Parliamentary Procedure Flashcards
1
Q
What is the parliamentary authority?
A
The book of rules an organization/group designates to govern its meeting procedure.
2
Q
Most popular parliamentary authority?
A
Robert’s Rules of Order Newly Revised (12th Edition)
3
Q
What is parliamentary procedure?
A
Generalization of the traditions and customs used to deal with the items of an assembly
4
Q
What is a deliberative assembly?
A
Assembly that decides on actions to be taken
5
Q
Who wrote Robert’s Rules of Order?
A
Henry Martyn Robert (1837-1923)
6
Q
Who presides over a meeting?
A
The presiding officer
Elected specifically for a single meeting or group of successive meetings: The CHAIR
Elected to serve a term of more than one year: The PRESIDENT
Both referred to the CHAIR while presiding
7
Q
Who takes the minutes (written record of what is done)?
A
The secretary
8
Q
What is a quorum?
A
The minimum number of minutes that MUST be present to conduct SUBSTANTIVE BUSINESS
9
Q
What is usually considered the quorum for an assembly?
A
The majority of the members of an organization, but can be designated in the bylaws
10
Q
Is business conducted without a quorum valid or invalid?
A
Invalid
An assembly without a quorum may set new meeting time and place.
11
Q
When does a meeting begin?
A
When it is CALLED TO ORDER by the chair
- “The meeting will come to order”
- TWO GAVEL TAPS
12
Q
What is the standard order of business?
A
- Reading and approval of the minutes
- Reports
- Unfinished Business
- New Business
13
Q
Describe the processes of reading and approval of the minutes.
A
- Secretary reads the minutes
- Corrections can be made
- Disputes on something in the minutes can lead to debate
OR
- Secretary sends out draft minutes
- Do not need to be read, but still need to be approved by the assembly. Debate still may occur.
14
Q
Describe the processes of reading the reports.
A
- Officers, boards, and committees read reports
- Information beneficial to the assembly is given
- Recommendations in reports are debated at the end of said report, new business is discussed later
15
Q
Describe unfinished business.
A
Items are unfinished when they are still pending when the previous meeting is adjourned
This includes:
- Items in the PROCESS of being considered when the meeting was adjourned
- Items scheduled to come up at previous meetings but were NOT reached
16
Q
Describe new business
A
New items that are brought up by making a motion.
17
Q
Who provides the agenda, and when is it adopted?
A
The chair provides the agenda at the beginning of the meeting when it is adopted before the meeting begins/goes too far.
18
Q
What does it mean to adjourn?
A
Close the meeting when no more business or if a majority vote is reached.
- ONE tap of the gavel
- Not debatable nor amendable (immediate vote)
19
Q
What does it mean to recess?
A
Take a short break (time is set by the assembly or until the presiding officer decides)
Not a debatable motion, but amendable (meaning an amendment must be voted on immediately without discussion)
May leave the meeting hall
20
Q
What does it mean to stand at ease?
A
A brief pause in the proceedings until the chair calls the meeting to order
- Stay in your seats
21
Q
What is a motion?
A
Formal proposal by a member that begins the process of making a decision relating to the assembly
22
Q
What is a MAIN motion?
A
Its introduction brings business before the assembly
23
Q
Example of a main motion.
A
“I move that…” + the EXACT wording of your proposal
Ex. “ I move that the tennis league create a division open to high school students”
24
Q
What is a “second”?
A
It is when at least one other member shows that they want a debate on a main motion/want it considered.
Call out “second” and remain seated.
25
What does it mean to "state the question"?
The chair says "It is moved and seconded that..." + EXACT wording of the motion
a) Make sure it is in order at that time
b) Make sure it is clearly phrased
26
When is a motion considered to be "pending"?
After the main motion has been stated by the chair
27
What is debate?
Discussion of the benefits of a motion, as well as whether it should be adopted (carried) or lost (rejected).
28
What are secondary motions?
Motions that either relate to or interrupt the consideration of a motion
29
What are abstentions?
When some members do not vote/refrain from voting
Does not affect the final result (pretend they don't exist, but they still count for the quorum)
30
What is the most common type of voting?
Voice vote/viva voce/acclamation
"Those in favor of the motion, say aye"
"Those opposed say no"
31
How to say the motion is passed?
"The ayes have it and the motion is passed/adopted/carried"
32
How to say the motion is lost?
"The noes have it and the motion is lost/rejected"
33
What are the SPEECH LIMITS FOR DEBATE?
You make speak up to:
1) Twice (2) on any debatable motion on the same day
2) Up to ten minutes each time (20 minutes per motion)
34
How many gavel strikes after a business has been completed (motion has been passed/adopted)?
