THE UNION OF TAXATION EMPLOYEES
RULES OF ORDER
GLOSSARY OF PARLIAMENTARY TERMS - their use and meaning
ABSTAIN
A member may abstain from voting by choice although the principle involved
is that members have two responsibilities in respect to decisions of a meeting;
they should attend and they should vote.
However, no one can be compelled to vote.
Abstaining members are considered part of the quorum but, when a vote is
called, it is custom and practice to consider that the vote is carried by
a majority of those members voting.
If a meeting is properly assembled and there is a quorum, members who do
not vote when they have the opportunity to do so are considered to be bound
by the result.
ADJOURN
To adjourn a meeting is the usual method used to end it. Elsewhere we have
set out the priority or precedence of motions, but it can be noted here that
a motion to adjourn takes precedence over all other motions.
Example:
“Chair, I move that this meeting adjourn.”
A motion to adjourn is neither debatable nor amendable and requires only
a simple majority to pass. It should be noted also that it is a motion which
must always be moved, seconded and put to a vote except under very unusual
circumstances.
Exceptions:
The Chair may declare a meeting adjourned without waiting for a motion to
be put or without putting the question to a vote under the following circumstances:
1. If the purpose for which the meeting was called has been completed.
2. If the bylaws or the rules of procedure state that the meeting must adjourn
at a specified time and that time has been reached.
3. If a dangerous or urgent situation has arisen which common sense dictates
should cause the meeting to recess or adjourn.
4. If the meeting has become uncontrollable and, in the opinion of the Chair,
for the safety and well-being of the members, the meeting should be adjourned.
The Chair must declare a motion to adjourn out of order if:
1. The bylaws state categorically the time of adjournment and that time
has not arrived.
2. The meeting has accepted rules of order which include the time of adjournment
and that time has not been reached.
3. A matter of business has not intervened between the first motion of adjournment
and a second motion of adjournment.
A motion to adjourn is the only motion for which a quorum is not necessary.
AGENDA
An agenda is a list of matters proposed to be dealt with at a properly called
meeting. It may be posted on a bulletin board or included in the notice of
meeting, and it should list with accuracy all those subjects and proposals
that are due for consideration and decision at the proposed meeting. It serves
as a notice of motion for all those items of business included in it.
An agenda is put before a meeting or assembly in the same manner as a main
motion; that is, it is moved and seconded, can be amended and is subject
to some procedural motions. Once it has been adopted by the meeting, it is
then used as a guide by the Chair during the meeting.
A sample agdenda follows:
1. Call to order
2. Attendance
3. Adoption of the agenda
4. Adoption of the minutes of the previous meeting
5. Business arising from the minutes
6. Committee Reports
7. Proposed Budget
8. Reports of officers
9. Unfinished business
10. New business
11. Elections (if any)
12. Adjournment
The agenda should be prepared by one or more of the local officers,
usually the Chairperson with the assistance of the secretary. During
its preparation is a good time for the officers to acquaint themselves
with the business which will be proposed and discussed at the meeting.
The
agenda can be amended by decision of the meeting at the time it is
proposed, usually as the first or second order of business after calling
the meeting to order.
Items of business are usually added to the agenda of a meeting at the time
the agenda is proposed for adoption. Such additions (amendments) are included
in the motion for adoption and the motion as amended requires only a majority
to be accepted.
The accepted agenda can then only be further amended by a motion to do so,
but such motions of amendment have to be seconded and require a two-thirds
majority to pass.
Tabled motions are not carried forward to the agenda of the next meeting.
Items on an accepted agenda can only be moved from one place on the agenda
to another by a motion moved and seconded and passed by a majority.
AMENDMENT
An amendment is a proposed revision or alteration to a proposed motion by
a member who has not already spoken on the issue.
Example:
“I propose that the motion be amended by the deletion of the two words ‘at
cost’.”
An amendment is in order only if it relates directly to the motion; it may
modify the motion but it must not radically change or contradict it. An amendment
may:
1. Add certain words to the main motion.
2. Delete certain words from the main motion.
3. Delete certain words and substitute others to the main motion.
Although an amendment has precedence over the main motion (in that the Chair
must first deal with the amendment before allowing debate or putting the
question on the main motion) in all other aspects it may be dealt with similarly
to a motion. It must be seconded and it may be debated or made subject to
dilatory (delaying) or procedural motions.
The vote is always taken first on the amendment.
The Chair may allow only two amendments on the floor at the same time. If
one amendment is passed or defeated, another may be moved, but to repeat,
there can only be two amendments before the meeting at the same time.
SECOND AMENDMENT
A second amendment is an amendment placed before a meeting after a main
motion and amendment when neither the motion nor the amendment have been
put to the question by the Chair.
Example:
“I move that the second word in the main motion be deleted and the
word ‘Union’ be substituted.”
A second amendment is simply another amendment to the main motion placed
before the meeting in the same manner as the first amendment. It must be
moved and seconded, may be debated, and must be put to a vote before the
meeting can deal with the first amendment.
AMENDMENT TO THE AMENDMENT
An amendment to the amendment is a proposed alteration, addition or
deletion to the structure of the first amendment. The amendment to the
amendment is sometimes referred to as a “sub-amendment” but
it is dealt with in the same fashion as the other amendment forms.
Example:
“I move that the amendment be amended to read ‘$5.00 per week’.”
An amendment to the amendment or sub-amendment may be placed before the
meeting when a main motion and amendment are being considered. It must be
moved and seconded; it may be debated; but it must be put to a vote before
the meeting can consider the amendment or the main motion itself.
In other words, an amendment to the amendment or a sub-amendment takes precedence
over the amendment and the main motion and must be disposed of first.
As with the amendment, an amendment to the amendment or a sub-amendment
must not contradict or radically change the proposals contained in the amendment
or in the motion.
APPEAL (Challenge)
A member disagreeing with a ruling by the Chair may appeal or challenge
the ruling of the Chair. In effect, this is a request to the Chair that they
ask for the opinion of the meeting on their ruling and it cannot be denied
except for the following: matters of law, fact, constitution or regulations
known to be true and used by the Chair in support of their ruling are not
subject to appeal or challenge. Where any of these circumstances exist, the
Chair should rule such appeals or challenges out of order and state the reason
for their ruling.
Example:
“I appeal or challenge the ruling of the Chair.”
Such an appeal or challenge is regarded as a privileged motion. It does
require a seconder and it must be dealt with immediately, giving precedence
only to a point of privilege or a motion to recess or adjourn.
An appeal or challenge of a ruling of the Chair is not debatable except
that it is customary for both the appellant and the Chair, in that order,
to be given an opportunity to explain the reasons for their decisions.
When this has been done, the Chair should put the question immediately
as follows: “Shall the ruling of the Chair be sustained?”
