Recommended
More Related Content
Similar to Parliamentary Procedures Made Easy.pptx
Similar to Parliamentary Procedures Made Easy.pptx (20)
More from MarketingeScribe
More from MarketingeScribe (7)
Recently uploaded
Recently uploaded (20)
Parliamentary Procedures Made Easy.pptx
- 1. escribemeetings.com Parliamentary Procedure Procedure with e-Agenda, Agenda, Made Easy Presenters Debi Wilcox Professional Registered Parliamentarian, meeting management expert, and executive leadership coach for women James Coulen Senior Account Executive, eScribe
- 2. Spotlight on Success: Town of Didsbury, AB Parliamentary Procedure Made Easy with e-Agenda Agenda 3. 2. 1. 4. Welcome note and housekeeping rules Speaker introduction Parliamentary Procedure Made Easy eScribe Introduction 2. Q&A
- 3. Spotlight on Success: Town of Didsbury, AB Housekeeping notes • This session is recorded and will be shared in a few days with the deck • Send in your questions via the Questions box throughout the session, answered at Q&A. If your question is not answered during the session, don’t worry! We will email you the answer • Don’t forget to fill out the feedback form at the end of this webinar – pop up box • 5 lucky winners will be chosen from today’s session through a random draw. The winners will get Debi Wilcox’s new book “Breaking Glass: The Leadership Kit, A creative personal leadership development planner for women who lead” Parliamentary Procedure Made Easy with e-Agenda
- 4. Speaker Debi Wilcox Guest Speaker Author of Breaking Glass: The Leadership Kit, A creative personal leadership development planner for women who lead, CEO/founder of Meeting Solutions Group, Debi Wilcox is a Professional Registered Parliamentarian, meeting management expert, and executive leadership coach for women. With over 30 years of experience as a public sector executive, including over 25 years in the municipal clerk field, she understands the critical role the Clerk’s office plays in open, transparent local government. She has served on the Board of Directors for the International Institute of Municipal Clerks (IIMC) and the Association of Municipal Managers, Clerks & Treasurers of Ontario (AMCTO).
- 6. Let’s Get Started Parliamentary Authority? Robert’s Rules of Order, Newly Revised 6
- 7. What we will cover? • Basic principles of parliamentary procedure • Quorum • Agenda • Motion Mastery • Motions and Debate • Frequently Asked Questions 7
- 8. Basic Principles of Parliamentary Procedure 8
- 9. The fundamental principles are: • The majority must be allowed to rule • The minority have rights that must be respected • Members have a right to information to help make decisions • Courtesy and respect are required • All members have equal rights, privileges and obligations • Members have a right to an efficient meeting Jim Lochrie, Meeting Procedures 9
- 10. Quorum A quorum is defined as the minimum number of members who must be present to legally transact business. 10
- 11. Agenda 11
- 12. To be considered: Agenda clarity and timing Supporting information Meeting Content Clarity & effectiveness of decisions made Attendance Meeting Design 12
- 14. 6 Steps to Handling a Motion 14
- 15. All motions start with the phrase, “I move…” 15
- 16. General Types of Motions Main Motion Subsidiary Motion Privileged Motions Incidental Motions Bring Back Motions 16
- 17. What is a main motion? It is the basic form of motion whose introduction brings business before the assembly. 17
- 18. What are subsidiary motions? • Postpone indefinitely • Amendment (Primary & Secondary) • Refer to a Committee • Postpone to a certain time • Limit or extend limits of debate • Call the question • Table 18
- 19. What are privileged motions? •Call for the orders of the day •Raise a question of privilege •Recess •Adjourn •Fix the Time to which to adjourn 19
- 20. Main, subsidiary, privileged class of motions make up the 13 Ranking Motions 20
- 21. Ranking of Motions Motions are arranged in a specific order in which they must be considered and acted upon. 21
- 22. Ranking Motions Rank Motion Privileged Motions 13 Fix time to which to adjourn 12 Adjourn 11 Recess 10 Raise a question of privilege 9 Call for the orders of the day Subsidiary Motions 8 Table 7 Previous Question/Call the Question 6 Limit or extend limits of debate 5 Postpone to a certain time 4 Refer to committee 3 Amendment 2 Postpone indefinitely Main Motion 1 Main Motion 22
- 24. 24 PRIVILEGED 13 Fix the Time to Which to Adjourn UNDEBATABLE 12 Adjourn 11 Recess 10 Raise a Question of Privilege 9 Call for the Orders of the Day SUBSIDIARY 8 Lay on the Table 7 Previous Question (call) 6 Limit or Extend Limits of Debate 5 Postpone Definitely DEBATABLE 4 Commit or Refer 3 Amend 2 Postpone Indefinitely MAIN 1 Main Motion
- 25. What are incidental motions? •Point of Order •Appeal •Suspend the Rules •Division of a Question •Request for Information 25
- 26. What are bring back motions? •Reconsider •Rescind •Amend Something Previously Adopted •Take From the Table •Discharge a Committee 26
- 28. Main Motion • Brings business before Council/Committee • Second required •Debatable • Amendable •Majority vote 28
