Parliamentary procedure is a set of accepted rules that enable members to arrive at the majority opinion fairly, honestly, and in minimum time, as found in bylaws, standing rules, and parliamentary authorities like Robert's Rules of Order Newly Revised 1990 edition. These rules enable members to take care of business efficiently, maintain order, and ensure everyone gets the right to speak and vote. Key concepts include: (1) Quorum - the minimum number of members present to conduct business, which must be present throughout the entire time business is being transacted; (2) Order of business - the standard sequence of meeting items including calling to order, reading minutes, reports, unfinished business, new business, and adjournment; (3) Motions - the only way to get business before members, with main motions requiring a second and proper wording in the positive; (4) Voting methods - voice vote, show of hands, standing vote, or ballot vote; (5) Subsidiary motions - motions to kill, amend, refer to committee, postpone, or table the main motion, with a specific ranking order; (6) Committees - standing committees (permanent) and special committees (temporary) with different rules than general meetings; (7) Minutes - legal documents recording what is done, not what is said, containing final wording of motions and their outcomes.
"Parliamentary Procedure Made Simple: The Basics" VHS
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Hi, I'm Jeff Mariso. Have you just joined the club? Have you been elected president or secretary? Have you been appointed committee chairman? Are you wondering now what do I do? If so, this video is for you.
During this video, you will learn the basic concepts of how to make motions, how to conduct a meeting, how to take minutes, and how a committee functions and carries out its duties. Everything I tell you about will be explained. You will see people like yourselves doing it. If you practice everything on this tape, you will be able to carry out your duties as a member or an officer with confidence and success.
For any organization to succeed, the members must work harmoniously together.
This is accomplished by each member knowing the purpose and goals of the club, its rules, the rights of each individual member, and what each member is expected to do.
These can be found in the club's charter, bylaws, standing rules, or parliamentary authority. All members are entitled to have a copy of whatever rules govern the club.
What is parliamentary procedure? It is a club's set of accepted rules which enable the members to arrive at the majority opinion of those present fairly, honestly, and in a minimum amount of time. The rules would be found in the bylaws, standing rules, and in the club's adopted parliamentary authority. A parliamentary authority is a reference book that helps the members decide what to do when the group has no written rules concerning how certain things are to be done. The parliamentary authority most commonly used and the one this video is based upon is Robert's rules of order newly revised 1990 edition.
This video will explain the basic procedure as specified in Robert's rules of order newly revised. This video does not explain everything in the book, and I highly recommend that you have your own copy.
Every organization that has Robert's Rules of Order as its authority should have the latest edition of this book.
What do parliamentary procedures do?
They enable members to take care of business in an efficient manner, maintain order while business is being conducted, and ensure that everyone gets the right to speak and to vote.
They are proven ways of determining action and carrying on an organization's business.
Why do I need to know these parliamentary rules? What difference does it make? Well, you might compare it to knowing the rules of the road because you have learned the rules of driving. You know what side of the road to drive on, who has the right of way at street corners, who goes first at a four-way stop, and the rules of turning left in front of oncoming traffic.
Obeying these and other rules of the road keeps traffic flowing smoothly and accidents from happening.
When everyone knows the parliamentary rules, meetings run smoothly, too, and the head-on collisions that can happen during the discussion of controversial motions can be prevented. If everyone in your group will learn the basics of parliamentary procedure, you will have more productive meetings, more members making and discussing motions, and more members willing to serve as officers and committee chairman.
Parliamentary procedure takes up business. one thing at a time and promotes courtesy, justice and impartiality.
It ensures the rule of the majority while protecting the rights of the minority and absent members. The practice of parliamentary rules is democracy in action.
A business meeting is where business is transacted and each member gets to participate informing the plans and actions of the organization.
Since all business transacted at a business meeting is considered a legal transaction, there must be a quorum present.
A quorum is the minimum number of members who must be present in order to conduct business.
This number should be in your bylaws.
The presiding officer should know what that number is. If you are unsure if there is a quorum present, you can ask the presiding officer after he calls the meeting to order. To do this, you would stand and say, >> "Mr. President, I rise to a point of information."
>> The president would reply, >> "Please state your point."
>> You would respond, >> "Is there a quorum present?"
>> If he says yes, then you would say, "Thank you." and sit down. If he says no, then you could remind him, >> "Mr. President, business cannot be conducted without a quorum.
>> Then sit down. Never conduct a business meeting without a quorum present. If business is transacted without a quorum, it is null and void. It is also important that a quorum be present throughout the entire time business is being transacted.
If a member notices that people have left the meeting and there is no longer a quorum present, it is his duty to raise a point of order by informing the presiding officer that there is no longer a quorum present and any business transacted would now be null and void.
>> Point of order.
>> Please state your point.
>> Members have left and there's no longer quorum. Any business now transacted would be null and void.
Thank you. Your point is well taken.
Since there is no longer a quorum present, this meeting is adjourned.
If no quorum is present and there is no hope of getting one, the president can call the meeting to order to satisfy the bylaw requirement that the meeting be held.
announce that there is no quorum and then adjourn the meeting. Or the president can call the meeting to order, announce to the membership that there is no quorum and entertain a motion to recess, which would enable members to try to obtain a quorum or to adjurnn or fix the time to which to adjurnn.
The order fix a time to which to adjurnn allows the membership to set another date and time to meet which would be considered as a continuation of this meeting. These three motions to recess, adjourn or fix the time to which to adjurnn are the only motions allowed when there is no quorum present.
In most business meetings, business is taken up in a certain order, an order of business called an agenda, which you can find in Robert's rules of order.
However, your organization may do things differently. The order of business for your business meeting should be written in your organization's bylaws or standing rules. Most organizations follow this order.
One, presiding officer calls the meeting to order. Two, any opening ceremonies which might include the pledge to the flag. Three, reading the minutes of the previous meeting.
Four, report of officers, boards, and standing committees, those listed in your bylaws. At some meetings, it is not necessary for all the officers and standing committees to report. Five, reports of special committees.
Six, unfinished business. That which was not acted upon at the last meeting or was postponed to this meeting.
Seven, new business.
Eight, adjournment.
There is only one way to get business before the members and that is by a motion. Ideas are not discussed first and then a motion made. But emotion is made first and then discussed.
If you have an idea that you want to present to your club, have it well thought out, written on a piece of paper to read to the group, then hand it to the presiding officer. When making a motion, all the pertinent information should be included in the motion. It should be worded in the positive and not in the negative. Here is an example.
Madame President, I move that we have a car wash Saturday, January 20th, in order to raise money for the dance fund.
A main motion is defined by Robert's rules as one that brings business before the assembly.
To make a main motion, you must first obtain the floor. The correct way to do this is to stand and address the presiding officer. Mr. chairman or madame chairman or Mr. President or Madame President.
The presiding officer will either say your name or not at you. This means that you are being assigned the floor. You now have permission to speak and no one else has the right to speak as long as you have the floor. The correct way to state emotion is I move that. Memorize and practice this phrase.
I move that and add your motion. For example, >> Madame President, I move that we have a car wash Saturday, January 20th, in order to raise money for the dance fund.
>> After you state your motion, sit down.
It must be seconded by another member. A second does not mean that a person is in favor of your idea. It only means that the member thinks your motion should be discussed. The person who seconds the motion does not need to rise and address the presiding officer, but can call out second from where the member is sitting.
The member can say second or I second the motion. If your motion does not get a second, it cannot be discussed and the presiding officer goes on to the next business in order.
If no one seconds it, the presiding officer can ask, >> "Is there a second?"
>> If it is seconded, the presiding officer will say, "It is moved and seconded that."
Is there any discussion?
>> It is moved and seconded that we have a car wash on January 20th to raise money for the dance fund. Is there any discussion?
According to parliamentary law, the maker of the motion has the first right to speak to the motion. To do that, you would rise, address the presiding officer, which we will now refer to as the chair, and begin to speak to the motion. After you are done, take your seat, and someone else now has the right to speak to the motion, either for or against it. The only time you can rise to speak to a motion is when no one else has been assigned the floor. If two people stand to speak at the same time, the chair or presiding officer will designate who should speak. If it is not you, sit down and wait until the person assigned the floor has finished. Then you can stand and address the chair.
In debate, members address all remarks through the chair. Cross talk between members is not allowed and mentioning other members names is avoided as much as possible.
All remarks are made in a courteous tone and no illusion is ever made to a member's motives.
In most meetings, each member may speak twice on a debatable motion but not have a second turn as long as another member wishes to speak for the first time. A member is not permitted to speak against his own motion, but if he changes his mind after hearing it discussed, he may vote against it.
A common courtesy when speaking to a motion that you haven't made is to say before you begin your remarks, >> I would like to speak for the motion.
>> Or you could say, >> I would like to speak against the motion. I don't think this is going to be a very good idea.
>> That way, the assembly knows clearly what side of the issue you are on. It also helps the chair keep a balance in the debate.
If there are more people speaking against the motion, the chair might ask if there is anyone who would like to speak for the motion. This goes on until the chair realizes that the membership is ready to vote and says hearing no further discussion. As many are in favor say I.
>> I.
>> And those opposed say no.
When it appears that there is no further debate, the chair will call for the vote. He may say, is there any further discussion?
Hearing none, the motion is to have a car wash January 20th to raise money for the dance fund. As many are in favor, say I.
>> I. and those opposed say no.
>> No.
>> Then the chair announces the vote. It may come out this way.
>> The eyes have it and the motion carries.
We will have a car wash January 20th to raise money for the dance fund.
>> Or it may come out this way.
The nose have it and the motion is lost.
We won't be having a car wash. January 20th.
>> If any member feels after a voice vote has been taken that it was too close to call, the member should call out >> division.
In this one particular instance, a member does not have to rise to obtain the floor, but can call out from where he is sitting the word division or I call for a division or I doubt the result of the vote. It does not need a second.
The chair immediately retakes the vote as a rising vote. This is done by asking the members to stand. The chair would state as many are in favor, please rise.
Thank you. Be seated.
Those opposed, please rise.
Thank you.
Be seated.
The affirmative has it and the motion is carried or it could result like this.
The negative has it and the motion is lost.
If the chair feels it's close, the chair may have it counted or a member may move to have it counted.
There are several ways to take a vote.
