Second This Motion: US Parliamentary Procedure

In United States parliamentary procedure, the concept of a motion serves as a formal proposal for action, while Robert’s Rules of Order, a widely adopted guide, dictates the standards for its proper handling. A member supporting a motion must second this motion to demonstrate sufficient interest for discussion. The role of the chair is to acknowledge and facilitate this process, ensuring that the assembly, whether it be a local homeowners association or a legislative body, can efficiently address the matter at hand.

The Foundation of Order: Parliamentary Procedure for Effective Governance

Parliamentary procedure stands as a cornerstone of effective governance in any organized group, from small community associations to large legislative bodies. It’s a structured system of rules designed to facilitate meetings and ensure decisions are made in a fair, orderly, and efficient manner.

At its core, parliamentary procedure is more than just a set of guidelines; it’s a framework for constructive dialogue and democratic decision-making.

Defining Parliamentary Procedure

Parliamentary procedure can be defined as a body of rules, ethics, and customs governing meetings and other deliberative assemblies. These rules provide a structured format for discussion, debate, and decision-making.

The system helps to ensure that all members have an opportunity to be heard. It helps ensure that decisions reflect the will of the majority, while protecting the rights of the minority.

This framework enables groups to tackle complex issues, consider diverse viewpoints, and arrive at informed decisions that benefit the organization as a whole.

Purpose: Fairness, Order, and Efficiency

The central purpose of parliamentary procedure is threefold: fairness, order, and efficiency.

Fairness is achieved by providing a level playing field for all members to participate in discussions and decision-making. Each member has the right to propose ideas, express their opinions, and vote on matters before the group.

Order is maintained through a structured agenda, pre-defined rules of debate, and a designated presiding officer who ensures that the meeting stays on track. This prevents chaos and ensures that everyone has an opportunity to speak without interruption.

Efficiency is enhanced by streamlining the decision-making process. Motions are presented in a clear and concise manner, debate is focused on the merits of the proposal, and votes are taken efficiently to reach a final decision.

Robert’s Rules of Order Newly Revised (RONR): The Gold Standard

While various sets of parliamentary rules exist, Robert’s Rules of Order Newly Revised (RONR) is the most widely recognized and respected authority on parliamentary procedure in the United States and beyond.

RONR provides a comprehensive set of rules for conducting meetings of any size and complexity. Its comprehensive and detailed nature, regularly updated, ensures its continued relevance in an evolving world.

It offers guidance on everything from proposing motions and conducting debates to voting procedures and handling disputes. This resource offers a standard operating procedure for organizations of all kinds.

Organizations adopt RONR to ensure they have a clear, consistent, and impartial framework for making decisions.

A Brief History and Evolution of RONR

The origins of RONR can be traced back to Henry Martyn Robert, a U.S. Army officer who recognized the need for a standardized set of rules for conducting meetings. Frustrated by the inconsistent and often chaotic procedures he encountered in various organizations, Robert set out to create a manual that would provide clear and concise guidance on parliamentary procedure.

The first edition of Robert’s Rules of Order was published in 1876 and quickly gained popularity due to its practicality and comprehensiveness. Subsequent revisions have been made over the years to reflect changes in society and organizational practices.

The current edition, Robert’s Rules of Order Newly Revised, represents the culmination of over a century of refinement and adaptation.

Understanding Motions: The Engine of Parliamentary Discussion

Following the foundational understanding of parliamentary procedure, we now turn our attention to motions, the very mechanism that drives action within a meeting.

Motions are the lifeblood of any deliberative assembly, acting as the formal mechanism to bring forth proposals, instigate discussions, and ultimately, facilitate informed decision-making. This section delves into the essence of motions, exploring their purpose, categorization, and providing concrete examples to clarify their application.

Defining a Motion: A Formal Proposal

At its core, a motion is a formal proposal presented by a member of a group for consideration and action.

It’s a structured way to introduce a specific idea, plan, or course of action to the assembly.

Think of it as the starting point for any substantive discussion or decision within a meeting; without a motion, there is nothing to debate or vote upon.

The Purpose of Motions: Initiating Action and Decision-Making

The primary purpose of motions is to initiate action. They serve as the catalyst for discussion and provide a concrete focus for the group’s deliberations.