- 29. Amendment • Known as primary amendment • Used to ‘perfect’ the main motion •Germane/related to the main motion • Words can be added, deleted or strike out and insert • Majority vote 29
- 30. Amend the Amendment • Known as a secondary amendment • ‘Perfect’ the amendment • Not amendable • Germane/relate to amendment • Words can be added, deleted, or strike out and insert • Majority vote needed • Dealt with before the amendment 30
- 31. Refer to a Committee • Sends main motion + amendments to a committee for further study •Second required • Debatable • Amendable • Can be specific –date, directions 31
- 32. Postpone to a Certain time • Used if not ready to vote • Specific time when item will return for discussion • Discussion starts from original debate • Does not kill a motion • Second required • Debatable • Amendable • Majority vote 32
- 33. Limit or extend debate • Used to identify number and length of debate • Each member 2x to speak on any one motion • Second required • Not debatable • Amendable • Requires a 2/3rd vote 33
- 34. Call the Question • Used to close debate on a pending motion • Cannot interrupt a speaker •Second required • Not debatable •Not amendable • 2/3rd vote required 34
- 35. Lay on the table • Temporarily sets aside a main motion • Remains tabled until the end of next meeting • Does not kill a motion • Needs a motion to bring it back • Second required • Not debatable • Not amendable • Requires a majority vote 35
- 36. Recess • Short interruption • Does not close the meeting •Second required • Not debatable •Only amendment allowed is time • Majority Vote 36
- 37. Adjourn • Closes the meeting • Any items not dealt with usually go on the next agenda as unfinished business • Second required • Not debatable • Not amendable • Majority Vote 37
- 38. Main motion Amendment Moved & seconded debate Moved & seconded debate limit debate Moved & seconded no debate amendable 2/3rd vote debate continues Main motion, amendment, limit debate call the question, vote call the question vote amendment main motion 38
- 39. Motions Chart 39
- 42. Frequently Asked Questions • In determining the result of a vote, what constitutes a majority? • The word "majority" in this context means, simply, more than half. The use of any other definition, such as 50 percent plus one, can cause problems. • Can something be defeated by adopting a motion to table it? • This would not be in order because it would permit debate to be suppressed by a majority vote and only 2/3rds can do that 42
- 43. Frequently Asked Questions • A motion was presented, but it was not seconded. Council considered the motion and the motion carried. Was this permitted – is it valid? • Yes, once the motion is before the assembly, a seconder is irrelevant. It is the result of the vote that matters. • A main motion was on the floor, then an amendment was presented. After debate on the amendment, there was a motion to Refer to Committee. Is this allowed? • Yes, remember the ranking of the motions. Refer to a Committee is higher in rank than an amendment, so it takes precedence. 43
- 44. Frequently Asked Questions • When would a Point of Order be used? • A point of order is a statement by a member that a rule has been broken. For example, perhaps a member feels an amendment does not relate to the main motion. This Point of Order can interrupt a speaker. • The Presiding Officer will ask the member to ‘state their point’ and will give a ruling • Can be appealed if not in agreement 44
- 45. Frequently Asked Questions • How do you deal with a friendly amendment? • There will be times when a member will provide what they call a ‘friendly amendment’ to the motion and then the Chair will ask if the original mover will ‘accept’ the amendment and the Chair then treats the motion as amended • Nope • Once a motion has been stated by the Chair, it is no longer owned by the mover but the assembly. Any amendment, friendly or otherwise must be adopted by the full body by a vote or unanimous consent 45
- 46. Spotlight on Success: Town of Didsbury, AB What Is Meeting Management? • Meeting documents stored within a single, secure platform for easy access anywhere • Available for governing bodies of all sizes • Known for its customer experience What Is eScribe? • MMS provides its users with tools & workflows • Improve efficiency, transparency and collaboration • Throughout the entire meeting lifecycle (before, during and after) Parliamentary Procedure Made Easy with e-Agenda
- 47. Comprehensive Best-of-Breed Partners HOSTING AV ACCESSIBILITY DOCUMENTS & RECORDS MANAGEMENT CHANGE MANAGEMENT ASSOCIATIONS
- 48. Next Steps Need to make informed decision? Customer Stories See eScribe in action Follow Us For Updates Here is a guide to help you make an informed decision about which meeting management solution is right for your organization. https://www.escribemeetings.com/bu yer-guide/ See what our customers are saying about us and why eScribe is the right platform for you Case Study - eScribe Meetings Want to learn more about eScribe and see our platform in action? November 16, 2pm – 3pm https://www.escribemeetings.com /group-demo/ Follow us on LinkedIn to be the first to get platform updates and our latest resources https://www.linkedin.com/company /escribemeetings/
