproductive, or a need for further information exists, say so and invite an appropriate motion.

• Ensure that votes are taken in a manner that allows them to be recorded in the form required by law (e.g., roll call).

• Decide all questions of order subject to appeal.

• Respond to inquiries of members about parliamentary procedure or factual matters relating to the business before the board.

• Insist on scrupulous adherence to the requirements of the Sunshine Act, Ethics Act and other applicable laws.

• Prior to adjournment, remind members of the date, time and place of the next sched-uled meeting.

• Declare the meeting adjourned when the agenda has been completed, or as other-wise moved or required.

• If the meeting is adjourned before all agen-da items have been disposed of, summarize what will carry over to the next meeting as unfinished business.

• In all aspects of the meeting, set, maintain and enforce a tone and atmosphere of civili-ty, respect and common purpose.

• Safeguard the rights of all members – those absent or in the minority as well as those aligned with the majority.

• Help members of the public in attendance feel welcome.

When the chairperson has a conflict of inter-est of a nature such that the Ethics Act would require them to abstain from voting on a matter, it is strongly recommended that the chairperson also temporarily vacate the position of chair and ask another person to preside over consideration of that matter.


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Unanimous Consent for Expediting Minor MattersAn effective chairperson uses a number of oppor-tunities to expedite the business of the board through the use of what is called “unanimous con-

sent.” This does not require a “consent agenda,” although the basic idea is the same. For procedur-al and housekeeping matters of low importance as to which there typically is no controversy or opposition, the chairperson simply says, “If there is no objection, we will adopt a motion to . . .” (e.g., recess for lunch until 1 p.m.). Other examples of situations in which the chairperson can save the board considerable meeting time by using the unanimous consent approach (“If there are no objections . . .”) include the following:

• To correct or approve the minutes (Robert’s Rules say that a motion is not necessary for this)

• To permit the maker of a motion to with-draw it before the vote is taken (once made and seconded, the motion belongs to the assembly, and only the assembly can allow the motion to be withdrawn, but it can do so via unanimous consent)

• To suspend a rule on a matter that clearly is not controversial (so long it would not violate any bylaw or other law)

• To make a minor amendment to a motion when consensus is apparent

• To allow a speaker a few more minutes than the designated amount of time

• To divide a complex question into parts for separate consideration

• To render a guest speaker the courte-sy of speaking at a point other than what is spelled out in the approved agenda or order of business

These time savers are permissible only if there is no objection. If any member objects, the chairperson then cheerful-ly turns to the usual steps for obtain-ing approval by a majority.

QuorumThe presence of a quorum is a fun-damental condition of the ability of any deliberative assembly to conduct business. The School Code specifies that a quorum for a school board con-

sists of a majority of the entire membership of the board. This is consistent with what Robert’s Rules and other parliamentary systems prescribe as the default for similar legislative bodies with a defined and readily ascertainable membership. Without a quorum, no business can be con-ducted, but the board can decide when it will make another attempt to reconvene and can adjourn until that specified time. This is true both at the time the meeting is called to order, or if later in a meeting that started with a quo-rum it is determined that a quorum is no longer present due to the departure of members. It is an important duty of the chairperson to ascer-tain the presence of a quorum prior to calling a meeting to order, and to monitor the continued presence of a quorum.

Majority and SupermajorityIt takes only a “simple majority,” which is a majority of those voting in the presence of a quorum, to prevail on any question unless the law, policy, rules of parliamentary procedure or other standing rules of the assembly require a

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special majority of greater number. The rules of parliamentary procedure require a supermajori-ty of the affirmative votes of two-thirds of those voting in order for motions of a certain nature to prevail, such as motions to close or limit debate, a motion to suspend the rules, or to sus-tain an objection to consideration of a question. Throughout this guide’s discussion of various motions, unless the requirement of a superma-jority is mentioned, it should be understood that a simple majority is sufficient. Pennsylvania’s School Code requires special majorities in order for a school board to take certain kinds of actions, such as adopting the annual budget (majority of the entire member-ship of the board), or appointing to a teaching position a school director who has just resigned, if prior to the expiration of the term of office for which the former director was elected (two-thirds of all remaining members). The School Code also requires that the official minutes indi-cate how each member voted on certain types of items, thus mandating a “roll call” vote. A list of the actions for which the School Code requires the vote of a majority greater than a simple majority, and those requiring roll call votes appears at the end of this pamphlet as well as in the PSBA policy guide pertaining to meeting procedures and voting.

Types and Priority of Motions – Getting the Big Picture It is easier to grasp the “big picture” of parlia-mentary procedure if one first looks at the var-ious categories of motions, their purposes, and the hierarchy of how they relate to each other and rank in order of precedence (priority). This will promote quicker mastery of the correct labels and terminology for making a motion, which is necessary to ensure that all participants have a common understanding of what question is currently pending. An experienced chairperson can be a big help in this by suggesting correct terminology when a member is having difficulty expressing a motion properly. Fortunately, in ordinary use there are only 24 different specific motions one needs to learn about, and about half of those are not used very frequently in the course of a typical school

board meeting. Those 24 motions are listed on the “quick-reference” chart at the end of this pamphlet in order of priority, along with what each motion accomplishes and the wording used to make the motion. Discussions of parliamentary procedure use varying labels to categorize motions and rank their relative priorities, and within the categories there sometimes is overlap. Robert’s Rules takes the following approach:

