parliamentary procedure for council meetings 2016 policon portland, oregon

Parliamentary Procedure for Council Meetings

2016 PoliConPortland, Oregon

Questions that Get us

1. How do I bring up something that has already been voted on?

2. Do I count abstentions?3. How do I handle a substitute motion?4. How do I know what requires a 2/3rd’s

vote?5. What is out of order?6. How do you amend the docket?

“Hi!I’m

Murphy!”Background

“Yes, Virginia,

there was a Robert”

Background

“One can scarcely have had much experience in deliberative meetings of Christians without realizing that the best of men (and women),

having wills of their own, are liable to attempt to carry out their own views without paying

sufficient respect to the rights of their opponents.”

Henry Robert Background

“One can scarcely have had much experience in deliberative meetings of Christians without realizing that the best of men (and women),

having wills of their own, are liable to attempt to carry out their own views without paying

sufficient respect to the rights of their opponents.”

Henry Robert Background

“One can scarcely have had much experience in deliberative meetings of Christians without realizing that the best of men (and women),

having wills of their own, are liable to attempt to carry out their own views without paying

sufficient respect to the rights of their opponents.”

Henry Robert Background

What is Parliamentary

Procedure?

Foundations

• Allows all members a say

• Helps keep the group focused

• Helps a group come to a decision

Foundations

• The rights of the minority shall be protected

“…for the majority to give to the minority a full, free opportunity to present

their side of the case….”

Foundations

• The rights of the minority shall be protected

“…for the majority to give to the minority a full, free opportunity to present

their side of the case….”

Foundations

• The rights of the minority shall be protected

• The will of the majority shall prevail.

Foundations

“…for the minority…gracefully to submit and to recognize the

action as that of the entire organization, and cheerfully to

assist in carrying it out, until they can secure its repeal.”

Foundations

• The rights of the minority shall be protected

• The will of the majority shall prevail

Foundations

Parliamentary Procedure takes the weapons of power

and turns them into the tools of discernment

Foundations

“The moderator possess the authority necessary for preserving order and for conducting efficiently

the business of the body.”

G-3.0104

Foundations

Foundations

Meetings of councils shall be conducted in accordance with the

most recent edition of Robert's Rules of Order Newly Revised, except when

it is in contradiction to this Constitution.

G-3.0105

“I second that e-motion”

Motions

“A motion is a formal proposal

that the assembly take a certain action.”

Motions

Main Motion

1. Motion moved2. Seconded3. Stated by the moderator4. Call for debate5. Restated by moderator6. Vote taken (simple majority)7. Moderator declares results

Amendments

1. Amendment moved2. Seconded3. Stated by the moderator4. Call for debate5. Restated by moderator6. Vote taken (simple majority)7. Moderator declares results

Secondary Amendments

Can an amendment be amended?

Amendments

Layers of actions on floor:

3. Secondary Amendment: “insert words ‘Louisville Cardinal’ before the word ‘red’”.

2. Amendment: “insert word ‘red’ at the end of sentence.”

1. Main Motion: “That all church doors shall be painted.”Amendments

Secondary Amendments

Can an amendment be amended?

Yes

Amendments

Layers of actions on floor:

3. Secondary Amendment: “insert words ‘Louisville Cardinal’ before the word ‘red’”.

2. Amendment: “insert word ‘red’ at the end of sentence.”

1. Main Motion: “That all church doors shall be painted.”Amendments

Layers of actions on floor:

2. Amendment: “insert word ‘Louisville Cardinal red’ at the end of sentence.”

1. Main Motion: “That all church doors shall be painted.”Amendments

Layers of actions on floor:

1. Main Motion: “That all church doors shall be painted Louisville Cardinal Red.”

Amendments

Secondary Amendments

Can a secondary amendment be amended?

Amendments

Layers of actions on floor:4. Additional Amendment: “insert words ‘and white’ at end of sentence”

3. Secondary Amendment: “insert words ‘Louisville Cardinal’ before the word ‘red’”.

2. Amendment: “insert word ‘red’ at the end of sentence.”

1. Main Motion: “That all church doors shall be painted.”Amendments

Secondary Amendments

Can a secondary amendment be amended?

