Notes #30- 10 More Useful Motions to Know

Last Notes, we covered 10 basic motions everyone should know.  Now we have 10 “More Useful Motions to Know”, which are of several classes of motions, some are subsidiary and relate to the main motion, some are incidental and relate to the pending business in different ways, and some are motions which bring a question "again" before the assembly. Initially it is more important to focus on what is accomplished by the use of the motions listed.

1. CHANGE RULES OF DEBATE. Move to LIMIT or EXTEND LIMITS OF DEBATE. You can move to reduce (or increase) the number of speeches or the length of each speech or you can specify a time limit for debate on a pending main motion.  Be aware this will require a 2/3^rd vote!  Standard is speaking twice on the same motion for 10 minutes each.  You group can change that across the board, setting it as a Standing Rule.  This motion allows you to temporarily change this.

2. FORCE CONFORMITY TO AGENDA. Use the device, CALL FOR THE ORDERS OF THE DAY to require the return to the adopted program or order of business.  This can be used if your meeting is getting off track.

3. URGENT PRIVILEGE. Use the device, RAISE A QUESTION OF PRIVILEGE, to interrupt pending business to make a request affecting the rights or privileges of the assembly (i.e to point out that the speaker cannot be heard, it’s too hot or too cold, or the like.)

4. SET UP AN ADJOURNED MEETING. Move to FIX THE TIME TO WHICH TO ADJOURN. The adoption of this motion does NOT adjourn the meeting, it really says that when we “adjourn”, we are really “adjourning to meet again at a specified place or time/day”.   This is a very confusing motion!  Think of it as a really really long recess of the meeting (to the next day), so that the meeting continues and you can conclude business.  Usually only seen with organizations that have a multi-day legislative session at a convention. 

5. DISAGREE WITH CHAIR'S RULING. Move to APPEAL from the decision of the chair (must be made immediately after the chair's ruling on a POINT OF ORDER).

6. IN DOUBT ABOUT A VOTE? Call for a DIVISION OF THE ASSEMBLY (you can just call out "DIVISION!") when a voice vote seems inconclusive (and the chair doesn't do this); it is a demand for a rising vote (no vote is required on this call) .

7. TEMPORARILY CHANGE RULES. Move to SUSPEND THE RULES if something needs to be done and it’s not in accordance with the regular rules of procedure. (NOTE: Bylaws cannot be suspended!!!)

8. FIRE A COMMITTEE. Move to DISCHARGE A COMMITTEE when a committee has failed to carry out its duties or when it is desired to return a matter back to the assembly.   Typically only done with Special/Ad Hoc committees.

9. CANCEL OR REPEAL A PRIOR ACTION. Move to RESCIND if you want to strike out, change, cancel, or countermand a previous action or order adopted any time in the past.

10. REVERSE A VOTE OR CHANGE ADOPTED MOTION. Move to RECONSIDER the vote on the previously adopted motion. The purpose is to permit correction of an erroneous action or to take into account new information.

Again, see the prior Notes on motions for more info on resources.

[this note is based on work by the Plantation Unit of Parliamentarians]

Notes #29- 10 Basic Motions

As noted, the workhorse for introducing and handling business in your group (or a committee within it) is the MOTION.  In the first in this sub-series, we covered how to handle the basic “main motion”.  Each member has the right to participate according to their own judgment- to make motions, debate, and vote. The following summary will not tell you everything you need to know, but if you know how to accomplish what you want in meetings, you have made great strides in contributing to effective meetings.   So here we give 10 basic motions that most people will need to know.

1. BRING UP BUSINESS. If you want to propose that your group take an action (ie, make a purchase, plan a service event or social event or a camping trip) you must make a MAIN MOTION. You can only do this when no other business is pending.  (see the first in this sub-series on how to do this).

2. KILL A MAIN MOTION. Move to POSTPONE INDEFINITELY. This avoids a direct vote on the main motion and thereby "kills" it.

3. MAKE A MAIN MOTION BETTER. Move to AMEND the main motion. You may add or delete or change, even substitute one motion for another.  Don’t withhold a second because the motion isn't quite what you want, instead AMEND it.

4. GET MORE INFORMATION. Move to REFER the motion to a committee. You may even specify which committee or you may define the committee. (that is, assign it to an already existing Standing Committee or establish a short-lived Special Committee or Ad Hoc Committee with specific members just to look at this matter)  Very useful if you think the idea has merit, but needs more work by a small group of people.