By formally proposing an action, motions allow members to:

• Suggest new business or address existing issues.
• Modify or amend proposals that are already under consideration.
• Delay or postpone decisions when more information is needed.
• Ultimately, arrive at a consensus or make a decision through a structured voting process.

In essence, motions transform abstract ideas into tangible proposals that can be debated, refined, and acted upon.

Categorizing Motions: A Hierarchy of Actions

Not all motions are created equal. They fall into distinct categories, each with its own specific function and precedence. Understanding these categories is crucial for navigating parliamentary procedure effectively. The four main categories are:

• Main Motions
• Subsidiary Motions
• Privileged Motions
• Incidental Motions

Main Motions: Introducing New Business

Main motions introduce new subjects or items for consideration. They bring new business before the assembly.

They can only be brought up when no other business is pending. A typical example would be: "I move that the organization donate \$500 to the local food bank."

Subsidiary Motions: Modifying or Delaying

Subsidiary motions are used to modify, delay, or otherwise dispose of a main motion.

They assist the assembly in treating or disposing of a main motion. Common examples include:

• Amend: To change the wording of a motion.
• Postpone: To delay consideration of a motion.
• Refer to Committee: To assign a motion to a smaller group for further study.

Privileged Motions: Addressing Urgent Matters

Privileged motions concern matters of immediate and overriding importance.

They are the highest-ranking motions and can interrupt other business. Examples include:

• Adjourn: To end the meeting.
• Recess: To take a short break.
• Question of Privilege: To address a matter affecting the rights or comfort of the assembly.

Incidental Motions: Addressing Procedural Questions

Incidental motions arise out of other motions or the business at hand and must be decided before the motion they relate to.

These motions deal with questions of procedure. Examples include:

• Point of Order: To call attention to a violation of parliamentary procedure.
• Appeal: To challenge a ruling by the chair.
• Division of the Assembly: To demand a counted vote.

Examples in Action: Illustrating Motion Types

To solidify your understanding, let’s consider some specific examples of each type of motion:

• Main Motion: "I move that we hold our annual fundraising gala on October 27th."

• Subsidiary Motion (Amendment): "I move to amend the motion by changing the date to November 3rd."

• Privileged Motion (Adjourn): "I move to adjourn the meeting."

• Incidental Motion (Point of Order): "Point of order, the speaker is exceeding their allotted time."

By understanding the different types of motions and their specific functions, participants can effectively contribute to meetings, ensuring that discussions are focused, decisions are well-informed, and the principles of fairness and order are upheld.

Seconding a Motion: Validating Interest and Ensuring Discussion

Following the foundational understanding of parliamentary procedure, we now turn our attention to motions, the very mechanism that drives action within a meeting.

Motions are the lifeblood of any deliberative assembly, acting as the formal mechanism to bring forth proposals, instigate discussion, and ultimately, facilitate the decision-making process.

However, not every idea merits extensive consideration. This is where the crucial act of seconding a motion comes into play, serving as a critical filter to ensure that the assembly’s time is used efficiently and that only proposals with a modicum of support are debated.

Defining the Second: A Show of Initial Support

Seconding a motion is the formal expression of support by a member of the assembly for a motion that has already been proposed.

It signifies that at least two members believe the motion is worthy of consideration and discussion by the entire group.

Without a second, the motion typically dies for lack of interest, preventing the assembly from becoming bogged down in considering proposals that lack initial support.

Significance: Validating Interest and Preventing Wasted Time

The requirement for a second is not merely a procedural formality; it serves several important functions.

First and foremost, it validates that at least two members believe the motion is worth discussing. This prevents individuals from monopolizing meeting time with personal ideas that are not shared by others.

Second, it acts as a safeguard against frivolous or poorly conceived proposals.

If a motion cannot garner a second, it suggests that the idea is either not well-received or requires further refinement before being presented to the assembly.

Finally, seconding helps to ensure that the assembly’s resources are used efficiently.

By focusing debate on motions that have demonstrated initial support, the group can avoid wasting time on proposals that are unlikely to gain traction.

The Step-by-Step Process: A Clear Procedure

The process of seconding a motion is straightforward and designed to be easily implemented in any meeting setting.