By voice, by a show of hands, by standing, or by ballot. The chair can choose to take the vote by voice vote, show of hands, or standing vote. To take a ballot vote, a member can move to do this. The member would rise, address the chair, and move to take the vote by ballot. This motion needs a second and a majority of members voting for it to take a ballot vote. This motion is not debatable. The chair repeats the motion and immediately takes the vote. There are certain motions that Robert's rules lists as not debatable. These are listed on the charts in the middle of the book.
>> Madame Chairman, I move that this vote be taken by ballot.
>> I second it.
>> The chair would state.
>> It is moved and seconded to take this vote by ballot. As many are as in favor, say I.
>> I. I.
>> Those opposed say no.
>> No.
>> No.
The eyes have it and we will take this vote by ballot.
>> Or this might be the result.
>> The nose have it and the vote will not be taken by ballot.
The action on the motion is completed when the chair announces the result of the vote and how the action will be carried out.
Members can expect the approved action to be carried out as authorized unless they decide later to reconsider the vote, to resend the action, or amend the adopted motion.
In the beginning of this tape, it was stated that a fundamental rule of parliamentary procedure is to take up business one thing at a time by making a motion. Often a main motion does not include enough information and it needs to be changed. The only way to do this is by making another motion. Thus we have a class of motions called subsidiary motions.
These motions are directly related to the main motion. They are usually made when a main motion is pending.
Subsidiary motions may be used to kill, amend, refer to a committee, postpone to a later time in this meeting or to the next meeting or table the main motion.
They are also used to limit, extend and close debate.
Subsidiary motions have been assigned an order in which they may be moved.
This assigned order is called ranking of motions. This chart shows the rank of motions. The main motion is the lowest ranking motion and to lay on the table is the highest ranking of the subsidiary motions.
The main motion is assigned the lowest rank because it is the reason for the other motions. If you had no main motion, you would have no need for the other subsidiary motions.
When a higher ranking subsidiary motion is pending, a subsidiary motion of lower rank is not in order.
This means that when a motion to amend the main motion is pending, the motion to postpone indefinitely is not in order.
But the motion to commit is in order because it is a higher ranking motion than amend.
In voting on these motions, you would vote first on the highest ranking motion and work backwards to the main motion.
For more information about ranking motions, study the related pages in your Robert's rules.
This video will explain these subsidiary motions.
Postpone indefinitely, amend, refer to a committee, previous question, and to lay on the table.
Postpone indefinitely is a motion to kill the main motion. It is used when members do not want to discuss a motion at all or wish to get rid of a badly chosen main motion without bringing it to a vote. Postpone indefinitely must be seconded. It is debatable and requires a majority vote. While discussing the merits of postponing indefinitely, the merits of the main motion may be discussed also.
To make this motion, say, >> "I move to postpone this motion indefinitely."
>> Adopting postpone indefinitely kills the main motion for the duration of the session. If it fails, the main motion is again before the assembly. When a member wishes to kill the main motion, the correct motion to use is postpone indefinitely, not to lay on the table.
Let's say that after discussing the motion to have a car wash on January 20th to raise money for the dance fund that someone realizes that many of the members are going to be out of town that weekend.
The motion can be modified by making an amendment to the motion. Anyone can move to amend the motion.
The amendment must be seconded and the discussion is limited to the proposed amendment.
A member would rise, address the chair, and say, >> "I move to amend the motion by striking out January 20th and inserting January 27th."
>> It needs a second. The chair would then state, >> it is moved and seconded to amend the motion by striking out January 20th and inserting January 27th.
Is there any discussion on the proposed amendment?
The discussion is limited to the amendment.
There are three ways to amend a motion.
The first way to amend is by inserting or adding words. Someone could move to amend the motion by inserting the words bake sale.
>> I move to amend the motion by inserting the words and a bake sale after the words car wash.
>> If it were seconded, the chair would state the motion.
>> It is moved and seconded to amend the motion by inserting the words and a bake sale after the words car wash. The amendment, if passed, would change the motion to having a car wash and a bake sale January 20th to raise money for the dance fund. Is there any discussion on the proposed amendment?
The second way to amend a motion is by striking out words. In the motion to have a car wash January 20th to raise money for the dance fund, someone could move to strike out the words to raise money for the dance fund. I move to amend the motion by striking out the words to raise money for the dance fund.
If it was seconded, the chair would say it is moved and seconded to amend the motion by striking out the words to raise money for the dance fund. If it passes, the motion would then read to have a car wash January 20th. Is there any discussion on the proposed amendment?
A similar process is used to strike out paragraphs.
The third way to amend a motion is by striking out and inserting words.
Someone could move to amend the motion by striking out the date January 20th and inserting January 27th.
>> I move to amend the motion by striking out January 20th and inserting January 27th.
>> If the motion is seconded, the chair would state it is moved and seconded to amend the motion by striking out January 20th and inserting January 27th. If the amendment passes, the motion would then state to have a car wash January 27th instead of the 20th.
Is there any discussion on the proposed amendment?
A similar procedure would be used to substitute one paragraph for another.
All amendments must be relative to the motion.
A member could not move to amend the motion to have a car wash by adding at the end some unrelated amendment like standing rule number one be amended to provide that refreshments be served at all meetings. This would not be an order because it is not in any way related to the motion.
When a motion has a proposed amendment, the amendment is voted on first. In the motion to have a car wash, one of the amendments was to strike out January 20th and insert January 27th. In voting on this motion, the chair would say the motion is to amend the main motion by striking out January 20th and inserting January 27th.
As many are in favor, say I.
>> I. I. Those opposed say no.
>> No.
>> If the amendment passes, it now becomes part of the main motion. January 27th replaces January 20th of the original motion. The chair would say the eyes have it and the motion is to have a car wash January 27th to raise money for the dance fund. Is there any further discussion?
At that time, members would continue to discuss the motion or the vote would be taken. The chair would say, "If there is no further discussion, the motion is to have a car wash January 27th to raise money for the dance fund.
As many are in favor, say I."
>> I.
>> Those opposed say no.
No, >> the eyes have it and the club will have a car wash January 27th to raise money for the dance fund.
>> If the amendment fails, the chair would say the nos have it and the amendment is lost. The motion remains the same to have a car wash January 20th to raise money for the dance fund. Is there any further discussion?
If there is no further discussion, the chair would take a vote.
A motion can be made to refer a main motion to a committee. Let's say after discussing a motion, the members feel they don't have enough information to make a decision about the motion.
Someone can move to refer the motion to a committee. This motion needs a second and can be discussed. The motion must include what committee it should be referred to or if there is no standing committee to take care of it, the motion can include the creation of a new committee to take care of it.
>> I move to refer this motion to the fundraising committee to find out what dates are best for the car wash, where to have it, and for them to report back to us at the next business meeting.
A motion to refer to committee must specify which committee, what it is to investigate or to do, and when it is to report back to the membership.
If a special committee needs to be appointed, the motion would include the following.
I move that the chairman appoint a committee of five to find out the best place to have the car wash and to report back to us the next meeting.
If the bylaws do not provide that the president appoint all committees, the motion may name the committee members.
I move that Dwey, Bob, Christy, Sarah, and Darren be appointed to a special committee to find out where the best place to have the car wash is and to report back to us at the next meeting.
If the motion is to be sent to a special committee and the chair is to appoint the committee members, the chair may immediately name the members of the committee beginning with the name of the chairman. If he is not prepared to name the committee members before the meeting adjourns, the chair may announce that the committee will be named later, but the committee may not act before its announcement to the membership.
A motion can be made to stop debate.
This is called the previous question.
It needs a second, is not debatable, and needs a 2/3 vote.
Many people do not understand the previous question. They think that they can just yell out >> question >> and the chair should stop debate and take a vote on the motion.
The chairman never has the right to close debate as long as one person wants to discuss the motion or the previous question is adopted.
The time that the motion to call for the previous question can be made is when a member thinks debate on the motion has become tedious and a decision needs to be made so the membership can go on with other business.
The member must rise, address the chair, and move the previous question.
All one has to say is >> I move the previous question.
>> Second.
>> It is not debatable. The chair immediately takes a rising counted vote.
The chair would say the previous question is moved and seconded. As many are in favor of stopping debate, please stand.
Be seated.
Those opposed, please stand.
Be seated.
If the previous question passes, the chairman immediately takes a vote on the motion under discussion.
There is a 2/3 vote in the affirmative and debate is closed.
The motion is to have a car wash January 20th to raise money for the dance fund.
As many are in favor, say I.
>> I. Those opposed say no.
>> No.
>> If the previous question fails, the motion is still under discussion and the chair states there are fewer than 2/3 in the affirmative and the previous question is lost.
Is there any further discussion about having a car wash on January 20th to raise money for the dance fund?
No one can shut off debate unless a twothirds vote of the assembly votes in the affirmative. Members must understand this because this is one of the most misused and misunderstood motions that comes up during a business meeting.
The purpose of this motion is misunderstood by many and therefore misused. Many people think this motion can be used to get rid of business or to kill it. So it can be long forgotten and not discussed. That is not its purpose.
When you wish to kill a motion, the correct motion to use is postpone indefinitely.
To lay on the table should be used only in the case of an emergency arriving during a business meeting and the members need to set aside the business at hand to discuss something else. Let us say that the speaker for your evening program has arrived. A member would rise and say I move to lay the motion relating to the car wash on the table.
>> Second.
Because this motion is not debatable, the chair has the right to ask the maker of the motion the reason for making the motion.
If it is apparent that the maker wants to kill the motion, the chair can rule that the motion to lay on the table is out of order, but that the maker of the motion could move to postpone indefinitely, which is a debatable motion. If the chair feels that the reason is an emergency, he would say, >> "It is moved and seconded to lay the motion on the table. As many are in favor, say I."
>> I.
>> Those opposed say no.
>> No.
>> The eyes have it and the motion is laid on the table.
The motion stays on the table until a member moves to take it from the table.
If the organization's regular meeting occurs within a quarterly time interval, a motion may be taken from the table until the close of the next regular meeting. If it is not taken from the table by the close of the next regular meeting, it dies.
After the emergency has passed or in this case the speaker has finished giving the program a member needs to rise and take the motion from the table.
>> I move to take the motion relating to the car wash from the table.
>> Second.
>> There is no discussion because it is not debatable. The chair would say >> it is moved and seconded to take the motion relating to the car wash from the table. As many are in favor, say I.
>> I.
>> Those opposed say no.
>> No.
>> The eyes have it and the motion to have a car wash Saturday, January 20th to raise money for the dance fund is removed from the table.
Is there any discussion?