1. Main motions

2. Subsidiary motions }

3. Privileged motions }

4. Incidental motions }

5. Motions that bring a question again before the assembly

Robert’s Rules explains that the concepts of “secondary motions” and order of precedence within categories reflect the fundamental prin-cipal of parliamentary procedure that only one question can be considered at a time. To better understand how they interrelate and why they have their respective priority rankings, it helps to focus on their purposes. It also helps to under-stand that relative order of priority is derived from nothing more than logical recognition that in order for some things to be wrapped up effi-ciently, without loose ends, good sense dictates that certain other things must be dealt with first. Main motions bring a new item of busi-ness up for consideration. Because most other motions do something to a main motion before it is finally voted upon, or deal with matters of procedure or privilege that should not wait until the main motion is disposed of, main motions are lowest in priority of all motions except those that bring a question again before the assem-bly. This may sound counterintuitive given that accomplishing the business of the assembly is what main motions are all about, until you con-sider the purposes of the other types of motions explained below. All other motions (other than those that bring a question again before the assembly) can be made while a live main motion is pending. A new main motion cannot be intro-duced while any other motion is pending. A main motion once disposed of without being adopted cannot be made again (“renewed”) during the same session.

secondary motions


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Subsidiary motions assist the assembly in disposing of a main motion or other motion that is currently pending before the assembly, or “on the floor” (a live motion that has been made and seconded, but has not yet been finally voted upon). Subsidiary motions thus have priority over the pending main motion. Each subsidiary motion has a specific rank in order of prece-dence. Most subsidiary motions can be applied to other motions as well as a main motion, and can be amended, but only a few can be debated. When a subsidiary motion is made, it becomes the pending question. From highest to lowest in order of precedence, the subsidiary motions include the following:

• Lay on the table (put the motion aside tem-porarily)

• Previous question (close debate; “call the question”)

• Limit debate or extend limits on debate

• Postpone to a certain time (put aside until a time specified in the motion)

• Commit or refer (refer the question to a committee)

• Amend (alter the wording or substance of a motion)

• Postpone indefinitely (terminate further discussion or consideration of a motion without a direct vote on the merits, in effect killing it for the session)

Privileged motions normally do not have to do with the currently pending business, but relate instead to matters of overriding impor-tance that require immediate attention. They also have specific priority ranks. In descending order of precedence, they include the following:

• Fix the time to which to adjourn (set the time for the next meeting)

• Adjourn (end the meeting)

• Recess (take a break)

• Raise a question of privilege (point out a problem other than a breach of the rules that affects the rights of the assembly)

• Call for the orders of the day (request the board take up items at the time specified in the agenda)

Incidental motions usually relate to the sub-ject currently under consideration or another item of business, but unlike subsidiary motions with a prescribed order of priority, they address immediate needs that while not necessarily part of a logical sequence, should be addressed right away in order for the logical sequence to pro-ceed. For that reason, they can take precedence even over privileged motions and are decided immediately. However, incidental motions are not ranked in precedence among themselves. The incidental motions include the following:

• Point of order (call attention to a perceived breach of the rules)

• Appeal from a decision of the chairperson (ask the assembly to overrule a decision of the chairperson)

• Suspend the rules

• Object to consideration of the question

• Divide the question (separate distinct sub-questions for independent consider-ation)

• Division of the Assembly (members stand or raise hands to indicate their votes rather than vote by voice)

• Parliamentary inquiry (ask the chair’s opin-ion about applicable parliamentary proce-dure)

• Request for information (ask for factual information pertaining to the matter under consideration; formerly called “point of information”)

Motions that bring a question again before the assembly have the lowest level of prece-dence, in that like main motions, they cannot be made while there is another motion pending or when the assembly is engaged in other business on the agenda. They include the following:

• Take from the table (resume consideration of a matter previously tabled)

• Rescind or amend something previously adopted (repeal or amend an action taken at a previous meeting)

• Reconsider (bring back for consideration a matter that has already been voted on earli-er in the meeting)

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How the Order of Precedence WorksIf a motion is higher in order of precedence than the motion cur-rently on the floor, it usually is in order and can be made while the other motion is pending. The first motion is then said to “yield” to the higher ranking motion. If a motion is lower in order of prece-dence than the motion currently on the floor, it would be out of order and cannot be made until the higher ranking motion has been disposed of.

Interrupting MotionsEven though a motion is higher in order of precedence than the one currently being con-sidered, most of the time it is not in order and cannot be made if it would interrupt the chair-person or another member who has the floor and is speaking. Only the following motions are allowed to interrupt the chairperson or other speaker who properly has the floor:

• Point of order

• Appeal a decision of the chairperson

• Object to consideration of the question

• Call for rising vote or show of hands (Division of the Assembly)

• Parliamentary inquiry

• Request for information

• Raise a question of privilege

• Call for the orders of the day

Making a MotionTo make a motion, the member first asks to be recognized by the chairperson by raising a hand (or in more formal settings, standing or going up to a microphone). Once recognized, the member then states the motion: “I move that we adopt the recommendation of the buildings and grounds committee to repave the middle school parking lot.”

Some motions are frequently made with-out using the words, “I move that” or “I make a motion that.” For example, instead of saying, “I move the previous question” (seeking to close debate and proceed to a vote), many boards con-sider it acceptable shorthand for a member sim-ply to say, “Previous question” or, “Call the ques-tion.” When a particular motion has been invited in specific wording (“Is there a motion to adopt the budget resolution as set forth in attachment C to the agenda?”), many boards find it acceptable for a member to say simply, “So moved.” These shorthand ways of making a motion are techni-cally incorrect and can lead to confusion about what is being voted on, but since they are quite common are mentioned here not to promote their use, but only to help those new to parlia-mentary procedure understand what is happen-ing when they hear them.

