parliamentary procedure for council meetings 2016 policon portland, oregon
TRANSCRIPT
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.