5. PUT OFF THE VOTE ON A MAIN MOTION. Move to POSTPONE the main motion to a later time or another meeting. The time must be DEFINITELY specified.  If postponing it to another meeting, ideally it should be the next one.

6. PUT ASIDE TEMPORARILY. Move to LAY the pending motion ON THE TABLE. Can only be used if an urgent reason to do so. Consideration of the motion continues after adoption of the motion to TAKE FROM THE TABLE.

7. CLOSE DEBATE/STOP AMENDMENTS. Move the PREVIOUS QUESTION. (some groups allow for this to be called "STOP DEBATE"). This requires a 2/3 vote and if adopted the vote is taken immediately on the pending motion.   DON’T confuse the vote on the previous question with a vote on the motion itself!!  They are separate!   If you voted to stop the debate, you STILL have to vote on the motion itself.

8. TAKE A BREAK. Move to RECESS. A recess is short intermission (say, 15 minutes or so); the interrupted business is resumed after the recess.

9. CLOSE THE MEETING. Move to ADJOURN. Adjourn is in order even when business is pending and if adopted closes the meeting immediately.   (any pending business is lost, by the way).

10. NEED TO KNOW SOMETHING more about the pending motion? Use the device REQUEST FOR INFORMATION. For example, "Mr. President, Request for Information. How much did we give last year?"

For more resources on motions, see the previous Note.

[this note is based on work by the Plantation Unit of Parliamentarians]

Notes #26- More on Motions

When speaking of motions, there are some other things to be aware of.   There are, in fact, 23 different motions.  Do you need to memorize them all?  No.  In fact for most people and most situations, you need to be familiar with only a handful or so.  We will cover the most useful of these in the next 2 Notes. 

First off, every motion has certain characteristics. It’s important to be familiar with these characteristics. It can be difficult to memorize the characteristics of every motion, but thankfully there are various charts and cheat sheets you can get and use during your meetings.

The characteristics are:

1. Precedence
2. Application
3. If in order when another has the floor
4. Seconded
5. Debatable
6. Amendable
7. Vote needed
8. Reconsidered

What do these mean?

1. Precedence. For some motions (a dozen of them), there is an order of precedence. Thus, if a motion is being considered, you can put forth a motion of a higher precedence, without waiting for that motion to be finished. Main motions (those motions that bring forth new business to be considered, which was the main focus of the previous Note) have the lowest precedence. Some motions have no precedence, btw.

2. Application. What is the purpose of this motion? This is important, because some motions have somewhat confusing names and some motions seem to have identical purposes. You need to be sure you are using the right motion for the right reasons.

3. As noted, when someone has the floor, you have to wait your turn to make a motion. HOWEVER, there are some motions that you can use even if another member has the floor.

4. Does the motion require a second? Some don't.

5. Can the motion be debated (discussed)? Some don't allow it.

6. Can the motion be amended (changed)? Some can't.

7. What kind of vote is needed to pass the motion? Most motions need only a majority vote. Certain motions require a 2/3 vote (these are motions that affects member's “parliamentary rights” of debate). Some motions don't need a vote.  (refer to the Note on voting for more on this)

8. Can you reconsider the vote on a motion? Some allow it, some don't


In addition, motions are put into one of several groups: Main Motions, Subsidiary motions, Privileged Motions, Incidental Motions, "Bring Back" Motions.

What are these groups?

Main motions bring new business before the group as motions or resolutions.

Subsidiary motions are motions that apply to the main motion, by changing them, setting them aside, and the like.

Privileged motions are important because they have precedence over other motions and are not debatable. All deal with the business of running the meeting.

Incidental motions are related to the main motion, but in such a way that they need to be dealt with NOW.

"Bring Back" motions are a motions that bring back issues for consideration to the group. These can be motions that were set aside and the like.

As noted, one need not memorize motions, but you need to be familiar with them, and using various charts during your meeting can help.  Here are some resources for these charts. 

You can download several free charts at Jim Slaughter’s website (http://www.jimslaughter.com/articles.htm).  He has a great chart of the parliamentary motions, and two others that are useful are “Preside Like a Pro” and “Presiding Phrases”, which can help the person chairing a meeting to move things along.

The National Association of Parliamentarians has several items for sale in their store that are useful.   They have several plastic cards with basic information on them, such as handling a motion, chair’s guide, vote calculator, ranking motions, and subsidiary motions.  Their basic information leaflet is one I get by the 100 and pass out at seminars I do.  This one has it all in one place.

Notes #25- Motions: How they work

In previous works in this series, we have eluded to the concept of "motions" in meetings to get things done. But what are they all about, and how do you deal with them?