Seconding a MotionUnless the board operating with less formality has chosen to dispense with the need to second motions at all, most motions must be seconded before discussion is permissible. The purpose of the requirement is to ensure that at least two members think a topic is worth discussing, so that a single individual cannot tie up a meeting with repeated motions that are not helpful to the purpose of the meeting or that no one else is interested in discussing. To second a motion, a member says (without need to be first recognized by the chair), “I sec-


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ond,” “I second the motion,” or simply, “Second!” If a second is not heard right away, the chairper-son should ask, “Is there a second?” Seconding a motion does not necessarily mean that the mem-ber seconding is in favor of the motion, but sim-ply means that the member agrees the matter should come before the board for consideration. It is not necessary for minutes to reflect who seconds a motion. Motions for which a second would make no sense and thus is not required are the following:

• Point of order

• Objection to consideration of the question

• Division of the Assembly



• Raise question of privilege

• Orders of the day

Debate “Debate” simply refers to the discussion of a pending motion. A motion and second by them-selves are not enough to formally place a matter before the board for debate – only the chairper-son can do that, by “stating the question on the motion.” The chairperson does this by saying, “It has been moved and seconded that . . .” fol-

lowed by the wording of the motion. At this point, discussion may begin. Launching into discussion of an issue before a motion has been made is a frequent misstep that should be cor-rected promptly by the chairperson. Customarily, the person mak-ing the motion is offered the first opportunity to speak. When formal procedures are followed, several other basic rules are observed during debate:

• All comments on a motion are addressed to the chair

• Members address each other through the chair

• Members should stand while speak-ing

• Each member may speak twice on any question, but no member may speak a second time if anoth-er member who has not yet been heard desires to speak

• The chairperson should attempt to alter-nate between speakers supporting the motion and those opposing

• If the chairperson desires to speak on a matter, the chairperson should temporarily vacate the chair position until the topic has been dispensed with

Most of these rules typically are not observed in small boards operating with less formality. Because relaxed formality allows members to speak more than twice on a question, there can be more back and forth in discussion. Members may remain seated when speaking or making a motion, and the chairperson may speak on the merits of a motion without need to turn over the gavel to another member. Nonetheless, it still is good practice for the chairperson to ensure that all who wish to speak have had a chance before mem-bers speak a second time, and to try to alternate between supporters of a motion and those against it. It is desirable as well to recognize a member who speaks infrequently before recognizing one who regularly holds forth. It is also a helpful prac-tice if each speaker begins by indicating whether

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they are speaking in support of or in opposition to the pending motion, or have not yet decided. Only these motions are debatable:

• Main motions

• Postpone to a certain time

• Refer or commit

• Amend (so long as the motion being amended is debatable)

• Postpone indefinitely

• Rescind or amend something previously adopted

• Reconsider (so long as the motion to be reconsidered was debatable)

• Appeal from a ruling of the chairperson (with certain exceptions)

AmendmentsThe wording of any main motion can be amended, by inserting or adding words or paragraphs, striking out (deleting) words or paragraphs, or a combination of these. A member may say, for example, “I move to amend the motion by striking out the words ‘whenever possible’ and inserting instead the words ‘when appropri-ate.’” When an entire paragraph is to be struck out and replaced, the proper term is to “substi-tute.” The motion to amend is the most frequently used of the subsidiary motions, but it can be applied only to some types of motions other than main motions. A motion to amend must be seconded, and itself can be amended (a “second-ary amendment”). However, a secondary amend-ment (motion to amend an amending motion) cannot be amended. Otherwise, there is no limit to the number of primary amendments that can be applied to a motion. Motions that can be amended are as follows:

• Main motions

• Fix the time to which to adjourn

• Recess

• Limit or extend debate

• Postpone to a certain time

• Refer or commit

• Amend (so long as not a secondary amend-ment)

• Divide the question

• Rescind or amend something previously adopted

Amendments must be “germane” to (involved with) the underlying question, and cannot be used to introduce a new question. Secondary amendments must be germane to the pending primary amendment. An amendment is improp-er and not permitted if it would cause the underlying motion to be out of order, to become a different kind of motion, or to be a nullity.

The motion to amend requires a majority vote, regardless of the vote required to adopt the underlying motion. Amendments are debatable so long as the motion being amended is debat-able. Mere agreement by the maker of a motion to a so-called “friendly amendment” offered by another member is not a proper means of alter-ing the wording of a motion. This is because a motion no longer belongs to the mover once debate has opened – at that point it belongs to the assembly and only the assembly can amend


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it, whether by majority vote or by unanimous consent. If an amendment suggested in such a way is acceptable to the mover and appears non-controversial, the chairperson instead should ask if there is any objection and if there is none, declare the motion amended.

Closing Debate When all members wishing to offer their views on a motion appear to have done so, the chair-person may close debate informally without need of a motion simply by saying, “Is there any further discussion? Seeing none, we will proceed to vote on the question.” Or even more simply, “Are we ready for the question?” When debate is continuing but seems (at least to some) to be past the point where it is productive, it can also be closed with a motion. The appropriate motion to close debate is made by saying, “I move the previous question.” Such a motion requires a second, is non-debatable, cannot be amended, and requires a two-thirds majority to pass. The chairperson has no authority to close debate despite objection, nor does debate end simply because a member has moved the previ-ous question. Only the assembly can do that by adopting a motion for the previous question, or by unanimous consent when there is no objec-tion. It is improper for a member to interrupt someone who is speaking with shouts of “Call the question!” Someone who wishes to move the previous question must first be recognized and obtain the floor; the motion is not one that may interrupt someone who is speaking. However, when the assembly has previous-ly adopted a motion to limit debate or a limit is established in a standing rule, the chairper-son can declare debate closed when the limit has been reached. If the chairperson overlooks the fact that debate has continued past an agreed-upon limit, a member may enforce the limit by making a “point of order,” even if it interrupts someone else who is speaking.

