Watch MSU Extension for monthly articles posted on commonly asked questions about how to use parliamentary procedure. As a professional registered parliamentarian with the National Association of Parliamentarians, the primary reference for the answers to the questions will be based on Robert's Rules of Order, Newly Revised, 11 th Edition.
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Appearance of Fairness Doctrine in Washington State. Council Committees. City Council Meeting Agendas. Share this:. On this Page [hide] On this Page [show]. Overview Parliamentary procedure provides the process for proposing, amending, approving and defeating legislative motions. Basic Rules Only one subject may be before a group at one time. Each item to be considered is proposed as a motion which usually requires a "second" before being put to a vote.
Once a motion is made and seconded, the chair places the question before the council by restating the motion. To dispose of a business item, the motion should be phrased as a positive action to take, and then, if the group desires not to take this action, the motion should be voted down. The exception to this rule is when a governing body is asked to take action on a request and wishes to create a record as to why the denial is justified. Only one person may speak at any given time.
When a motion is on the floor, an order of speaking is prescribed by Robert's Rules, allowing the mover of a motion to speak first, so that the group understands the basic premise of the motion. The mover is also the last to speak, so that the group has an opportunity to consider rebuttals to any arguments opposing the motion. All members have equal rights. Each speaker must be recognized by the moderator prior to speaking.
Each item presented for consideration is entitled to a full and free debate. Each person speaks once, until everyone else has had an opportunity to speak. The rights of the minority must be protected, but the will of the majority must prevail. Persons who don't share the point of view of the majority have a right to have their ideas presented for consideration, but ultimately the majority will determine what the council will or will not do.
Use parliamentary procedure as a tool, not a bludgeon. Motions Business is brought before the council by motions, a formal procedure for taking actions. Main Motions The most important are main motions, which bring before the council, for its action, any particular subject. Subsidiary Motions Subsidiary motions are motions which direct or change how a main motion is handled. These motions include: Tabling. Used to postpone discussion until the group decides by majority vote to resume discussion.
By adopting the motion to "lay on the table", a majority has the power to halt consideration of the question immediately without debate. Requires a second, non-debatable, not amendable.
Previous question or close debate. Used to bring the body to an immediate vote. It closes debate and stops further amendment. Contrary to some misconceptions, the majority decides when enough discussion has occurred, not the moderator.
The formal motion is to "call for the question" or "call for the previous question," or simply, "I move to close debate. May be desired if the group has adopted a rule limiting the amount of time that will be spent on a topic, or if the group desires to impose a time limitation.
Postpone to a definite time. Similar to tabling, except that the motion directs that the matter will be taken up again at some specific date and time. Refer to committee. Directs that some other body will study the matter and report back. Used to "fine tune" a motion to make it more acceptable to the group.
The amendment must be related to the main motion's intent and cannot be phrased in a way that would defeat the main motion. Two amendments may be on the floor at one time: the first amendment modifies the main motion, and the second amendment must relate to the first amendment.
If debate on the motion is continued at the next meeting, which is held on another day, the member's right to debate is renewed. Each member can speak for ten minutes on each turn unless the assembly has adopted rules that state another amount of time. Speakers must be courteous and never attack other members or question the motives of the members.
In controversial issues, the discussion is focused on ideas, not on personalities. Members must not use inflammatory statements such as "it's a lie," "it is a fraud," or "he's a liar. In debate, speakers refer to officers by title and avoid mentioning other members' names. Instead, they should refer to the members by identifiers such as "the member who just spoke" or "the delegate from Hawaii. When speaking to a motion, it is important for the member to first let the assembly know which side of the issue he or she is on.
If in favor of the motion, the member states. In controversial issues, the presiding officer should alternate the debate between those speaking for and those speaking against the motion. After someone speaks for the motion, the chair asks:. President: Would anyone like to speak against the motion?
President: Would someone like to speak in favor of the motion? This practice ensures that all sides are represented, keeps tempers down, and prevents one side from dominating the discussion. The member who makes the motion can't speak against his or her own motion, although he or she can vote against it.
The person who seconds the motion, however, can speak against the motion because a second means "Let's discuss it," not "I agree. A member can't read or have the secretary read from part of a manuscript or book as part of his or her debate without the permission of the assembly. However, the member can read short, relevant printed extracts in debate to make a point.
During debate, a member can't talk against a previous action that is not pending, unless one of the motions to rescind, reconsider , or amend something previously adopted is pending; or unless the member concludes his or her remarks with one of these motions. During debate, members should take care not to disturb the assembly by whispering, talking, walking across the floor, or causing other distractions.
During debate, the presiding officer sits down when a member is assigned the floor to speak.
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