>> The purpose of the motion to lay on the table should not be confused with the purpose or intent of the motion to postpone indefinitely.
Committees are considered the workhorse of any organization.
It is in committees that much business is discussed, investigated, and carried out.
A committee can only do what the organization has asked it to do. It cannot act independently of the organization.
However, if a committee originates an idea that it feels will benefit the group, it can bring the idea to the whole assembly in the form of a motion.
There are two kinds of committees. The first is listed in your bylaws and is considered a permanent part of your organization.
It is called a standing committee. The members change but the committee itself remains.
This kind of committee has certain functions to perform that are essential to the harmonious operation of your club. When business comes to your board that is the concern of one of these committees, it is usually referred to that committee to investigate and then report back to the board. Examples of standing committees may be finance, program or membership.
The other kind of committee is called a special committee or select committee or ad hoc committee. This kind of committee is created to perform a specific task and when the task is completed the committee is dissolved.
If a committee has been created by the membership to investigate a question all the different views of the membership should be represented on the committee.
This is usually a large committee.
If a committee has been created to carry out something the membership has passed, only those in favor of the membership's wishes should be on the committee.
This is usually a small committee.
The parliamentary rules in a committee are much different than those in general meetings of an organization.
These are more informal. However, to conduct business, a quorum of the committee must be present. The quorum number should be stated in your bylaws.
The chairman conducts the meetings, usually arranges the time and date of meetings, and acts as the secretary of the committee. He presides at the meetings and can make motions, participate in the discussion, and of course vote. He usually prepares and gives the report for the committee.
Members need not obtain the floor before making motions and no second is required. There is no limit on debate.
Subjects are often discussed informally before as well as after a motion is made. A show of hands or general consent is used frequently as the method of voting.
These rules only apply to committees who usually have less than 12 members present.
There are two types of reports. One is a periodic or annual report which summarizes the committee's work during a time period. The second relates to a single item of business. Either report may beformational only or may include a main motion at the end of the report.
The chairman states, >> "By direction of the committee, I move to have a car wash January 27th to raise money for the dance fund.
A report including a motion must be given when no other business is pending.
When a committee report includes a motion at the end of the report, the reporting member makes the motion by saying, "By direction of the committee, I move."
Motions that are made from a board or a committee of more than one do not require a second because at least two members have agreed that it should be discussed.
A committee report should be written in the third person. It should be signed by all the members agreeing with it or by the chairman as authorized by the committee. The words respectfully submitted should be omitted. The report includes only those points on which a majority of the committee agrees.
The secretary is one of the most important officers of an organization.
The secretary is responsible for keeping all the records of a club including committee reports and the list of all the members. The secretary takes minutes at all business and board meetings, handles the correspondence, and prepares the agenda for meetings unless the president prefers to do this. The secretary must know how to call a meeting to order if the president and vice president are absent and know how to preside until a temporary chairman is elected by the assembly.
If the secretary or any of the officers have duties other than those listed in the adopted parliamentary authority, the additional duties should be written in the bylaws or standing rules. The secretary is responsible to take to each meeting the minutes book, bylaws, rules, a list of members and list of committees and the membership of each. The agenda, records, ballots, and any supplies that may be needed.
Minutes are the legal documents of your meetings. The secretary records what is done, not what is said. The first paragraph of minutes contains the name of the organization, the date as well as the time and place of the meeting if it is not always the same, and the kind of meeting, regular, special, or adjourned.
It should also include a notation of the presence of the regular presiding officer and the secretary or the names of their substitutes and what action was taken on the minutes of the previous meeting approved as read or as corrected.
The body of the minutes contains reports of the officers, board, standing committees and special committees.
Minutes must contain the final wording of all main motions with any amendments incorporated, any motion to reconsider, and what happened to each motion.
Was it adopted, lost, or temporarily disposed of? There is no need to record a motion that has been withdrawn.
The name of the maker of the motion is included, but not the name of the person who seconded it.
Announcements are included and the last paragraph contains the hour of adjournment.
The minutes are closed with a signature and title of the person writing the minutes.
There is no need to sign with the words respectfully submitted.
When a count is ordered or a vote is by ballot, the number of votes on each side should be recorded in the minutes unless ordered otherwise by rules or by the assembly.
Nothing is erased from the minutes.
Corrections are made in the margin. If material is expuned, a line is drawn through the words that are to be expuned.
Minutes should be kept in a bound book with numbered pages. The motion to dispense with the reading of the minutes means that the minutes will not be read at this time, but that they will be read at a later time, the next meeting or later in the present meeting.
Minutes are read immediately after the call to order and opening ceremonies, then approved as read or as corrected.
They are usually approved by general consent.
Minutes may be corrected whenever an error is found, regardless of the time elapsed. To correct the minutes after they have been approved requires a twothirds vote, unless previous notice has been given.
When minutes are approved, the word approved, the secretary's initials, and the date of approval are written below the minutes.
Minutes of an annual meeting are approved at the next regular meeting.
The president is the most important officer. If you have just been elected president and are wondering what to do next, the rest of this video is for you.
Your bylaws, standing rules, and parliamentary authority will tell you what your official duties are as president.
One of the most demanding duties of a president is preparing for and conducting meetings.
In board meetings like committees with less than 12 members, business is conducted in an informal manner. The secretary usually prepares the agenda for the meeting, but many presidents work with the secretary in preparing the agenda for both their board meetings and general meetings. The better you prepare for the meeting, the easier it will be to preside.
The following rules apply only where less than 12 members are present.
In the opening of a board meeting, the president calls the meeting to order and follows the order of the agenda. In board meetings, members are not required to obtain the floor in order to speak or make a motion. They can do this while seated.
>> I move that we buy the secretary a new Macintosh computer.
>> Motions need not be seconded and there is no limit to how long they can be debated. Informal discussion is permitted while no motion is pending.
Sometimes when a proposal is clear to all members, a vote can be taken without a motion being made. To have a concise record for the minutes and so everyone knows what they are voting on, it is best to put everything into a motion.
Voting is usually done by a show of hands or a voice vote. The chairman need not rise when taking a vote.
The president can speak in discussion without rising or leaving the chair and according to the rules or customs of the organization. The president can make motions and usually votes on all questions.
Since the president rules on parliamentary questions that arise during meetings and on what the bylaws or standing rules set forth, the president should be familiar with Robert's rules of order, the bylaws, standing rules, and other procedures of the organization.
The president should bring to every board meeting and business meeting copies of the bylaws, standing rules, and Robert's rules of order.
A well-conducted business meeting doesn't just happen. There is preparation involved.
The president should be familiar with the order of business, basic parliamentary procedure, and how to conduct a meeting.
The president and secretary should prepare the agenda together.
The president should be familiar with any unfinished business and any new business that will be appearing on the agenda.
If standing committees are to give reports, the president should call the committee members prior to the meeting to see if they have a report to give and call only on those people who have reports.
The president should come to the meeting with paper and pencil to write down the motions as the members make them. The president should bring to the meeting a copy of the organization's bylaws, standing rules, and rules of order, and a copy of the parliamentary authority.
The president in a business meeting cannot make motions or enter into debate. The president does not vote unless it is to break a tie vote or create a tie vote. However, the president can vote when it is by ballot.
The president can give information, correct misinformation, and help members with parliamentary procedures.
The president must remember to sit down when a member has been assigned the floor. If there is no place to sit or if seated and cannot be seen by the members, the president can stand back from the podium.
The presiding officer always refers to himself as the chair when talking to the members. For example, the chair rules that the discussion is out of order at this time.
When a member rises to obtain the floor, the chair can either nod to the member or say the member's name. If the member is making a motion, the chair should be writing it down so as to repeat it exactly as it is worded. If the motion is long or complex, the chair may ask the member to write out the motion. A member should want to assist the chair so the motion is stated exactly as the member wishes. How the chair restates the motion becomes the official wording of the motion. Some organizations require members to write down all motions and give the motions to the chair once the motions are made.
The motion is not before the assembly until the chair repeats it.
If a second on a motion is not forthcoming, the chair should ask.
>> Is there a second?
>> I second that motion.
>> He then repeats the motion by saying, >> "It is moved and seconded to have a car wash January 20th to raise money for the dance fund."
The chair then asks there discussion.
If a motion does not get a second, the chair should state.
>> Since there is no second, the motion is not before the assembly. The next business in order is the membership drive.
The correct phrase to restate a motion is it is moved and seconded that. Is there any discussion?
Memorize these phrases.
After a member has been assigned the floor, the presiding officer should sit down or stand back from the podium. If two or more people jump up at the same time, the chair should recognize one by saying, >> "The chair assigns the floor to Jill."
When it becomes apparent that discussion is slowing down, the chair does not have to wait for someone to call for the vote. When all members have spoken who wish to do so, and no one is rising to claim the floor, the chair says, >> "Is there any further discussion?
Hearing no further discussion, the motion is to have a car wash January 20th to raise money for the dance fund. As many are in favor, say I.
>> I.
>> I.
>> Those opposed say no.
>> No.
>> Then the chair announces the vote.
The eyes have it and the motion is carried. We will have a car wash January 20th to raise money for the dance fund.
Or it could be this.
The nos have it and the motion is lost.
We will not be having a car wash on January 20th to raise money for the dance fund.
>> Then the chair announces the next business in order.
Before the presiding officer calls a meeting to order, it is the duty of the presiding officer to determine that a quorum is present. Although the president does not have to announce that a quorum is present. If there isn't a quorum present, the president can wait until there is a quorum present or until after a reasonable time, call the meeting to order and announce to the membership that there is no quorum present. The only motions in order at that time are to recess, which is to take measures to obtain a quorum, adjourn, or fix the time to which to adjurnn.
The meeting is called to order by one light wrap of the gavl followed by opening ceremonies.
The president asks for the reading of minutes.
Will the secretary please read the minutes of the previous meeting?
After they are read, the chair asks, "Are there any corrections?"
If there are none, the chair states, >> "The minutes are approved as read."
>> If there are corrections, the chair states, "The minutes are approved as corrected."
The chair sits down while the secretary reads the minutes.
The next business in order is the treasurer's report.
May we have the treasurer's report.
The chair sits down while the treasurer is giving the report. After it is read, the chair can ask for questions. When members are through with questions, the chair states that the treasurer's report will be filed. The treasurer's report, unlike the secretary's minutes, is never approved, but always filed. It is the auditor's report of the treasurer's books that is approved by the members.
