Parliamentary Procedures
The purpose of this detailed explanation is to present and for some to introduce Parliamentary Procedures.
Depending on your preferences, the basics are presented with visuals and text.
Why have Parliamentary
Procedures?
Orderliness; it is structured activity Your voice heard in a timely and orderly fashion Minority is heard, majority decides Following procedures helps time management.
He Chair role keeps order and ensure the meeting runs smoothly. The Parliamentarian helps the chair with the rules, protocol and bylaws. Everything is done in one’s:
- One Topic at a time
- One Speaker at a time
- One Motion at a time
- 30 seconds for each speaker pro
- 30 seconds for each speaker against
- One turn until all have spoken
Discussion & Voting. The Chair decides on the debate rules, timing and voting When she recognizes you, State your role and name for the record Voting members vote on motions. The format changes between online and in person.
What is a Motion?
District Officers and 3) elections. Voting members raise by prior to a District Executive Committee meeting (DECM)
and the District Council meeting (DCM).
Robert’s Rules of Order have established 23 different motions
The most commonly used are:
The Main Motion and The Amendment to a main motion
If the debate starts being repetitive and the Chair doesn’t proceed to the vote, a voting member can seek recognition* to end debate. Use the specialized motion “Previous Question” (“I move the previous question” or “I move we vote now.”). This stops debate on the pending motion. A second is required. *If no one else is in line to speak.
Order of Precedence of Motions
Main motion = introduces business to the assembly
Subsidiary motion = treat or dispose of a motion, e.g., amend, postpone, commit to a committee, limit or extend limits of debate, etc. Privileged motion = matters of overriding importance without debate, e.g., enforce agenda, room issue, recess, adjourn, etc. Incidental motion = pending business – questions of procedure, e.g., point of order, request for information/point of information, appeal, suspend the rules, etc.
Making a motion is a six-step process. We will use a six-step process to speak or bring up a motion Only voting Members make motions Any member seconds (no need to identify yourself) The Chair states/reads the motion She Opens debate Calls for a vote The Chair states the result and reads the new motion.
Select phrases you and the Chair will use during the meeting
“I move that” or “I move to” — Ilona will help you with wording your motion, if necessary. “I second” – no need to say your name or role “Request for information” – if you need facts on the topic (no need to raise your hand) speak out “I move the previous question” – closes debate on a pending motion and requires a second – if you think debate is going too long “Point of Order” – if the rules are not being followed
If a motion does not sound right to you: Move for an amendment
Most common amendments Insert or add words Strike out words Strike out and insert words Substitute – changes the motion wording in general Amendment to an amendment – better to vote down amendment and propose different version Maximum TWO amendments per motion.
Select phrases you and the Chair will use during the meeting
This is a perfect and simple motion in action State your role + name to be recognized A motion is made Any voting member seconds (no need for ID) The Chair requests debate pro and con Vote Motion passes and Chair reads the motion for the record
Amending a Motion
A voting member moves to amend the wording: “I move to amend the motion by striking the words “be a combined role” and inserting “are two separate roles”
The vote is on the amendment not the original motion
Chair: “The amended motion reads”:
The roles Vice President Public Relations and Vice President Membership are two separate roles.
Chair: “Is there any further debate?”
Debate and vote on an amendment to the main motion:
Chair: Debate? Ready for the vote?
Amendment vote passes
Chair: Restate the motion as amended for the record
“The roles Vice President Public Relations and Vice President Membership are two separate roles.”
Further debate? Only one more amendment allowed
A voting member is recognized
“I move to amend the amendment of the motion by inserting the words “for six months” after the words two separate roles.” If there is no second to the 2nd amendment,
Amendment rejected
If no one seconds
The proposed amendment fails
The Chair reads the main motion into the record:
“The roles Vice President Public Relations and Vice President Membership are two separate roles.”
It might seem time-consuming, but this is efficiency of your time
And should save conflict within your ExCom
Two authorities for these rules
All Toastmasters members are ruled by Governing Documents. found on the Toastmasters International website https://www.toastmasters.org/Resources Governing%20Documents. To find them search Governing Documents Your clubs are governed by the Club Constitution. Your club adds its own its personal by laws to the Club Constitution. The District is governed by District Administrative By Laws. And we are all governed by Policy and Protocol. This is where you find out how your membership dues are distributed and managed within the District, for example. Percentages and levels of priority for spending. Roles of District Leaders, election and contest procedures, disciplinary action, etc.
The second authority is Robert’s Rules of Order
Toastmasters International uses Robert’s Rules of Order for Parliamentary Procedure. In San Francisco, General Robert experienced infighting in assemblies and church gatherings. Using British and US Congress Parliamentary procedures, he wrote procedures for the common person in 1876. If you have any questions or want to understand more about this presentation or become the District 59 Parliamentarian, please write to parliamentarian@district59.org.
Past Parliamentarian and District Director Marijke
wrote the rhythm to the motion song:
The Rhythm of the Motion
I move (right hand up)
I second (left hand up)
It has been moved and seconded (head and arms)
I open the floor for discussion (arms wide open)
In favour (point), opposed (point), in favour (point), opposed (point)
Proceed to the vote (turn hands over)
Opposed (right hand up), in favour (left hand up), abstentions (right hand up)
Carried (thumbs up) or failed (thumbs down)
