Parliamentary Procedure Workshop on Oct 20, 2018

1. Parliamentary Procedure
議会運営手続き
Workshop
Oct 20th, 2018
West Tokyo Toastmasters Club
Tsutomu Toma

2. Chaotic Meeting?

3. Parliamentary Procedure
議会運営手続き
The method of conducting meetings
with speed and efficiency
in an orderly manner.

4. Why should we learn
the Parliamentary Procedure?
All Club Business is discussed here
by means of
Parliamentary Procedure

5. Parliamentary Procedure
議会運営手続き
1. Handling a Motion
2. Practice
3. Subsidiary Motions

6. Principles of
Parliamentary Procedure
• The votes of all voting members are counted equally.
• All members have the right of free and fair debate.
• The majority has the right to decide.
• The minority has the right to be protected and to
speak on the issue.

7. Presiding Officer / 議長
• The member who conduct the meeting
• and see that the rules are observed.
• Usually, an elected president carries out the
obrogation.

8. Quorum / 定足数
• The minimum number of members who must be
present for business to be transacted legally.
• The quorum is a majority of the active members.

9. Secretary,
Could you report the quorum?
There are 17 active
members
and 6 are in attendance.
so, unfortunately,
we don't have a quorum.
Yes, Madam President.
There are 17 active
members and 9 are in
attendance.
so we have a quorum

10. Main Motion / 主動議
A Motion is a formal proposal
by a member during a meeting
that the organization take certain
action.

11. Main Motion / 主動議
A Motion;
• must be related to club business.
• should be very specific in nature and written if
lengthy.
• should cover the what, when, who, and how
much, if money is involved.
• can be made only while no other question is
pending.

12. Examples of Motions
I move that
The start time of regular
meeting be changed
from 2 o’clock to1 o’clock.
I move that
Mr. Sato be admitted
to West Tokyo Toastmasters club
as a new member.
I move that
West Tokyo TMC hold
a special workshop on Dec 15
facilitated by TM Azuma.
I move that
Our club raise
the monthly fee
from 1,300 yen to 1,500
yen.

13. Example
Mock Motion:
We have 20-mins intermission
at a regular meeting.

14. Handling a Motion
Step 1: Member Rises and Addresses the Presiding Officer
Step 2: Presiding Officer Recognizes the Member
Step 1: Member Makes a Motion
Step 2: Another Member Seconds the Motion
Step 3: Presiding Officer Restates the Motion
Step 4: Motion is open for debate
Step 5: Presiding Officer Puts Questions & Members Vote
Step 6: Presiding Officer Announces Results of Vote
How you get to
speak at the
meeting
How to handle
a motion

15. How you get to speak
at the meeting
Step 1: Member Rises and Addresses the Presiding Officer
Step 2: Presiding Officer Recognizes the Member
Madam President
TM A

16. Step 1: Member Rises and Addresses the Presiding Officer
Step 2: Presiding Officer Recognizes the Member
Fellow toastmasters,
(and start speaking)
How you get to speak
at the meeting

17. Step 1: Member Makes a Motion
Step 2: Another Member Seconds the Motion
Step 3: Presiding Officer States the Question on the Motion
Step 4: Motion is open for debate
Step 5: Presiding Officer Puts Questions & Members Vote
Step 6: Presiding Officer Announces Results of Vote
I move that
“We have 20-mins intermission at a regular
meeting”
Handling a Motion

18. Step 1: Member Makes a Motion
Step 2: Another Member Seconds the Motion
Step 3: Presiding Officer States the Question on the Motion
Step 4: Motion is open for debate
Step 5: Presiding Officer Puts Questions & Members Vote
Step 6: Presiding Officer Announces Results of Vote
Handling a Motion
Second!
I move that
“We have 20-mins intermission at a regular
meeting”

19. Second for a motion/ 支持
• When one member has made a motion,
it must be seconded in order to be
considered by the club
• If someone second the motion, it
means at lease two members want the
proposal to be considered.
• It doesn’t necessarily mean the
seconder agree with the motion.
• If there are no second, the motion is
killed.