It is usually done by a voice vote.
The presiding officer then asks for standing committee reports, then special committee reports. The chair sits down during committee reports. The chair calls for questions after each report.
If a committee ends its report with a motion, the motion should be handled at that time.
Next, the group takes up unfinished business if there is any from the previous meeting. The chair never asks for unfinished business. The chair states what the unfinished business is.
Under unfinished business, we have the motion to select two delegates to the state convention that was postponed to this meeting.
>> If there is no unfinished business, the chair goes immediately to any new business. Or he asks, "Is there any new business?"
If there is new business on the agenda, the chair could state, >> "The first item of new business is the membership drive.
If there is more than one item, the chair keeps announcing them until all have been announced. Then he asks, "Is there any other new business?"
This gives the members the opportunity to bring forth new business.
The chair does not have to ask for a motion to adjourn. If it becomes apparent that there is no further business coming forth from the members, the president can say >> if there is no further business, then this meeting is adjourned.
At any time during the meeting, a member can make the motion to adjourn. This motion needs a second, is not debatable, and is voted on immediately.
Madame President, I move to adjourn the meeting.
>> Second.
>> It is moved and seconded to adjourn this meeting. As many are in favor say I.
>> I.
>> Those opposed say no.
The eyes have it and this meeting is adjourned.
>> Or it could conceivably happen this way.
The nos have it and this meeting will continue.
>> Now that we have learned the proper terms and procedures of parliamentary procedure, let's look in on a meeting conducted according to Robert's rules.
The meeting will come to order.
Will the secretary read the minutes of the previous meeting.
The minutes for March 31st, 1993. The president called the regular meeting of student senate to order at 3:30 p.m.
Wednesday, March 31st, 1993. The secretary read the minutes of the previous meeting of March 24th, 1993.
The minutes were approved as read. The treasurer reported a balance of $10,000 and the report was filed. Reports were given by the government affairs committee, program committee, and bylaw committee. Darren moved to have the leadership development board give a workshop for the new Senate members to include topics on team building, time management, and delegation duties. The motion was adopted. Christy moved to have an American booth at the International Fair April 20th to 25th to be manned by the Multicultural Affairs Committee. The motion was pending at adjournment. The meeting was adjourned at 5:00 p.m. Stacy Hail, Secretary.
>> Are there any corrections?
Mr. President >> Dave, >> I believe that it was Dory who made the motion for the booth at the international fair and not Christie.
>> If there is no objection, the secretary will make the correction.
Are there any further corrections?
There being none, the minutes are approved as corrected.
Will the treasurer please read the financial report?
The treasur's report of March 1993. Our balance as of March 1st, 1993 was $10,000. We had some dispersements this month. Supplies uh were $500. Speaker fees were $200. The Senate expense was $300. The telephone bill was $200. The salaries were $400 and the officers were $1,600.
The total dispersements were then $3,200.
The balance on hand as of March 31st, 1993 was $6,800.
Damon Sloan, Treasurer.
Are there any questions?
>> Mr. President, this is my first meeting and I was wondering why there isn't any money coming in.
>> Will the treasurer please answer the member?
>> Our receipts come from student fees which we receive at the beginning of each semester and that figure was on the January treasurer's report.
>> Thank you.
>> Are there any further questions regarding the treasur's report? Would the treasurer please tell me why the Senate expense was $100 more than usual?
>> Will the treasurer please answer the question?
>> Uh, this month we spent $100 on awards for the outgoing officers.
>> Are there any further questions?
Hearing none, the treasur's report will be filed. Thank you.
The environmental committee will please report.
Report of the environmental committee, April 7th, 1993.
The university solid waste management committee has started a universitywide recycling program and the student senate office has been invited to participate.
It means having about 4 foot high recycling boxes in several places in the office to collect glass, aluminum cans, and paper. We would be required to keep trash in these separate containers and make arrangement for collection. The committee feels that even though this might be a slight inconvenience for us, is a worthy project to be involved with and to keep our landfills from getting too full.
And by direction of the committee, I move the Senate participate in the universitywide recycling program.
Michael Carter, committee chairman.
It is moved that student senate participate in the universitywide recycling program. Is there any discussion?
Hearing none, as many are in favor of the motion, say I.
>> I.
>> Those opposed say no.
>> The eyes have it and we will participate in the universitywide campus recycling program. The environmental committee will take care of the details.
Under unfinished business, we have the motion to have an American booth at the international fair that was still pending at the last meeting at adjournment.
Will the secretary please read the motion?
It was moved to have an American booth at the International Fair April 20th to 25th to be manned by the multicultural affairs committee.
Is there any discussion?
>> Mr. President, >> April, >> I realize we discussed this a great deal at our last meeting, but I'd like to add one further comment. By having a booth, we are acknowledging our place in the international community.
>> Is there any further discussion?
Hearing none, the motion is to have an American booth at the International Fair April 20th to 25th to be manned by the multicultural affairs committee. As many are in favor, say I.
>> I.
>> Those opposed say no.
>> No.
>> The eyes have it and the motion is adopted and we will have a booth at the international fair April 20th to 25th.
The multicultural affairs committee will take care of the details.
The next order of business is new business. Is there any new business?
>> Mr. President.
>> Jenny, >> I move that we purchase a computer for the secretary.
>> Second.
>> It is moved and seconded that we purchase a computer for the secretary.
Is there any discussion, >> Mr. President?
Right now, the secretary is using a portable electric typewriter and is taking her forever to type the minutes, agenda, correspondence, and other reports. A computer would save her a lot of time.
>> Mr. President, >> Darren, >> I would like to speak for the motion.
The treasur could also use the computer for financial records and committee chairman could use it for reports. A computer could help us in many ways and save us money, too.
Mr. President, I move to amend the motion by striking out for the secretary and inserting and a laser printer.
>> Second.
>> It is moved and seconded to amend the motion by striking out for the secretary and inserting and a laser printer. If the motion were adopted, it would read to purchase a computer and a laser printer.
Is there any discussion on the proposed amendment?
>> Mr. President, >> Dory, first of all, if everyone is going to be using this computer, then the motion should be left very general. If we vote to say that we are purchasing it for the secretary, then no one else will get to use it. Every computer needs a printer and I believe that a laser printer will be the best. It makes very professional copies.
>> Is there any further discussion on the amendment?
Hearing none, the motion is to amend the motion by striking out for the secretary and inserting and a laser printer. As many are in favor, say I.
>> I.
As many are opposed, say no.
>> No.
>> No.
>> The eyes have it and the motion now reads to buy a computer and a laser printer. Is there any further discussion?
Mr. President Dave, I move to send this motion to the financial committee to investigate what is the best kind of computer and laser printer for us to have, how much it will cost, and report back to us at the next meeting.
>> Second.
It is moved and seconded to send the motion to the finance committee to investigate what is the best kind of computer and laser printer for us to have, how much it will cost, and report back to us at the next meeting.
Is there any further discussion?
Mr. President, there are so many kinds of computers and printers on the market today and all kinds of price ranges. I believe our financial committee will be able to inform us as to which is the best buy and what our budget can afford.
>> As many are in favor of sending this to the finance committee to investigate, say I >> I.
>> Those opposed say no.
>> No.
>> No.
The eyes have it and the finance committee will look into this matter and report back to us at the next meeting.
>> Mr. President >> Sarah, I move that for students to be able to serve on student senate, they must have already completed political science 101.
Is there a second?
Since there is no second, the motion is not before the meeting. Is there further new business?
>> Mr. President, >> Jenny, >> I move to change our school mascot to a penguin.
>> Second.
>> It is moved and seconded to change the school mascot to a penguin. Is there any discussion, >> Mr. President?
I think that the penguin is more representative of our school than the cardinal. It is cool, classy, imaginative, and distinctive.
>> Mr. President, Darren, I would like to speak against the motion. The Cardinal has been our mascout for years, and I'm sure that neither the alumni nor the students would like to change it.
Mr. President, >> Christie, >> I move to postpone the motion indefinitely.
>> Second.
>> It is moved and seconded to postpone the motion indefinitely. Is there any discussion?
>> Mr. President, this is going to cause so much turmoil on campus and with students and alumni that we should just get rid of the motion now.
>> Mr. President, I move to adjourn.
>> Second.
>> It is moved and seconded to adjourn. As many are in favor, say I.
>> I. Those opposed say no.
>> No.
>> The nos have it and the motion is lost.
Is there further discussion on postponing the motion indefinitely?
>> Question.
>> Question.
Does the member wish to close debate?
>> Yes.
>> Will the member please make a motion to close debate?
>> Mr. President >> Christie, >> I move the previous question.
>> Second.
>> The previous question is moved and seconded. As many are in favor, please rise.
Please be seated.
Those opposed, please rise.
Please be seated.
There is a 2/3 vote in the affirmative and the previous question is passed. The motion before us is to postpone indefinitely the motion to change the mascot. If this motion passes, the mo the motion to change the mascot will be killed.
If the motion to postpone indefinitely fails, we will continue to discuss changing our mascot.
As many are in favor of postponing indefinitely, say I.
>> Those opposed say no.
>> No.
The eyes have it and the motion has been postponed indefinitely.
Is there any further new business?
Mr. President Darren, I move that we send a delegation of three to the national convention. The delegation would consist of the president, treasurer, and chairman of community affairs.
>> Second.
It is moved and seconded that we send a delegation of three to the national convention which would include the president, treasurer and chairman of community affairs. Is there any discussion?
Mr. President, there are so many events and meetings that go on at the national convention that I don't think that any one member can take it all in.
Now by sending three members I think that they could attend most the meetings and return and give us a substantial report.
>> Mr. President, I move to lay this motion on the table.
>> Second.
>> Will the member please state the reason for laying this motion on the table?
>> Mr. President, our speaker has just arrived and I know she has a very busy schedule. I think it would be courteous of us to put this motion aside so that she can begin her presentation at once.
It is moved and seconded to lay the motion concerning sending three delegates to the convention on the table. As many are in favor, say I.
>> I.
Those opposed say no.
The eyes have it and the motion is laid on the table. Will the president prom please introduce our speaker?
Thank you very much for that information.
Is there any further new business?
>> Mr. President >> Sarah, >> I move to take from the table the motion to send three delegates to the national convention.
>> Second.
>> It is moved and seconded to take from the table the motion to send three delegates to the national convention.
As many are in favor, say I.
I >> those opposed say no.
>> No.
