Parliamentary Procedure

By:Karen Kay

Realty Executive480-203-9821

Flag To The Right of the SpeakerNo Flag, No Pledge!

Calling The Meeting To Order

With a Gavel“This meeting will come to order.”

Without a Gavel“Will the members please be seated?” (Pause and wait for members to sit, and then say) “This meeting will come to order”

Reading of and/or Approval of Minutes

If read at the meeting“Will the secretary read the minutes of the previous meeting?”“Are there any corrections to the minutes?”“There being no corrections, the minutes are approved as read”

Or“The minutes are approved as corrected.”

If mailed/emailed/posted on website

“Are there any corrections to the minutes as mailed/emailed/posted?”“The minutes are approved as mailed/emailed/posted.”

Or

“The minutes are approved as corrected.”

Adopting The Agenda

“Is there a motion to approve the agenda?”

2nd

Discussion

“All those in favor say Aye, opposed say no…The agenda has been approved.”

You may also vote to change the agenda

Treasurer’s Report

The treasurer may read the report or distribute a copy to each member for review.

If read

“May we have the treasure’s report?”

“Are there any questions?” The Treasurer will answer all questions

“The treasurer’s report will be filed.”

or

“A The treasurer’s report will be filed for audit.” To be used only if you will audit.

If copies are given to all members

“Please take a moment to review the treasurer’s report.” (PAUSE)“Are there any questions?”“The treasurer’s report will be filed.”

Or

“The Treasurer’s report will be filed for audit.” To be used only if you will audit.

Note:The treasurer’s report is always filed with the secretary, and it’s never approved or adopted by the

assembly. However, When the books are audited, the assembly adopts the auditor’s report.

Reports of Committees

Address the individual committees by saying:

“Will the _________ committee report?” (Report will be read)

“Are there any questions?”

“The ___________ committee’s report is filed.” (All reports should be in writing. With a report filed with the Secretary and the President.)

Note: Some committee reports will require the members to vote to adopt the committee’s recommendation.

No 2nd is needed when a committee brings a motion forward. Go directly to discussion, and vote.

Unfinished Business

The president does not ask for unfinished business. Unfinished business are those items left undecided at the last meeting or business that has been delayed to the current meeting by a motion to postpone.

If there is no unfinished business, do not put it on the agenda.

New Business

New business is always on the agenda so that members will have an opportunity to present new ideas, projects…

If there are no new business items on the agenda, the president will ask:“Is there any new business?” (Members may bring forward ideas or business for the entire

membership to discuss at this time by making a motion. Discussion occurs after the motion.

OrIf there is new business on the agenda the president will state what it is and ask for the

members wishes. If the members want to discuss the issue, they must make a motion first. A vote will determine if the group will adopt the issue. If no motion is made, the item is dropped.

After each new business item, the president will ask:“Is there any further new business?”

Adjournment-Ending the meeting

When all business has been conducted, you will say:“The next meeting will be held m/d/y, place and time.”“There being no further business, this meeting is adjourned.” (One tap of the gavel)

What is a motion?A motion is a formal proposal that certain action be taken, or that a certain statement express the sense, opinion, wish or

will of the assembly.

Seconding a motion

Agreeing to the introduction of a motion for consideration by the members.

Note: You do not have to agree with a motion to make the 2nd.

This brings it to discussion only.

Motions and Their Precedence

Motions are divided into five classifications: • Main Motions can be made only when no other business is

pending.

• Subsidiary Motions assist in treating or disposing of a Main Motion.

• Privileged Motions have to do with special matters of immediate importance.

• Incidental Motions are related in some way to the pending business. They have no rank among themselves.

• Restorative Motions bring a question again before the assembly.

The first three classes of motions are called ranking motions. You will find that each of these 13 motions have a “rank” or number indicating its position in this “hierarchy of motions.”

The main motion is at the bottom of the ladder. Each subsidiary motion is a step higher on the ladder.

Therefore, a higher ranking motion may be made while a motion of lower rank is pending. This is referred to as the order of precedence and is used in referring to all motions that are in order when another motion is pending.

The Types of Motions and When They are Used

Main MotionsA main motion is the motion used to propose that an assembly take certain action or

express itself as holding certain views. A main motion is undoubtedly the motion most frequently heard in business meetings and deliberative societies. The main motion sets a

pattern from which all other motions are derived. It is used as a frame of reference in discussing other motions.

-Kinds of Main Motions

Original Main MotionAn original main motion introduces a new subject of a substantive

nature. It is sometimes in the form of a resolution.

Incidental Main MotionAn incidental main motion introduces, proposes action or a procedure

incidental to, or related to, the business of the assembly or its past or future action.

1. If you want to Use this motion And say this Bring business Main Motion I move that…

before the assembly

Subsidiary Motions

The seven subsidiary motions assist the assembly in treating or disposing of a main motion and sometimes other motions.

