American Massage Therapy Association^®

Parliamentary Procedures
(With modifications for AMTA House of Delegates)

A. Fundamentals of Parliamentary Law

• Justice and courtesy for all.
• Do only one thing at a time.
• The majority rules.
• The minority must be heard.
• The purpose is to facilitate action, not obstruct it.

B. Useful in Conducting our Meetings

• The Fundamentals of Parliamentary Procedure

Of the five points listed above, the most important is to allow the minority to be heard. It would not be uncommon that the minority's debate ended up changing minds.

• Expedite the Process of the Meeting

As we stated in the opening, nobody really wants to spend a lot of time in meetings, especially on their day off. The purpose of your chapter membership meeting, chapter board meeting and chapter committee meetings is to take care of business. So, do it and do it efficiently. Members may really be drawn to attend because of the follow-up, i.e., an educational workshop or a social function.

For larger chapters or those chapters which are very active and animated, parliamentary procedure keeps the process in line and on schedule.

• Control of the Meeting

Have you ever attended a meeting that got off track? Perhaps a member goes on and on about an irrelevant issue, or all of a sudden, members are talking amongst themselves because the person who is speaking is relating personal experiences in response to someone's question. The president or chair has lost control of this meeting! If your chapter has a reputation for this, maybe that's why attendance at meetings is poor!

• It's a Standard

Whether you are attending a meeting in California, or Delaware, or Kentucky or Texas, Robert's is Robert's. Instead of AMTA having 52 different ways of conducting its meetings, there is one. You know how to participate. You know what's going on. Parliamentary procedure is used in a modified form at the House of Delegates Meeting.

• Continuity

Chapter presidents and board members, elected within chapters which practice parliamentary procedure, have a process already in place on how to conduct meetings. The transition from board to board flows more smoothly.  The House of Delegates adopts “Rules of Procedures” at their meeting.

• Reduce Anxiety

For some, public speaking is uncomfortable. Trying to figure out how you're going to run meetings can be an additional headache. Following a procedure simplifies the big picture and can alleviate some of that stress.

C. Reminders for the Moderator (AMTA’S Moderator is appointed by the president and serves as the chair at the House of Delegate’s Meeting)

• Correct procedure should always be your goal.
• In dealing with motions or amendments, always state the exact wording. Ask the secretary to read it if you forget how it was phrased.
• Discussion is not in order until the motion has been stated by the moderator.
• Always indicate clearly how a vote is to be taken - never call for "the usual sign."
• Always call for the negative vote, saying, "Those opposed say 'No'."
• Adoption of an amendment does not mean adoption of the main motion. Remember to state the main motion as amended.
• Better to say, "The motion is out of order" than "The member is out of order" (unless the member really is disruptive).

D. Classification of Motions

1. Main Motion

Main motions are used to introduce a main item or question of business to the group. Only one main motion may be on the floor at one time. It must be disposed of before another item may be considered. There are other procedural motions which may be considered, but only one main motion may be considered at a time.

2. Subsidiary Motions

These motions are for the purpose of modifying or dispensing of the main motion under consideration. Subsidiary motions take precedence over the main motion so they must be handled first.

Examples:

• table a motion,
• close a debate,
• limit or extend debate,
• postpone to a fixed time,
• refer to a committee, and
• amend or postpone indefinitely.

3. Privileged Motions  

These motions have no connection with the main motion, but are of such importance as to demand immediate consideration. They relate to order and the rights and welfare of the members.

Examples:

• call for orders of the day,
• adjourn or recess,
• raise a question of privilege, and
• set the time to adjourn.

4. Incidental Motions

These motions are those miscellaneous motions which cannot be placed in any of the three groups listed above. They relate to procedures.

Examples:

• appeal a ruling of the chair,
• suspend the rules,
• rise to a point of order,
• withdraw motions,
• reconsider, rescind, and take from the table.

5. General Consent (also called unanimous consent):

Although technically not a motion, this is a powerful tool and can be used to expedite "questions of little importance," As stated in Robert's, ...it can "be used either to adopt a motion without the steps of stating the question and putting the motion to a formal vote, or it can be used to take action without even the formality of a motion." The chair says,

"If there is no objection, [action is stated].

