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    Simplified ParlPro Guide

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    FRANCO LUIS NOVENARIO
    This document provides definitions and guidelines for parliamentary procedures and motions. It defines common terms like adjourn, amend, chair, debate, and others. It outlines the six steps to present and dispose of a motion: 1) obtaining the floor, 2) making a motion, 3) seconding a motion, 4) debating the motion, 5) putting the question to a vote, and 6) announcing the results. It also classifies motions into four types: main motions, subsidiary motions, privilege motions, and incidental motions. Finally, it provides an example agenda format.

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    Simplified ParlPro Guide

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    FRANCO LUIS NOVENARIO
    106 views5 pages
    This document provides definitions and guidelines for parliamentary procedures and motions. It defines common terms like adjourn, amend, chair, debate, and others. It outlines the six steps to present and dispose of a motion: 1) obtaining the floor, 2) making a motion, 3) seconding a motion, 4) debating the motion, 5) putting the question to a vote, and 6) announcing the results. It also classifies motions into four types: main motions, subsidiary motions, privilege motions, and incidental motions. Finally, it provides an example agenda format.

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    This document provides definitions and guidelines for parliamentary procedures and motions. It defines common terms like adjourn, amend, chair, debate, and others. It outlines the six steps to present and dispose of a motion: 1) obtaining the floor, 2) making a motion, 3) seconding a motion, 4) debating the motion, 5) putting the question to a vote, and 6) announcing the results. It also classifies motions into four types: main motions, subsidiary motions, privilege motions, and incidental motions. Finally, it provides an example agenda format.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    106 views5 pages

    Simplified ParlPro Guide

    Uploaded by

    FRANCO LUIS NOVENARIO
    This document provides definitions and guidelines for parliamentary procedures and motions. It defines common terms like adjourn, amend, chair, debate, and others. It outlines the six steps to present and dispose of a motion: 1) obtaining the floor, 2) making a motion, 3) seconding a motion, 4) debating the motion, 5) putting the question to a vote, and 6) announcing the results. It also classifies motions into four types: main motions, subsidiary motions, privilege motions, and incidental motions. Finally, it provides an example agenda format.

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    Simplified ParlPro Guide

    Prepared by: Franco Luis Novenario

    DEFINITION OF TERMS
    In order for parliamentary procedures to be effective, one must understand and be familiar with
    the frequently used terms in the practice.
    • Adjourn - to end a meeting or to suspend the proceedings temporarily or indefinitely
    • Amend – to revise, alter or change a main motion or question by striking out, inserting, adding
    to, or substituting a word or a phrase
    • Chair – refers to the Presiding Officer
    • Debate - the parliamentary name given to the discussion of a motion or a question
    • Division of the House - voting by standing and counting, or whichever is preferred or is
    applicable
    • Ex Officio (by virtue of the office) - a member of the Committee by virtue of the office or the
    position he is holding
    • Expunge – to purge, erase or delete
    • Floor - the privilege of speaking before the assembly; may also refer to the place where the
    session is being held
    • Lay on the Table - temporarily suspends further consideration or action on pending questions
    or matters
    • Majority – more than 50% of all the members present (simple majority rule is 50% + 1)
    • Minutes - official record of business transacted in a meeting
    • Motion - a formal proposal for action by the group or assembly
    • Quash – to kill or to suppress; to reject as invalid
    • Question - the item of business before the assembly for vote (motion)
    • Quorum - the number or proportion of members required to be present for business to be
    transacted and valid
    • Resolution - a form of main motion which may or may not have a preamble describing the
    reasons for the proposal; it may also refer to the official document of business transacted as
    approved by the assembly or a paper expressing the sentiments or the stand of the assembly
    on a particular issue
    • Second - motions are seconded by a member of the assembly; an action which indicates
    interest of at least a second member in bringing the question before the group or the assembly
    • Table - a motion “to table or lay on the table” allows the assembly to put aside the pending
    question temporarily when something more urgent has arisen
    • Take from the Table - resumes consideration of item previously "laid on the table"
    • Viva Voce - (vi-va-vo-ce) – a vote determined by word of mouth, spoken or orally
    HOW TO PRESENT AND DISPOSE A MOTION
    A motion is the method by which business is brought before an assembly. Motions may grow out
    of reports or other communication. Often a committee report, letter, or memorandum will
    introduce information the assembly wishes to act on. The procedure used in handling a motion
    is described by the following series of steps.

    Step 1: Obtaining the Floor


    Before a motion can be made, the member of the assembly must first obtain the floor; that is,
    the member must be recognized by the Presiding Officer as having the exclusive right to be
    heard. The Presiding Officer must recognize any member who seeks to obtain the floor and is
    entitled to it.
    To be recognized, the member rises when no one else has the floor and addresses the
    Presiding Officer by the proper title saying, “Mr. Presiding Officer, may I be recognized?” The
    Presiding Officer normally recognizes the member by announcing the person’s title or by saying,
    “The Presiding Officer recognizes the gentleman on my right.”

    Step 2: Making a Motion


    A member makes a motion by simply stating, “I move that....” As soon as the member has
    stated the motion, he then takes a seat. The member will have the right to speak first in the
    debate, if he wishes, after the Presiding Officer has stated the question. If the motion has not
    been heard, the maker, the Presiding Officer, or the Secretary can repeat it.