VotingIt is an important duty of the chairperson to ensure that the exact nature of any question being voted on is made clear. To “put the ques-

tion to a vote” once debate has ended, the chair-person says, “the question is on the motion to . . .” and then restates the motion precisely as it currently stands, reflecting any amendments. If there is any disagreement about the wording, it must be pointed out and resolved at this time, before any votes are cast. Otherwise, the word-ing used by the chairperson is definitive and is what must be reflected in the minutes. When the nature of a motion’s wording is such that there may be misunderstanding about the effect of an affirmative or negative vote, it is prudent for the chairperson to explain, and ask if there is any disagreement about the explana-tion. If the chairperson does not do so, a mem-ber may ask for such an explanation or clarifica-tion by making a “request for information.” Voting by voice (“via voce”) is used most commonly, although in small boards and com-mittees voting by raising hands also is accept-able. The chairperson asks for the affirmative votes first, and then the negative votes, by say-ing, “All in favor of the question please indicate by saying ‘Aye’. [pause for response] All opposed please indicate by saying ‘No.’” The chairperson should always call for negative votes, even if the ayes appear to be unanimous, although this can be dispensed with in non-controversial votes on matters purely of courtesy or ceremony. It is not necessary or recommended that the chairperson ask if there are any members abstaining. It is incumbent upon a member who wishes to be recorded as abstaining to say so immediately after negative votes (if any) are cast. When there is any doubt about the outcome of a voice vote, it is appropriate in small boards for the chairperson to ask the members to indi-cate their vote by a show of hands, and if still necessary, to ask members to keep their hands raised until the votes are counted. Formal pro-ceedings of larger assemblies may use “rising votes,” in which members indicate their vote by standing when voice votes are inconclusive. A ris-ing vote or show of hands to confirm or contest the announced result of a voice vote may be com-pelled by a motion for “division of the assem-bly.” Voting in a manner that permits votes to be counted also becomes necessary when a majority greater than a simple majority is needed, and a voice vote is not clearly unanimous.

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Another method small boards may use to make the results of voting clear is a “roll call” vote, in which the secre-tary or other designated per-son calls out the name of each member in turn and records their vote as they respond with “Aye” or “No.” Roll call votes also are used for votes on cer-tain types of matters for which a law or other rule requires the minutes to reflect not only the outcome, but also how each member voted. As noted earlier, a list of the actions for which the School Code requires the vote of a majority greater than a simple majority, and those requiring roll call votes appears at the end of this pamphlet as well as in the PSBA policy guide pertaining to meeting procedures and voting. To help simplify compliance with these requirements and save time, at least one school board in Pennsylvania observes a standing rule (explained in the agen-da) that all votes are recorded as roll call votes unless otherwise stated. What that means in practice is that if there are not any no votes or abstentions in a voice vote, all members are recorded in the minutes as having voted in favor. If a no vote or abstention is heard, the chairperson immediately says “Roll call,” and a roll call vote is taken. After votes are cast, the chairperson then announces the result. This announcement has three elements: (1) which side has prevailed; (2) whether the motion was carried or lost; and (3) the effect of the vote or the follow up matters it has directed, where appropriate. For example, the chairperson may say, “The ayes have it, the motion has carried, and the question is postponed until our February meeting.” Where votes have been counted, the announcement begins with the vote count (“The ayes are 6, the no’s are 3 and the motion has carried.”). With respect to the effect of a motion that has failed for lack of a majority of votes, there is a frequent misconception that defeat of a motion to do something means the same thing as adopting a motion against doing that thing. It

does not. The defeat of a motion indicates noth-ing more than that less than a majority of mem-bers are inclined to take such an action at that particular moment in time. For example, the defeat of a motion to express support for enforc-ing school zone speed limits does not mean that the organization has thereby adopted a position in opposition to the enforcement of school zone speed limits.

AbstainingTo abstain is to refrain from casting a vote either in the affirmative or negative. Abstentions are not counted in calculating whether a prescribed majority has been achieved. However, when the special majority required is a majority of the entire membership of the assembly, an absten-tion will have the same effect as a “no” vote. Pennsylvania’s Public Official and Employee Ethics Act requires a public official to abstain when there is conflict of interest as defined in that law, and to disclose the nature of the con-flict both verbally in public and on a written form submitted to the board secretary. When abstaining for other reasons an explanation is not required by law or the rules of parliamenta-ry procedure but frequently one is offered any-way. When the Ethics Act requires a member to abstain from voting due to conflict of interest, the member must also refrain from attempting to influence the outcome in debate or by other means.