No. That’s just crazy-making.Only one at a time.

Amendments

Layers of actions on floor:4. Additional Amendment: “insert words ‘and white’ at end of sentence”

3. Secondary Amendment: “insert words ‘Louisville Cardinal’ before the word ‘red’”.

2. Amendment: “insert word ‘red’ at the end of sentence.”

1. Main Motion: “That all church doors shall be painted.”Amendments

“Friendly” Amendments

There is NO parliamentary process for friendly amendments

The maker of the motion loses “possession” of the motion once the

discussion process starts

Amendments

Informally perfecting a motion

1. Motion moved2. Seconded3. Stated by the moderator4. Call for debate5. Restated by moderator6. Vote taken (simple majority)7. Moderator declares results

In consultation with Moderator

Moderator requests unanimous consent

MOTIONS OUT OF ORDER:1. To refrain from doing something when it

possible to simply not do it.2. To reaffirm a previous action.3. If it conflicts with the bylaws.

“Motions that conflict with the corporate charter, constitution, or bylaws of a society … are out of order, and if any motion of this kind is adopted, it is null and

void.” RRNR p. 343

Motions out of order

MOTIONS OUT OF ORDER:1. To refrain from doing something when it

possible to simply not do it.2. To reaffirm a previous action.3. If it conflicts with the bylaws.4. If it has already been rejected at the same

session.

Motions out of order

THINGS TOM WON’T TELL YOU THAT JOYCE WOULD

90% of leading a meeting is

listening.

Practice SessionI need a volunteer …………

Practice Session

Presbytery of PredestinationMotion:

That Camp Chilly Brook property (legal description) be sold to Happy Camper Ministries for $675,000 and that the proceeds of the sale be designated for church camp scholarship assistance for middle and high school students of our congregations.

Practice Session

Presbytery of PredestinationAmendment:

That Camp Chilly Brook property (legal description) be sold to Happy Camper Ministries for $675,000 and that the proceeds of the sale be designated for church camp scholarship assistance for middle and high school students [strike “of our congregations”] [insert “within the bounds of our presbytery”].

Practice Session

Presbytery of PredestinationAmendment:

That Camp Chilly Brook property (legal description) be sold to Happy Camper Ministries for $675,000 and that the proceeds of the sale be designated for church camp scholarship assistance for [insert “elementary,”] middle and high school students [strike “of our congregations”] [insert “within the bounds of our presbytery”].

Practice Session

SUBSTITUTE MOTION:Process after the substitute is made:1.Perfection of the main motion.2.Perfection of the substitute motion.3.“Shall the substitute become the main motion?”

1. The merits of both motions can be debated 2. No amendments in order.

Substitute Motion

SUBSTITUTE MOTION:Process after the substitute is made:1.Perfection of the main motion.2.Perfection of the substitute motion.3.“Shall the substitute become the main motion?”4.After adoption, only editorial amendments are in order

Substitute Motion

Amendments to Main Motion

Amendments to Substitute“Shall the substitute motion

become the main motion?”

Main MotionMain Motion SubstituteSubstitutePerfected Perfected

Substitute Motion

Main MotionMain Motion

Substitute Motion

Main MotionMain Motion SubstituteSubstitute

If approved…

The Substitute becomes the Main Motion

Substitute Motion

SubstituteSubstitute

Substitute Motion

Main MotionMain Motion

If not approved…

The Substitute disappears and the Main Motion remains

Substitute Motion

Substitute Motion

Main MotionMain Motion

The motion is before the body for debate and vote

Can there be further amendments?

Substitute Motion

Practice SessionI need a volunteer …..

Practice Session 2

Presbytery of PredestinationMotion:

The minimum 2014 terms of call for salary and housing (combined) be increased 3% from last year to $48,240.

