A Crash Course on Parliamentary Procedures

By Phil Katz, Past-President, Brookline Educators Union

Various rules of order are used by groups of people to maintain respectful and democratic decision making.  Adhering to a set of rules allows a decision-making body to focus on the issue at hand and not deal simultaneously with the process (too much).  The Brookline Educators Association’ By-Laws calls for the use of Robert’s Rules of Order Revised (RROO), the most commonly used parliamentary procedures.  The following is a very brief and simplified guide to RROO - there are exceptions and qualifications to many of these rules.

RROO are designed to create majority rule while respecting the minority voice.  The chair “conducts” the discussion, one person speaks at a time and that the entire body decides when it’s ready to make a decision and what that decision is.

Under RROO, the main focus of a discussion (also known as a debate) is the “main motion.”  There are four major actions that can occur:

-       Making of the motion starts the discussion (also called “moving the issue”)

-       Discussing the motion

-       Amending the motion

-       Voting on the motion, either as originally proposed or as amended

Once the body votes on the main motion, the next main motion is then considered.  This continues until the meeting is adjourned.

A motion requires a second, i.e. one other person who agrees to discuss the issue.

In the discussion of a motion, members can make one of four types of points that do not need a second:

1.     Point of Order - an objection about process, with or without a suggested alternative. The chair then rules.

2.     Point of Information - a question about facts affecting the business at hand.  This is directed to the chair or, through the chair, to a member.

3.     Point of Personal Privilege - a personal comment.  Can be a statement of thanks, a request for heat, defending oneself against defamation, etc.

4.     Speaking for or against the issue at hand.

Amendments can be made during the discussion of the main motion.  Once an amendment is made and seconded, the body then discusses the amendment - not the main motion.  Once the body discusses votes on the amendment, the discussion then goes back to the previous motion.  An amendment can be amended, but an amendment to an amendment cannot be amended.  Despite its frequent use, there is no such thing as a “friendly amendment.”  However, member can propose an amendment and the body can accept it without discussion or vote if there is no objection.

Voting on a motion (the main motion or amendment) is a two-stage process.  The first stage is to end discussion, also known as “close debate” and “call the question,” which can happen in one of two ways:

-       the chair, seeing no other comments or motions pending, calls the question if there is no objection;

-       a member can move to close debate.  A motion to close debate needs a second and the body immediately votes (there is no debate allowed). 

The second stage is the actual vote, some motions need a simple majority (50%+1) to pass, others need a two-thirds majority.

In general, it is good practice to:

-       have questions posed before opening to discussion, i.e. to first allow for all points of order, points of information and points of privilege before people speak in favor, against or make a motion

-       discourage the repetition of arguments

-       call on people who have not yet spoken before those who have already spoken

-       discourage dialogues that start up between two individuals in a discussion

-       be sure the body knows what is being discussed and voted.

Below is a quick summary of the above motions and some others (even more exist):

Motion                                          Need Second?      Debatable         Needed to pass*

Main Motion                                         Yes                    Yes               simple majority

to Amend (or make substitution)           Yes                    Yes               simple majority

to Speak For or Against                        No                     No                 not applicable

to Close Debate                                     Yes                    No                  2/3 majority

to Withdraw the Motion                        No                     No                  2/3 majority

to Make to a Point of Order                  No                     No                    chair rules

to Make to a Point of Information         No                     No                 not applicable

to Table a Motion                                  Yes                    Yes               simple majority

to Appeal Decision of the Chair            Yes                    No                simple majority

to Suspend the Rules                            Yes                    Yes                  2/3 majority

to Extend Debate                                   Yes                    No                  2/3 majority

to Refer to Committee                           Yes                    Yes               simple majority

to Divide the Question                           No                    Yes               simple majority

to Reconsider a Previous Vote              Yes                    Yes               simple majority

to Rescind a Previous Vote                   Yes                    Yes                  2/3 majority

to Call for Division (a re-count)            No                     No                simple majority

to Object to Consideration                     No                     No                  2/3 majority

to Adjourn (a meeting)                          Yes                    Yes               simple majority          

* The Chair can also pass any motion without a vote if there is no objection from the body.