When this question has been put to the meeting, a vote is taken and
a tie vote or simple majority is sufficient to uphold the ruling of the
chair. If the majority vote is in the negative, the Chair’s ruling
is rescinded. The Chair is never permitted to vote on an appeal or challenge
of the ruling of the Chair (it should be noted that the provision of
a tie vote upholding the Chair has been established to obviate the Chair
voting).
BALLOT
A ballot is always a secret vote.
Voters customarily mark their ballots with an “X”, “yes” or “no”,
or the name of the person they are voting for, folded once, and deposited
in a receptacle provided by one or more scrutineers.
It is the right of a meeting to cast a ballot at any time it wishes, and
it is the duty and responsibility of the Chair to ensure that the procedure
and machinery for a secret ballot is efficient and ready at all times.
The Chair may not cast a ballot on an appeal against a decision of the Chair
for the reason that, in this one instance, a tie vote upholds the decision
of the Chair against which the appeal was made.
A ballot, once completed, may be reconsidered if two members stating that
they voted in the majority move and second a motion to reconsider. The Chair
must accept their word that they did vote with the prevailing side.
A motion to reconsider a ballot taken must be seconded and the vote taken
by ballot. Such a motion is debatable as of propriety.
If a ballot has been taken in which the Chair voted and the result is a
tie, the Chair may not case a second ballot but the proposition is considered
to have been lost because it was not passed by a majority of those voting.
The results of a ballot are always communicated to the meeting through the
Chair, never by the scrutineers or other person in charge of taking the ballot.
Unless the meeting or the bylaws instruct otherwise, the actual count is
not usually communicated to the meeting. This custom protects from embarrassment
the person who receives only a small number of votes.
When ballots have been collected by the scrutineers and removed from the
floor of the meeting, it is permissible to continue business of the meeting,
provided that the business cannot be influenced by the outcome of the ballot
which has been taken and not yet counted.
If illegal votes ( more votes or fewer votes are cast than there are members
present) the result of the ballot is not invalidated as long as the result
could not be affected in any way by the irregularity.
CAUCUS
The word caucus simply means “meeting” and is commonly used
in political parties. It is used to refer to a separate meeting from
the main body.
A caucus is usually used as a means of reaching a common understanding or
consensus on policies (or candidates) to be supported by the members of the
caucus.
CENSURE
Censure is a vote of reprimand expressing a meeting’s indignation
and giving the member(s) concerned a warning that the meeting may decide
to take more drastic action if the cause is warranted.
It is usually the first step taken by a meeting for violation of its bylaws
or rules, its orders and instructions, for misconduct in office, disorderly
conduct at meetings or for offensive or profane words in debate. It may also
be expressed by the meeting with reference to unethical acts and is a warning
that the organization may next move to suspend, remove from office or expel
the member concerned.
A motion of censure is treated exactly like a main motion; it must be seconded,
is debatable and amendable and is also subject to all subsidiary, procedural
and dilatory motions.
It requires only a majority vote and it is final and may not be reconsidered.
As in law, a person cannot be punished twice for the same crime therefore
a censured person cannot be censured twice for the same offense.
The alleged offender may not vote on the motion and it is customary to take
a ballot rather than an open vote.
The Chair cannot censure a member; censure must come from the assembly itself.
A motion of censure does not require notice of motion but to avoid the possibility
of subsequent charges of defamation or slander, it should give the explicit
reasons for censuring.
The Chair may be censured by a meeting when they knowingly and dictatorially
departs from accepted parliamentary procedure. However, in such cases, the
issue must be raised by a member objecting by rising to a point of order.
In the event that the Chair ignores the wishes of the meeting, a motion of
censure is appropriate.
In the event that a motion to censure the Chair is made from the floor,
it is common practice for the Vice-chairperson to take the Chair immediately
to allow the Chairperson to participate in the debate, but the latter is
not permitted to vote on the question.
CHAIRPERSON
The President of the organization normally presides as the Chairperson of
all meetings. There are several good books on the duties and obligations
of a Chairperson so there is no need to repeat such counsel herein.
The Chairperson holds their position by will of the meeting, and to maintain
the respect of its members: they should play a neutral role as much as possible.
The Chairperson may assist the meeting by wording motions for a mover and
seconder provided they are expressing the will of the meeting. They may prompt
the meeting along certain lines of conduct provided they do so to expedite
its business. They may appoint committees subject to the approval of the
meeting and should be well versed in parliamentary procedure.
The Chairperson forms a part of the quorum and may vote as a member on any
matter coming before the meeting, excepting appeals or challenges of rulings
of the Chair, or motions of censure against the Chairperson, but good counsel
should lead them to cast their vote only in circumstances where the welfare
of the organization is deeply involved.
The Chairperson need not vote in the case of a tie, parliamentary law dictating
that in the case of a tie vote there is no majority; decisions can only be
made by a majority.
They should use the gavel as a badge of office; that is sparingly and not
something to lean on, threaten the members with or wave in emphasis of any
point being made.
They should abstain from participating in the debate. Of all the sins of
the Chairperson, this is the greatest. Far too many do not recognize the
need to maintain both neutrality and silence whenever possible, but instead
participate freely in each debate at every opportunity.
The Chairperson is normally a member ex-officio of all committees established
by the meeting unless the meeting expressly states otherwise. They may leave
the Chair on occasion to participate in important debates but should do so
infrequently, realizing that each time they take part in discussion, they
tend to lose their aura of impartiality.
COMMITTEE
A Committee is a small part of the main body, usually established for the
purpose of expediting business, as meetings have found that subjects of some
complexity or depth are more easily handled by a small number of people.
Committees may take one of several forms:
- Standing Committees are Committees which are permanent between elections
and usually established by provisions in the bylaws or regulations of the
organization.
- Special (or Select) Committees are Committees with a limited term of
office, usually established for a particular or special purpose and sometimes
referred to as ad hoc committees.
A Committee is a creature or instrument of the main body and has little
life of its own, being delegated a particular task within fairly rigid guidelines.
It may be required to do editorial, investigative or collating work but,
in any event, must be guided by the accepted parliamentary rules of procedure.
It need not keep minutes but should keep notes and prepare a report.
When required to do so, it must reach a conclusion which is then reported
to the main body. It is seldom (that is, without the express permission of
the main body) allowed to initiate programs of its own. Normally it is expected
to accept the raw material of a meeting or assembly and re-work it in such
a fashion as it may think will meet the approval of the main body and submit
a report and recommendations.
Special, select or ad hoc committees are normally discharged with a vote
of thanks by the main assembly when the committee has completed its task.
However, this is only a custom; committees which complete their assigned
tasks are considered to have ceased at that time.
