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Robert's Rules of Order and Parliamentary Procedure

The Basics of Parliamentary Procedure

1. The purpose of parliamentary procedure is to make it easier for people to work together
effectively and to help groups accomplish their purposes. Rules of procedure should
assist a meeting, not inhibit it.
2. A meeting can deal with only one matter at a time. The various kinds of motions have
therefore been assigned an order of precedence
3. All members have equal rights, privileges and obligations. One of the chairperson's main
responsibilities is to use the authority of the chair to ensure that all people attending a
meeting are treated equally--for example, not to permit a vocal few to dominate the
debates.
4. A majority vote decides an issue. In any group, each member agrees to be governed by
the vote of the majority. Parliamentary rules enable a meeting to determine the will of the
majority of those attending a meeting.
5. The rights of the minority must be protected at all times. Although the ultimate decision
rests with a majority, all members have such basic rights as the right to be heard and the
right to oppose. The rights of all members--majority and minority--should be the concern
of every member, for a person may be in a majority on one question but in minority the
on the next.
6. Every matter presented for decision should be discussed fully. The right of every member
to speak on any issue is as important as each member's right to vote.
7. Every member has the right to understand the meaning of any question presented to a
meeting and to know what effect a decision will have. A member always has the right to
request information on any motion he or she does not thoroughly understand. Moreover,
all meetings must be characterized by fairness and good faith. Parliamentary strategy is
the art of using procedure legitimately to support or defeat a proposal.

Conducting a Meeting
Members express themselves in a meeting by making motions. A motion is a proposal that the
entire membership take action or a stand on an issue. Individual members can:
• Call to order
• Second motions
• Debate motions
• Vote on motions
There are four basic types of motions:
• Main motions: The purpose of a main motion is to introduce items to the membership
for their consideration. They cannot be made when any other motion is on the floor, and
they yield to subsidiary, privileged and incidental motions.
• Subsidiary motions: Their purpose is to change or affect how a main motion is handled,
and is voted on before a main motion.
• Privileged motions: Their purpose is to bring up items that are urgent or important
matters unrelated to pending business.
• Incidental motions: Their purpose is to provide a means of questioning procedure
concerning other motions and must be considered before the other motion.

How motions are presented
Obtain the floor
• Wait until the last speaker has finished.
• Rise and address the chairperson by saying, "Mr./Ms. Chairperson" or "Mr./Ms.
President."
• Wait until the chairperson recognizes you.
Make your motion
• Speak in a clear and concise manner.
• Always state a motion affirmatively. Say, "I move that we..." rather than "I move that we
do not..."
• Avoid personalities and stay on your subject.
Wait for someone to second your motion
• Another member will second your motion or the chairperson will call for a second.
• If there is no second to your motion, it is lost.
The chairperson states your motion
• The chairperson will say, "It has been moved and seconded that we ...," thus placing your
motion before the membership for consideration and action.
• The membership either debates your motion, or may move directly to a vote.
• Once your motion is presented to the membership by the chairperson, it becomes
"assembly property" and cannot be changed by you without the consent of the members.
Expanding on your motion
• The time for you to speak in favor of your motion is at this point in time, rather than at
the time you present it.
• The mover is always allowed to speak first.
• All comments and debate must be directed to the chairperson.
• Keep to the time limit for speaking that has been established.
• The mover may speak again only after other speakers are finished unless called upon by
the chairperson.
Putting the question to the membership
• The chairperson asks, "Are you ready to vote on the question?"
• If there is no more discussion, a vote is taken.
• On a motion to move the previous question may be adapted.
Voting on a motion
The method of vote on any motion depends on the situation and the bylaws of your organization.
There are five methods used to vote by most organizations, they are:
• By voice--The chairperson asks those in favor to say "aye," those opposed to say "no."
Any member may move for an exact count.
• By roll call--Each member answers "yes" or "no" as his name is called. This method is
used when a record of each person's vote is required.
• By general consent--When a motion is not likely to be opposed, the chairperson says, "If
there is no objection..." The membership shows agreement by their silence; however, if
one member says, "I object," the item must be put to a vote.
• By division--This is a slight verification of a voice vote. It does not require a count
unless the chairman so desires. Members raise their hands or stand.
• By ballot--Members write their vote on a slip of paper; this method is used when secrecy
is desired.

There are two other motions that are commonly used that relate to voting.

• Motion to table--This motion is often used in the attempt to "kill" a motion. The option
is always present, however, to "take from the table", for reconsideration by the
membership.
• Motion to postpone indefinitely--This is often used as a means of parliamentary strategy
and allows opponents of motion to test their strength without an actual vote being taken.
Also, debate is once again open on the main motion.
Parliamentary procedure is the best way to get things done at your meetings. It will only work,
however, if you use it properly. Remember to:
• Allow motions that are in order.
• Have members obtain the floor properly.
• Speak clearly and concisely.
• Obey the rules of debate.
• Most importantly, BE COURTEOUS.
Sources: AFT national rep Bob Brown, Robert's Rules of Order Newly Revised, Robert's Rules of
Order Web site (www.robertsrules.com)