Practice Session 2

Presbytery of PredestinationSubstitute Motion:The minimum terms of call for salary and housing (combined) correspond to the school system starting salary for teachers with a mater's degree for the school district where the church is located.

Practice Session 2

Why is nothing ever passed by the horse council?

Voting

VOTING:1. A plurality is the largest number of votes

when three or more choices are given.A plurality that is not a majority never chooses

a proposition or elects anyone to office.

Voting

VOTING:1. A plurality is the largest number of votes

when three or more choices are given.2. A majority is more than half votes cast.

Voting

VOTING:1. A plurality is the largest number of votes

when three or more choices are given.2. A majority is more than half votes cast. If 19 votes are cast, a majority is?If 20 votes are cast, a majority is?If 21 votes are cast, a majority is?

Voting

VOTING:1. A plurality is the largest number of votes

when three or more choices are given.2. A majority is more than half votes cast.Abstentions are not votes and do not count in

figuring the number necessary for a majority.

Voting

VOTING:1. A plurality is the largest number of votes

when three or more choices are given.2. A majority is more than half votes cast.3. Division of the house is just a voice vote by

standing (not a counted vote).Can be called for by anyone. Does not require a

vote.

Voting

THINGS TOM WON’T TELL YOU JOYCE WOULD

“Sweet mother of God

– so that’s how you buckle a

seatbelt!.”

THINGS TOM WON’T TELL YOU JOYCE WOULD

“Relax, you really do

know how to do this.”

VOTING:1. A plurality is the largest number of votes

when three or more choices are given.2. A majority is more than half votes cast.3. Division of the house is just a voice vote by

standing (not a counted vote).4. A counted vote requires a motion and a

majority affirmation.

Voting

VOTING:5. A voice vote tends to favor male voices.6. Raising hands works better (is not a division

of the house).7. When in doubt, divide the house.8. Always announce any counted vote totals.

Voting

Voting

Know what vote is required(Majority, 2/3, or…)

Frequent Question: Should You Vote?Voting

Consent Agenda1. Consent Agenda is presented

2. The Moderator asks, “Does anyone wish to remove any of the items?”

3. Items removed placed in docket for later action

4. The Moderator can use Unanimous Consent to adopt remaining items

Voting

Unanimous Consent1. A motion is made

2. The Moderator states, “If there is no objection…”

3. Pause…look…give them time

4. The Moderator states, “So ordered.”

Voting

Constitutional Amendments• Present it to the presbytery so

they are able to vote “yes” or “no”

• Majority rules…even Confessions

• No absentee or proxy votes• Cannot be further amended

Voting

ElectionsIs a ballot required?Nomination by committeeCall for nominations from floor

If there is one, no second necessary

Do you have to act on one at a time?Uncontested: by acclamation

Voting

THINGS TOM WON’T TELL YOU THAT JOYCE WOULD

“We are being CONTROLLED by the random outcomes of a

complex system.”

THINGS TOM WON’T TELL YOU THAT JOYCE WOULD

“There are some useful motions

that help us move things along.”

To Commit (Refer)1. Motion to Refer2. Requires second3. Is debatable (only on the referral)4. Is amendable5. Requires a majority vote

Useful motions

To Postpone to a Certain Time(Postpone Definitely)

1.Motion to postpone2.Requires second3.Is debatable4.Is amendable5.Requires a majority vote6.Preferred over Postponing Indefinitely or

Tabling Useful motions

Lay on the TableTo interrupt pending business to permit

doing something else immediately.1.Requires second2.Is not debatable3.Is not amendable4.Requires majority vote

Useful motions

Limit or Extend Debate1. Motion to change or limit debate2. Requires second3. Is not debatable4. Is amendable5. Requires 2/3 vote6. Example: “I move we limit debate speeches to 2

minutes.”