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Motions That Delay or Prevent Further ConsiderationThe motion to lay on the table is the most fre-quently used of the motions that delay further consideration. It is often misunderstood as the way to kill a motion, which it is not. A motion that has been tabled is merely put aside tem-porarily while the board attends to other, more urgent business, with the expectation that its consideration will be resumed after disposal of the interrupting business or at a more con-venient time. A motion laid on the table can be taken up again at any time during the same session (meeting) or the next, but it dies if not taken up prior to the end of the next session. The motion is not debatable, although frequently the chairperson will invite the mover to explain the reason for delay. The motion to commit or refer sends the motion to a committee or even an individual for further research, investigation or drafting so that it will have benefit of more information, focused thinking and specific recommendations when the matter comes back before the board for con-sideration. Frequently the motion will include instructions to the committee about what is to be reported back to the board and when. The motion to postpone to a definite time suspends consideration of the motion until the time specified in the motion, and makes the

motion an “order of the day” for the time specified. This may be appropriate for matters of con-venience in scheduling, when it would be helpful for some other event or decision to have hap-pened prior to consideration, or when other reasons for delay have become apparent. A motion cannot be postponed beyond the end of the next session and normally cannot be taken up prior to the time stated in the motion. The motion is debat-able, but only as to the desirability of postponing. Debate on the merits of the underlying motion is not per-mitted. The motion most frequently said to “kill” a motion, at least for the remainder of the session, is the

motion to postpone indefinitely. If approved, the motion terminates further discussion or con-sideration of a motion without a direct vote on the merits, without any commitment that it will be taken up again during the current session or next. This effect is limited, as while the motion dies at the end of the current session, it can be renewed at the next or later session. It is debat-able, but not amendable. An objection to consideration of the ques-tion is used when the subject of a motion or debate about it are believed to be so potentially detrimental to the interests of the organization that it should not be debated or further consid-ered by the board. For example, a member may be aware that the purpose of the motion is to make false and scandalous accusations against an individual, or that debate would be likely to reveal information about students made con-fidential by law. The objection must be made prior to any debate or subsidiary motions other than a motion to lay on the table. It can inter-rupt someone already speaking, requires no second, is not debatable, and requires a two-thirds majority to vote against consideration of the question in order to sustain the objection. On the vote, aye votes are counted in support of consideration of the question objected to, and no votes are counted against consideration.

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Motions That Bring Back Items Previously ConsideredBecause it is a basic principal that the assem-bly (board) cannot be asked to decide the same question more than once during a session (meet-ing), the same or substantially the same motion, once considered and disposed of without adop-tion, cannot be made again (“renewed”) during the same session. The prohibition on renewing a motion during the same session does not apply to motions that were withdrawn, or to motions that die for lack of a second. Although renewing a motion is not typical-ly thought of as among the motions that bring back items previously considered, it is mentioned here because when allowed it truly is the simplest way to do that. In all other respects when permitted, a renewed motion is simply a main motion no different as far as procedure from any other main motion. Although renewing a motion normally is permissible at a subsequent session, it is not per-missible when the motion was tabled and remains on the table, or is the subject of a motion to reconsider that has not yet been finally disposed of. In addition, when a motion is referred to a committee, it cannot be renewed until after the session in which it has been final-ly disposed of (after being reported back from the committee). The motion to reconsider provides a means for the board to bring back for consideration a matter already voted on earlier in the same ses-sion, in order to undo an action that may have been erroneous or ill-advised in light of later information. The motion is not in order at a subsequent meeting. The motion to reconsider must be made by a member who voted with the prevailing side in the earlier vote, but it can be seconded by any member. The motion is not amendable, and is debatable only if the motion to be reconsidered was debatable. Its effect if approved is only to reopen the question as it

stood when voted upon previously. Approval of a motion to reconsider does not in and of itself reverse the previous action, but merely reopens the matter for new consideration. A motion to rescind something previously adopted repeals or cancels entirely an action taken at some time prior to the current session. A variant subject to the same rules is the motion to amend something previously adopted, the effect of which if approved only modifies the prior action rather than striking it out entire-ly. The motion to rescind or amend cannot be made during the same session at which the pre-vious action was taken, but there is no later time limit within which such motions must be made.

Unlike the motion to reconsider, any member can make the motion to rescind or amend, and it is amendable as well as debatable. The major-ity necessary for passage depends on whether advance notice has been given to the board of the intent to make a motion to rescind or amend. If prior notice was given, only a simple majority is needed. Absent such notice, either a majority of the entire membership or a two-thirds majority of those present and voting is needed. A fourth motion that brings back a ques-tion previously considered is the motion to take from the table. It differs from the motions to reconsider and rescind in that it does not bring back a motion previously disposed of,


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but instead resumes consideration of a motion that still is pending, as it stood when last before the assembly. The motion is not debatable or amendable.

Other Common Motions and RequestsIt is useful to be familiar with six inciden-tal motions not discussed earlier that may be encountered in school board meetings, although perhaps infrequently:



• Point of order

• Appeal from a decision of the chairperson

• Divide the question

• Suspend the rules

The first three of these are quite unlike most motions in that they do not require a second; they are non-debatable and non-amendable and normally they are not voted upon by the assem-bly. A member who has a question about the proper parliamentary procedure to be followed or the rules of the organization bearing on the business at hand may obtain the chairperson’s opinion on the matter by making a parliamen-tary inquiry. A parliamentary inquiry may inter-

rupt another speaker (but only if urgent), requires no second, is nei-ther amendable nor debatable and is not voted upon. As the chairper-son’s response does not constitute a ruling on the matter but merely the chairperson’s opinion, it is not appealable to the assembly as is a point of order. Even so, the chair-person may ask knowledgeable members for their points of view about the answer. The way for a member to ask a question of a factual nature per-taining to a matter under consider-ation, but not about parliamentary procedure, is to make a request for information from or through the chairperson. This used to be called “point of information,” which too

often was misunderstood as a way for a mem-ber to give information rather than ask for it. If the question is about information within the knowledge of the chairperson, such as the prac-tical effect of approving or defeating the pending motion, the chairperson may be able to answer the question. If not, the chairperson might ask another member or staff person present who is likely to be able to supply the information. The question may instead reveal a need to seek infor-mation not known by anyone present, which could lead to a motion to lay the current motion on the table while research is done, or refer it to a committee for investigation. A point of infor-mation may interrupt another speaker (but only if urgent), requires no second, is neither amend-able nor debatable and is not voted upon. When a member perceives that there has been a breach of the rules that the chairperson has not noticed or is not addressing, the proper way to call attention to it is to make a point of order. A point of order may interrupt another speaker, requires no second, is not amendable or debatable, and is not usually voted upon direct-ly. The point of order must be made in a timely manner, normally before any debate begins on the subject matter. It is considered undesirable in ordinary meetings to raise points of order on minor irregularities of a technical nature, where no individual rights are infringed upon and the