If you want to Use this motion And say this

Lay aside a question temporarily Lay on the table “I move to lay theIn order to take care of something question on the

table.”of immediate urgency

Stop debate and immediately vote Previous question “I move the previous

On the pending question question.”

Reduce the number or length of Limit or extend limits “I move that debate

speeches, to close debate at a of debate be limited to one threespecified time, or to allow more or minute speech for

eachlonger speeches member.”

Subsidiary Motions

If you want to Use this motion And say thisPut off action on a pending Postpone to a definite “I move to postponemotion to a definite day, hour, or time the motion to the nextUntil after an event meeting.”

Send a pending question to a smaller Commit or refer “I move to refer the motionGroup of selected person for review to the program committee.”

Modify the wording of a pending Amend “I move to amend the motionMotion by inserting the words…”

Kill a motion Postpone indefinitely “I move that the pending question be postponed

indefinitely.”

Privileged MotionsThese five motions deal with special matters of immediate importance which,

without debate, are allowed to interrupt consideration of anything else.

If you want to Use this motion And say thisProvide for continuing the meeting Fix the time at “I move that when we adjourn,at another time which to adjourn we adjourn to 3 p.m. tomorrow.”

Close the meeting immediately Adjourn “I move to adjourn.”

Take a short intermission Recess “I move that we recess for ? Within a meeting minutes.”

To give immediate attention to an Raise a question “I rise to a question of privilege urgent request or motion relating of privilege affecting the assembly.”or“I riseTo the assembly or any member to a question of personal privilege.”

To require the assembly to Call for the order “I call for the orders of the day.”conform to its agenda

Incidental MotionsIncidental motions are related in some manner to the pending question, but

are of such a nature that they must be attended to immediately.

If you want to Use this motion And say thisQuestion a ruling of the Chair Appeal “I appeal the decision of the chair.”

Have a document (motion) Consideration by “I move that the document be

considered and amended paragraph or seriatim considered by paragraph paragraph by paragraph or seriatim.”

Have a voice vote verified Division of the assembly “I call for a division.”by the chair

Have a motion containing Division of the question “I move to divide the motion.”

several parts voted as if theywere distinct questions

Incidental Motions

If you want to Use this motion And say thisAvoid having a motion Objection to the consideration “I object to thebrought before the assembly of the question consideration of the

motion.”

Ask the chair a question Parliamentary inquiry “I rise to a parliamentary

regarding parliamentary inquiry.”procedure

Call attention of the chair Point of order “I rise to a point of order.”

to a breach of the rules

Do something in violation of Suspend the rules “I move to suspend the rules

the assembly’s rules and take up…”

Restorative MotionsThese motions bring a question again before the assembly.

ReconsiderIf in the same session that a motion has been voted on but no later

than the same or the next calendar day, new information or a changed situation makes it appear that a different result might reflect the true will of the assembly, a member who voted with the prevailing side can propose to reconsider the vote; that is, she can move that the question shall come before the assembly again as if it had not previously been considered.

RescindTo amend something previously adopted. The rescinding motion

requires motion or more that a majority vote.Take from the TableA motion has been laid on the table earlier in the session, or in the

last session, and has not yet been disposed of. It can be proposed by means of a motion to take from the table that the motion becomes pending again.

Amendment Procedures“Amend” is the most widely used of the subsidiary motions. The motion to amend is a motion to modify

the wording-and within certain limits- the meaning of a pending motion before the pending motion itself is acted upon.

A motion:• Adds• Inserts• Strikes out• Strikes out and insertsWhen a group adopts an amendment, it does not adopt the motion that has just been amended. That

motion remains pending in its newly modified form and must be voted on. If the amendment is voted down, the main motion remains pending as it was before the amendment was proposed.

The person who moves for the amendment cannot amend the main motion; only the assembly can do that. Further, the members’ vote on an amendment does not obligate them to vote any particular way on the main motion. Members are still free to vote as they please on the original motion.

Amendments must always be germane, that is closely related to the subject of the motion to be amended. A member cannot introduce a new subject under the pretext of proposing an amendment.

An amendment is itself amendable. In such a case, two degrees of amendment are created.• Primary• SecondaryThe primary amendment applies directly to the main question. The secondary amendment applies to

the amendment itself, not to the main question. Although you may hear such terms as amendment of the first and second degree and amendment to the main question and amendment to the amendment, the terms primary and secondary are preferred. A secondary amendment cannot be amended.

MotionsTo make a motion you will say: “I move that we…”• Requires a 2nd • Discussion begins after the 2nd

• Vote

To Amend a motion already made, you will say: “I move to amend the motion by…”• Requires a 2nd

• Discussion begins after the 2nd

• Vote –This will require 2 votes, 1st on the amendment and then the final amended motion.