Committees are usually established by a main motion with instruction to
carry out the wishes of the assembly as follows:
Example:
“I move that a committee of three be named by the Chair to investigate
our requirement for office space.”
The report of a committee must be signed by its chairperson. No other signature
need be affixed to a report for the purpose of showing any division of opinion
nor can the report be accompanied by any counter-statement from the minority.
The committee chairperson only signs by way of authentication on behalf of
the committee and should sign the report even if they dissents from the majority.
Unless a committee report has been presented to the meeting, it is irregular
to refer to it in debate or to ask questions in reference to the proceedings
of the committee. When a committee report is before the parent meeting, it
may be debated at length but members should not be permitted to discuss the
conduct or language of the committee except insofar as it appears on the
record.
A report is the opinion of the committee, not that of individual members.
Failing unanimity, the conclusions agreed to by the majority of the committee
are the conclusions agreed to by the majority of the committee are the conclusions
of the committee. If a committee member disagrees with certain paragraphs
in a report or to the entire report, they can put on record their observations
and conclusions as opposed to those of the majority by proposing an alternative
(minority) report and moving that the alternative (minority) report be substituted
for the report of the committee. If such a motion is passed, debate ceases
on the main report and is directed entirely to the alternative (minority)
report. Conversely, if the alternative is defeated, there can be no further
reference made to it.
Committees may make progress or interim written report but such reports
should be brief and limited to a very general statement of the direction
the committee work is taking, the number of times that the committee has
met, and possibly an estimate of the date when it expects to complete its
task.
COMMITTEE OF THE WHOLE
A meeting has the power by a majority vote to act as a committee itself.
In other words, it has the power to constitute itself as a committee of the
whole which means the entire body becomes a committee for the purpose of
considering any question associated with the motion establishing the committee
of the whole.
Example:
“I move that this meeting go into committee of the whole to consider
the motion to purchase new chairs for the office.”
A motion for the committee of the whole requires a seconder, is not debatable
and must be put to a vote before any motions over which it has precedence.
If the motion passes, the meeting Chairperson leaves the chair and the committee
of the whole elects its own Chairperson.
A motion constituting a committee of the whole should be treated in the
same manner as a motion to refer as it is actually a motion creating a committee
and referring the question before the meeting to the committee thus constituted.
A committee of the whole is created for the purpose of giving members greater
freedom in debate because a question to be considered is of complex or unusual
nature, or because a problem or question is of urgent importance and should
be debated fully. In committees of the whole procedure is realized and, although
the number of speakers may be limited and the time to be allotted established,
the Chair has the right to guide the debate in a way which will assist it
to reach a final conclusion. To this end, procedural motions are not considered
to be in order. For instance, a motion to table is not in order in a committee
of the whole nor is a motion to put the previous question.
However, while the committee is in session, it is proper for a motion to
be made either recommending acceptance or rejection of the proposal which
was assigned to the committee for consideration, or the committee can recommend
amendments to the question before it. If the committee is unable to reach
a conclusion the matter under discussion the issue is considered to have
been dealt with and will not be debated nor referred to again since it is
considered to have died in the committee. Once the committee has completed
their discussion and the chair is ready to report it is appropriate for someone
to put forward a motion for the committee to rise and report.
Example: “I move that the committee of the whole do now rise and report”.
The latter motion is seconded and put to a vote in the usual manner,
and if it passes the meeting’s regular Chairperson returns to the
Chair and asks for the report of the committee, which is subsequently
made by the Chairperson of the committee of the whole.
A motion in the committee of the whole “that the committee do now
rise and report” is equivalent to a motion to adjourn in a regular
meeting and must be dealt with immediately by the Chairperson of the
committee of the whole without debate. A motion to rise and report requires
only a simple majority to pass and requires the committee Chairperson
simply to report progress to the main body.
The report of a committee of the whole is dealt with exactly like any
other committee report with the exception that if the committee Chairperson
merely reports “progress”, the meeting returns to its regular
business and the matter previously referred to the committee of the whole
is not dealt with any further but is considered to have died in the committee.
Some authorities have concluded that only substantive motions may be referred
to a committee of the whole:
During sittings of the committee of the whole, the secretary does not keep
minutes but records only the statement that a question was referred to the
committee (setting the question or motion down in full) and the subsequent
action taken by the committee when the matter is reported back to the main
body. Only voting members of the body attend sittings of a committee of the
whole. All others are excluded from its deliberations because one of the
purposes of a committee of the whole is to permit a free and unreported debate
on the question before it.
DEBATE
Debate is the discussion which takes place between proponents and opponents
of a proposition at a meeting. It is controller by a Chairperson who should
attempt to make certain that each side is adequately heard by the assembly
before the issue is decided.
Sometimes bylaws, rules of procedure or the meeting itself may instruct
that members debating be limited to the time allotted, or the Chair may suggest
(with the approval of the meeting) that each speaker be given a fixed amount
of time and the number of speakers be limited.
In debate each speaker is recognized in turn by the Chair and given the
floor to put their views before the assembly. When a speaker has the floor,
they may be interrupted only by members rising to a question of privilege
or a point of order although they may yield the floor voluntarily if requested
to do so by another speaker during a pause in the debate.
It is customary in debate for members to use the third person and to
avoid referring to other members or speakers by name. This custom assists
meetings to avoid personalities and violent disagreements which disturb
the harmony and courtesy of an assembly. Many authorities consider that
the use of another member’s name during debate is un-parliamentary and this rule is strictly
enforced in most legislative bodies. Members can be referred to in other
ways such as the “mover of the motion”, or “the previous
speaker”, etc.
Every member has the right to propose and discuss any motion and, when this
right is exercised, no one must be personally attacked. It is common practice
to attack the motion or the intent of the motion but never the mover. All
members should be entitled to express their opinions on any question before
the meeting without incurring the enmity or noisy objection of other members.
Debate may also be interrupted by raising a point of “no quorum” or
a call for the orders of the day, the latter being a request to return
to the appropriate item on the agenda in the event that the Chair has
allowed the meeting to stray from its proper order of business.
Although it is difficult for a Chairperson to order debate in a way
that will bring all facets of a question to the attention of a meeting,
members should be counseled against the sin of boring repetition. Too
many of us propose resolutions that are as popular as “mom’s apple pie”,
yet despite no opposition to such favorable resolutions, speakers parade
to the microphones one after another, tie up the business of the day
with debate that adds nothing to the work of the organization. No Chairperson
can entirely avoid this difficulty but certainly they should attempt
to assist the body by counseling the members against such a practice.
DIVISION
Division of a question is usually known as a motion “to divide the
question”. Sometimes a member will propose a motion which includes
two propositions or questions to the meeting instead of a separate motion
for each. A motion to divide must be made by a member who has not already
spoken on the motion.