>> The eyes have it and the motion to send three delegates to the national convention is taken from the table.
Is there any further discussion?
>> Mr. President.
>> Dory.
>> I move to adjourn the meeting.
>> Second.
It is moved and seconded to adjourn the meeting. As many are in favor, say I.
>> I.
>> I.
>> Those opposed say no.
>> No.
>> The eyes have it and the meeting is now adjourned.
This concludes our presentation. I hope you have found this video both informative and useful. Have many successful meetings.
Heat.
Hey. Hey. Hey.
every Hey everybody.
Heat. Heat.
Hi, I'm Jeff Mariso. Have you just joined the club? Have you been elected president or secretary? Have you been appointed committee chairman? Are you wondering now what do I do? If so, this video is for you.
During this video, you will learn the basic concepts of how to make motions, how to conduct a meeting, how to take minutes, and how a committee functions and carries out its duties. Everything I tell you about will be explained. You will see people like yourselves doing it. If you practice everything on this tape, you will be able to carry out your duties as a member or an officer with confidence and success.
For any organization to succeed, the members must work harmoniously together.
This is accomplished by each member knowing the purpose and goals of the club, its rules, the rights of each individual member, and what each member is expected to do.
These can be found in the club's charter, bylaws, standing rules, or parliamentary authority. All members are entitled to have a copy of whatever rules govern the club.
What is parliamentary procedure? It is a club set of accepted rules which enable the members to arrive at the majority opinion of those present fairly, honestly, and in a minimum amount of time. The rules would be found in the bylaws, standing rules, and in the club's adopted parliamentary authority.
A parliamentary authority is a reference book that helps the members decide what to do when the group has no written rules concerning how certain things are to be done. The parliamentary authority most commonly used and the one this video is based upon is Robert's rules of order newly revised 1990 edition.
This video will explain the basic procedure as specified in Robert's rules of order newly revised. This video does not explain everything in the book and I highly recommend that you have your own copy.
Every organization that has Robert's rules of order as its authority should have the latest edition of this book.
What do parliamentary procedures do?
They enable members to take care of business in an efficient manner.
Maintain order while business is being conducted.
and ensure that everyone gets the right to speak and to vote.
They are proven ways of determining action and carrying on an organization's business.
Why do I need to know these parliamentary rules? What difference does it make? Well, you might compare it to knowing the rules of the road.
Because you have learned the rules of driving. You know what side of the road to drive on, who has the right of way at street corners, who goes first at a four-way stop, and the rules of turning left in front of oncoming traffic.
Obeying these and other rules of the road keeps traffic flowing smoothly and accidents from happening.
When everyone knows the parliamentary rules, meetings run smoothly, too. And the head-on collisions that can happen during the discussion of controversial motions can be prevented.
If everyone in your group will learn the basics of parliamentary procedure, you will have more productive meetings, more members making and discussing motions, and more members willing to serve as officers and committee chairman.
Parliamentary procedure takes up business one thing at a time and promotes courtesy, justice, and impartiality.
It ensures the rule of the majority while protecting the rights of the minority and absent members. The practice of parliamentary rules is democracy in action.
A business meeting is where business is transacted and each member gets to participate informing the plans and actions of the organization.
Since all business transacted at a business meeting is considered a legal transaction, there must be a quorum present.
A quorum is the minimum number of members who must be present in order to conduct business.
This number should be in your bylaws.
The presiding officer should know what that number is.
If you are unsure if there is a quorum present, you can ask the presiding officer after he calls the meeting to order. To do this, you would stand and say, >> "Mr. President, I rise to a point of information."
>> The president would reply, "Please state your point."
>> You would respond, >> "Is there a quorum present?"
If he says yes, then you would say thank you and sit down. If he says no, then you could remind him, >> Mr. President, business cannot be conducted without a quorum.
>> Then sit down. Never conduct a business meeting without a quorum present. If business is transacted without a quorum, it is null and void. It is also important that a quorum be present throughout the entire time business is being transacted.
If a member notices that people have left the meeting and there is no longer a quorum present, it is his duty to raise a point of order by informing the presiding officer that there is no longer a quorum present and any business transacted would now be null and void.
Point of order.
>> Please state your point.
>> Members have left and there's no longer a quorum. Any business now transacted would be null and void.
>> Thank you. Your point is well taken.
Since there is no longer a quorum present, this meeting is adjourned.
If no quorum is present and there is no hope of getting one, the president can call the meeting to order to satisfy the bylaw requirement that the meeting be held.
Announce that there is no quorum and then adjourn the meeting. Or the president can call the meeting to order, announce to the membership that there is no quorum and entertain a motion to recess, which would enable members to try to obtain a quorum or to adjurnn or fix the time to which to adjurnn.
The order fix a time to which to adjurnn allows the membership to set another date and time to meet which would be considered as a continuation of this meeting.
These three motions to recess, adjurnn or fix the time to which to adjurnn are the only motions allowed when there is no quorum present.
In most business meetings, business is taken up in a certain order, an order of business called an agenda, which you can find in Robert's rules of order.
However, your organization may do things differently. The order of business for your business meeting should be written in your organization's bylaws or standing rules. Most organizations follow this order.
One, presiding officer calls the meeting to order. Two, any opening ceremonies which might include the pledge to the flag. Three, reading the minutes of the previous meeting.
Four, report of officers, boards, and standing committees, those listed in your bylaws. At some meetings, it is not necessary for all the officers and standing committees to report.
Five, reports of special committees.
Six, unfinished business. That which was not acted upon at the last meeting or was postponed to this meeting.
Seven, new business.
Eight, adjournment.
There is only one way to get business before the members and that is by a motion. Ideas are not discussed first and then a motion made. But emotion is made first and then discussed.
If you have an idea that you want to present to your club, have it well thought out, written on a piece of paper to read to the group, then hand it to the presiding officer. When making a motion, all the pertinent information should be included in the motion. It should be worded in the positive and not in the negative. Here is an example.
Madame President, I move that we have a car wash Saturday, January 20th, in order to raise money for the dance fund.
A main motion is defined by Robert's rules as one that brings business before the assembly.
To make a main motion, you must first obtain the floor. The correct way to do this is to stand and address the presiding officer. Mr. chairman or madame chairman or Mr. President or Madame President.
The presiding officer will either say your name or not at you. This means that you are being assigned the floor. You now have permission to speak and no one else has the right to speak as long as you have the floor. The correct way to state a motion is I move that. Memorize and practice this phrase. I move that and add your motion. For example, >> Madame President, I move that we have a car wash Saturday, January 20th, in order to raise money for the dance fund.
>> After you state your motion, sit down.
It must be seconded by another member. A second does not mean that a person is in favor of your idea. It only means that the member thinks your motion should be discussed. The person who seconds the motion does not need to rise and address the presiding officer, but can call out second from where the member is sitting.
The member can say second or I second the motion. If your motion does not get a second, it cannot be discussed and the presiding officer goes on to the next business in order.
If no one seconds it, the presiding officer can ask, >> "Is there a second?"
>> If it is seconded, the presiding officer will say, "It is moved and seconded that."
Is there any discussion?
>> It is moved and seconded that we have a car wash on January 20th to raise money for the dance fund. Is there any discussion?
According to parliamentary law, the maker of the motion has the first right to speak to the motion. To do that, you would rise, address the presiding officer, which we will now refer to as the chair, and begin to speak to the motion. After you are done, take your seat, and someone else now has the right to speak to the motion, either for or against it. The only time you can rise to speak to a motion is when no one else has been assigned the floor. If two people stand to speak at the same time, the chair or presiding officer will designate who should speak. If it is not you, sit down and wait until the person assigned the floor has finished. Then you can stand and address the chair.
In debate, members address all remarks through the chair. Cross talk between members is not allowed. and mentioning other members names is avoided as much as possible.
All remarks are made in a courteous tone and no illusion is ever made to a member's motives.
In most meetings, each member may speak twice on a debatable motion, but not have a second turn as long as another member wishes to speak for the first time. A member is not permitted to speak against his own motion, but if he changes his mind after hearing it discussed, he may vote against it.
A common courtesy when speaking to a motion that you haven't made is to say before you begin your remarks, >> I would like to speak for the motion.
>> Or you could say, >> I would like to speak against the motion. I don't think this is going to be a very good idea.
>> That way, the assembly knows clearly what side of the issue you are on. It also helps the chair keep a balance in the debate.
If there are more people speaking against the motion, the chair might ask if there is anyone who would like to speak for the motion. This goes on until the chair realizes that the membership is ready to vote and says hearing no further discussion. As many are in favor say I.
>> I.
>> And those opposed say no.
When it appears that there is no further debate, the chair will call for the vote. He may say, is there any further discussion?
Hearing none, the motion is to have a car wash January 20th to raise money for the dance fund. As many are in favor, say I.
>> I. and those opposed say no.
>> No.
>> Then the chair announces the vote. It may come out this way.
>> The eyes have it and the motion carries.
We will have a car wash January 20th to raise money for the dance fund.
>> Or it may come out this way.
The nos have it and the motion is lost.
We won't be having a car wash. January 20th.
>> If any member feels after a voice vote has been taken that it was too close to call, the member should call out >> division.
In this one particular instance, a member does not have to rise to obtain the floor, but can call out from where he is sitting the word division or I call for a division or I doubt the result of the vote. It does not need a second.
The chair immediately retakes the vote as a rising vote. This is done by asking the members to stand. The chair would state. As many are in favor, please rise.
Thank you. Be seated.
Those opposed, please rise.
Thank you.
Be seated.
The affirmative has it and the motion is carried or it could result like this.
The negative has it and the motion is lost.
If the chair feels it's close, the chair may have it counted or a member may move to have it counted.
There are several ways to take a vote.
By voice, by a show of hands, by standing, or by ballot. The chair can choose to take the vote by voice vote, show of hands, or standing vote. To take a ballot vote, a member can move to do this. The member would rise, address the chair, and move to take the vote by ballot. This motion needs a second, and a majority of members voting for it to take a ballot vote. This motion is not debatable. The chair repeats the motion and immediately takes the vote. There are certain motions that Robert's Rules lists as not debatable. These are listed on the charts in the middle of the book.
>> Madame Chairman, I move that this vote be taken by ballot.
>> I second it.
>> The chair would state.
>> It is moved and seconded to take this vote by ballot. As many are as in favor, say I.
>> I.
>> I.
>> Those opposed say no.
>> No.
>> No.