After pausing and hearing no objection, the chair says,

"Since there is no objection, [action is stated].

If there is objection, the chair must state the question, allow debate if debatable, and call for the vote. If no formal motion has actually been made, the chair must first ask for a motion to do the proposed action.

E. Putting Ideas before the Group

A motion is the method by which business is brought before an assembly. Motions may grow out of reports, other communication, or actions of the board. Often a committee report, letter or memorandum will introduce information about which the assembly wishes to take action.

The 1990 edition of Robert's contains a separate, at-a-glance section called Charts, Tables & Lists.

This quick referral covers:

I Chart for Determining When Each Subsidiary or Privileged Motion Is In Order

II Table of Rules Relating to Motions

III Sample Forms Used in Making Motions [Note: Some are included below.]

IV Motions and Parliamentary Steps (relating to requiring a Second)

V Motions and Parliamentary Steps (relating to being debatable/amendable)

VI Motions Which Require a Two-Thirds Vote

VII Motions Whose Reconsideration Is Prohibited or Limited

The following offers some of the more common actions that may take place at meetings. Obviously, not every type of motion is listed. Robert's Rules of Order lists the multitudes of technicalities in the text as well as in the at-a-glance section mentioned above. What is shown below may be a good handout for members of chapters who do not already use parliamentary procedure, but would like to begin doing so. The description is followed by samples for making motions.

1. Obtaining the Floor

Address the presiding officer by his or her official title. The traditional address is

Madame Chairman or Mr. Chairman.

The word "Chair" used in this text is interchangeable with whomever is the presiding officer.

Note: For chapter and board meetings the presiding officer is the chapter president. The proper address would be Madame/Mr. President. If the chapter president is absent or passes the gavel to a vice president, the vice president would be addressed as Madame/Mr. President. If the meeting is small, it is acceptable to address the presiding officer by his or her name.

Wait for recognition. Once you have the floor, stand to address the president. You may speak and, with exceptions, no one may interrupt you.

"The Chair recognizes [name of member] or [if name unknown, "the member in the second row"]."

If the meeting is small and it is obvious only one person is seeking the floor, the chair may recognize the person by nodding to him or her and saying, "Yes?." The member need not stand, either, if the meeting is small and informal.

2. Making the Main Motion

All proposals for action by the group must be presented by a "motion." Make your motion brief and concise. If possible, have it written out ahead of time. The secretary may request a written copy of any motion.

The person who makes the main motion is usually referred to as the "maker of the motion." After the person has made the motion, he or she should be seated.

"I move that..."

The maker of the motion has the right to speak first in debate after the chair has stated the question.

3. Seconding a Motion

Before an idea may be discussed, it must be seconded. You need not agree with a motion in order to second it.

"Second!"

If the chair overlooks the absence of a second and debate or voting has begun, the second becomes immaterial. An absence of a second does not affect the validity of the motion's adoption.

4. Amending the Motion

To add to, substitute or subtract from a motion that someone else has made, submit your idea to the assembly by "amending the motion".

"I move to amend by adding..."

"I move to amend by striking out the second paragraph."

"I move to amend by striking out ““ and inserting " ."

5. Amend the Amendment

Altering the motion can be carried one step further by "an amendment to the amendment." You now have a primary amendment and a secondary amendment to the MAIN motion. You may not have more than these two.

"I move to amend the amendment by striking out " " and inserting " ."

6. Divide the Question

It is often possible that a motion may contain two or more parts that you wish to be considered separately. This often helps clarify the entire motion and keeps only those parts that most benefit the group. This is usually done by general consent as it only requires a majority vote.

"I move to divide the motion so as to consider separately..."

7. Debating the Motion

Immediately after the chair states the motion, the chair asks for discussion. The maker of the motion has the right to speak first (but is not required to speak) and must speak in favor of the motion (but may vote against it!).

During the discussion, each member has the right to speak twice on the same question but may not speak a second time so long as other members, who have not yet spoken, desire the floor.

Speakers address the chair, must restrict their remarks to the pending question, and must be courteous. The question, not the maker, is the subject of debate so avoid personality conflicts.