Example:
A member: “I move that we advise the local bargaining committee that
we wish to demand a reduction in the hours of work to 36 and that further,
we propose a 10 per cent per annum increase in pay.” (The motion
is seconded.)
Another member “I move that the question be divided.”
In parliamentary practice, if a motion is considered lengthy, complicated,
or can be separated naturally into several parts, another member may move
that the question be divided; that is, separated into several parts each
of which can be dealt with singly.
A motion to divide takes precedence over the main motion. It must be seconded,
is not debatable and is put to a vote immediately by the Chair before further
discussion on the main motion. However, the mover of the motion to divide
may provide a brief explanation as to why they wish to divide the question.
If the motion to divide the question is passed by the meeting, the Chair
restates the motion in a divided form, allowing debate and vote on each part
in order.
The Chair may also declare that the motion cannot be properly divided and
therefore the motion to divide is not in order.
ELECTIONS
Elections should be scheduled by proper notice and at a time and place specified.
Only members in good standing are eligible for office in the Union of Taxation
Employees.
The election Chairperson must state to the meeting in explicit terms what
the procedure is and how it will be followed. Any proposed departures must
be emphasized and receive either tacit or formal approval of the meeting.
All ballots which indicate the wishes of the voter clearly enough for the
scrutineers to understand should be counted; that is, no ballot should be
void because a name has been spelled wrongly or an X has not been placed
exactly in the square or circle of the ballot.
Provided the scrutineers are satisfied that they understand the intention
of the voter, a ballot should be accepted as valid.
An election not held in accordance with the bylaws of the Local or Component
or in violation of a provision of the PSAC Constitution may be declared invalid.
During the course of an election between the point where the Nominations
Committee has reported or the Elections Chairperson is accepting nominations
and the time at which the scrutineers leave the floor with the ballot boxes,
no other business may be transacted. However, once the floor is vacated by
the scrutineers with the collected ballots, the business of the meeting may
resume, provided it will have no impact on or be influenced by the outcome
of the vote.
If a customary procedure is holding elections has had long unquestioned
usage, a completed election cannot be upset by the use of a technicality
that the procedure in the bylaws was not followed to the letter even though
the technicality may be correct. Custom and practice have the weight of law
and therefore technical corrections to a procedure must be made before an
election.
ELECTIONS PROCEDURE
- The Elections Chairperson must have the authority to act. This
power may be conferred by a Convention, an executive body or a president,
provided that the Bylaws do not specifically bar such transfer of power
or is silent on such procedures. If the action is questioned or challenged
by the body over which they will preside, the regular Chairperson must
submit the proposal formally to the assembly because only the assembly
itself has the power to accept or reject the proposal.
- Prior to the meeting, the Elections Chairperson will select the
tellers for counting ballots, meet with them and explain the election
system. They will go through an actual drill, make certain ballot boxes
are available, a table and chairs outside the hall in the location
to be used for counting ballots, tally sheets for use by the tellers,
and report sheets for the chief teller on which results will be entered
and certified correct by the signatures of all the tellers.
- The Elections Chairperson will also explain to the tellers where
they will be assigned and how many tables each teller will be assigned
to collect the ballots, and that they will not begin collection before
ordered to do so. They will be told that when collections have been
completed, all tellers will assemble in front of the Chair with their
ballot boxes and await orders to leave the assembly hall to the place
assigned for the counting. The chief teller will provide the results
of each election to the Elections Chairperson and no other. All tellers
will be told that under no circumstances should any other person learn
of the results of an election until the Election Chairperson has announced
the results to the meeting.
- The Elections Chairperson will also instruct that all doors will
be kept locked during the balloting, the counting of ballots, and until
after the announcement of the results of the vote. Only appointed scrutineers
will be permitted in the ballot counting location during the work of
the tellers’ committee.
- The Elections Chairperson will advise the meeting that each voting
member must wear some identification (previously agreed or assigned)
in order to receive a ballot and to be recognized by the tellers when
the collection of ballots begins. In some cases the member’s
ballot book may be provided to them upon registration. No member should
mark a ballot until told to do so. They will instruct the meeting to
mark a ballot of a certain colour or number if that is the procedure
agreed to earlier. The voting members will also be instructed to fold
the ballot once only to help speed up the counting. They will also
say that each voting member must place their own ballot in the ballot
box.
- After the Elections Chairperson has explained the elections procedure,
and prior to requesting the Nominations Committee to report, they will
declare that all positions for which the election is being held are
vacant and that they will be properly filled by the election that will
follow. They will name each vacant position in this declaration.
- The Elections Chairperson will then call on the Nominations Committee
and ask its Chairperson to report the nominations for each office separately.
The Elections Chairperson will also advise the meeting that the names
of the nominees will be written on a flipchart or blackboard. They
will advise the meeting that they will call for nominations from the
floor for the position to be filled three times and, at the end of
the third time, declare nominations closed.
- The Elections Chairperson
will ask each nominee in turn if they accept the nomination. If a
nominee declines, their name will be removed from the running. The
Elections Chairperson will allow each nominator or seconder of the
nomination or the nominee to speak for three minutes in favour of the
candidate concerned.
- The Elections Chairperson will then declare that the nominations
have been properly made, an election is in order and instruct the tellers
to distribute ballots to all voting members present and in good standing,
if the members do not already have ballots.
- When the ballots have been collected by the tellers, they will
stand at the front of the room facing the Elections Chairperson, who
will ask the meeting if all the ballots have been collected. If there
is no response and the meeting is satisfied that all ballots have been
collected, the Elections Chairperson will ask the tellers to take their
ballot boxes to the ballot-counting location and, when they have completed
their task, to report back to them
- When the ballots have been counted, the chief teller will recheck
the count, enter the final totals on the reporting sheet, have all
the tellers certify the count as correct and present the reporting
sheet personally to the Elections Chairperson.
- The Elections Chairperson will then announce the result of the
ballot. If a nominee does not receive a clear majority of the ballots
cast, the Elections Chairperson will order another ballot and, if there
are three or more nominees, instruct that the nominee who received
the least number of ballots be struck from the list of candidates for
whom the assembly may vote. Any nominee may also request to be struck
off the ballot prior to the next ballot.
- In the event of a tie vote, the Elections Chairperson shall call
for another ballot and continue to call for additional ballots until
the tie is broken. There is no limit to the number of ballots that
may be taken in the event of a tie. Some assemblies have voted more
than one hundred times until a tie was broken.
- When the Elections Chairperson has announced the successful candidate,
they may then call for a motion to destroy the ballots and proceed
to the next election. In some cases a motion to destroy the ballots
may come at the end of all of the balloting.
- When all the elections have been carried out and the successful
candidates named by the Elections Chairperson, they will then ask the
newly elected officers to stand and to take the Oath of Office and
be installed.