1. The Motion is Made: A member initiates the process by stating, "I move that…" followed by the specific proposal they are putting forward.

2. The Chair’s Inquiry: The presiding officer, or chair, then asks, "Is there a second?". This prompts members to indicate their support for the motion.

3. Seconding the Motion: A member who supports the motion responds by stating, "I second the motion," or simply, "Second!". No recognition is needed from the chair to second a motion.

4. Acknowledgment by the Chair: The chair acknowledges the second, usually by stating, "The motion is seconded."

5. Restating the Question: Finally, the chair restates the motion to the assembly, framing it as a question: "The question is on the motion that…" This signals that the motion is now open for debate and discussion.

Exceptions to the Rule: When a Second is Not Required

While the requirement for a second is a fundamental principle of parliamentary procedure, there are specific instances where it is waived.

Generally, a second is not required for motions emanating from committees. This is because committee work is already considered a form of "second" wherein members within the smaller group, have already determined that the proposal is worthy of consideration.

This exemption recognizes that committee reports typically represent the considered opinion of a group, rather than the individual idea of a single member.

Specifically, the following actions typically do not require seconds:

• Committee Recommendations: When a committee presents a report with recommendations, the motion to adopt the report (or specific recommendations within the report) does not require a second.

• Points of Order and Inquiries: Procedural motions such as raising a point of order or making a parliamentary inquiry do not require seconds, as they relate to the immediate conduct of the meeting.

• Nominations: Nominations for office typically do not require seconds to be considered.

In conclusion, seconding a motion is a seemingly simple act that holds significant weight in the framework of parliamentary procedure.

It ensures that proposals are vetted for a minimum level of support before being debated, preventing the wasting of time and resources on ideas that lack broader appeal.

By understanding the purpose and process of seconding a motion, members can contribute to meetings that are more efficient, productive, and ultimately, more successful in achieving their goals.

Key Players in Parliamentary Procedure: Roles and Responsibilities

Following the discussion on seconding motions, it’s crucial to understand the individuals who are instrumental in guiding and documenting the meeting process. The success of parliamentary procedure hinges on the effective leadership of the Chair/Presiding Officer and the meticulous record-keeping of the Secretary.

The Chair/Presiding Officer: Guiding the Process

The Chair, also known as the Presiding Officer, holds a position of paramount importance in any meeting governed by parliamentary procedure. Their primary responsibility is to manage the meeting in a fair, impartial, and efficient manner.

This involves several key duties:

• Maintaining Order: The Chair ensures that the meeting adheres to the established agenda and that discussions remain relevant and respectful. This includes preventing digressions, managing interruptions, and enforcing time limits for speakers.
• Recognizing Speakers: The Chair determines who has the floor to speak, typically following a "first come, first served" principle, but with the flexibility to ensure diverse perspectives are heard.
• Stating Motions: A critical duty is correctly stating each motion so that members clearly understand the proposition.
• Ruling on Points of Order: When a member believes that the rules of parliamentary procedure are being violated, they can raise a "point of order." The Chair must then rule on whether the point is well-taken (valid) or not, providing a brief explanation for the ruling.
• Putting the Question: Another key task is putting the question to a vote after debate has concluded.

The Chair must remain neutral throughout the proceedings, avoiding expressing personal opinions on the matters under discussion. Their role is to facilitate the process, not to influence the outcome.

The Secretary: Ensuring Accurate Records

The Secretary plays a crucial role in documenting the proceedings of a meeting. Accurate and comprehensive record-keeping is essential for transparency, accountability, and historical reference.

Their main responsibilities include:

• Recording Motions: The Secretary meticulously records the exact wording of all motions made during the meeting, along with the names of the individuals who made and seconded them.
• Documenting Decisions: All decisions made by the group, including the results of votes, are carefully documented in the minutes.
• Tracking Attendance: The Secretary maintains a record of all members present at the meeting, as well as any guests.
• Preserving Official Documents: Safeguarding key records.
• Handling Official Correspondence: Receiving and responding to organizational letters.

The minutes prepared by the Secretary serve as the official record of the meeting and are typically approved at the subsequent meeting.

Key Figures in the Development of Robert’s Rules of Order Newly Revised (RONR)

While Robert’s Rules of Order Newly Revised is the standard, it’s important to remember it’s a living document that has evolved over time, guided by numerous individuals.