8. Point of Information

This is an incidental motion and is in order when another person has the floor. This is a request directed to the chair or through the chair for information (if matters become confusing or need clarification). It asks a question it is not a ploy to contribute some statement to the debate it is not intended to allow an individual to "put in information."

"Point of information!"

9. Putting the Question

This is the call for the vote. The chair calls for the question when it appears debate or discussion has ended. If no one rises to obtain the floor again, the chair AGAIN STATES THE MOTION and calls for the vote.

"Are you ready for the question?"

10. Voting

The vote is usually taken by voice vote, but may be a standing vote or show of hands. The chair has voting rights as any voting member but normally does not vote unless the question comes down to a tie vote. The chairs says,

"All in favor say 'Aye'." [Response.]

"Those opposed, say 'No'." [Response.]

11. Announcing the Results

The chair announces the results of the vote immediately, by stating

• which side won;
• the result of the voting, and
• the action which must result.

As previously stated, the chair usually does not vote. IF THE VOTE IS A TIE, THE MOTION IS LOST (for lack of a majority). However, if there is a tie, the chair can and will vote to break the tie if the chair favors the motion.  (Not so in HOD)

1) "The Ayes have it." 2) "The motion carries." 3) "The chapter will..."

or

1) "There is a tie." 2) "The motion fails for lack of a majority."

or

1) "There is a tie." 2) "The Chair chooses to vote 'Aye'. The motion carries." 3) "The chapter will..." (Not so in HOD)

 F. Sticking to the Facts

1. Point of Order

If you feel a violation in parliamentary procedure exists, call for "a point of order" to enforce the rules. The chair rules, but he or she is obliged to recognize you and pass on your inquiry to the group.

"Point of order!"
"I call the member to order."
[Applying to indecorum.]

2. Appeal from the Decision of the Chair

If you disagree with a decision of the chair, you can appeal. (This must be done immediately following the ruling). It requires a second and then the chair must state the question and the whole group votes on whether to over-rule or sustain the chair. Either a majority vote or tie will sustain the chair.

"I appeal from the decision of the Chair."

3. Orders of the Day

If the meeting goes off tangent and does not follow the agenda or the order of business, you may remind the chair by calling for "orders of the day." This requires a 2/3 vote -- and is put to the vote at the discretion of the chair.

"I call for orders of the day."

4. Motion to Limit Debate

To prevent a discussion from dragging on endlessly, you can:

(A) Move to limit each speaker's time
(B) Move to limit the number of speakers
(C) Move to limit the overall time of debate
(D) Move to close debate at a set time and vote.

These questions require a 2/3 vote - this is an important safeguard as it proves that twice as many will vote for an issue than against it.

"I move that during this meeting debate be limited to five minutes for each member."

"I move that debate be limited to one speech of three minutes for each member."

G. Postponing Consideration

1. Motion to Table

A motion to "lay on the table" means to temporarily put aside one motion to consider another. It is not debatable and after a matter has been tabled, it may be taken from the table at the same meeting (if other business has intervened) or at the next regular meeting. After that, it would be "DEAD" and the matter would have to be reintroduced.

"I move that the motion be laid on the table."

"I move to take from the table the motion relating to..."

2. Refer a Pending Question

Issues may come up at a chapter or board meeting which need further study or research.

"I move to refer the motion to the Committee."

3. Refer a Matter Which is Not Pending to Committee

This may be a directive to the chapter board to set up a special committee to examine a specific issue.

"I move that a committee [stating number] be appointed to ..."

4. Postpone to a Certain Time

If carried, the matter is postponed to the time specified and comes up as "Unfinished Business."

"I move that action on this matter be postponed until (state time)."

5. Postpone Indefinitely

Primarily a strategic motion - used to reject a main question without incurring a direct vote on it. However, it must be made before there is any debate.

"I move that the motion be postponed indefinitely."

 H. Voting and Adjourning

1. Division of the House

The purpose is to get a more accurate count than a voice vote. A demand of a single member compels the division. This is really a request for a re-vote. If no request for a division is made when the vote is announced, the only motions that can change a vote are to reconsider or to rescind.

"I call for a division." Or, "Division!"

2. Motion to Adjourn

May be made at any time - requires a majority.

"I move to adjourn."

For further information on Robert’s Rules, please visit http://www.rulesonline.com/