- The Oath of Office should be administered by the most senior
administrative officer present. The ritual is carried out with the
successful candidates assembled at the front, facing the meeting and
the person administering the oath with his back to the assembly. The
Elections Chairperson will ask the meeting to stand during the ceremony.
- When the swearing in has been completed, the Elections Chairperson
will say, “Brothers and Sisters, by the authority vested in me,
I now proclaim you duly installed in your respective offices. I congratulate
you upon your election. You may now assume your offices”.
MAJORITY
Most decisions are made by a clear majority of those members voting. In
some instances (such as amendments to the Constitution, bylaws or rules of
procedure, reconsideration, or the amendment of regulations) a two-thirds
majority is required.
In the case of a tie vote, there is no need for the Chair to cast a vote
but they may do so if they wish. They may declare the motion lost because
it did not obtain a majority.
A two-thirds majority vote means that for every negative vote there must be
at least two affirmative votes (or vice versa).
A proposition is always considered carried by a majority of the votes actually
cast; that is, if there were 25 members at a meeting and only 10 voted, the
majority required would be 6.
MEETINGS
A meeting begins when the Chair first calls the assembly to order and ends
when a motion to adjourn is ordered by the Chair or passed by the meeting.
A meeting may be only a few minutes long or may last several days or weeks.
Authorized interruptions in the meeting are recessed; only one adjournment
takes place and that is at the end of the meeting.
A meeting is also referred to as a session and has the same meaning; that
is, a session lasts from the initial call to order until adjournment. Meetings
or sessions are made up of sittings and these period are considered to
take place between a call to order and the time when the body rises for
a recess.
A sitting is terminated by a motion to recess, excepting only the sitting
which takes place prior to final adjournment.
MOTION
Main motions are proposals which introduce a principal subject or proposition
before the meeting. Only one main motion can be pending before the meeting
at one time but main motions are normally subject to the precedence of subsidiary,
procedural and privileged motions.
A main motion must be seconded and it is always debatable. It is subject
to amendment and sub-amendment or second amendment. The terms “question” and “motion” are
interchangeable in parliamentary procedure. A motion is a question until
it has been voted upon and decided by the meeting, at which time it becomes
in fact a resolution.
A main motion should be carefully thought out before it is proposed and
made as complete as possible so that it will not invite amendment. If at
all possible, it should be put in writing and after having been moved and
seconded, the written motion or question can then be handed to the Chair
and used by both the Chair and the secretary.
Motions should first be proposed by the mover, then seconded by a member
and then stated distinctly by the Chair before they are subject to debate
or amendment.
Example:
Member: “I move that we replace all the chairs in the meeting
room with new ones.”
Second member: “I second the motion.”
Chair: “It has been regularly moved and seconded that we replace
all the chairs in the meeting room with new ones. Is there any discussion?”
The practice of speaking on a non-existent motion and summing up with
the phrase: “...and I so move” is unacceptable. This is often
done by speakers who have not carefully though out their motion before
going to the microphone or accepting the floor.
A motion that has not been seconded is not open to debate. If no other person
but the mover supports a motion, it is evident that the meeting is not interested
in the subject of the motion and debate should not be permitted.
It is common practice for the mover of the motion to speak to their motion
before others. When all have had their say, the Chair may recognize the
mover and allow them to speak again but when the mover has spoken the second
time, debate is closed.
A main motion, once it has been moved and seconded and stated by the Chair,
is the property of the meeting and can be only withdrawn by the mover and
the seconder with the unanimous consent of the meeting.
Motions which conflict with the Constitution, Bylaws, Regulations or Rules
of Order are out of order at the time of proposal. If they are adopted, they
are null and void even if adopted by unanimous vote. The Chair should rule
all such motions out of order and these rulings are not subject to an appeal
or challenge.
NOTICE OF MOTION
Notice of motion or previous notice for any purpose may be given at a previous
meeting by being included in the meeting notice or agenda. It may also be
given verbally at a session of a meeting and then dealt with at the next
session.
A notice of motion is based on the common law practice of “due notice” which
requires that a person be fully advised of all particulars which might
be of concern to him/her in the business to be transacted at a meeting.
Example:
“I would like to serve notice of motion to amend the agenda.”
A notice of motion is not debatable nor is it subject to any procedural
motion. It is simply advice that a certain item of business will be proposed
at the next meeting.
It is preferable that notice of motion be included in the agenda for the
proposed meeting.
It is common that the member giving notice of motion be the one to move
or second the actual motion at the following meeting or session but it is
not required.
A notice of motion is usually required for such important matters as elections,
expenditure of funds, amendments to bylaws and regulations, and similar items
of business.
PAST PRESIDENT
Where the Bylaws or Regulations provide, a retiring president not standing
for another term or defeated in office sometimes automatically holds another
office known as past president. The original intent was to provide continuity
and experience and allow a new president to lean on the experience of the
old.
A past president’s term should last no longer than one term between
elections. A president elected for a second term theoretically holds
the office of past president and should no longer need such assistance
in his office.
A past president will have the right of voice at all meetings but cannot
vote as the position is not an elected one.
POINT OF INFORMATION
From time to time this “parliamentary” gimmick creeps into
use. No doubt it has grown out of confusion between Point of Order, Question
of Privilege and Question of Information.
So-called Questions of Information are not permitted because debate is free
and there is no need to give special recognition to a person who rises to
give or seek information.
Such questioners or providers of unsolicited information should take their
place in the debate and should be required to hold questions and information
until speakers in their proper order have had an opportunity to speak.
POINT OF ORDER
A point of order is a motion which may be raised without the speaker first
being recognized by the Chair. It does not require a seconder and it is not
debatable except as specified below. When a point of order is raised by a
member, the Chair must make a decision without allowing the introduction
of any other business except those of motions which have precedence.
The Chair’s decision is subject only to an appeal or challenge
from the ruling of the Chair and in cases where the Chair is stating
the content of Bylaws, Rules of Order, Regulations or the Constitution,
etc., which are fact, no appeal or challenge is permitted.
Example:
Member: “I rise to a point of order.”
Chair: “Please state your point of order.”
Member: “The motion proposed is out of order because it is contrary
to Bylaw 13.”
Chair: “Your point of order is well taken; I declare the motion
out of order.”
Another Member: I appeal against the ruling of the Chair.”
Chair: “Your appeal cannot be put to the question as Bylaw 13
is a statement of fact and the Chair cannot accept an appeal against
a standing bylaw.”
POSTPONE
The motion to postpone is a dilatory or procedural motion used to refer
business until a later or more appropriate time. Business postponed by such
a motion is taken up automatically under unfinished business at the time
specified, usually at the next meeting.