20. Step 1: Member Makes a Motion
Step 2: Another Member Seconds the Motion
Step 3: Presiding Officer States the Question on the Motion
Step 4: Motion is open for debate
Step 5: Presiding Officer Puts Questions & Members Vote
Step 6: Presiding Officer Announces Results of Vote
Handling a Motion
It is moved and seconded that
“We have 20-mins intermission
at a regular meeting”
We are now ready for debate on the motion

21. Step 1: Member Makes a Motion
Step 2: Another Member Seconds the Motion
Step 3: Presiding Officer States the Question on the Motion
Step 4: Motion is open for debate
Step 5: Presiding Officer Puts Questions & Members Vote
Step 6: Presiding Officer Announces Results of Vote
Handling a Motion
I moved this motion
Because we need more break at the
middle of the meeting for refresh.

22. Step 1: Member Makes a Motion
Step 2: Another Member Seconds the Motion
Step 3: Presiding Officer States the Question on the Motion
Step 4: Motion is open for debate
Step 5: Presiding Officer Puts Questions & Members Vote
Step 6: Presiding Officer Announces Results of Vote
Handling a Motion
Madam President TM D
Madam President

23. Step 1: Member Makes a Motion
Step 2: Another Member Seconds the Motion
Step 3: Presiding Officer States the Question on the Motion
Step 4: Motion is open for debate
Step 5: Presiding Officer Puts Questions & Members Vote
Step 6: Presiding Officer Announces Results of Vote
Handling a Motion
I support the motion because we can
talk more with guests at a break time.

24. Step 1: Member Makes a Motion
Step 2: Another Member Seconds the Motion
Step 3: Presiding Officer States the Question on the Motion
Step 4: Motion is open for debate
Step 5: Presiding Officer Puts Questions & Members Vote
Step 6: Presiding Officer Announces Results of Vote
Handling a Motion
TM E
Madam President

25. Step 1: Member Makes a Motion
Step 2: Another Member Seconds the Motion
Step 3: Presiding Officer States the Question on the Motion
Step 4: Motion is open for debate
Step 5: Presiding Officer Puts Questions & Members Vote
Step 6: Presiding Officer Announces Results of Vote
Handling a Motion
I am against the motion
Because a longer break time
will cause a longer meeting time.

26. Step 1: Member Makes a Motion
Step 2: Another Member Seconds the Motion
Step 3: Presiding Officer States the Question on the Motion
Step 4: Motion is open for debate
Step 5: Presiding Officer Puts Questions & Members Vote
Step 6: Presiding Officer Announces Results of Vote
Handling a Motion
Is there any
further debate?
The question is on the adaption of the motion
that “We have 20-mins intermission at a regular
meeting”

27. Step 1: Member Makes a Motion
Step 2: Another Member Seconds the Motion
Step 3: Presiding Officer States the Question on the Motion
Step 4: Motion is open for debate
Step 5: Presiding Officer Puts Questions & Members Vote
Step 6: Presiding Officer Announces Results of Vote
Handling a Motion
All those in favor,
say Aye
Aye!
Aye!
Aye!
Aye! Aye!Aye!
Aye!

28. Step 1: Member Makes a Motion
Step 2: Another Member Seconds the Motion
Step 3: Presiding Officer States the Question on the Motion
Step 4: Motion is open for debate
Step 5: Presiding Officer Puts Questions & Members Vote
Step 6: Presiding Officer Announces Results of Vote
Handling a Motion
All those opposed,
say No
No! No!

29. Step 1: Member Makes a Motion
Step 2: Another Member Seconds the Motion
Step 3: Presiding Officer States the Question on the Motion
Step 4: Motion is open for debate
Step 5: Presiding Officer Puts Questions & Members Vote
Step 6: Presiding Officer Announces Results of Vote
Handling a Motion
The Ayes have it and the motion is adopted.
“We have 20-mins intermission at a regular meeting”
The Noes have it
and the motion is lost.

30. Vote on a Motion / 投票
The method of vote on any motion depends on the
situation.
• Voce Vote / 声で採決
• Show of Hands Vote / 挙手で採決
• By General Consent / 通例的な合意
Aye
!
No!
if there is no
objection…

31. Now, Let’s Practice it!
Mock Motion:
The start time of regular meeting
be changed
from 2 o’clock to1 o’clock.

32. • Step 1: Member Makes a Motion
• Step 2: Another Member Seconds the Motion
• Step 3: Presiding Officer States the Question on the
Motion
• Step 4: Motion is open for debate
• Step 5: Presiding Officer Puts Questions & Members
Vote
• Step 6: Presiding Officer Announces Results of Vote
I move that
“The start time of regular meeting
be changed
from 2 o’clock to1 o’clock.”
Mock Motion:
The start time of regular meeting
be changed
from 2 o’clock to1 o’clock.