One gavel strike after the business has been completed
35
Who gets preference when getting recognized for debate?
a) The person who made the motion gets a one-time right of preference in speaking about it.
b) Chair recognizes the first person to rise after the previous speaker has sat down.
c) Chair gives priority to those who have not spoken over those who have.
d) Chair should alternate between those who are for the motion and those who are against it.
36
What does germane mean?
Applies to the subject/ has a bearing on whether the pending motion should be adopted
37
What motions are debatable?
Every main motion is debatable, a few secondary motions are not.
38
Limiting or extending the limits of debate.
- Changes the limits of debate previously mentioned (ten minutes and two times).
- Cannot be debated, but CAN be amended
- 2/3 vote required to change the limits of debate
- "I move that in the debate on the pending amendment, each member be given three speeches of fifteen minutes"
- "I move that at 7:30 p.m. debate be closed and the question on the motion be put."
39
Closing debate immediately
- Prevents most secondary motions from being passed (amendments, commit, postpone to a certain time, etc.)
- In order at any time the debatable motion is pending
- Requires 2/3 vote, and then move from debate to vote on the motion
- "I move the PREVIOUS QUESTION"
40
Amendments
- CHANGE TO THE PROPOSAL IN SOME FORM
- The motion to amend should include EXACTLY where the change is to be made.
- "I move to amend by inserting the words 'and Krishna' after 'I move to slap Naveen'" (I move to slap Naveen AND KRISHNA if we don't win HOSA ILC)
- Majority vote
41
Amendments: Simple word changes
Inserting words (between two pieces of text)
- "I move to insert the words..."
Adding words (end of the motion)
- "I move to add the words..."
Strike out the words (Remove)
- "I move to strike out the words..."
Strike out and insert words (Replace)
- "I move to strike out the words... and insert the words..."
42
Amendments: Paragraphs
Insert or add a paragraph
Strike out a Paragraph
Substitute (the equivalent of strike our and insert)
- "I move out to substitute for the third paragraph the following:..."
43
Amendments: Amending amendments ._.
- Also known as SECONDARY AMENDMENTS
- Secondary amendments are the final amendments, meaning they cannot be amended
- Same process as the other amendments
44
Motion to Postpone to a Certain Time
- Put off taking a vote on a main motion
- May be amended (when?) and debated
- Majority vote required
- You CANNOT postpone a motion beyond:
a) Beyond the next regular meeting
b) Beyond the third month after the present moth
Ex: 14 February - May 31
45
Motion to commit/refer
- Turn the motion over to a committee for their insight, additional info, redrafting, and further study.
- Majority vote required
46
Commit/refer: Standing committees
- Committees with continued existence and function
- Ex: Executive committee, education committee, socials committee
- "I move that the motion be referred to the _____ committee."
47
Commit/refer: Special committees
- Committees created for a specific task
- "I move to refer the motion to a committee of 12 people including myself, Mr. Das, and Mr. Vempati."
48
How are committee members chosen?
a) Appointed by le president
b) Elected with the other officers in an election
49
Correcting mistakes
- Once a motion has been brought up and disposed of, another that raises the SAME question cannot be brought up in that same meeting/ session (series of connected meetings).
- However, there are ways to reconsider, but they are harder than passing the motion in the first place
Moral of the story: Have foresight on what the consequences may be and act based on that.
50
Motion to Reconsider
- Used to reconsider a motion's adoption or defeat
- CAN ONLY BE MADE BY A MEMBER OF THE WINNING SIDE (someone who said "aye" is now saying "no").
- Usually can be made only on the same day, or on the succeeding day in a session.
- Requires a majority vote
51
Motion to Rescind or Amend Something Previously Adopted
- Use when the meeting is over, meaning it is too late to reconsider, and you believe that a wrong decision was made.
- Motion to rescind = Remove/change the whole motion
- Motion to amend something previously adopted = Remove/change a portion of the motion
- Does not matter what side you were on during the original vote (not the same as the motion to reconsider)
52
What requirements do you need to adopt the motion to rescind WITHOUT a previous notion?
a) 2/3 vote
b) Majority vote of the ENTIRE membership of the voting body
(The answer to which one you choose depends on which one is smaller at the time)
53
What requirements do you need to adopt the motion to rescind WITH a previous notion?
Only a majority vote
54
What are some ways notions can be given about the motion to rescind?
a) Announcing it at the meeting preceding the meeting that the motion will be brought before the assembly
b) The secretary includes a notice in the call of the meeting at which the motion to rescind is to be made
55
What is the "call" of a meeting?