Here are a few key figures who shaped its development:

• Henry Martyn Robert (1837-1923): The original author of Robert’s Rules of Order, published in 1876. Robert, an engineer in the U.S. Army, recognized the need for a standardized set of rules for conducting meetings.
• Sarah Corbin Robert (1883-1948): Henry Martyn Robert’s daughter-in-law, she played a key role in revising and updating the manual after his death, ensuring its continued relevance.
• General Henry Robert III (1916-1992): Grandson of the original author, he was a key leader of RONR for many years.
• William J. Evans: A parliamentarian who played a significant role in revising and updating RONR.
• Daniel H. Honemann: Served as Parliamentarian of the House of Representatives of the State of Maryland from 1967 to 2003, and served on the Editorial Board for the 10th edition of Robert’s Rules.

These individuals, among others, have contributed to the evolution of Robert’s Rules of Order Newly Revised, ensuring that it remains a practical and relevant guide for conducting meetings in a fair and orderly manner. Understanding the roles of the Chair and Secretary, along with the history of RONR, provides a solid foundation for navigating parliamentary procedure effectively.

Advanced Parliamentary Maneuvers: Debate, Voting, and Points of Order

Once the fundamentals of motioning and seconding are understood, participants can engage in more nuanced parliamentary maneuvers. These advanced techniques empower members to shape the discussion, influence outcomes, and ensure the integrity of the decision-making process. Mastering debate procedures, understanding voting protocols, and knowing how to raise points of order are essential for effective participation in any deliberative body.

Navigating the Nuances of Debate

Formal debate transforms a motion into a communal exploration of ideas. Structured rules govern the flow of discussion, fostering both comprehensiveness and efficiency.

• Time Limits and Speaking Order: Adherence to time limits ensures all voices are heard. The presiding officer typically recognizes speakers in an alternating fashion, balancing proponents and opponents of the motion. This creates a structured dialogue, ensuring that various viewpoints are presented.

• Rules of Decorum and Relevance: Maintaining respectful discourse is paramount. Personal attacks or irrelevant tangents undermine the deliberative process. Speakers must address the motion at hand, avoid personal attacks, and refrain from disruptive behavior. The Chair has the duty to enforce decorum.

Deciphering Voting Procedures

Voting solidifies the collective will. Different methods exist, each suited for particular situations. Understanding the nuances of each method is crucial for ensuring accurate and representative outcomes.

• Methods of Voting: The most common methods include:

  • Voice Vote: Typically employed for routine or uncontroversial matters, the chair asks those in favor to say "aye" and those opposed to say "nay." The chair then estimates the result.
  • Show of Hands: Offers a slightly more precise count than a voice vote, but is still relatively informal.
  • Ballot: Guarantees anonymity, often used for sensitive or contested elections and decisions.
  • Roll Call: Each member states their vote as their name is called, providing a public record of individual positions.

• Majority vs. Two-Thirds Vote Requirements: The threshold for passage varies depending on the nature of the motion. Ordinary matters usually require a simple majority (more than half of those voting). Certain consequential decisions, like amending the bylaws or expelling a member, necessitate a two-thirds majority.

Calling For The Question: Ending Debate

The motion to “call for the question” (also known as "previous question") is a procedural tool to end debate and force an immediate vote. Its use requires careful consideration.

• Ending Debate Prematurely: Calling the question can halt valuable discussion if deployed too early. It should only be used when debate has become repetitive, unproductive, or when the assembly is ready to vote. This prevents potential abuse of the system and keeps the flow of information smooth.
• The Correct Procedure: A member must be recognized by the Chair, and then move the previous question, usually by stating, “I move the previous question.” The motion requires a second and a two-thirds vote for approval, reflecting its potential impact on open discussion.

Raising a Point of Order: Safeguarding Procedure

A point of order serves as a real-time correction mechanism. It’s a tool used to address deviations from established parliamentary procedure during a meeting.

• Addressing Procedural Errors: Any member can raise a point of order if they believe a rule has been violated. This could include improper speaking order, irrelevant discussion, or any other procedural irregularity.
• The Chair’s Ruling: The member should interrupt the proceedings and state, "Point of order." The Chair will then request an explanation of the alleged violation. The Chair then rules on the point of order, either sustaining it (agreeing with the member) or overruling it (disagreeing). The Chair’s ruling is binding unless overturned by an appeal from the assembly.