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irregularity is not impeding the transaction of business. The chairperson has the primary responsi-bility to rule on a point of order, and may wish to consult with the parliamentarian or briefly research the issue, allowing the assembly to “stand at ease” in the meantime. Although a point of order is not debatable initially, the chairperson may permit the member to explain his or her concern, and may solicit input from other knowledgeable or interested members. If the chairperson remains uncertain, he or she may refer the question to the assembly for debate and voting, at which point it is handled in the same manner as an appeal. When a point of order has been referred to and decided by majority vote of the assembly, the ruling is final and there is no appeal as there would be from a ruling by the chairperson. The chairperson’s rulings on matters of or relating to parliamentary procedure are final unless appealed to the assembly. An appeal from the decision of the chairperson requires a second and cannot be amended. An appeal is debatable unless the point of order is: (1) about proper decorum or transgression of the rules of speaking; (2) about priority of business; or (3) made when a non-debatable question is imme-diately pending or is involved in the appeal. A majority vote or tie vote sustains the ruling of the chair, and the assembly’s decision is final. When a motion presents what really are multiple questions that may be dealt with more readily if separated for independent consider-ation, the proper motion is to divide the ques-tion. In order to be properly divisible, the sepa-rate questions must be able to stand alone, must not be contingent on one another (e.g., passing one would be pointless if another fails) and must be easily separated without more rewriting than is necessary to mechanically separate them. The motion to divide is not debatable, but can be amended. When the board believes it is necessary to proceed in a manner that would violate one or more of its regular rules of procedure, a motion to suspend the rules may provide a solution. However, suspending the rules is not permitted if it would conflict with an organization’s bylaws or constitution, procedures prescribed by law, or

a fundamental principle of parliamentary law. A motion to suspend the rules is not debatable or amendable and, unless the rule involves only housekeeping matters unrelated to parliamen-tary procedure, it requires a two-thirds majority for adoption. It would violate fundamental principles of parliamentary law to suspend rules that do the following:

• Ensure that only one question can be con-sidered at a time

• Give the right to vote only to members par-ticipating in the meeting

• Limit each member to only one vote

• Protect the rights of absentees

• Protect the basic rights of individual mem-bers (e.g. to attend, speak, make motions, vote, etc.) with the effect of targeting any particular individual or individuals for diminished protection

Bylaws and Standing RulesA board may choose to adopt local standing rules via board policy or otherwise that estab-lish procedures different from many of the rules discussed above, so long as they are not in con-flict with state or federal laws. Before adopting rules that deviate from traditional parliamentary procedure, it is strongly recommended that the board consult with its solicitor or other parlia-mentarian, and check to see if Robert’s Rules of Order offers any cautions about undesirable consequences that can result from altering the particular rules in question.

A board also may choose to adopt its own set of procedural rules entirely, which may be easier than it sounds! Shortly after the American Civil War, before the first publication of Robert’s Rules, Pennsylvania school boards were provid-ed with a simple set of suggested rules of order to govern their meetings, which it was recom-mended they adopt. These 31 rules, expressed in less than 1,000 words, may very well be quite sufficient for conducting modern school board meetings today. For those interested in reading, adopting or adapting these rules, they appear below.

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Simplified Rules of Order Suggested in 1870 for Pennsylvania School Boards

Beginning before the American Civil War, the state official then known as the “Superintendent of Common Schools” (now “Secretary of Education”) provided each school director in Pennsylvania with a hardbound collection of the laws then in effect governing the operation of public schools, with interpretive comments. Entitled The Common School Laws of Pennsylvania and Decisions of the Superintendent, with Explanations, Forms, Etc., new editions of this book were printed after changes in those laws. Beginning with the 1870 edi-tion, and for decades to come, the book’s appendix also included the following recommendation about rules of order for conducting school board meetings:

I. RULES OF ORDER

The following rules of order are inserted to aid boards of directors in the transaction of business. They consist, mainly, of some of the plainest provisions of parliamentary law. Each board should make them binding by a vote to that effect:

1. A quorum1 being present, precisely at the hour to which the board stands adjourned, the president shall take the chair, call the members to order and proceed to business.

2. Should a quorum be assembled at the hour appointed, and the president be absent, the vice-president or a president pro tem shall serve during that meeting, or until the president shall appear.

3. Should a quorum not assemble at the hour appointed, the director or directors present shall be competent to adjourn from time to time, that an opportunity may be given for a quorum to assemble, without which no business can be legally transacted.

4. In the transaction of business, the following order shall be observed: 1st, recording the names of directors present; 2nd, reading minutes; 3rd, unfinished business; 4th, reports of standing committees; 5th, reports of special committees; 6th, new business, and 7th, adjournment.

5. It shall be the duty of the president, at all times, to preserve order, and to endeavor to conduct all business before the board to a speedy and proper result.

