Professional Documents
Culture Documents
MEETINGS.
A meeting is a gathering of members or officers of an organization.
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Kinds of Meetings
1. A regular meeting is one which is held at the time provided for in the
constitution or by-laws of the organization. Members are presumed to know
the regular meeting days and are usually not served with notices to the effect.
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2. A special meeting may be called from time to time either by the head of the
organization, or a certain number of the members, depending upon the rules of
the organization. No business can be transacted in a special meeting except
that which is specified in the notice which must be served to every member.
3. An adjourned meeting is merely a continuation of an original meeting
(whether regular or special) in which any business left pending.
QUORUM
A Quorum is that number or proportion of the members of an organization
which must be present at a particular meeting for the organization to legally transact
business.
In the absence of a quorum, no business can be transacted with legal effect
even with unanimous consent of those who are present except to adopt such measures
as are deemed necessary to obtain a quorum or to adjourn.
Quorum is purely discretionary on the part of the organization as it may be
provided in its constitution and by-laws. In the absence, however of any such
provision, common parliamentary law fixes the quorum at a majority of its members.
DEBATES
A debate is a discussion on any subject for the purpose of elucidating the truth
or influencing action. Inquiries and suggestions are not debates
Debates are necessary part of parliamentary procedure because it is only through the
medium of a free and full discussion that the members of an assembly may be able to
decide a question intelligently.
At Close of Debate.
Reopening Debate
Subject to certain rules and conditions, a question that has been decided upon
by the assembly may be reopened by motion for reconsideration. Reconsideration
opens the question to a new discussion and vote, the same as if it were introduced for
the first time. (See Section 15, To Reconsider).
NOMINATIONS
Nomination is a formal act of proposing to the assembly the name of a
candidate for an office to be filled. It is normally a condition precedent to the election
of a person to office or the selection of a member for some other purposes, like
serving on a committee.
COMMITTEES
A committee is a body of one or more persons appointed or elected to perform
certain functions for the assembly. Its duties generally include the consideration or
investigation of certain matters, or the execution of certain acts that may be specially
assigned to it.
Motion is a formal proposal that the assembly either adopt a certain view or
take a certain action on a question pending before it.
A motion is identified by the preparatory phrase I move that which is
equivalent to saying, I propose that, followed by the thought or subject of the
proposal.
A motion is generally made in oral form. However, if the proposal is of great
importance or if it is quite lengthy and complex in its language it should be made in
writing in a form of a resolution.
A resolution, therefore, is a main motion in a written form identified by the
phrase Resolved that which precedes the subject of proposal. If the proposer feels it
necessary to give the reason or reasons for the resolution, he may express them in a
preamble, each clause of which constitutes a paragraph beginning with the word
WHEREAS.
Classification of motion
Robert's Rules of Order divide motions into the following:
1. Main motions, those that bring business before the assembly when no other
motion is pending.
2. Subsidiary motions, which affect the main motion being considered.
3. Incidental motions, which affect rules and procedures that are not specifically
tied to a particular main motion.
4. Privileged motions, which are urgent matters that must be dealt with
immediately, even if they interrupt pending business.
Privileged motions
Incidental motions
(Requests and inquiries)
Parliamentary inquiry
Request for information
Request for permission to withdraw or modify a motion
Request to read papers
Request to be excused from a duty
Request for any other privilege
PROGRESS OF MOTIONS.
Motions brought before the assembly should be clearly presented, intelligently
discussed, and properly disposed of without unnecessary waste of time and effort. To
accomplish this, parliamentary rules prescribe eight steps in handling motions,
namely:
Step 1. Obtaining the floor. Before a member is allowed to make a motion, he
should be first obtain the floor. This is done by rising and addressing the Chair,
meaning, the presiding officer, by his title as Mr. President or Mr. Chairman, or
Mr. Moderator, as the case may be.
Step 2. Recognition from the Chair. A member obtains the floor when the
presiding officer acknowledges him either by calling out his name or position or by
addressing him as Mr Member or by simply appointing or nodding at him. When he
is so acknowledged, he is said to have the floor and no other person is entitled to
speak from the floor except in such cases as are allowed by the rules of procedure.
When two or more members rise to obtain the floor at the same time, all things
being equal, the Chair should recognize the one who rose and addressed the Chair first
after the floor has been yielded. In other cases, the following principles should guide
the Chair in assigning the floor:
1. Priority should be given to the proposer of the motion.
2. A member who has not spoken on an immediate pending question
has priority over the one who has already spoken on it.
3. If the views of the members regarding a pending question are known
to the presiding officer, he should recognize the supporters and the
opponents of the question alternately, giving preference to the one
who is opposed to the last speaker.
4. All things being equal, preference should be given to a member who
seldom speaks against the one who is frequently on the floor.
or
A copy of the resolution is then handed to the chair or to the secretary for
consideration by the assembly.
Step 5. Statement of the Motion. The presiding officer states the motion by
repeating it verbatim or in substance, and where appropriate, by announcing that it has
been seconded, as in the following example:
It has been moved and seconded that we send five delegates to the
forthcoming national students convention. Is there any discussion?
The Chair should, as much as possible, state the motion in exactly the same
way it was presented. If the motion is awkwardly worded, the presiding officer should
ask the proposer to restate it correctly or he may make the necessary correction
himself when stating it, but taking care not to change the thought of the motion.
If the proposal is in the form of a resolution, the manner of stating it is as
follows:
It has been moved and seconded that the following resolution be adopted:
Resolved, that Is there any discussion?
After a motion has been formally stated by the chair it may be referred to as a
question, a proposition, or a measure.
Step 6. Discussion of the Question. After the question has been stated by the
chair, it is posed before the assembly for consideration, and may be debated upon or
modified through amendments before action is taken on it. As a general rule, all
questions are debatable.
Any member may speak on the question after having obtained the floor in the
manner described in step 1. The debate should be confined to the pending question
and should devoid of personalities. The speaker should address all the remarks to the
chair, use proper language and observe courteous deportment.
Step 7. Voting on the Question. After the question has been thoroughly
discussed and/or amended, the Chair brings it to the assembly for action, that is for
approval, disapproval, or some other form of action, as the assembly may deem
proper, for the temporary or final disposition of the question.
The act of submitting the question to a vote is also referred to as putting the
question. The chair puts the question as follows
Are you ready for the question? As many as in favor of the
motion, say Aye,,, Those opposed say No
or
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