Resources and Organizations for Mastering Parliamentary Procedure

Once the fundamentals of motioning and seconding are understood, participants can engage in more nuanced parliamentary maneuvers. These advanced techniques empower members to shape the discussion, influence outcomes, and ensure the integrity of the decision-making process. Mastering parliamentary procedure is a continuous journey, and several invaluable resources and organizations exist to guide individuals and groups toward proficiency. These resources offer educational materials, training programs, and professional certifications to enhance understanding and application.

National Association of Parliamentarians (NAP)

The National Association of Parliamentarians (NAP) stands as a leading authority in promoting the study and application of parliamentary procedure. Established to foster a deeper understanding of Robert’s Rules of Order Newly Revised (RONR), NAP provides a wealth of resources for both beginners and seasoned parliamentarians.

Goals and Objectives of NAP

NAP’s primary objective is to elevate the standards of parliamentary practice across various sectors, including government, education, and nonprofit organizations.

The organization achieves this through:

• Education and Training: Offering comprehensive courses, workshops, and seminars on parliamentary procedure.

• Certification Programs: Providing professional credentials to recognize individuals with expertise in parliamentary law.

• Resource Development: Creating and disseminating educational materials, including publications, webinars, and online resources.

• Networking Opportunities: Facilitating connections among parliamentarians to share knowledge and best practices.

NAP’s commitment to excellence ensures that members have access to the latest information and techniques in parliamentary procedure.

American Institute of Parliamentarians (AIP)

The American Institute of Parliamentarians (AIP) is another prominent organization dedicated to the advancement of parliamentary knowledge and practice. AIP shares a similar mission to NAP, focusing on the education, certification, and professional development of parliamentarians.

Goals and Objectives of AIP

AIP strives to enhance the effectiveness of meetings and decision-making processes through the application of sound parliamentary principles.

The organization pursues this mission through:

• Educational Programs: Conducting training sessions and workshops on parliamentary procedure.

• Certification: Certifying qualified parliamentarians.

• Professional Development: Offering continuing education opportunities to keep members updated on parliamentary law and best practices.

• Community Engagement: Providing resources and support to organizations seeking to improve their meeting procedures.

Both NAP and AIP offer valuable pathways for individuals to become proficient in parliamentary procedure, providing access to educational resources, professional certifications, and supportive networks.

Additional Helpful Resources

Beyond NAP and AIP, numerous other resources can aid in mastering parliamentary procedure. These resources range from websites and apps to checklists and summaries of Robert’s Rules of Order.

Parliamentary Procedure Websites

Several websites offer valuable information and resources on parliamentary procedure. These platforms often provide articles, tutorials, and interactive tools to help users understand and apply parliamentary principles.

Examples include:

• Official websites of NAP and AIP.

• Websites maintained by parliamentary procedure experts and consultants.

Apps for Parliamentary Procedure

Mobile apps can be invaluable for quick reference and on-the-go learning.

These apps typically offer features such as:

• Searchable databases of parliamentary rules.

• Interactive tutorials and quizzes.

• Tools for managing motions and debates.

Parliamentary Procedure Checklists

Checklists can serve as handy guides for conducting meetings and ensuring adherence to parliamentary rules. These checklists typically cover key steps such as:

• Setting the agenda.

• Making and seconding motions.

• Conducting debates.

• Voting on resolutions.

"RONR In Brief" and Concise Summaries of RONR

Robert’s Rules of Order Newly Revised is a comprehensive manual, but its size can be daunting.

Concise summaries, such as RONR In Brief, provide accessible overviews of the key rules and procedures. These summaries are ideal for quickly grasping the essentials of parliamentary law without delving into the full text. They serve as excellent companions for both novice and experienced parliamentarians, facilitating efficient and effective meeting management.

So, there you have it! A quick look into the world of "second this motion" and US parliamentary procedure. While it might seem a bit formal at first, understanding these basics can really empower you to participate more effectively in meetings and make your voice heard. Don’t be afraid to jump in and "second this motion" – you might just be surprised at the difference you can make!