- 49. Spotlight on Success: Town of Didsbury, AB Q&A
- 50. Spotlight on Success: Town of Didsbury, AB Thank You! We welcome your questions. Please reach out to us if you have any questions marketing@escribemeetings.com
Editor's Notes
- James: Introduce today’s agenda
- Geeta
- Welcome to Parliamentary Procedure Made Easy – we are going to cover a lot in this session – enough for you to either refresh your confidence with Parliamentary Procedure or perhaps you will have one of those ‘aha’ moments and go – its all making sense I also want to tie in your parliamentary procedure and how to use the electronic agenda and meeting management system, like eScribe to your full advantage whether you are responsible for assembling the agenda, approving the agenda or perhaps you are the Chair of the meeting
- There are a number of parliamentary authorities around, however, this course is based on one that is widely used in North America. Robert’s Rules of Order, Newly Revised (12th Edition) Robert’s Rules of Order allows your meetings to run much more effectively and efficiently. A basic understanding of parliamentary procedure leads to organized meetings and positive decision-making experience for participants. When you understand the basics, it helps you feel more confident in your meetings. It is important to understand that the rules of parliamentary procedure are simply guidelines to follow, not laws. I’m a big proponent of taking your learning whether as a new Clerk, new Council member, new Committee Assistant – whatever your role is – start with learning 3 motions, then build on this and get really efficient at them but use tools such as motion charts, scripts etc that you can readily implement into your e-agenda – meetings do not have to be hard
- Read out the slide It’s the lowest ranking motion
- Based on Jim Lochrie’s updated formulation as outlined in his book Meeting Procedure Everyone is equal (including the chair) Righ tto know what will be discussed in advance No interruptions Individual members have no authority Majority rules-usually • One thing at a time,one person at a time, one time per meeting • Over or under dedication to Robert’s Rules can be disastrous • Finding the balance between democracy and efficiency
- The quorum is usually found in your by-laws or perhaps a state statute, otherwise the quorum is a majority of members. Any business that is conducted in the absence of a quorum is null and voicde. The only actions that can be taken in the absence of a quorum areL FARM Fix the time to adjourn Adjourn Recess Take Measures to obtain a quorum
- Is meant to be a limiting document • “Belongs”to the members–not the Chair • Received before meeting • Is meant to: – Inform members – Lock in business – Alert the public of issues – Should rarely be added to at the meeting Not final until the full board agrees to it or until a time certain • Once adopted,changed only for an emergency • Consider a consent agenda An option - Consider the agenda as “final” once it is distributed to the board and the public instead of approving agenda at the meeting
- In looking at the agenda, ensuring the flow of motions is critical for the success of the meeting First off – make sure you had a good flow and if you are moving to an electronic agenda – utilize this change to make changes to the agenda format, procedures – anything else that can be changed to ensure the smooth flow of the meeting Mastering the motions so that you don’t end up with Motion Sickness – that’s the key to your success – and in reality the rules are actually quite simple – and we all have that one member that seems to know everything right? So let’s go over parliamentary procedure basics so that you get comfortable with being uncomfortable – no one deer in the headlight looks
- What do motions mean? They have classes of motions. A motion is a proposal by a member of the group. It’s a statement that describes an action or a decision. It’s how decisions are made among the committee. Some of the basic rules for using motions in Robert’s Rules of Order are: Positive (action) motions are permitted, not negative. Only one person should speak at a time. You cannot raise another motion until all other motions are settled or adjourned – one motion must be discussed at a time. All members have equal rights to be heard when discussing a motion. Instead of saying “I think we should do this”, which you may do in an informal meeting, motions need to be presented by saying “I move”. Negative motions aren’t allowed according to RONR, so you can’t say “I think we should NOT do this” or “I move that we don’t”, but you could say “I move that we hire an in-house marketing team”, for example, because it is a positive motion. Main motion The most important form of motion is the main motion. According to RONR, the main motion, or a principal motion, is “a motion made to bring