A written notice of the time and place of the meeting provided by the secretary
56
Renewal of Motions
- Making a motion AGAIN after it has been defeated (specifically defeated)
- Made in the next meeting
57
Majority Vote
- More than half the votes cast by persons legally entitled to vote
- Excludes abstentions and blanks
58
Plurality Vote
- The largest number of votes for an election when there are >2 candidates (You can't always get a majority when there are 3 or more)
- NOT VALID UNDER RONR, BUT STILL COMMONLY USED.
- RONR states that if no candidate gets a majority, repeat the vote until someone does
59
2/3 Vote
- Used to suspend the rules or do anything that changes the rights of the members
- Ex. Close debate (move the previous question), limit, and extend the limits of debate
60
Majority of the Entire Membership Vote
- Usually only applicable to Rescind or Amend Something Previously Adopted
- Includes all members of the voting body, including those who do not attend the meeting
61
Unanimous consent
- Helps spend less time by removing debate
- If the chair suspects that nobody opposes the motion, he may ask if anyone objects to it.
- "Is there any objection too..."
- If nobody says anything, pass it immediately
62
When should and should you not vote?
- Everyone may vote unless your right to vote isn't suspended due to disciplinary reasons.
- It is custom that one does NOT vote when the motion has direct personal/monetary interest, but there are not requirements to abstain.
63
When does the chair vote?
a) The vote is by ballot
b) The chair's vote will change the result of the vote.
- If a motion requires a majority vote or 2/3 vote, and there is a tie/exact 2/3:1/3 ratio, the chair may vote and create a majority to adopt the motion
- If the affirmative exceeds negative by one vote, the chair may vote in the negative to reject the motion
64
Standing vote - uncounted
Uses:
1) When a 2/3 vote is required to pass a motion
- (NEVER TAKE 2/3 VOICE VOTE FOR SOME REASON??!?!?!?!?)
2) Chair is not sure of the result of the voice vote
3) Member doubts the voice vote/show of hands
65
Division of the Assembly
- Used when there is reasonable doubt in the result of the vote
- Call out "Division" from your seat, and a standing vote is taken ("A division is called for")
- No need to gain recognition from the president/ take the floor
66
Show of hands vote
- Used in small groups
- No counting, just like in the standing votes
67
Counted Votes
- President is unsure about the result of the vote, or the president expects a close result before any vote is taken
- A motion for a counted vote may also be made, which requires a majority vote (to take the counted vote)
- "I move that the vote be counted"
68
Who counts during counted votes?
- Can be counted by the chair WITH or WITHOUT verification from the secretary
OR
- Counted by chair appointed Tellers
69
Ballot Vote
- Used for elections and important decisions
- You can move the take a vote by ballot as well (majority)
- Chair person appoints tellers to hand out, collect, and count the ballots
- ANYONE MAY VOTE, INCLUDING THE CHAIR
- Chairman of Tellers reads the report and announces who or what motion has won
70
Nomination
Formal proposal to voting body in an election, suggesting that someone should be elected for a certain position
(DO NOT SUPPORT THEM YET)
71
Nominating from the floor
- Means of nominating candidates
1) Chair calls out for nominations
2) Members call out nominations without formaliities
72
Nominating Committee
- Members are elected onto the nominating committee (standing committee)
- Submits one nominee for each office
- Nominations are read before assembly, and the chair asks for more nominations. Nominations are then made from the flor.
73
Election
- Usually conducted by BALLOT
- Votes can be cast for any nominee
- Votes cast for non-nominees are still valid and are referred to as "write-in votes
- Result is final when the chair announces the result and the candidate receives a majority. They take office immediately.
74
What happens if there is only one nominee?
They are automatically elected (election by acclamation)
75
The ranking order of rules (governing an assembly)
1) Law
2) Corporate Charter
3) Bylaws
4) Rules of Order
5) Standing Rules
6) Custom
76
Law
Supercedes ANY conflicting provision
77
Corporate Charter
- An organization has this iff it is incorporated and the state requires it (idk)
78
Bylaws or Constitution
- The highest level of rules in most organizations (aside from the law)
- Describe a group's purpose
- Qualifications/methods of member selection
- Provide for officers & state quorum
- Etc.
79
How can the bylaws be amended?
- With a 2/3 vote and previous notice
80
Rules of Order
- Regulates CONDUCT of business in meetings
- Identifies the organization's parliamentary authority
- Special rules of order: Supercedes conflicting rules in parliamentary authority to meet needs of organization
81
How do you adopt SPECIAL rules of order?
- 2/3 majority vote with previous notice
OR
- Majority of the entire membership of the voting body
82
Standing Rules
- Non-vital details outside the bylaws
- Ex. Where should guests be seated in a meeting room
83
How to add a standing rule?
