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Presiding Practice Workshop

Presiding Practice Workshop. Parliamentarians Association of British Columbia Octo ber 28, 2011 Thomas J. Balch PRP. Presiding Practice. Purpose of Standard Forms Advantages of Learning Standard Forms Handling Main Motions PRACTICE ! (MAIN MOTIONS) Application to Amendments

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Presiding Practice Workshop

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  1. Presiding PracticeWorkshop Parliamentarians Association of British Columbia October 28, 2011 Thomas J. Balch PRP

  2. Presiding Practice • Purpose of Standard Forms • Advantages of Learning Standard Forms • Handling Main Motions • PRACTICE ! (MAIN MOTIONS) • Application to Amendments • PRACTICE ! (AMENDMENTS)

  3. Purpose of Standard Forms • “The chair should take special care to make sure that the members always understand what is the immediately pending business - the exact question to be voted on the next time a vote is taken. Failure of presiding officers to do so is one of the greatest causes of confusion in meetings.” • RONR (11th ed.), p. 454-55

  4. Purpose of Standard Forms • “It is far better to risk taxing the patience of an assembly by repeating the wording of a motion on which all may be clear, than to risk taking a vote whose effect may be unclear to even a few members.” • RONR (11th ed.), p. 455

  5. Advantage of Learning Standard Forms • For presiding officer: • Processing motions becomes second nature • Free to focus attention on content and on parliamentary issues • For assembly: • Consistency of language makes it easier for members to follow

  6. Do Parliamentarians Need to Memorize Terminology? • Professional Presiding Officer • Must know it in order to teach it to chairs you advise • Going through the process yourself gives empathy for the chairs you train – making you better teacher

  7. Role of Judgment • After standard terminology is second nature, use judgment in its use • When serving as parliamentarian during a meeting, avoid correcting chair’s terminology unless essential • Try to give chair basic training in terminology for handling motions before • Recommend In Brief

  8. Handling Main Motions

  9. Obtaining the “floor” • With important exceptions, member must be "recognized" before speaking: • Rise and address chair: "Madam President!" "Mr. Chairman!" • Chair "recognizes" member who then "has the floor": • "The chair recognizes Ms. Smith." • ... the delegate from Clayton County." • ... the gentleman in the first row." • Or simply: • "The delegate from Clayton County."

  10. For Our Exercises: • "The chair recognizes Ms. Smith.” • “Mr. Smith”

  11. 1. MEMBER MAKES A MOTION • To make a main motion, member must obtain the floor when no other question is pending. • SIMPLE CASES: "I move that....[or to]" • Mr. Chairman, I move that the school board endorse school-based clinics. (Sits)

  12. 2. ANOTHER MEMBER SECONDS THE MOTION • Seconder of motion need not obtain the floor; remains seated and calls out, • “Second !”

  13. 3. CHAIR STATES THE QUESTION • Basic form: "It is moved and seconded that....“ • Chair: It is moved and seconded that the school board endorse school-based clinics.

  14. 4. MEMBERS DEBATE THE QUESTION • [When amendments may be offered] • Chair may say: Are you ready for the question? • OR: Is there any debate?

  15. 5. CHAIR PUTS QUESTION AND TAKES VOTE • “Putting the question” = chair puts question to a vote “after once more making clear the exact question the assembly is called upon to decide” • Chair: Are you ready for the question? [or Is there any further debate?] (NO ONE SEEKS FLOOR) • (STANDS) The question is on the adoption of the motion that the school board endorse school-based clinics.

  16. Voice vote • Chair (STANDING): Those in favor of the motion, say “aye.” • Many Members: Aye! • Chair: Those opposed, say “no.” • Other Members: No!

  17. 6. CHAIR ANNOUNCES RESULT OF VOTE • 1. Which side “has it” : • “The ayes have it”; • “The noes have it”; • 2. Effect on motion: “and the main motion is adopted”; OR “and the main motion is lost” • 3. If MM adopted, consequence: “School-based clinics will be established.” • 4. What’s next: • “The question is now on …” • OR “Is there further new business?”

  18. Summary Steps: • Member obtains recognition: • Stand: “Madam President” • Chair: “Mr. Smith” • Member makes motion: • “I move that . . .” Magic words! • Chair STATES motion: • “It is moved and seconded that …” Magic words!