6. The president, as such, has no casting vote, his right is to vote on every question by virtue of his member-ship.

7. The president may speak to points of order in preference to other members, and shall decide questions of order, subject to an appeal to the board by any two members.

8. A motion made must be seconded, and then repeated distinctly by the president or read aloud before it is debated, and every motion shall be reduced to writing if the president or any member requires it.

9. Any member who shall have made a motion shall have liberty to withdraw it, with the consent of his sec-ond, before any debate has taken place thereon, but not after debate is had without leave being granted by the board.

10. The consideration of any question may be postponed to a time fixed or the question may be suppressed altogether by an indefinite postponement.

11. A motion once voted down cannot be renewed at the same meeting of the board without the consent of a majority of the members of the board.

12. An amendment may be moved on any motion, and shall be decided before the original motion; but no more than one amendment to an amendment shall be entertained.

13. If a motion under debate is composed of two or more parts, which are so far independent of each other as to be susceptible of division into several questions, any two members may have it divided and a vote taken on each part.

1 “Four members” as originally worded, which would have been a majority of the six-member boards allowed for most districts by the Act of May 8, 1854. Later editions changed this to “a quorum.”

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14. When any business is brought regularly before the board, the consideration of the same cannot be inter-rupted except by a motion – for adjournment; to lie on the table; for the previous question; for postpone-ment; for commitment, or for amendment.

15. A motion for adjournment shall always be in order and shall be decided without debate, except that it cannot be entertained when the board is voting on another question or while a member is addressing the board.

16. The previous question cannot be moved by less than three members rising for that purpose, and when thus called, all debate shall be precluded; yet the call for the previous question shall not cut off any pending amendment, but the vote shall be taken without debate on the amendments in their order and finally on the main question.

17. A motion for postponement precludes commitment, and a motion for commitment precludes amendment or decision on the original motion.

18. A motion for reconsideration can only be entertained when made and seconded by members who were in the majority on the vote on the original motion.

19. When a blank is to be filled the question shall be first taken on the largest sum, the greatest number and the remotest day.

20. On questions of order, adjournment, postponement, commitment or the previous question, no member shall speak more than once; on all other questions each member may speak twice, but no oftener without express leave being granted by the board.

21. If the previous question be decided in the negative the effect shall be to arrest the discussion and produce an indefinite postponement.

22. No member shall be interrupted while speaking, unless he be out of order, or for the purpose of correcting mistakes or misrepresentations.

23. No member in the course of debate shall be allowed to indulge in personal reflections.

24. If any member act in any respect in a disorderly manner, it shall be the privilege of any member, and the duty of the president to call him to order.

25. If any member consider himself aggrieved by a decision of the chair, it shall be his privilege to appeal to the board, and the vote on such appeal shall be taken without debate.

26. Members should not decline voting without weighty reasons, yet silent members must be considered as acquiescing with the majority of those who vote on any question.

27. It shall be the duty of the president to appoint all committees, except when the board may decide other-wise.

28. The person first named on any committee shall be considered the chairman thereof, whose duty it shall be to convene the committee, and in case of his absence or inability to act, the second named member shall take his place and perform his duties.

29. When the president has commenced taking a vote no further debate or remark shall be admitted, unless there has evidently been some mistake, in which case the mistake shall be rectified, and the president shall recommence taking the vote.

30. Any two members may require the recording of the yeas and nays on any question.

31. The first person recognized by the president as desiring to speak has the right to the floor.


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Special Voting Requirements in Pennsylvania’s Public School Code of 1949*indicates actions for which the minutes also must reflect how each member voted

A. Actions requiring the unanimous affirmative vote of all members of the school board remaining in office:

1. Appoint as school board secretary a former board member who has resigned, before the expiration of the term for which the member was elected.*

24 P.S. §3-32424 P.S. §5-508

2. Appoint as solicitor a former board member who has resigned, before the expiration of the term for which the member was elected.*

24 P.S. §3-32424 P.S. §5-508

B. Actions requiring the affirmative votes of two-thirds of the full membership of the school board:

1. Transferring during the first three (3) months of the fiscal year budgeted funds set apart or appropriated to a particular item of expenditure.

24 P.S. §6-60924 P.S. §6-687

2. Adding or increasing appropriations, or incurring a temporary debt to meet an emergency or catastrophe. 24 P.S. §6-687

3. Hiring as a teacher a former board member who has resigned, before the expiration of the term for which the member was elected.*

24 P.S. §3-32424 P.S. §5-508

4. Conveying land or buildings to certain charities or other public agencies without following prescribed valuation procedures or with more favorable financing.*

24 P.S. §5-50824 P.S. §7-707

5. Fixing the fiscal year to begin on the first day of January (option for school districts of the Second Class). 24 P.S. §6-671

6. Adopting or changing textbooks without the recommendation of the Superintendent.* 24 P.S. §5-50824 P.S. §8-803

7. Dismissing a tenured professional employee after a hearing.* 24 P.S. §5-50824 P.S. §11-1129

8. Borrowing in anticipation of current revenue. 24 P.S. §6-640

D. Actions requiring the affirmative votes of a majority of the full membership of the school board:

1. Fixing the length of school term.* 24 P.S. §5-508

2. Adopting textbooks recommended by the superintendent.* 24 P.S. §5-508

3. Appointing the district superintendent and assistant superintendent(s).* 24 P.S. §5-50824 P.S. §10-107124 P.S. §10-1076

4. Appointing teachers and principals.* 24 P.S. §5-508

5. Adopting the annual budget.* 24 P.S. §5-50824 P.S. §6-604

6. Appointing tax collectors and other appointees.* 24 P.S. §5-508

7. Levying and assessing taxes.* 24 P.S. §5-508

8. Purchasing, selling, or condemning land.* 24 P.S. §5-508

9. Locating new buildings or changing the location of old ones.* 24 P.S. §5-508

10. Adopting courses of study.* 24 P.S. §5-508

11. Establishing additional schools or departments.* 24 P.S. §5-508

12. Designating depositories for school funds.* 24 P.S. §5-50824 P.S. §6-621

13. Authorizing the transfer of any unencumbered balance, or portion thereof, from one appropriation to another, or from one spending agency to another during the last nine (9) months of the fiscal year.