In most cases, all the decisions an organization will make will be due to 'motions' being made by the members, discussed, and then decided upon. (in cases where you have MEMBERS making decisions vs just your officers) How this is done is really very easy, but can be confusing to those not familiar with them.

Motions are handled in this seven step process:

1. Obtain the floor
2. Make the motion
3. Have it seconded
4. Chair repeats it
5. Motion is discussed/debated
6. Vote is taken
7. Result is given

How is each step handled?

1. OBTAIN THE FLOOR. Before you can state your motion, you must 'obtain the floor'. And you can't do this unless there is nothing else pending. In other words, if the group is currently working on another matter, your motion will have to wait. Hopefully, your chair will say "Is there any other new business?" once other matters are finished, indicating it’s ok to put forth something new. This is your chance to make your motion. Obtain the chairs attention, by either raising your hand or standing (depending on the size of the group and its customs). Hopefully, the chair will recognize you and you can make your motion (The chair may say "the Chair recognizes...")

2. MAKE THE MOTION. Now that you have the floor, make your motion. Start it off by saying "I move that", and clearly state your motion. Do NOT say "I'd like to make a motion...", or "I make a motion that..." or "I so move..." or the like. Do NOT spend time explaining or justifying the motion (you'll get your chance later). Make it short and sweet, and sit down. IF the motion is a little complex, have it written down and give copies to the chair and secretary.

3. THE MOTION IS SECONDED. Now that you have stated the motion, it needs to be seconded. Seconding ONLY means that at least one person feels the group should consider the motion. The seconder is NOT obligated to vote for the motion or be in favor of it. (they may in fact be against it, and may be seconded it so that it can be considered and defeated!). All that is needed is someone to say "Second!" If no one does, the chair can prompt for a second ("Is there a second"). IF THERE IS NO SECOND, the motion is lost and that's it (Chair "Motion is lost due to lack of a second. Is there any new business?"). If there is a second, we move to the next step.

NOTE: in small committees (12 or less), you may dispense with the need for a second.

4. CHAIR REPEATS IT. The chair then says "It has been moved and seconded that..." This make sure everyone is clear on what we will be discussing.

5. MOTION IS DISCUSSED/DEBATED. At this point, members can now discuss the motion. As noted in previous points, we are discussing ONLY the motion. The old style is for the chair to say "Are you ready for the question?", but it is simpler to say "Is there any discussion?" THE MAKER OF THE MOTION gets to speak first, by the way. This is now their chance to expound on the motion, and convince people to vote for it. Afterwards, everyone else gets to speak. It is a good idea for people to make it clear where they stand by saying "I speak for the motion/I speak in favor of the motion" or "I speak against the motion/I speak in opposition to the motion" and then explain why. Should there be a lull in those obtaining the floor to speak about the motion; the chair may prompt for further debate by saying "Is there any further discussion?"

There ARE limits to how long you can speak and how often.  The standard rule is twice on the same motion for 10 minutes each.  The organization is free to change this for the organization all the time (thru a “Standing Rule” of the organization) or for that meeting or for just that motion.

6. VOTE IS TAKEN. Once it is clear everyone has had their say, OR someone has forced the matter by 'calling the question' and ending debate, the chair will put the motion to a vote. Before doing so, the chair should again repeat the motion so that everyone is clear as to what they are voting on (helpful if the motion was changed thru amendments). The chair should say "The question is on the adoption of the motion to...". And then put the matter to a vote (see the Note on Voting).

7. RESULT IS GIVEN. After the vote is taken, the chair needs to announce the results: "the ayes have it and the motion is adopted" or "The noes have it, and the motion is lost", or the like.  As noted on Voting, you do not give a count of the vote, just who prevailed.

FREQUENT QUESTIONS

SECOND- as noted, and which bears repeating: Seconding just means that at least one person feels the group should consider the motion. The seconder is NOT obligated to vote for the motion or be in favor of it. (they may in fact be against it, and may be seconded it so that it can be considered and defeated!). Seconding is not needed in small committees or groups less than 12. Also, once seconded, you can't withdraw your second. And, if debate begins before a second is formally given (which it shouldn’t), then the second is assumed.

MINUTES- what goes into the minutes? The motion as it was voted on, who made it (don't need who seconded it), and the outcome (adopted or lost). "It was moved by John Smith and seconded that we increase our dues to $100 a year. The motion passed."

AMENDMENTS- during discussions on the motions, the members CAN make changes to the motion (add, remove, reword, change). These are call amendments. This will be covered in a future Note.