  19. Summary Steps • Chair: “Are you ready for the question?” or “Is there any debate?” Magic words! • Debate • Chair PUTS Question: • Chair: “Are you ready for the question?” or “Is there any further debate?” Magic words! • STANDS! “The question is on (Magic words!) . . . [e.g., “the motion that” followed by exact words]

  20. Summary Steps • . . . And Takes Vote: • “Those in favor of the motion, say aye.” Magic words! • “Those opposed, say no.” Magic words!

  21. Summary Steps: Chair Announces Result of Vote • 1. Which side “has it” : • “The ayes have it”; • “The noes have it”; • 2. Effect on motion: “and the main motion is adopted”; OR “and the main motion is lost” • 3. If MM adopted, consequence: “School-based clinics will be established.” • 4. What’s next: • “The question is now on …” • OR “Is there further new business?”

  22. Questions?

  23. First Exercise • PRACTICE !

  24. Handling Amendments See especially RONR (11th ed.), pp. 142-45

  25. Amendments Must Be Written PRECISELY • State exactly where in the main motion the change is to be made, and precisely what words to use. • Draft as though giving detailed, word-by-word directions to the secretary how to change the main motion. • Bad: “I move to amend so that we charge $50 for the dinner.” • Good: “I move to amend by inserting ‘with a ticket price of $50’ after ‘dinner.’” • Chair can require that main motions and amendments be submitted by the mover in writing. (May stand at ease to permit.)

  26. Primary Amendments • Strike out words • Insert or add words • Strike out and insert words

  27. Strike out words • Assume a main motion: "that we hold a fundraising dinner on October 20." • Suppose member believes the group should have a dinner just so the members can enjoy the fellowship of eating together, without trying to raise funds. • Wants the motion to read, "that we hold a dinner on October 20." • Motion: “I move to strike ‘fundraising.’”

  28. Infinitives and Gerunds • I move to strike “fundraising” [Infinitive] • Could be: I move to amend by striking fundraising [Gerund]

  29. Infinitives Gerunds End in “-ing” Verbal noun As verbal, can take object: striking “fundraising” As noun, it (or more precisely the noun phrase) can be object: by striking “fundraising” • Begin “to” • Verb form

  30. Infinitive and Gerund • In stating amendment, chair uses exact wording of amendment (often infinitive): • It is moved and seconded to strike “fundraising”. • Otherwise, chair uses gerund form: • The question is on striking “fundraising”

  31. HANDLING AN AMENDMENT TO STRIKE OUT WORDS CHAIR: The question is on the motion “that we hold a fundraising dinner on October 20.” Are you ready for the question? A (standing up): Madam President! CHAIR: Ms. A A: I move to strike out “fundraising.” [Sit when finished.] ANOTHER MEMBER: Second! [Staying seated]

  32. 3 Steps in Stating Q. on Amend:RONR (11th ed.), p. 142 • 1) State the question as for any other motion: • “It is moved and seconded to . . .”[exact language] • [1] It is moved and seconded to strike “fundraising.”

  33. 3 Steps in Stating Q. on Amend:RONR (11th ed.), p. 142 • 2) Read the main motion (or the portion affected by the amendment) as it would stand if the amendment were adopted: • “If the amendment is adopted, the main motion will read . . .” [2] If the amendment is adopted the main motion will read “that we hold a dinner on October 20.”

  34. 3 Steps in Stating Q. on Amend:RONR (11th ed.), p. 142 • 3) Make clear once more that it is the amendment that is under immediate consideration: • “The question is on . . .” [Use GERUND form] [3] The question is on striking “fundraising”. [Note “striking” is gerund form of “to strike”.]

  35. 3 Steps in Stating Q. on Amend:RONR (11th ed.), p. 142 • 1) State the question as for any other motion: • “It is moved and seconded to . . .”[exact language] • 2) Read the main motion (or the portion affected by the amendment) as it would stand if the amendment were adopted: • “If the amendment is adopted, the main motion will read . . .” • 3) Make clear once more that it is the amendment that is under immediate consideration: • “The question is on . . .” [Use GERUND form]

  36. Stating Amendment Form Example strike “fundraising.” “That we hold a dinner on October 20.” striking “fundraising.” • 1. It is moved and seconded to . . . . • 2. If the amendment is adopted, the main motion will read . . . . • 3. The question is on [gerund form of the amendment].