    Step 3: Seconding a Motion


    After a motion has been made another member second the motion by saying “I second the
    motion,” or “Second.” The member seconding a motion does not have to rise or obtain the floor.
    A second to a motion indicates that another member wishes the question to be considered by
    the assembly; it does not necessarily mean that he is in favor of the motion. If no one seconds a
    motion immediately upon stating, the Presiding Officer normally asks, “Is there a second to the
    motion?” Once the motion is seconded the Presiding Officer understands that there are at least
    two members of the assembly who wish to consider this question and he states the question,
    thus placing it before the assembly. The motion now belongs to the group and the maker may
    no longer withdraw the motion without the assembly’s consent.

    If there is no second, the motion is not before the assembly and the Presiding Officer moves on
    to the next item of business. Motions made by direction of a Committee do not need a second
    since they are made by a majority vote within the committee and are desired by more than one
    member of the group.

    Step 4: Debating the Motion


    Immediately after the Presiding Officer states the motion he should ask, “Is there any
    discussion?” or “Are you ready for the question?” The person making the motion has the right to
    speak first and should be allowed to do so. The maker of the motion is not required to speak.
    However, if he chooses to do so he must speak in favor of the motion.
    During the discussion each member has the right to speak twice on the same question. No
    members may speak the second time as long as another member who has not spoken on the
    question desires the floor.

    Speakers must limit their remarks to the pending question. They should address the Presiding
    Officer, speak in a courteous tone, avoid personalities, and under no circumstances attack or
    question the motives of another person. The question, not the person, is the subject of debate.
    The Presiding Officer cannot close debate as long as any member wishes to discuss the
    question.

    Step 5: Putting the Question (Calling for a Vote)


    When it appears that debate has ended, the Presiding Officer asks, “Are you ready for the
    question?” or “Is there further discussion?” If no one rises to obtain the floor, the Presiding
    Officer again states the motion and calls for the vote. “As many as are in favor, say ‘aye.’ Those
    opposed, ‘nay.’” The vote is usually taken by voice vote, but may be a standing vote or by show
    of hands. The Presiding Officer always asks for the negative vote, even when the affirmative
    appears unanimous. The maker of the motion is not allowed to speak against the motion but
    may vote against it.

    Step 6: Announcing the Results


    The Presiding Officer announces the result of the vote immediately, including:
    1. Which side has won? Example: “The ayes have it.”
    2. The result of the voting. Example: “The motion is carried.”
    3. The action that must result. Example: “The assembly will....”

    CLASSIFICATION OF MOTIONS
    Motions are classified into four types depending upon their purpose.

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

    2. Subsidiary motions will modify, defer, remove, or dispose of the main motion. Subsidiary
    motions take precedence over main motions; they must be handled first. They include motions
    to:
    • lay an item of business on the table
    • close debate
    • limit or extend debate
    • postpone to a fixed time
    • refer to committee
    • amend or postpone indefinitely
    • omit
    • add

    3. Privilege motions relate to order and the rights and welfare of the members. They rank higher
    than subsidiary motions or main motions. They include motions to:
    • call for the orders of the day
    • adjourn
    • recess
    • raise a question of privilege
    • set the time to adjourn
    • speech

    4. Incidental motions relate to procedures. Incidental motions have no rank and are considered
    before the motions from which they stem. Incidental motions include those that:
    • appeal a ruling of the chair
    • suspend the rules
    • rise to a point of order
    • parliamentary inquiry
    • withdraw motions
    • reconsider
    • rescind
    • take from the table.
    • point of inquiry

    Example of Agenda

    1. Opening Ceremonies. Religious, patriotic, or other opening ceremonies prescribed by the


    organization or the group, including a roll call if customary, is held at this time. Religious
    ceremonies, such as an invocation, precede other activities.
    2. Call to Order. The Presiding Officer calls the meeting to order after he has determined a
    quorum is present. The Presiding Officer says, “By virtue of the authority vested upon me as the
    Chairman of the Organizing/Steering Committee [or Presiding Officer], I now call this House to
    order.” The Chairman then raps the gavel thrice signaling that the House is now in session.
    3. Reading of the Minutes. The Presiding Officer asks the Secretary to read the minutes.
    Following the reading the Presiding Officer asks, “Are there any corrections to the minutes?”
    The Presiding Officer responds, “The minutes are approved as read,” or “as corrected.”
    4. Reports of Officers and Standing Committees. The Presiding Officer recognizes officers who
    have reports. The Secretary is asked to read the correspondence. The Treasurer is asked to
    give the Treasurer’s Report. Any other elected officers who may have reports are called upon.
    Motions arising out of these reports should be handled immediately.
    5. Reports of Special Committees. Any special committees who are to report should be called
    on in the order in which they were appointed.
    6. Unfinished Business. When the minutes show that the decision on some item of business
    was postponed to the present meeting, session or that a question from a previous meeting or
    session is pending, it should be listed on the agenda under unfinished business. The Presiding
    Officer should not ask, “Is there any unfinished business?” but simply proceed through the items
    listed. An idea discussed informally at the previous meeting and was agreed to be brought up at
    the next meeting should be included under new business.
    7. New Business. After unfinished business is taken care of the Presiding Officer asks, “Is there
    any new business?” At this point members may introduce new items of business. As long as
    members are claiming the floor to introduce business, the Presiding Officer may not deprive
    them of their rights by hurrying through the proceedings.
    8. Other Matters. This is the part where any officer or member may raise concern/s relative to
    the organization of two other matters that they are directly affected. It may also refer to business
    not included in the main agenda.
    9. Announcements. When all new business has been handled and no member wishes to bring
    further items to the group for consideration, the Presiding Officer proceeds to announcements.
    However, the Presiding Officer at any point may make urgent announcements during the
    meeting.
    10. Adjournment. When all of the agenda have been considered, the Presiding Officer may now
    adjourn the meeting or the session, upon a motion duly raised from the floor and seconded by
    the majority.

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