Such a motion requires a seconder, is debatable only as the propriety or
advisability of postponement, is subject to amendment and always requires
a majority vote to pass. It should be said that only amendments in respect
to the alteration of the time or date specified are allowed. A motion to
postpone must be made by a member who has not already spoken on the motion.
Example:
“I move that we postpone the pending motion ‘to buy new chairs
for the meeting rooms’ until the next meeting.”
Sometimes a motion to postpone is used as a closure motion because it may
be debated only with respect to the matter of postponement. The main motion
to which the motion to postpone refers cannot be debated while the latter
motion is on the floor.
A motion to postpone is subject to reconsideration, provided the conditions
surrounding a motion of reconsideration are met.
If a motion to postpone refers to a later time in the same meeting, the
item is automatically inserted in the agenda at the appropriate place.
A postponed question can be considered by the meeting prior to the time
specified in the motion if no one objects or if a two-thirds majority vote
so specifies.
In addition to privileged motions and other motions having precedence which
are listed under that heading, motions to postpone to a specified time take
precedence over motions to refer, amend or postpone indefinitely.
PRECEDENCE
The proposals which are put before meetings and other public assemblies
fall into three main classes as follows:
1. Privileged motions.
2. Dilatory (delaying or procedural) motions.
3. Main (or principal) motions.
Under these headings motions of the three classes are said to have a certain
precedence or rank. That is, the first one listed is of the highest precedence
and must be dealt with first by the Chair. The second motion listed has the
second highest precedence and is only outranked by the first, and so on.
Privileged motions
1. To adjourn.
2. To recess.
3. A question of privilege.
4. An appeal from the decision of the Chair.
5. A point of order.
Dilatory (or procedural) motions
6. To suspend the rules.
7. To table.
8. To put the previous question.
9. To limit or extend debate.
10. To postpone to a definite time.
11. To refer.
12. Second or sub-amendment.
13. To amend the main motion.
14. To divide the main motion.
15. To postpone indefinitely.
Note: The motions 6 to 17 must be moved
by a member who has not already spoken on the issue.
Main (or principal) motions
16. Main motions or resolutions.
17. To reconsider.
Each motion on the above list beginning at the top has higher precedence
than every motion listed below it. This means that a motion having greater
precedence than the one on the floor is in order and may be moved without
waiting for the termination of discussion on the previous motion.
For example, a motion has been moved and seconded to purchase new meeting
room chairs. In the midst of discussion on this proposal, two members may
move and second to have the matter postponed indefinitely. Before this motion
is disposed of, two other members move and second that the original proposal
to purchase meeting room chairs and the motion to postpone indefinitely (which
is considered to be attached to the main motion) be laid on the table. The
motion to table has precedence.
The reverse situation also holds true: Motions having lesser precedence
that a motion on the floor are always out of order. For example, if a member
has moved a motion to lay the proposal on the table, it would be out of order
to move the previous question, postponement to a definite time, or any other
motion of lesser precedence or rank.
Although some motions have precedence over others, a speaker does not have
the right to interrupt another speaker by reason of having a motion of higher
precedence.
The would-be mover of such a motion must wait their turn to be recognized
by the Chair, with the only exceptions to this rule being pertinent points
of privilege or order.
PREVIOUS QUESTION AND QUESTION
A motion that the previous question be now
put proposes that debate should cease on the pending main motion or amendment
and the meeting should make an immediate decision on whether the question
should be put or debate resume. This motion must be made by a member
who has not already spoken on the issue.
Example:
“I move that the previous question be now put.”
The previous question prevents any further amendments to the pending main
motion or amendment and closes debate. Such a motion can be made in respect
to the main motion, an amendment, a second amendment, or it can be made in
turn on each of them. It is not debatable nor is it subject to amendment
and it has a high precedence.
Some jurisdictions require only a simple majority for the previous question
to be adopted while others, including these Rules, adhere to the practice
of requiring two-thirds majority.
The previous question is not admitted in committees of the whole or other
committees.
An undemocratic practice is shouting “question! question!” or “I
call for the question”, or “I move the previous question”.
This does not end discussion. Only the assembly can decide by vote or
by general (silent) consent to cease debate. The proper procedure is
to rise, be recognized, and move a motion that the previous question
be put.
PRIVILEGE
A motion of privilege takes precedence over all other motions except adjournment
and recess. The mover of a motion of privilege or question of privilege may
interrupt a speaker and need not be recognized by the Chair before speaking.
In common usage it does not require a seconder and is not put to the vote.
It must be stated concisely and clearly by the mover and immediately decided
by the Chair.
One authority says that such questions should concern a broad interpretation
of and relationship to the following matters:
1. Safety of a member or the members or the organization.
2. The health of the same.
3. The integrity or respect to which a member, the meeting or the organization
is due.
4. Safety and protection of their property.
The Chair must make two decisions:
first, whether the question is one of privilege, and secondly, how the
question of privilege will be disposed of.
Example:
Member : “I rise to a question of privilege.”
Chair: “Please state your question of privilege.”
Member: “May I ask that all guests be asked to leave the room
until this confidential business has been completed.”
Chair: “Your question of privilege is granted. The Chair orders
that all guests shall leave the room until all confidential business
is concluded.”
Another Member: “I appeal from the ruling of the Chair.”
An appeal or challenge from the decision of the Chair on points ordered
and questions of privilege must be put to the vote of the assembly without
allowing the intervention of any other business. It is customary that the
mover of the question of privilege or point of order be given an opportunity
to state their reasons for doing so and the Chair is allowed a similar period
of time to explain the reasons for its ruling. No other debate is allowed.
A major abuse of this parliamentary procedure is a tendency to introduce
a question of privilege for the purpose of continuing the debate, sometimes
even after the vote has been taken. The Chair should rule immediately to
prevent such abuses. It is a constant requirement for members raising questions
of privilege that they must be concise, proper, legitimate and germane to
the points mentioned above.
Example:
Chair: “The question just raised does not constitute a question
of privilege.”
QUORUM
The quorum of a meeting or group is the minimum number of members required
by its bylaws or rules to be present before any business can be carried out
by the meeting.
It should be clearly stated that no meeting can be called to order when
a quorum is required unless a quorum is present. If the meeting is called
to order with a quorum present and during the business of the meeting the
Chair or a member notices that there is no longer a quorum present, any further
business transacted must be considered null and void.
A question of no quorum once brought to the attention of the Chair cannot
be ignored or withdrawn, even by consent of the meeting. It is not subject
to any procedural motions and must lead immediately to a decision to adjourn
if no quorum is found when attendance is counted.
In many assemblies it is legally acceptable for the Chair to accept a motion
to recess with the intent to seek a quorum by having other members brought
into the meeting.
A local organization can insert in its bylaws a provision allowing the transaction
of certain business at a meeting of no quorum, provided that transaction
is limited to matters approved by the annual meeting or convention; such
business must be ratified at a following meeting of the organization.