The eyes have it and we will take this vote by ballot.
>> Or this might be the result.
>> The nose have it and the vote will not be taken by ballot.
The action on the motion is completed when the chair announces the result of the vote and how the action will be carried out.
Members can expect the approved action to be carried out as authorized unless they decide later to reconsider the vote, to resend the action, or amend the adopted motion.
In the beginning of this tape, it was stated that a fundamental rule of parliamentary procedure is to take up business one thing at a time by making a motion. Often a main motion does not include enough information and it needs to be changed. The only way to do this is by making another motion. Thus we have a class of motions called subsidiary motions.
These motions are directly related to the main motion. They are usually made when a main motion is pending.
Subsidiary motions may be used to kill, amend, refer to a committee, postpone to a later time in this meeting or to the next meeting or table the main motion.
They are also used to limit, extend and close debate.
Subsidiary motions have been assigned in order in which they may be moved.
This assigned order is called ranking of motions. This chart shows the rank of motions. The main motion is the lowest ranking motion and to lay on the table is the highest ranking of the subsidiary motions.
The main motion is assigned the lowest rank because it is the reason for the other motions. If you had no main motion, you would have no need for the other subsidiary motions.
When a higher ranking subsidiary motion is pending, a subsidiary motion of lower rank is not in order.
This means that when a motion to amend the main motion is pending, the motion to postpone indefinitely is not in order.
But the motion to commit is in order because it is a higher ranking motion than amend.
In voting on these motions, you would vote first on the highest ranking motion and work backwards to the main motion.
For more information about ranking motions, study the related pages in your Robert's rules.
This video will explain these subsidiary motions.
Postpone indefinitely, amend, refer to a committee, previous question, and to lay on the table.
Postpone indefinitely is a motion to kill the main motion. It is used when members do not want to discuss a motion at all or wish to get rid of a badly chosen main motion without bringing it to a vote. Postpone indefinitely must be seconded. It is debatable and requires a majority vote. While discussing the merits of postponing indefinitely, the merits of the main motion may be discussed also.
To make this motion, say, >> I move to postpone this motion indefinitely.
>> Adopting postpone indefinitely kills the main motion for the duration of the session. If it fails, the main motion is again before the assembly. When a member wishes to kill the main motion, the correct motion to use is postpone indefinitely, not to lay on the table.
Let's say that after discussing the motion to have a car wash on January 20th to raise money for the dance fund that someone realizes that many of the members are going to be out of town that weekend.
The motion can be modified by making an amendment to the motion. Anyone can move to amend the motion.
The amendment must be seconded and the discussion is limited to the proposed amendment.
A member would rise, address the chair, and say, >> "I move to amend the motion by striking out January 20th and inserting January 27th."
>> It needs a second. The chair would then state, >> it is moved and seconded to amend the motion by striking out January 20th and inserting January 27th.
Is there any discussion on the proposed amendment?
The discussion is limited to the amendment.
There are three ways to amend a motion.
The first way to amend is by inserting or adding words. Someone could move to amend the motion by inserting the words bake sale.
>> I move to amend the motion by inserting the words and a bake sale after the words car wash.
>> If it were seconded, the chair would state the motion.
>> It is moved and seconded to amend the motion by inserting the words and a bake sale after the words car wash. The amendment, if passed, would change the motion to having a car wash and a bake sale January 20th to raise money for the dance fund. Is there any discussion on the proposed amendment?
The second way to amend a motion is by striking out words. In the motion to have a car wash January 20th to raise money for the dance fund, someone could move to strike out the words to raise money for the dance fund. I move to amend the motion by striking out the words to raise money for the dance fund.
If it was seconded, the chair would say it is moved and seconded to amend the motion by striking out the words to raise money for the dance fund. If it passes, the motion would then read to have a car wash January 20th. Is there any discussion on the proposed amendment?
A similar process is used to strike out paragraphs.
The third way to amend a motion is by striking out and inserting words.
Someone could move to amend the motion by striking out the date January 20th and inserting January 27th.
>> I move to amend the motion by striking out January 20th and inserting January 27th.
>> If the motion is seconded, the chair would state it is moved and seconded to amend the motion by striking out January 20th and inserting January 27th. If the amendment passes, the motion would then state to have a car wash January 27th instead of the 20th.
Is there any discussion on the proposed amendment?
A similar procedure would be used to substitute one paragraph for another.
All amendments must be relative to the motion.
A member could not move to amend the motion to have a car wash by adding at the end some unrelated amendment like standing rule number one be amended to provide that refreshments be served at all meetings. This would not be an order because it is not in any way related to the motion.
When a motion has a proposed amendment, the amendment is voted on first. In the motion to have a car wash, one of the amendments was to strike out January 20th and insert January 27th. In voting on this motion, the chair would say the motion is to amend the main motion by striking out January 20th and inserting January 27th.
As many are in favor, say I.
>> I. I. Those opposed say no.
>> No.
>> If the amendment passes, it now becomes part of the main motion. January 27th replaces January 20th of the original motion. The chair would say the eyes have it and the motion is to have a car wash January 27th to raise money for the dance fund. Is there any further discussion?
At that time, members would continue to discuss the motion or the vote would be taken. The chair would say, "If there is no further discussion, the motion is to have a car wash January 27th to raise money for the dance fund.
As many are in favor, say I."
>> I.
>> Those opposed say no.
No, >> the eyes have it and the club will have a car wash January 27th to raise money for the dance fund.
>> If the amendment fails, the chair would say the nose have it and the amendment is lost. The motion remains the same to have a car wash January 20th to raise money for the dance fund. Is there any further discussion?
If there is no further discussion, the chair would take a vote.
A motion can be made to refer a main motion to a committee. Let's say after discussing a motion, the members feel they don't have enough information to make a decision about the motion.
Someone can move to refer the motion to a committee. This motion needs a second and can be discussed. The motion must include what committee it should be referred to or if there is no standing committee to take care of it. The motion can include the creation of a new committee to take care of it.
>> I move to refer this motion to the fundraising committee to find out what dates are best for the car wash, where to have it, and for them to report back to us at the next business meeting.
A motion to refer to committee must specify which committee, what it is to investigate or to do, and when it is to report back to the membership.
If a special committee needs to be appointed, the motion would include the following.
I move that the chairman appoint a committee of five to find out the best place to have the car wash and to report back to us the next meeting.
If the bylaws do not provide that the president appoint all committees, the motion may name the committee members.
I move that Dwey, Bob, Christy, Sarah, and Darren be appointed to a special committee to find out where the best place to have the car wash is and to report back to us at the next meeting.
If the motion is to be sent to a special committee and the chair is to appoint the committee members, the chair may immediately name the members of the committee beginning with the name of the chairman. If he is not prepared to name the committee members before the meeting adjourns, the chair may announce that the committee will be named later, but the committee may not act before its announcement to the membership.
A motion can be made to stop debate.
This is called the previous question.
It needs a second, is not debatable, and needs a 2/3 vote.
Many people do not understand the previous question. They think that they can just yell out >> question >> and the chair should stop debate and take a vote on the motion.
The chairman never has the right to close debate as long as one person wants to discuss the motion or the previous question is adopted.
The time that the motion to call for the previous question can be made is when a member thinks debate on the motion has become tedious and a decision needs to be made so the membership can go on with other business.
The member must rise, address the chair, and move the previous question.
All one has to say is >> I move the previous question.
>> Second.
>> It is not debatable. The chair immediately takes a rising counted vote.
The chair would say the previous question is moved and seconded. As many are in favor of stopping debate, please stand.
Be seated.
Those opposed, please stand.
Be seated.
If the previous question passes, the chairman immediately takes a vote on the motion under discussion.
There is a 2/3 vote in the affirmative and debate is closed.
The motion is to have a car wash January 20th to raise money for the dance fund.
As many are in favor, say I.
>> I.
Those opposed say no.
>> No.
>> If the previous question fails, the motion is still under discussion and the chair states there are fewer than 2/3 in the affirmative and the previous question is last.
Is there any further discussion about having a car wash on January 20th to raise money for the dance fund?
No one can shut off debate unless a twothirds vote of the assembly votes in the affirmative. Members must understand this because this is one of the most misused and misunderstood motions that comes up during a business meeting.
The purpose of this motion is misunderstood by many and therefore misused. Many people think this motion can be used to get rid of business or to kill it. So it can be long forgotten and not discussed. That is not its purpose.
When you wish to kill a motion, the correct motion to use is postponed indefinitely.
To lay on the table should be used only in the case of an emergency arriving during a business meeting and the members need to set aside the business at hand to discuss something else. Let us say that the speaker for your evening program has arrived. A member would rise and say I move to lay the motion relating to the car wash on the table.
>> Second.
Because this motion is not debatable, the chair has the right to ask the maker of the motion the reason for making the motion.
If it is apparent that the maker wants to kill the motion, the chair can rule that the motion to lay on the table is out of order, but that the maker of the motion could move to postpone indefinitely, which is a debatable motion. If the chair feels that the reason is an emergency, he would say, >> "It is moved and seconded to lay the motion on the table. As many are in favor, say I."
>> I.
>> Those opposed say no.
>> No.
>> No.
>> The eyes have it and the motion is laid on the table.
The motion stays on the table until a member moves to take it from the table.
If the organization's regular meeting occurs within a quarterly time interval, a motion may be taken from the table until the close of the next regular meeting. If it is not taken from the table by the close of the next regular meeting, it dies.
After the emergency has passed or in this case the speaker has finished giving the program a member needs to rise and take the motion from the table.
>> I move to take the motion relating to the car wash from the table.
>> Second.
>> There is no discussion because it is not debatable. The chair would say >> it is moved and seconded to take the motion relating to the car wash from the table. As many are in favor, say I.
>> I.
>> Those opposed say no.
>> No.
>> The eyes have it and the motion to have a car wash Saturday, January 20th to raise money for the dance fund is removed from the table.
Is there any discussion?
>> The purpose of the motion to lay on the table should not be confused with the purpose or intent of the motion to postpone indefinitely.
Committees are considered the workhorse of any organization.
It is in committees that much business is discussed, investigated, and carried out.
A committee can only do what the organization has asked it to do. It cannot act independently of the organization.
However, if a committee originates an idea that it feels will benefit the group, it can bring the idea to the whole assembly in the form of a motion.
There are two kinds of committees. The first is listed in your bylaws and is considered a permanent part of your organization.
It is called a standing committee. The members change but the committee itself remains.