  37. Stating Amendment CHAIR: [1] It is moved and seconded to strike “fundraising.” [2] If the amendment is adopted the main motion will read “that we hold a dinner on October 20.” [3] The question is on striking “fundraising”. Is there any debate?

  38. Debate A: (standing up): Madam President! CHAIR: Ms. A. A: We should all be able to get together to have a dinner without the pressure of trying to raise money . ....[Sit when finished.] B: (standing up) Madam President! CHAIR: Mr. B. B: Madam President, we badly need money. We can’t afford to have a dinner unless it is a fundraiser. [Sits when finished.]

  39. 3 Steps in Putting Q. on Amend:RONR (11th ed.), pp. 142-43 • 1) Repeat the amendment: • “The question is on . . .” [Use GERUND] [1] The question is on striking “fundraising.”

  40. 3 Steps in Putting Q. on Amend:RONR (11th ed.), pp. 142-43 • 2) Read the main motion (or the portion affected by the amendment) as it would stand if the amendment were adopted: • “If the amendment is adopted, the main motion will read . . .” [2] If the amendment is adopted, the main motion will read: “that we hold a dinner on October 20.”

  41. 3 Steps in Putting Q. on Amend:RONR (11th ed.), pp. 142-43 • 3) Take the vote in such a way as to make clear it is the amendment that is to be voted on: • “Those in favor of…[Use GERUND] , say aye. . . . Those opposed, say no.” [3] Those in favor of striking ”fundraising” say aye. Those opposed, say no. ... [Note “striking” is gerund form of “to strike”.]

  42. 3 Steps in Putting Q. on Amend:RONR (11th ed.), pp. 142-43 • 1) Repeat the amendment: • “The question is on . . .” [Use GERUND] • 2) Read the main motion (or the portion affected by the amendment) as it would stand if the amendment were adopted: • “If the amendment is adopted, the main motion will read . . .” • 3) Take the vote in such a way as to make clear it is the amendment that is to be voted on: • “Those in favor of…[Use GERUND] , say aye. . . . Those opposed, say no.”

  43. Putting Amendment to a Vote Form Example striking “fundraising.” That we hold a dinner on October 20. striking “fundraising” • 1. The question is on [gerund form]. • 2. If the amendment is adopted, the main motion will read . . . . • 3. Those in favor of . . . ., • say aye. [pausing for response.] … Those opposed, say no..

  44. Putting Question on Amendment CHAIR: Are you ready for the question? ... [STANDS] [1] The question is on striking “fundraising.” [2] If the amendment is adopted, the main motion will read: “that we hold a dinner on October 20.” [3] Those in favor of striking ”fundraising” say aye. Those opposed, say no. ...

  45. Announcing Result of Vote • 4. Announce which side “has it”: -- The ayes have it [orThe noes have it] • 5. Announce the result: -- and the amendment is adopted [or the amendment is lost]. • 6. State the question that consequently becomes immediately pending: -- The question is now on the main motion as amended, . . . . • 7. Is there any further debate?

  46. Announcing Result of Vote - Adopted Form Example That we hold a dinner on October 20. • 4. The ayes have it • 5. and the amendment is adopted. • 6. The question is now on the main motion as amended, . . . . • 7. Is there any further debate?

  47. Announcement of Result of Vote- Adopted The ayes have it, and the amendment is adopted. The question is now on the main motion as amended, “that we hold a dinner on October 20.” Is there any further debate?

  48. Announcing Result of Vote - Defeated Form Example That we hold a fundraising dinner on October 20. • 4. The noes have it • 5. and the amendment is lost. • 6. The question is now on the main motion , . . . . • 7. Is there any further debate?

  49. Announcement of Result of Vote - Defeated The noeshave it, and the amendment is lost. The question is now on the main motion, “that we hold a fundraising dinner on October 20.” Is there any further debate?

  50. Insert or add words • Assume a main motion: "that we hold a fundraising dinner on October 20." • Suppose a member wants to see a dance combined with the dinner. • He wants the motion to read, “that we hold a fundraising dinner dance on October 20.” This requires inserting the word “dance” after the word “dinner.” • Motion: “I move to insert the word ‘dance’ after ‘dinner.’”

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