RATIFY
To ratify a matter is to give it approval, confirm the action, to make it
valid or legal, and is usually the final action taken by a meeting or group
to legalize some business performed by its officers or representatives.
It can be regarded as a main motion requiring a seconder and it is debatable
and subject to amendment. It requires a majority vote for adoption and permits
a debate on the merits of the matter to be ratified.
Example:
“I move that this meeting ratify the action of the social committee
in spending $40.00 for gifts for the Children’s Hospital.”
Sometimes this motion is used to approve the actions of an executive which
has undertaken business on behalf of the body without proper authority but
it should be said here that the first responsibility of an executive is to
get authority before acting. Sometimes members resent the usurpation of their
rights and will refuse to ratify an action which was not authorized.
This practice may also be a requirement in Bylaws or regulations. For example
the Union of Taxation Employees rules require ratification at Convention
of all Regulation changes made by the Executive Council since the last Convention.
RECESS
The motion to recess a meeting is normally used when it is necessary to
suspend business for a short period, such as when recessing for a coffee
break or lunch, or to have someone speak to the meeting, or to await the
result of a ballot.
The proposal is considered a privileged motion, requires a seconder and
may be amended but it is not debatable. It requires only a simple majority
and for obvious reasons cannot be reconsidered. As a privileged motion, it
has precedence over all other motions except a motion to adjourn.
A meeting should be recessed -- not adjourned -- if the intention is to
have an intermission or to leave off business from one day until the next.
A session of a meeting, group or convention is considered to exist between
the time when the Chair calls the meeting to order and the final declaration
of the Chair that the meeting, group or convention stands adjourned. All
other breaks should be regarded as recesses and treated as such by the Chair
RECONSIDER
A motion to reconsider is used when it is felt that the meeting has
acted on insufficient information or made a hasty decision. Such a motion
requires a “notice of motion” to be given at a previous sitting
of the meeting. At a later sitting, the motion to reconsider is regularly
moved and seconded and is subject only to debate in respect to its propriety
or advisability. It requires a two-thirds majority to be passed and can
only be moved and seconded by two members who state that they voted with
the majority (the prevailing side) on the first question.
When a decision has been made on an earlier question as a result of a secret
ballot, it is required that the motion to reconsider be taken in the same
manner; that is, by secret ballot.
Reconsideration can be moved only once on the same question; when it has
failed, it is not subject to being raised again at that meeting.
Reconsideration is not proper at a later meeting but only at one of the
sittings of the meeting that passed the original motion.
A later meeting has the power to negate the actions of a previous meeting
without the use of the motion for reconsideration by moving and accepting
a motion to rescind the previous action.
Notice of motion of reconsideration is considered to stop any action proposed
in the earlier motion to which the motion of reconsideration refers.
A motion of reconsideration cannot be referred or amended but it may be
postponed to a specified time in the same meeting.
RECORDED VOTE
A recorded vote is one by which the members of any meeting are required
to support or oppose a motion publicly and on the record at the time
a recorded vote is ordered. The record is usually kept by the recording
secretary who, at the time the recorded vote is taken, calls out the
names of the assembly in alphabetical order with each member responding
with either a simple “yes” or “no”.
In preparation for a recorded vote, the recording secretary should have
a tabular alphabetical list of all members present with three columns
on the right-hand side titled “yes”, “no”, “abstain” and “absent”.
The Chairperson may vote in a recorded vote but their vote is always taken
last, not in the alphabetical order of names.
The minutes of the meeting should show that a recorded vote was taken, with
the number voting in the affirmative, the number voting in the negative and
the number of members that abstained or were absent. There should also be
an entry in the minutes that the actual record of the vote has been attached
as an appendix to the minutes.
In a meeting of the Union of Taxation Employees a majority of the members
in attendance may request a recorded vote on any procedural motion ordered
by the Chair.
All votes on substantive motions of the Executive Council must be recorded.
REFER
The term “to refer” means to give over a question or task
to a person or committee. A motion to refer requires a seconder and requires
only a simple majority for adoption. Debate is permitted on the advisability
or propriety of referral or with respect to any instructions which may
be attached. A motion to refer must be made by a member who has not already
spoken on the motion.
If the motion to refer does not contain instructions with respect to the
naming of a Committee, the Chair is permitted to do so and they must name
or appoint the Committee prior to consideration of further business unless
they advise the assembly that they intend to name a person or committee at
a later time or date.
A motion to refer may also include an instruction for a report to be made
at a later specified time.
Example:
“I move that we refer the question of purchasing new office furniture
to a Committee of three to be nominated from the floor and to report
at the next meeting.”
It should be noted that once a motion to refer has been passed by the
meeting, the meeting’s authority over the motion comes to an end.
In other words, it has transferred its control of the motion to another
body and has no right to consider the matter except when the person or
reports or at a time when a two-thirds majority of the meeting decides
by proper motion that the matter be taken up again by the meeting.
A motion to refer is subject to amendment, reconsideration and the previous
question.
REPORTS
Reports of officers and committees are usually given in that order with
the report of the Chairperson or President being first at the appropriate
point on the agenda. Where possible, reports should be moved for adoption
or acceptance and treated as main motions in the business of the meeting.
Reports of committees are not subject to amendment except in respect to
information; e.g., wrong statements in a report may be corrected. A committee
report must be referred back to the committee for any changes other than
corrections.
If a motion to accept or adopt the report of the Committee is passed and
the report contains recommendations, the motion to adopt or accept is considered
to have given an affirmative vote to any such proposals. Of course, if the
assembly does not wish to accept recommendations or proposals in a report,
it may exclude such matters from the motion to adopt.
Example:
“I move that the report of the membership committee by accepted
with the exception of the recommendation dealing with recruitment.”
However, the practice in the Union of Taxation Employees is to deal with
Committee recommendations separately and deal with the Committee report as
a whole.
Members of a Committee who have supported the majority decisions in Committee
sessions are considered to be duty-bound to support the report of the Committee
on the floor of the meeting.
It is permissible for the minority to produce a minority report and
submit it to the meeting at the time the meeting is considering the main
report of the Committee. The accepted procedure for gaining consideration
of a minority report is for a spokesperson for the minority to rise,
gain the Chair’s
recognition, and move to substitute the minority report for the majority
report.
Example:
Chairperson of the Committee: “I move adoption of the Committee’s
report.”
Chair: “You have heard the recommendation of the Committee, is
there any discussion?”
Minority Chairperson: “I move that the minority report be substituted
for the Committee report.
This motion must be seconded.
From the point on, the Chair must direct debate to the motion put by the
minority spokesperson. The motion must be disposed of by the meeting before
debate can return to the report of the Committee. Of course, if the motion
to substitute the report of the minority for the Committee report passes,
no debate may be allowed on the majority or main Committee report. Also,
if the motion to substitute the minority report for the report of the Committee
is passed by the meeting, a motion that the minority report be adopted must
be moved and seconded and voted on.