This kind of committee has certain functions to perform that are essential to the harmonious operation of your club. When business comes to your board that is the concern of one of these committees, it is usually referred to that committee to investigate and then report back to the board. Examples of standing committees may be finance, program or membership.
The other kind of committee is called a special committee or select committee or ad hoc committee. This kind of committee is created to perform a specific task and when the task is completed the committee is dissolved.
If a committee has been created by the membership to investigate a question all the different views of the membership should be represented on the committee.
This is usually a large committee.
If a committee has been created to carry out something the membership has passed, only those in favor of the membership's wishes should be on the committee.
This is usually a small committee.
The parliamentary rules in a committee are much different than those in general meetings of an organization.
These are more informal. However, to conduct business, a quorum of the committee must be present. The quorum number should be stated in your bylaws.
The chairman conducts the meetings, usually arranges the time and date of meetings, and acts as the secretary of the committee. He presides at the meetings and can make motions, participate in the discussion, and of course vote. He usually prepares and gives the report for the committee.
Members need not obtain the floor before making motions and no second is required. There is no limit on debate.
Subjects are often discussed informally before as well as after a motion is made. A show of hands or general consent is used frequently as the method of voting.
These rules only apply to committees who usually have less than 12 members present.
There are two types of reports. One is a periodic or annual report which summarizes the committee's work during a time period. The second relates to a single item of business. Either report may beformational only or may include a main motion at the end of the report.
The chairman states, >> "By direction of the committee, I move to have a car wash January 27th to raise money for the dance fund.
A report including a motion must be given when no other business is pending.
When a committee report includes a motion at the end of the report, the reporting member makes the motion by saying, "By direction of the committee, I move."
Motions that are made from a board or a committee of more than one do not require a second because at least two members have agreed that it should be discussed.
A committee report should be written in the third person. It should be signed by all the members agreeing with it or by the chairman as authorized by the committee. The words respectfully submitted should be omitted. The report includes only those points on which a majority of the committee agrees.
The secretary is one of the most important officers of an organization.
The secretary is responsible for keeping all the records of a club including committee reports and the list of all the members. The secretary takes minutes at all business and board meetings, handles the correspondence, and prepares the agenda for meetings unless the president prefers to do this. The secretary must know how to call a meeting to order if the president and vice president are absent and know how to preside until a temporary chairman is elected by the assembly.
If the secretary or any of the officers have duties other than those listed in the adopted parliamentary authority, the additional duties should be written in the bylaws or standing rules.
The secretary is responsible to take to each meeting the minutes book, bylaws, rules, a list of members and list of committees and the membership of each, the agenda, records, ballots, and any supplies that may be needed.
Minutes are the legal documents of your meetings. The secretary records what is done, not what is said. The first paragraph of minutes contains the name of the organization, the date as well as the time and place of the meeting if it is not always the same, and the kind of meeting, regular, special, or adjourned.
It should also include a notation of the presence of the regular presiding officer and the secretary or the names of their substitutes and what action was taken on the minutes of the previous meeting approved as read or as corrected.
The body of the minutes contains reports of the officers, board, standing committees and special committees.
Minutes must contain the final wording of all main motions with any amendments incorporated, any motion to reconsider, and what happened to each motion.
Was it adopted, lost, or temporarily disposed of?
There is no need to record a motion that has been withdrawn.
The name of the maker of the motion is included, but not the name of the person who seconded it.
Announcements are included and the last paragraph contains the hour of adjournment.
The minutes are closed with a signature and title of the person writing the minutes.
There is no need to sign with the words respectfully submitted.
When a count is ordered or a vote is by ballot, the number of votes on each side should be recorded in the minutes unless ordered otherwise by rules or by the assembly.
Nothing is erased from the minutes.
Corrections are made in the margin. If material is expuned, a line is drawn through the words that are to be expuned.
Minutes should be kept in a bound book with numbered pages. The motion to dispense with the reading of the minutes means that the minutes will not be read at this time, but that they will be read at a later time, the next meeting or later in the present meeting.
Minutes are read immediately after the call to order and opening ceremonies.
then approved as read or as corrected.
They are usually approved by general consent.
Minutes may be corrected whenever an error is found regardless of the time elapsed. To correct the minutes after they have been approved requires a twothirds vote unless previous notice has been given.
When minutes are approved, the word approved, the secretary's initials, and the date of approval are written below the minutes.
Minutes of an annual meeting are approved at the next regular meeting.
The president is the most important officer. If you have just been elected president and are wondering what to do next, the rest of this video is for you.
Your bylaws, standing rules, and parliamentary authority will tell you what your official duties are as president.
One of the most demanding duties of a president is preparing for and conducting meetings.
In board meetings like committees with less than 12 members, business is conducted in an informal manner. The secretary usually prepares the agenda for the meeting, but many presidents work with the secretary in preparing the agenda for both their board meetings and general meetings. The better you prepare for the meeting, the easier it will be to preside.
The following rules apply only where less than 12 members are present.
In the opening of a board meeting, the president calls the meeting to order and follows the order of the agenda. In board meetings, members are not required to obtain the floor in order to speak or make a motion. They can do this while seated.
I move that we buy the secretary a new Macintosh computer.
>> Motions need not be seconded and there is no limit to how long they can be debated. Informal discussion is permitted while no motion is pending.
Sometimes when a proposal is clear to all members, a vote can be taken without a motion being made. To have a concise record for the minutes and so everyone knows what they are voting on, it is best to put everything into a motion.
Voting is usually done by a show of hands or a voice vote. The chairman need not rise when taking a vote.
The president can speak in discussion without rising or leaving the chair and according to the rules or customs of the organization. The president can make motions and usually votes on all questions.
Since the president rules on parliamentary questions that arise during meetings and on what the bylaws or standing rules set forth, the president should be familiar with Robert's rules of order, the bylaws, standing rules, and other procedures of the organization.
The president should bring to every board meeting and business meeting copies of the bylaws, standing rules, and Robert's rules of order.
A well-conducted business meeting doesn't just happen. There is preparation involved.
The president should be familiar with the order of business, basic parliamentary procedure, and how to conduct a meeting.
The president and secretary should prepare the agenda together.
The president should be familiar with any unfinished business and any new business that will be appearing on the agenda.
If standing committees are to give reports, the president should call the committee members prior to the meeting to see if they have a report to give and call only on those people who have reports.
The president should come to the meeting with paper and pencil to write down the motions as the members make them. The president should bring to the meeting a copy of the organization's bylaws, standing rules, and rules of order, and a copy of the parliamentary authority.
The president in a business meeting cannot make motions or enter into debate. The president does not vote unless it is to break a tie vote or create a tie vote. However, the president can vote when it is by ballot.
The president can give information, correct misinformation, and help members with parliamentary procedures.
The president must remember to sit down when a member has been assigned the floor. If there is no place to sit or if seated and cannot be seen by the members, the president can stand back from the podium.
The presiding officer always refers to himself as the chair when talking to the members. For example, the chair rules that the discussion is out of order at this time.
When a member rises to obtain the floor, the chair can either nod to the member or say the member's name. If the member is making a motion, the chair should be writing it down so as to repeat it exactly as it is worded. If the motion is long or complex, the chair may ask the member to write out the motion. A member should want to assist the chair so the motion is stated exactly as the member wishes. How the chair restates the motion becomes the official wording of the motion. Some organizations require members to write down all motions and give the motions to the chair once the motions are made.
The motion is not before the assembly until the chair repeats it.
If a second on a motion is not forthcoming, the chair should ask, >> "Is there a second?
I second that motion.
>> He then repeats the motion by saying it is moved and seconded to have a car wash January 20th to raise money for the dance fund.
The chair then asks, "Is there any discussion?"
>> If a motion does not get a second, the chair should state.
Since there is no second, the motion is not before the assembly.
The next business in order is the membership drive.
>> The correct phrase to restate a motion is, "It is moved and seconded that." Is there any discussion?
Memorize these phrases.
After a member has been assigned the floor, the presiding officer should sit down or stand back from the podium. If two or more people jump up at the same time, the chair should recognize one by saying, "The chair assigns the floor to Jill."
When it becomes apparent that discussion is slowing down, the chair does not have to wait for someone to call for the vote. When all members have spoken who wish to do so and no one is rising to claim the floor, the chair says, "Is there any further discussion?"
Hearing no further discussion, the motion is to have a car wash January 20th to raise money for the dance fund.
As many are in favor, say I.
>> I.
>> I.
>> Those opposed say no.
>> No.
>> Then the chair announces the vote.
>> The eyes have it and the motion is carried. We will have a car wash January 20th to raise money for the dance fund.
Or it could be this.
>> The nose have it and the motion is lost.
We will not be having a car wash on January 20th to raise money for the dance fund.
Then the chair announces the next business in order.
Before the presiding officer calls a meeting to order, it is the duty of the presiding officer to determine that a quorum is present. Although the president does not have to announce that a quorum is present, if there isn't a quorum present, the president can wait until there is a quorum present or until after a reasonable time, call the meeting to order and announce to the membership that there is no quorum present. The only motions in order at that time are to recess, which is to take measures to obtain a quorum, adjourn, or fix the time to which to adjurnn.
The meeting is called to order by one light wrap of the gavl followed by opening ceremonies.
The president asks for the reading of minutes.
Will the secretary please read the minutes of the previous meeting?
After they are read, the chair asks, "Are there any corrections?"
If there are none, the chair states, >> "The minutes are approved as read."
>> If there are corrections, the chair states, "The minutes are approved as corrected."
The chair sits down while the secretary reads the minutes.
The next business in order is the treasurer's report.
May we have the treasurer's report.
The chair sits down while the treasurer is giving the report. After it is read, the chair can ask for questions. When members are through with questions, the chair states that the treasurer's report will be filed. The treasurer's report, unlike the secretary's minutes, is never approved, but always filed. It is the auditor's report of the treasurer's books that is approved by the members.
It is usually done by a voice vote.
The presiding officer then asks for standing committee reports, then special committee reports. The chair sits down during committee reports. The chair calls for questions after each report.
If a committee ends its report with a motion, the motion should be handled at that time.
Next, the group takes up unfinished business if there is any from the previous meeting. The chair never asks for unfinished business. The chair states what the unfinished business is.
Under unfinished business, we have the motion to select two delegates to the state convention that was postponed to this meeting.
>> If there is no unfinished business, the chair goes immediately to any new business. Or he asks, "Is there any new business?