before the assembly, for its consideration, on any particular subject…It takes precedence of nothing…and it yields to all privileged, incidental, and subsidiary motions”. At their core, main motions are the bigger questions that need to be updated. But, despite their name, they’re not untouchable – they can be altered by other forms of motions, such as subsidiary motions. Subsidiary motions Subsidiary motions are motions that affect the main motion – they need to be dealt with prior to the vote on the main motion. Below are the subsidiary motion options, starting with the highest in precedence to the lowest. Privileged motions A privileged motion is often something with great importance or urgency. These motions aren’t debatable. Let’s look at the types of privileged motion and how to ask for them under RONR. Some of these are also known as “stating a point” and don’t need to be seconded. Incidental motions Incidental motions are used as “housekeeping”. They take precedence over main motions, subsidiary motions and any pending question. The Newly Revised Robert’s Rules mention the following permissible incidental motions – these are undebatable motions. Point of order (pointing out a breach in assembly rules). Appeal the decision of the chair (disagreeing with the chair’s ruling). Request permission to withdraw or change a motion before taking a vote. Division of the assembly (doubting the result of a vote). Suspend the rules (temporarily set aside the rules of the assembly). BRING BACK MOTIONS ARE SOMETIMES REFERRED AS ‘MOTION TO BRING A QUESTION AGAIN BEFORE THE ASSEMBLY’
- Read out the slide It’s the lowest ranking motion
- A subsidiary motion assist in treating (change) or disposing of a main motion
- Privileged motions – this class of motions does not relate to the pending business but rater to items of immediate importance that should be allowed to interrupt business None of these motions are debatable when a main motion or subsidiary motion is under consideration
- I am sure that you have heard of the pyramid or order of precedence – that is what the ranking of motions make up I like to use the visual of a pyramid because to me, it makes a lot more sense – I can understand it better Let’s look at it in a chart form
- Subsididary motions have rank among each other. They are arranged in a specific order in whch they must be considered and acted upon, some motions take precedence over others. The purpose is to avoid confusion when they are applied to a main motion.
- The principle with Robert’s Rules is actually rather simple – each motion has a number or rank. When motions are pending, motions with a higher rank may be made, but motions with a lower rank are out of order (not allowed) The main motion has the lowest rank and it can only be made if there is no other motion pending (that is a motion that is being discussed or processed) There are 13 motions with ranks. Interesting to note – Point of Order and Request for Information do not have ranks, but are dealt with immediately. On the contrary – the bring back motions, which we are going to talk about in a few slides, have no rank and can only be made if there is no other business on the table, not motions under consideration. There are lots of motions, but the ranking motions are the key ones to master.
- Let’s look at the Main Motion, Amendment and Amend the Amendment from a pyramid of precedence
- Another way to look at it.
- Incidental motions – this class of motions relates to the pending question in such a way that it must be decided immediately before any other business intervenes They have no rank – I have simply put them in the order that they can be found in Robert’s Rules and I have only list the main ones I think that most of us would use All of them: Point of Order Appeal Suspend the Rules Objection to the Consideration of a Question Division of a Question Consideration of a Paragraph by Seriatim Division of the Assembly Motions relation to the methods of voting and polls Motions relating to nominations Request to be excused from duty Parliamentary inquiry Request for information Withdraw or modify a motion Request to read papers Request for any other privilege
- The bring back moti9ons do exactly that – bring back business before the assembly that has already been adopted There is no ranking among the motions and again, their order simply relates to the order in Robert’s Rules
- Let’s go over some frequently used motions to gain an understanding of how they are used Main Motion Amendment Amend the amendment Refer to a Committee Postpone to a certain time Limit or extend debate Close debate Lay on the table Recess Adjourn Also let’s add in suspend the rules and friendly amendment
- Suppose in voting on a motion 17 votes are cast, 9 in favor and 8 opposed. Fifty percent of the votes cast are 8 1/2, so that 50 percent plus one would be 9 1/2. Under such an erroneous definition of a majority, one might say that the motion was not adopted because it did not receive fifty percent plus one of the votes cast, although it was, quite clearly, passed by a majority vote.