RESCIND
(or Repeal)
A motion to rescind is a main motion and should be treated as such. The
procedure for using such a motion should be prescribed in the rules of order
or Bylaws of the body. It is a motion requiring a two-thirds majority and
should be preceded by a notice of motion at the previous sitting.
Example:
“I move that we rescind (or repeal) the motion ‘that this association
purchase new chairs for the meeting room’.”
A motion to rescind requires a seconder but debate must be limited to the
motion to rescind. That is, this restriction limits debate to the advisability
of repeal or the propriety of rescinding.
A motion to rescind or repeal is never in order if the matter can be dealt
with by a motion for reconsideration. A rescinding motion cannot be applied
to any action that cannot be reversed.
A motion to rescind is most often used to rid the organization of an outdated
or outmoded regulation or custom.
SPECIAL MEETINGS
A special meeting is a meeting called to act on limited or special business
usually of an urgent nature.
In special meetings, the regular order of business is not followed except
for the opening formalities, the business for which the meeting was called
and, finally, the adjournment of the meeting.
The decisions of a special meeting must be limited to the business stated
in the call to attend the special meeting.
Minutes of special meetings are subject to the approval of the following
regular meeting of the body but special meetings do not have the authority
to approve minutes of a regular meeting.
A special meeting may be called by a regular meeting but a special meeting
cannot call a regular meeting.
A special meeting cannot be called for a time beyond the time of the next
regular meeting.
SUSPEND THE RULES
A motion to suspend the rules, when passed by a meeting, has the effect
of making inoperative some standing rule or regulation previously enacted
by that same body. It should be remembered that only the assembly which established
the rule in the first place, or a body superior to it, has the authority
to suspend such rules. For instance, a convention can, through proper procedure,
suspend its own Bylaws if the Bylaws do not explicitly forbid such action
and if all other conditions are met.
Example:
1. Member at local meeting:
“I move that the Component Bylaws be suspended during this meeting.”
Chair: “Your motion is out of order; this meeting does not have
the authority to suspend the Component Bylaws”
Another member: “I appeal from the ruling of the Chair.”
Chair: “The appeal from the ruling of the Chair cannot be entertained
as this meeting does not have the authority to suspend the Component
Bylaws.”
2. Member at local meeting:
“I move that the rule calling for a ten minute coffee-break in our meetings
be suspended.”
In the second example, the Chair could accept the proposal as a main motion
requiring a seconder and permit limited debate on the advisability or propriety
of passing the motion.
It should be noted that to pass a motion to suspend the rules requires unanimous
approval.
Requiring unanimity is a logical rule in that it protects the members of
the organization from capricious actions by one meeting. Bylaws and constitutions
are the legal frameworks within which an organization must function and are
designed to protect the members from impetuous or sometimes illegal actions.
The rule of law is an accepted and necessary part of our social and political
system and so we must always make it very difficult to suspend the rules
which govern the way in which our meetings and convention operate.
Finally, a motion to suspend the rules should always include the explicit
reason for the proposed suspension and the Chair should ensure that any subsequent
actions taken by the meeting do not go outside the purpose for the suspension.
TABLE
The motion to lay on the table (to table) is a subsidiary or dilatory motion.
It is also called a procedural motion because it determines a procedure with
which a main motion may be dealt. A motion to table must be made by a member
who has not already spoken on the motion.
Example:
“I move that the motion ‘that we obtain new meeting quarters’ be
tabled.”
The effect of the motion is to set the business aside for an indefinite
period of time. In such cases, a motion to lift from the table is necessary
before the business can be dealt with. As in the case of some subsidiary
or procedural motions, debate is not permitted.
A motion to table can have two effects. It may delay indefinitely any piece
of business which the meeting is not prepared to discuss, or it may delay
it for an unspecified period of time, placing the onus of re-activating the
matter on the meeting itself. Motions are never tabled for a specific period
of time. It becomes the responsibility of any two members who wish to re-activate
the tabled subject to introduce a motion that the subject matter be lifted
from the table. It requires a simple majority to pass.
Motions to table are not subject to amendment. For example, let us say
that the motion regularly moved and seconded “that a Committee be established
to examine new meeting space”, is before the meeting. Debate has
been held, there may have been amendments and even a motion to refer
the question to a Committee. Nevertheless, a motion to table is in order,
and if it is seconded and passed by a majority, the whole question of
the motion, amendment and referral is laid on the table and debate must
cease.
A motion to table is similar to a motion to postpone indefinitely and accomplishes
the same result, with the addition that a tabled motion is recorded only
in the minutes of that meeting and on the agenda of the meeting. Following
that recording, it is dropped from the record.
Motions to table are sometimes used by a meeting to avoid the subject going
to a vote. This means that the meeting has chosen not to express its opinion
in a vote but wishes to shelve the matter.
The Chair should counsel the voting body if they believe the body is using
the motion to table inappropriately or frivolously.
VOTING
A demand for a secret ballot has precedence over all other forms of voting
unless the Regulations, Bylaws or Constitution specify otherwise.
A recorded vote has precedence over all other forms of voting with the exception
of a secret ballot.
The standing vote has the next highest precedence, followed by a show of
hands.
The Chair should first take a show of hands vote. If there is any uncertainty
or the vote is questioned, they should then proceed to take a standing vote
with tellers assigned to make an accurate count.
A two-thirds majority vote means that two voters have voted for the proposition
for every one that voted against.
A majority is where it is shown that a clear majority exists. E.g. if 100
members vote a clear majority is 51 or more.
Vote counts are taken of only those who voted; e.g., if 50 members are present
and 25 abstain in a vote, a clear majority of those voting would be 13 and
a two-thirds majority would be 17.
WITHDRAW
A motion may be withdrawn by the mover with the permission of the seconder
under the following circumstances:
1. If the assembly agrees unanimously, the motion may be withdrawn and struck
from the record.
2. If one member of the assembly objects, another member may move that the
motion be allowed to be withdrawn. This procedural motion does not require
a seconder and requires only a simple majority to pass.
3. If unanimous agreement to withdraw a motion is not obtained and the problem
is finally resolved by a motion that the original mover be allowed to withdraw
his motion, then both the original motion and the procedural motion giving
permission to withdraw must be recorded in the minutes.
A motion to withdraw a main motion is not debatable and must be put
to a vote immediately. In ordinary circumstances, the assembly should
be prepared to give unanimous approval to a mover’s request to
withdraw her/his motion. However, in a situation where one member feels
very strongly about the motion which has been put, they may object to
its withdrawal and thus protect their right to debate the issue.
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