24 P.S. §6-687

14. Entering into contracts of any kind, including contracts for the purchase of fuel or any supplies where the amount involved exceeds $100 (including items subject to bid requirements).*

24 P.S. §5-508

15. Fixing salaries or compensation of officers, teachers, or other appointees of the board.* 24 P.S. §5-508

17. Entering into contracts with and making appropriations to the intermediate unit for the district’s propor-tionate share of the cost of services provided or to be provided by the intermediate unit.*

24 P.S. §5-508

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18. Dismissing, after a hearing, a superintendent, assistant superintendent or non-tenured teacher.* 24 P.S. §5-50824 P.S. §5-51424 P.S. §10-1080

19. Determining the location and amount of any real estate required by the school district for school purposes.*

24 P.S. §5-50824 P.S. §7-702

20. Vacating and abandoning property to which the board has title. 24 P.S. §7-708

22. Appointing a school director to fill a vacancy on the board.* 24 P.S. §3-31524 P.S. §5-508

23. Calling a special meeting when the President has failed to do so after written requested of three members of the board.

24 P.S. §4-426

PARLIAMENTARY PROCEDURE MOTIONS QUICK REFERENCE CHARTBased on Roberts Rules of Order, Newly Revised

Section references are to 11th edition

MOTIONS WITH RELATIVE PRIORITYListed in descending order of precedence. A motion is in order if ranked higher on the chart than the immediately pending motion.

RR§ Your Purpose: What to Say: Interrupt? 2nd? Debate? Amend? Vote?

§21 End the meeting “I move to adjourn” No Yes No No Majority

§20 Take a break “I move to recess for” No Yes No Yes Majority

§19 Complain about a problem affecting the assembly

“I rise to a question of privilege” Yes No No No None

§18 Take up items on a schedule specified in the agenda

“I call for the orders of the day” Yes No No No None

§17 Put pending item aside tempo-rarily

“I move to lay the question on the table” No Yes No No Majority

§16 Close debate “I move the previous question” No Yes No No 2/3

§15 Set or extend limits on debate “I move that debate be limited to ...” No Yes No Yes 2/3

§14 Put off further consideration until a specified time

“I move to postpone the motion until ...” No Yes Yes Yes Majority

§13 Refer to a committee “I move to refer the motion to …” No Yes Yes Yes Majority

§12 Modify wording of the pending motion

“I move to amend the motion by ...” No Yes Yes Yes Majority

§11 Kill a main motion for the remainder of the session

“I move that the motion be postponed indefinitely”

No Yes Yes No Majority

§10 Bring a new item of business before the assembly (a main motion)

“I move that ...” No Yes Yes Yes Majority


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INCIDENTAL MOTIONSNo order of precedence. Purpose is to address issues incidental to the pending motion. Decided immediately.

RR§ Your Purpose: What To Say: Interrupt? 2nd? Debate? Amend? Vote?

§23 Ask chair to enforce the rules

“Point of order” Yes No No No None

§24 Ask the assembly to overturn a ruling by the chairperson

“I appeal from the decision of the chair”

Yes Yes Yes, unless an exception applies

No Majority

§25 Suspend the rules “I move to suspend the rules which …”

No Yes No No 2/3

§26 Avoid discussing a main motion altogether

“I object to the consideration of the question”

Yes No No No 2/3

§27 Separate subparts of a complex motion

“I move to divide the question” No Yes No Yes Majority

§29 Contest announced results of a voice vote

“I call for a division” Yes No No No None

§33 Ask a parliamentary proce-dure question

“Parliamentary inquiry” Yes (if urgent)

No No No None

§33 Request factual information “Request for information” Yes (if urgent)

No No No None

MOTIONS THAT BRING A QUESTION AGAIN BEFORE THE ASSEMBLYNo order of precedence; all share the lowest. These are in order only when no other motion is pending.

RR§ Your Purpose: What To Say: Interrupt? 2nd? Debate? Amend? Vote?

§34 Resume consideration of an item previously laid on the table

“I move to take from the table the motion to …”

No Yes No No Majority

§35 Cancel or modify an action taken at a previous session

“I move to rescind / amend … [something previously adopted]”

No Yes Yes Yes 2/3 or majority if

prior notice

§37 Reconsider an action taken earlier in the same session

“I move to reconsider the vote to ...”

No Yes Yes, if motion to be reconsidered was debatable

No Majority

Suggested Sources for Further InformationRobert, Henry M. III; Robert, Sarah T.; Evans, William J.; Honemann, Daniel H.; and Balch, Thomas J.; Robert’s Rules of Order Newly Revised, 11th Edition, Da Capo Press, 2011.

Jones, O. Garfield, Parliamentary Procedure at a Glance, Revised Edition, Penguin Books, 1971.

www.robertsrules.com

www.robertsrules.org

www.jimslaughter.com

www.rulesonline.com

The Essentials of Parliamentary Procedure:A Survival Guide for Pennsylvania School Boards

PSBA Essential Series


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