If there is new business on the agenda, the chair could state, >> the first item of new business is the membership drive.
If there is more than one item, the chair keeps announcing them until all have been announced. Then he asks, "Is there any other new business?"
This gives the members the opportunity to bring forth new business.
The chair does not have to ask for a motion to adjourn. If it becomes apparent that there is no further business coming forth from the members, the president can say >> if there is no further business, then this meeting is adjourned.
At any time during the meeting, a member can make the motion to adjourn. This motion needs a second, is not debatable, and is voted on immediately.
Madame President, I move to adjourn the meeting.
>> Second.
>> It is moved and seconded to adjourn this meeting. As many are in favor say I.
>> I.
>> Those opposed say no.
The eyes have it and this meeting is adjourned.
>> Or it could conceivably happen this way.
The nos have it and this meeting will continue one more time.
>> Now that we have learned the proper terms and procedures of parliamentary procedure, let's look in on a meeting conducted according to Robert's rules.
The meeting will come to order.
Will the secretary read the minutes of the previous meeting.
The minutes for March 31st, 1993. The president called the regular meeting of student senate to order at 3:30 p.m.
Wednesday, March 31st, 1993. The secretary read the minutes of the previous meeting of March 24th, 1993.
The minutes were approved as read. The treasurer reported a balance of $10,000 and the report was filed. Reports were given by the government affairs committee, program committee, and bylaw committee. Darren moved to have the leadership development board give a workshop for the new Senate members to include topics on team building, time management, and delegation duties. The motion was adopted. Christy moved to have an American booth at the International Fair April 20th to 25th to be manned by the Multicultural Affairs Committee. The motion was pending at adjournment. The meeting was adjourned at 5:00 p.m. Stacy Hail, Secretary.
>> Are there any corrections?
Mr. President >> Dave, >> I believe that it was Dory who made the motion for the booth at the international fair and not Christie.
>> If there is no objection, the secretary will make the correction.
Are there any further corrections?
There being none, the minutes are approved as corrected.
Will the treasurer please read the financial report?
The treasur's report of March 1993. Our balance as of March 1st, 1993 was $10,000. We had some dispersements this month. Supplies were $500. Speaker fees were $200. The Senate expense was $300.
The telephone bill was $200. The salaries were $400 and the officers were $1,600.
The total dispersements were then $3,200.
The balance on hand as of March 31st, 1993 was $6,800.
Damon Sloan, treasurer.
Are there any questions?
>> Mr. President, this is my first meeting and I was wondering why there isn't any money coming in.
>> Will the treasurer please answer the member?
>> Our receipts come from student fees which we receive at the beginning of each semester and that figure was on the January treasurer's report.
>> Thank you.
>> Are there any further questions regarding the treasur's report? Would the treasurer please tell me why the Senate expense was $100 more than usual?
>> Will the treasurer please answer the question?
>> Uh, this month we spent $100 on awards for the outgoing officers.
>> Are there any further questions?
Hearing none, the treasur's report will be filed. Thank you.
The environmental committee will please report.
Report of the environmental committee, April 7th, 1993.
The university solid waste management committee has started a universitywide recycling program and the student senate office has been invited to participate.
It means having about 4 foot high recycling boxes in several places in the office to collect glass, aluminum cans, and paper. We would be required to keep trash in these separate containers and make arrangement for collection. The committee feels that even though this might be a slight inconvenience for us, is a worthy project to be involved with and to keep our landfills from getting too full.
In by direction of the committee, I move the Senate participate in the universitywide recycling program.
Michael Carter, committee chairman.
It is moved that student senate participate in the universitywide recycling program. Is there any discussion?
Hearing none, as many are in favor of the motion, say I.
>> I.
>> Those opposed say no.
>> The eyes have it and we will participate in the universitywide campus recycling program. The environmental committee will take care of the details.
Under unfinished business, we have the motion to have an American booth at the international fair that was still pending at the last meeting at adjournment.
Will the secretary please read the motion?
It was moved to have an American booth at the international fair April 20th to 25th to be manned by the multicultural affairs committee.
Is there any discussion?
>> Mr. President, >> April, >> I realize we discussed this a great deal at our last meeting, but I'd like to add one further comment. By having a booth, we are acknowledging our place in the international community.
>> Is there any further discussion?
Hearing none, the motion is to have an American booth at the International Fair April 20th to 25th to be manned by the multicultural affairs committee. As many are in favor, say I.
>> I.
>> Those opposed say no.
>> No.
>> The eyes have it and the motion is adopted and we will have a booth at the international fair April 20th to 25th.
The multicultural affairs committee will take care of the details.
The next order of business is new business. Is there any new business?
>> Mr. President.
>> Jenny, >> I move that we purchase a computer for the secretary.
>> Second.
>> It is moved and seconded that we purchase a computer for the secretary.
Is there any discussion, >> Mr. President?
Right now, the secretary is using a portable electric typewriter and is taking her forever to type the minutes, agenda, correspondence, and other reports. A computer would save her a lot of time.
>> Mr. President, >> Darren, >> I would like to speak for the motion.
The treasur could also use the computer for financial records and committee chairman could use it for reports. A computer could help us in many ways and save us money, too.
Mr. President, I move to amend the motion by striking out for the secretary and inserting and a laser printer.
>> Second.
>> It is moved and seconded to amend the motion by striking out for the secretary and inserting and a laser printer. If the motion were adopted, it would read to purchase a computer and a laser printer.
Is there any discussion on the proposed amendment?
>> Mr. President >> Dory, first of all, if everyone is going to be using this computer, then the motion should be left very general. If we vote to say that we are purchasing it for the secretary, then no one else will get to use it. Every computer needs a printer and I believe that a laser printer will be the best. It makes very professional copies.
>> Is there any further discussion on the amendment?
Hearing none, the motion is to amend the motion by striking out for the secretary and inserting and a laser printer. As many are in favor, say I.
>> I.
As many are opposed, say no.
>> No.
>> No.
>> The eyes have it and the motion now reads to buy a computer and a laser printer. Is there any further discussion?
Mr. President >> Dave, I move to send this motion to the financial committee to investigate what is the best kind of computer and laser printer for us to have, how much it will cost, and report back to us at the next meeting.
>> Second.
It is moved and seconded to send the motion to the finance committee to investigate what is the best kind of computer and laser printer for us to have, how much it will cost, and report back to us at the next meeting.
Is there any further discussion?
Mr. President, there are so many kinds of computers and printers on the market today and all kinds of price ranges. I believe our financial committee will be able to inform us as to which is the best buy and what our budget can afford.
>> As many are in favor of sending this to the finance committee to investigate, say I >> I.
>> Those opposed say no.
>> No.
>> No.
The eyes have it and the finance committee will look into this matter and report back to us at the next meeting.
>> Mr. President >> Sarah, I move that for students to be able to serve on student senate, they must have already completed political science 101.
>> Is there a second?
Since there is no second, the motion is not before the meeting. Is there further new business?
>> Mr. President, >> Jenny, >> I move to change our school mascot to a penguin.
>> Second.
>> It is moved and seconded to change the school mascot to a penguin. Is there any discussion, >> Mr. President?
I think that the penguin is more representative of our school than the cardinal. It is cool, classy, imaginative, and distinctive.
>> Mr. President, Darren, I would like to speak against the motion. The Cardinal has been our mascot for years, and I'm sure that neither the alumni nor the students would like to change it.
Mr. President, >> Christie, >> I move to postpone the motion indefinitely.
>> Second.
>> It is moved and seconded to postpone the motion indefinitely. Is there any discussion?
>> Mr. President, this is going to cause so much turmoil on campus and with students and alumni that we should just get rid of the motion now.
>> Mr. President, I move to adjourn.
>> Second.
>> It is moved and seconded to adjourn. As many are in favor, say I.
>> I. Those opposed say no.
>> No.
>> The nos have it and the motion is lost.
Is there further discussion on postponing the motion indefinitely?
>> Question.
>> Question.
Does the member wish to close debate?
>> Yes.
>> Will the member please make a motion to close debate?
>> Mr. President >> Christie, >> I move the previous question.
>> Second.
>> The previous question is moved and seconded. As many are in favor, please rise.
Please be seated.
Those opposed, please rise.
Please be seated.
There is a 2/3 vote in the affirmative and the previous question is passed. The motion before us is to postpone indefinitely the motion to change the mascot. If this motion passes, the mo the motion to change the mascot will be killed.
If the motion to postpone indefinitely fails, we will continue to discuss changing our mascot.
As many are in favor of postponing indefinitely, say I.
I.
>> Those opposed say no.
>> No.
The eyes have it and the motion has been postponed indefinitely.
Is there any further new business?
Mr. President Darren, I move that we send a delegation of three to the national convention. The delegation would consist of the president, treasurer, and chairman of community affairs.
>> Second.
It is moved and seconded that we send a delegation of three to the national convention which would include the president, treasurer and chairman of community affairs. Is there any discussion?
Mr. President, there are so many events and meetings that go on at the national convention that I don't think that any one member can take it all in.
Now by sending three members I think that they could attend most the meetings and return and give us a substantial report.
>> Mr. President, I move to lay this motion on the table.
>> Second.
>> Will the member please state the reason for laying this motion on the table?
>> Mr. President, our speaker has just arrived and I know she has a very busy schedule. I think it would be courteous of us to put this motion aside so that she can begin her presentation at once.
It is moved and seconded to lay the motion concerning sending three delegates to the convention on the table. As many are in favor, say I.
>> I.
Those opposed say no.
The eyes have it and the motion is laid on the table. Will the president prom please introduce our speaker?
Thank you very much for that information.
Is there any further new business?
>> Mr. President >> Sarah.
>> I move to take from the table the motion to send three delegates to the national convention.
>> Second.
>> It is moved and seconded to take from the table the motion to send three delegates to the national convention. As many are in favor, say I.
>> I.
Those opposed say no.
>> No.
>> The eyes have it and the motion to send three delegates to the national convention is taken from the table.
Is there any further discussion?
>> Mr. President >> Dory, >> I move to adjourn the meeting.
>> Second.
It is moved and seconded to adjourn the meeting. As many are in favor, say I.
>> I.
>> I.
>> Those opposed say no.
>> No.
>> The eyes have it and the meeting is now adjourned.
This concludes our presentation. I hope you have found this video both informative and useful. Have many successful meetings.
Hey, D.
Heat. Heat.
Heat
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