To close debate of a motion, you will say: “I move the previous question” or “I call the question”• Requires a 2nd

• 2/3 vote to pass• Not amendable• Not debatable

To require the assembly to conform to its agenda, you will say: “I call for the orders of the day.”• No 2nd is required• Not amendable• Not debatable• No vote taken (if members want to set aside the orders of the day, requires 2/3 vote)• Cannot be reconsidered

Point of order is used to correct a breach in the rules, you will say: “I rise to a point of order.” Or “Point of order”

• No 2nd is required• Not debatable• Presiding officer rules on the point (Chairs ruling may be appealed by members)• Cannot be reconsidered

Taking The VoteWhen discussion has ended, the chair will ask:

“Are you ready for the question?”“It has been moved and 2nd that we………”“All those in favor say “Aye”, opposed say No”.“The “Ayes” have it and the motion is carried.”

Or

“The “No’s” have it and the motion is lost.”Restate the motion for the assembly.

WCR Bylaws do not allow proxy voting.

Out of OrderBeing “out of order” means:• A motion is out of order according to the agenda• A member is disruptive and interfering with meeting business

MinutesMinutes record what is done at the meeting, not what

is said

Should Contain:• Names of those present (for verifying quorum)• All motions that are carried with the correct

wording• All adopted secondary, subsidiary, privileged and

incidental motions• Motions to postpone or refer to a committee• Motions lost• Business conducted• All points of order and the chair’s ruling• Items referred to a committee• Results of counted or balloted votes

MinutesCommon order of business:• Call to order• Prayer/Pledge/Inspiration• Approval of minutes• Treasurer’s report• Officer and committee reports• Special orders (elections, etc.)• Unfinished Business• New Business• Name of Guest speaker and program• Announcements• Adjournment

Do not include in Minutes:

• Name of member who was out of order (except in extreme cases)

• Motions withdrawn• Member who made the 2nd on each motion• Motions ruled “out of order”• Discussions without motions

Note: Nothing is ever erased from the minutes. Corrections are made in the margin. Cross out (with 1 line) the incorrect information. When the minutes are approved, the word “approved” and the secretary’s initials and date of approval are written next to the signature of the secretary.

Head Table IntroductionsIn this order, the least important and to the left of

the presiding officer, are introduced first and the most important last. Make each introduction brief, giving the name and present title. If no present title, give most important past title.

When introducing the speaker say,“______ will be introduced later”

Chairs Do not introduce yourself!

Prepare seating arrangement prior to meeting and have name cards in the correct place

Tips• Prayer-Pledge-Inspiration: God before country• Flag to right of speaker: No Flag, No Pledge• All chapter actions require motions: paying bills, new projects, etc…• Motion needed to approve agenda• No motion is needed to approve the minutes• No motion is needed to approve the treasurer’s report: place on file• Do not speak about the meeting or welcome until after prayer/pledge/

inspiration• The Chair should not ask for old business• The Chair should ask for new business and announcements• If discussion begin without a motion, ask if there is a motion on the

floor. If not, move on.• Entertain only one motion at a time• Give the maker of the motion the first chance to discuss it• The chair, when voting, votes only when the chair’s vote will change the

results.• Agenda can be arranged to accommodate a speaker’s schedule by

moving committee reports, new and old business, etc. until after the program segment. Remember, some chapter business (elections, fundraiser planning, etc.) takes time and the speaker may not be able to stay for this portion of the meeting.

Why do we use Parliamentary Procedure?

Parliamentary Procedure enables members to take care of business in an efficient manner and to maintain order while business is conducted. It ensures that everyone gets the right to speak and vote.

Parliamentary Procedure takes up business one item at a time and promotes courtesy, justice and impartiality.

It ensures the rule of the majority while protecting the rights of minority and absent members.

Using these procedures is democracy in action.If everyone in your chapter learns the basics of parliamentary

procedure:• You’ll have more productive meetings• More members will make and discuss motions• More members will be willing to serve as officers and committee

chairs

WCR Bylaws-Article XI-Parliamentary Authority:The rules contained in the current edition of Robert’s Rules of Order

Newly Revised shall be recognized as the authority governing the proceedings of the Chapter in all cases not provided for in the bylaws or in the standing rules.

Bylaws:The most important document of the organization, states what rights

the members have within the organization, how much power the assembly has to make decisions and what limits of power are put on

boards and officers.Do We have a Quorum?A quorum is the minimum number of members who must be present in order

to conduct business. The organizations bylaws should contain the number.Before an organization can legally transact any business at a meeting, a

quorum must be present.

WCR Bylaws state that:State meetings• 5% of the state members must be present and 40% of the local chapters

be represented, National affiliates may vote but are not part of the quorumState Governing Board Meetings• 1/3 of the governing board members constitutes a quorum. This is

determined by the state chapter.Local Chapter Meetings• 20% of the local chapters REALTOR members must be present, National

affiliates may vote but are not a part of the quorum.Local Governing Board Meetings• Five (5) members shall constitute a quorum