Student Organization Officers Guide

Meeting Procedures (Parliamentary Procedure)

 

Parliamentary Procedure (often referred to as “Parly Pro” or “Robert’s Rules”) is a set of rules followed during meetings that will allow for everyone to be heard and help avoid confusion. “Parly Pro” is important because it allows for flexibility, democratic rule, the protection of everyone’s rights, and a fair hearing for everybody’s viewpoint. The procedures described here may be more formal than is required for all meetings but provide a structure that your organization can adapt to ensure productive, efficient meetings. 

 

Types of Procedures

Recognition

When a member wants to speak, that person should raise a hand and wait to be recognized by the presiding officer. This ensures that the speaker has the attention of the attendees and prevents two people speaking at once. At no time will the officer recognize anyone until the first person “yields the floor.” When a person is done talking, they state “I yield the floor.”

• • Members should not interrupt the person who has been recognized (“has the floor”)
  • Recognized members should communicate succinctly in respect of others’ time and participation and should yield the floor when finished.

The Floor

A member obtains the floor to make a comment, ask a question or make a motion. A member can obtain the floor by raising a hand and being recognized by the president.

Making a Motion

Motions are used during a meeting to propose an action. Common motions include:

• • Deciding about a question on the floor.
  • Adopting a proposed statement or plan.
  • Amending a proposed statement or plan.
  • Ending discussion about a topic. See Call the Question below.
  • Amending the meeting agenda.
  • Adjourning the meeting.

Motions can be presented, seconded, debated, and voted upon. A motion must be made for a decision that will be made by the organization, but you do not need to agree with the topic to make a motion. If an action item is included on the agenda, the presiding officer does not need a motion from the body to call a vote on that item. Otherwise, the presiding officer

• • To make a motion, the member must first obtain the floor, or be recognized to speak. Once recognized, the member will make a motion by saying, “I move that we...” or “I move that we do not...”
  • The motion must be seconded by another member. The presiding officer will call for a second by asking “Is there a second for this motion?” repeating the motion if needed.
  • A member may second the motion be simply saying “Second.” The presiding officer should note the name of the member who seconded the motion.
  • If a motion is not seconded, the motion cannot be discussed or voted upon.

Discussing a Motion

After being seconded, a motion comes under discussion; the first person to speak is the one who made the motion, after recognition by the chair. Members may obtain the floor to ask questions about the motion or express an opinion for or against the motion. Generally, members are limited to two points of discussion on each motion. When no more members seek recognition, or if there is no discussion, the presiding officer will call the vote. See “Voting” below.

Amending a Motion

A person can amend a motion by removing part of the statement, adding something to it, or both. Amendments must relate to the subject as presented in the main motion. It is proper to state, “I move to amend the motion by...” There are two kinds of basic amendments:

• • Friendly Amendment - If a motion has been made and needs slight modification, a member can suggest a friendly amendment by stating “I’d like to make a friendly amendment by...” and explain the change you are suggesting. They can be used to correct, add, or to strike out, but the amendment should not change the basic motion. If the member who made the original motion and the person who seconded the motion accept the friendly amendment, the president reads the new motion. If either member rejects it, then the suggested amendment must be made as a formal amendment.
  • Formal Amendment - If a motion has been made and needs a major modification, a member can move to amend a motion before it is voted upon. This type of amendment can also be used when an attempt to make a friendly amendment has been rejected. The move to amend the motion follows the same procedures as any other motion. The presiding officer should ensure that the members know that they are discussing and voting on the amendment to the original motion, not the original motion itself. Once the motion to amend is resolved, the discussion reverts to the original motion.

Call the Question to End Discussion

A member may “call the question” when they have the floor. Once the question is called, all discussion on the motion stops. The president should ask if any member opposes the question. If no one opposes the question, that means that discussion will stop. A vote on the original motion will take place immediately. If someone opposes the question, then a vote is taken on whether to end discussion on the current motion. If the majority of members vote in favor of calling the question, discussion stops, and a vote is taken on the original motion. If the motion to “Call the Question” fails, discussion on the original motion resumes.

Tabling a Motion

A recognized member can move to “table” a current motion to the next meeting so that the organization can address more pressing items or gather more information about the current motion. This motion follows the same procedure as a typical motion.

Voting

To call a vote, the presiding officer states, “all those in favor of (repeats the motion) say Aye (or raise your hand),” and “all those opposed say Nay (or raise your hand),” and “Those who abstain say so (or raise hand).”

• • A vote in favor of the motion (aye) agrees with the motion as it was read and supports the plan of action described by the motion.
  • A vote in opposition (nay) indicates a lack of agreement with at least part of a motion.
  • Abstention indicates the choice to not cast a vote, often due to a conflict of interest with the motion on the table or not having enough information to make an informed decision. To abstain is effectively a vote in favor of the motion, since it does not count against the motion.

Organizations may use a voting system, such as the Election feature in Eagle Engage, or a show of hands, or a roll call vote by voice, or a “voice acclimation” vote in which a verbal response indicates clearly that a motion should pass or fail.

Most motions require only a majority to pass, but motions concerning the rights of the assembly or constitutional changes often need 2/3 votes to pass. Consult the organization’s constitution to learn more.