Useful motions

Previous Question!?!1. Motion (Never in order when called out)2. Requires second3. Is not debatable4. Is not amendable5. Requires 2/3 vote

How to handle the “Call the Question” person

Useful motions

To Postpone Indefinitely1. Motion to postpone indefinitely2. Requires second3. Is debatable4. Is not amendable5. Requires a majority vote6. Should be avoided. Postpone to a Certain

Time is preferredUseful motions

Consideration by Paragraph1. Motion and second2. Moderator explain the process3. One section at a time; amend4. Declare each section perfected5. Entire document back for amendment6. Vote on document in a single vote

Useful motions

THINGS TOM WON’T TELL YOU JOYCE WOULD

“First, I’ll read the minutes

from your last weddings.”

THINGS TOM WON’T TELL YOU JOYCE WOULD

“Be prepared for people

who want to bring up old business.”

Reconsider1. Motion to Reconsider2. Moderator attests motion maker voted

with prevailing side3. Requires a second4. Making the motion vs. considering the

motion; can be taken up later

Motions to revisit actions

Reconsider5. Call up the motion6. Is debatable if the original motion was

debatable7. Requires a majority vote

Motions to revisit actions

ReconsiderTime factor

Must be same meeting, orThe 2nd day of 2-day meeting

To reconsider an amendment you must bring back main motion

Motions to revisit actions

Rescind or Amend1. Requires second2. Is debatable3. Is amendable (as in amending something

previously adopted)

Motions to revisit actions

Rescind or Amend4. Vote

• 2/3 without notice• Majority with notice (check by-laws)• Majority of entire membership

Motions to revisit actions

RANKING MOTIONS:

Calling the Question is

NEVER in order if just

called out

Dilatory Motions

A motion is dilatory if is seeks to obstruct the will of the assembly.

It is the duty of the presiding officer to prevent the misusing of motions.

Other useful actions

Dilatory Motions

Don’t recognize members

Rule them out of order

Other useful actions

Appeal Ruling of Moderator1. Motion is “Shall the decision of the

Moderator be sustained?”2. Requires second3. Is debatable if main motion is debatable4. Requires a majority vote

Other useful actions

Point of Order• No second• Not debatable• Not amendable• Moderator decides

• Is the point well taken or not?• May wish to consult before ruling

Other useful actions

GROUPPROCESS

Aids to Crystallization

How do we build engagement outside of debate?

Imagine new solutions Share our concerns, as well as our commitmentsBuild agreement

THINGS TOM WON’T TELL YOU THAT JOYCE WOULD

“How many times do I have to tell

you to stay inside the bowl?”

THINGS TOM WON’T TELL YOU THAT JOYCE WOULD

“Not everyone is going to want to stay inside the

rules.”

ELECTRONIC MEETINGS

ELECTRONIC MEETINGS

Meeting: “a single official gathering in one room or area .. at

which a quorum is present.”

• Technology used must allow “simultaneous aural communication”

• Authorized in organization’s governing documents– To ensure quorums – Be recognized by chair

ELECTRONIC MEETINGS

ADJOURN

Adjournment

Adjournment

• Motion to Adjourn• In case of a docket-mandated adjournment time,

a member may “Call for Orders of the Day”• “Since there is no further business”• Always end with prayer

Adjournment

Questions that Get us

1. How do I bring up something that has already been voted on?

2. Do I count abstentions?3. How do I handle a substitute motion?4. How do I know what requires a 2/3rd’s

vote?5. What is out of order?6. How do you amend the docket?

Parliamentary Procedure for Council Meetings

2016 PoliConPortland, Oregon

Questions at your tables1. What is the meeting management problem

you most fear?2. What is the best moderatorial move you

have ever seen?

Presbytery of PredestinationMotion:

That Presbytery of Predestination enter into a partner relationship with Just Coffee Cooperative under the Presbytery “Guidelines for Partner Relationships.”

Presbytery of PredestinationMotion:

That up to $1,000 from the Scholarship Fund be used to assist two members of the Presbytery’s Christian Witness Committee to attend the PC(USA) Peacemaking Conference.

Presbytery of PredestinationMotion:

To rescind the action taken at the June 2013 presbytery meeting to purchase the property in Bardstown for the presbytery office.