33. • Step 1: Member Makes a Motion
• Step 2: Another Member Seconds the Motion
• Step 3: Presiding Officer States the Question on the
Motion
• Step 4: Motion is open for debate
• Step 5: Presiding Officer Puts Questions & Members
Vote
• Step 6: Presiding Officer Announces Results of Vote
Mock Motion:
The start time of regular meeting
be changed
from 2 o’clock to1 o’clock.
Second!
( or I second the motion! )

34. • Step 1: Member Makes a Motion
• Step 2: Another Member Seconds the Motion
• Step 3: Presiding Officer States the Question on the
Motion
• Step 4: Motion is open for debate
• Step 5: Presiding Officer Puts Questions & Members
Vote
• Step 6: Presiding Officer Announces Results of Vote
Mock Motion:
The start time of regular meeting
be changed
from 2 o’clock to1 o’clock.
It is moved and seconded that
“The start time of regular meeting
be changed
from 2 o’clock to1 o’clock.”
We are now ready for debate on the motion

35. • Step 1: Member Makes a Motion
• Step 2: Another Member Seconds the Motion
• Step 3: Presiding Officer States the Question on the
Motion
• Step 4: Motion is open for debate
• Step 5: Presiding Officer Puts Questions & Members
Vote
• Step 6: Presiding Officer Announces Results of Vote
Mock Motion:
The start time of regular meeting
be changed
from 2 o’clock to1 o’clock.
I moved
this motion
Because….
I support
the motion
Because….
I am aganst
the motion
Because….

36. • Step 1: Member Makes a Motion
• Step 2: Another Member Seconds the Motion
• Step 3: Presiding Officer States the Question on the
Motion
• Step 4: Motion is open for debate
• Step 5: Presiding Officer Puts Questions & Members
Vote
• Step 6: Presiding Officer Announces Results of Vote
Mock Motion:
The start time of regular meeting
be changed
from 2 o’clock to1 o’clock.
Is there any
further debate?
The question is on the adaption of the motion
that “The start time of regular meeting
be changed from 2 o’clock to1 o’clock”
All those in favor,
say Aye
All those
opposed, say No

37. • Step 1: Member Makes a Motion
• Step 2: Another Member Seconds the Motion
• Step 3: Presiding Officer States the Question on the
Motion
• Step 4: Motion is open for debate
• Step 5: Presiding Officer Puts Questions & Members
Vote
• Step 6: Presiding Officer Announces Results of Vote
Mock Motion:
The start time of regular meeting
be changed
from 2 o’clock to1 o’clock.
The Ayes have it and the motion is adopted.
“The start time of regular meeting be changed
from 2 o’clock to1 o’clock”
The Noes have it
and the motion is lost.

39. Subsidiary Motions /付帯動議
Subsidiary Motions change or affect how a Main Motion
is handled, and are voted on before a main motion.
• Postpone indefinitely / 議論の中止
• Amend / 主議題の修正
• Refer to committee / 委員会で検討
• Postpone to a certain time / ある時点まで議論を延期
• Limit or extend limits of debate / 議論の制限・拡張
• Previous question / 即時採決
• Lay on table / 議論の中断

40. Subsidiary Motions /付帯動議
Subsidiary Motions change or affect how a Main Motion
is handled, and are voted on before a main motion.
• Postpone indefinitely / 議論の中止
• Amend / 主議題の修正
• Refer to committee / 委員会で検討
• Postpone to a certain time / ある時点まで議論を延期
• Limit or extend limits of debate / 議論の制限・拡張
• Previous question / 即時採決
• Lay on table / 議論の中断

41. Amend / 主議題の修正
Main Motion:
The start time of regular meeting
be changed
from 2 o’clock to1 o’clock.
I move to amend the motion by changing
The words “1 o’clock” to “1:30”,
So the motion will be
“The start time of regular meeting
be changed from 2 o’clock to1:30”.

42. Refer to committee / 委員会で検討
Main Motion:
West Tokyo TMC hold
a special workshop on Dec 15
facilitated by TM Azuma.
I move to refer the motion to a committee of
officers, the chairman to be TM Tsutsui and
to instruct the committee to report at the
next meeting.

43. Postpone to a certain time / ある時点まで議論を延期
Main Motion:
Our club raise
the monthly fee
from 1,300 yen to 1,500 yen.
I move to postpone the the
motion to the next meeting.

44. Enjoy
the Business
Portion
with
Parliamentary
Procedure!