- Majority vote with notice
OR
- 2/3 vote or a majority vote of the entire membership of the voting body
84
Custom
- Just a habit (unspoken rule)
- Can never conflict/supersede a written rule
85
Point of Order
- Member calls the attention of the chair to a violation of the rules
- Interrupt the chair immediately and give your
opinion on the issue
- Chair says Point of Order is (not) well taken
86
Appeal
- Group decides there has been a violation
- "I appeal from the decision of the chair"
- Debatable, but you may ONLY SPEAK ONCE on the debate
87
When is an appeal not debatable?
1) Relates to the indecorum on rules of speaking
2) Relates to the priority of business
3) Made when the immediately pending question is also undebatable
88
Suspend the Rules
- You want to do something that is forbidden by the rules
- Allow members to continue speaking after the limit, permit consideration of a motion not in order, etc.
- Requires a second and a 2/3 majority
89
Parliamentary Inquiry
- Ask a question about the rules
- Most of the time, there is no need for recognition
- Ask "Is it in order to ...?"
- Chair responds with a helpful answer for the member, but it CANNOT BE APPEALED!
90
How can you appeal the decision of the chair in a parliamentary inquiry? (loophole)
Step 1) Do something contrary to what the chair said
Step 2) Point of Order
Step 3) Appeal the decision of the chair
91
What is the role of a Parliamentarian
- They advise the chair when a point of order comes up
- They do not address the group unless the matter gets really involved
92
Secondary Motions
- Interrupt the consideration of the main motion
93
Immediately pending motions
- Motion (main or secondary) that is CURRENTLY before the assembly
94
Incidental motions
- Motions that rise out of another item of business
- Subclass of secondary motions
- Take precedence over any pending motion during breach of rules
95
Point of Order
- Call attention to an instance where the chair fails to enforce the rules
96
Appeal
- Extension of the POO where the chair's ruling is questioned by at least two members (I appeal from the decision of the chair + second) and are willing to argue against it.
97
Suspend the Rules
- Suspend the rules to permit the accomplishment of a task
98
Objection to the Consideration of a Question
- Prevents motion from being DISCUSSED in a meeting
- 2/3 vote, motion is dropped
99
Division of a Question
- Pending motion contains two or more parts that can stand alone
- The motion is split into two parts and considered different motions
100
Consideration by Paragraph/ Consideration by Seriatim
- A main motion that is in the form of a resolution or document with many sections are opened one at a time
101
Division of the Assembly
- Members doubt the accuracy of a voice vote, so a standing vote is called for
(Call out DIVISION)
Pt. 1
102
Motions Relating to Methods of Voting and the Polls
- Member wants/moves that the vote be taken by:
- Ballot vote
- Role Call vote
- Counted standing vote
- Reopened polls for the ballot vote
If division seems inconclusive
Pt. 2 if Pt. 1 fails
103
Subsidiary Motions
- Assist assembly in treating or disposing of a main motion
104
Postpone INDEFINITELY
- Gets rid of a motion without bringing it to a direct vote (KILL IT)
105
Lay on the Table
- Lay a motion aside temporarily
- Can be taken up again whenever the MAJORITY wants to (same meeting).
106
Privileged Motions
- Do not relate to pending business, but are of immediate/overriding importance
107
Call for the Orders of the Day
- Use when the adopted program/order of business is not being followed (get the assembly back on the agenda)
108
Raise a Question of Privilege
- Use when a pressing situation affects the rights of the assembly or individual member (really, its essential purpose is letting Karens complain)
- Noise
- Inadequate ventilation
- Introduction of a confidential subject in the presence of a guest
109
Recess
- Short intermission that may be done whenever
110
Adjourn
- Close the meeting entirely
111
Fix the time to which to adjourn
- Fix the date, hour, and place of another meeting
- Has greatest precedence over other motions
112
Motions Relating to Nominations
Member can move to:
1) Specify a method by which a candidate will be nominated
2) Close/ Reopen nominations
113
Request to be Excused from Duty
- Used when an officer or member wants to be relieved from an obligation specified in the bylaws or just from the nature of their position
114
Parliamentary Inquiry
- Request for the chair's opinion on a parliamentary procedure
115
Point of Information
- Inquiry as to facts affecting the IMMEDIATELY PENDING MOTION
116
Take from the Table
- Motion to resume consideration of a main motion
117
Rescind/ Repeal/ Annul
- Motion to nullify something adopted
118
Amend Something Previously Adopted
- Motion that proposes a modification to part of a motion/substitute words
119
Discharge a Committee
- Motion to break up a committee/remove it from an issue when it is not working fast enough
120
Reconsider
- Motion made by a member of the PREVAILING side to reconsider and propose that the motion return before the assembly
121
Audits
- Examinations and Verification of the treasurer's accounts and financial statements
