CAP - 2005

CHAIRMAN AND PARLIAMENTARIAN

_______________________________________
Designed and Compiled by

JFM.S.Nagalingam, B.Sc., M.A., M.B.A., B.L.,NTF.,

JCI Certified Prime Assistant Coach Lead Faculty

JcI.Sen.K.Vallabhdas
Past National President

________________________________________

PARTICIPANTS MANUAL

(Worldwide Federation of Young Leaders and Entrepreneurs)

Indian Jaycees
National Secretariat

A PUBLICATION OF

Ami Kalash, 2nd Floor, Ami Complex, IC Colony Road Borivali (W), Mumbai - 400 103. Tel.: (022) 28912354, 28913355 Fax : 022 - 28910807 Email : ijcns@vsnl.com www.ijc.org.in

CHAIRMAN AND PARLIAMENTARIAN

Recycle Paper

I. INTRODUCTION II. EFFECTIVE MEETINGS II.1. CHECK LIST FOR MEETINGS II.2. AGENDA OF A MEETING III. CHAIRMANSHIP III.1. STYLES OF CHAIRMANSHIP III.2. QUALITIES OF A CHAIRMAN III.3. POWERS OF A CHAIRMAN III.4. CHAIRING A MEETING (DUTIES) III.5. RESPONSIBILITIES OF CHAIRMAN III.6. BASICS OF ANY MEETING III.7. TYPES OF MEMBERS IV. PARLIAMENTARY PROCEDURE IV.1. BASIC PRINCIPLES IV.2. MOTION TO RESOLUTION IV.2.1. SAPTAPADI IN CAPP IV.3. PROPOSAL IV.3.1. MAIN OR PRINCIPAL MOTION IV.3.2. INTRODUCING OF MOTIONS IV.4. DISCUSSION IV.4.1. PRIVILEGED MOTIONS IV.4.2. INCIDENTAL MOTIONS IV.4.3. SUBSIDIARY MOTIONS IV.4.4. UNCLASSIFIED OR MISCELLANEOUS MOTIONS IV.5. DECISION IV.5.1. VOTING IV.5.2. BASES FOR DETERMINING A VOTING RESULT IV.6. KEY MOTIONS AT A GLANCE IV.7. MOTIONS WITH SPECIAL FEATURES V CONCLUSION .

1 1 4 7 8 8 11 13 14 15 15 16 18 19 19 19 20 20 21 21 21 22 22 23 23 24 25 25 33 35

CAP - 2005

I. INTRODUCTION :

n any democratic society, the work can be got done by a group of people, only by getting together for discussion and decision by consent or by majority. As per one estimate there are 11 million meetings take place daily in America and more than a million in India. Day in and day out you are also participating in number of such meetings either as Chairman or as member of a democratic organisation. Do you often grumble that your organisation is run by a clique? In protest you attend meetings less regularly. In the end you may drift altogether from affairs in which you would like to play an active role. But many times the so called clique consists of overburdened members carrying in on to the best of their ability. They may want to consider the views of those who drop out, but no direct way exists to know their views. These overburdened people are often reelected and reappointed because no one else seems to show ability or willingness for such jobs. If you are really interested in the effectiveness of your organizational meetings go through the following steps carefully.

CHAIRMAN AND PARLIAMENTARIAN

II. EFFECTIVE MEETINGS Meetings must be planned ahead and must include: 1. 2. 3. 4. 5. Good agenda. Good speaker. Good venue. Good food. Good facilities.

The meeting must be very well publicized and promote the speaker, the main points of the agenda, the learning opportunities and a special attraction. No matter what kind of meeting your membership adopts, there are some fundamental issues that must be taken into consideration: 1. Notification. Members should be notified of the upcoming meetings by mail or telephone. A short note with the main attractions and issues to be discussed can be mailed to all members. Officers who are expected to present reports should be informed of what is expected from them. 2. Agenda. With rare exceptions, the President or Secretary should have a prepared agenda to be distributed to the members prior to the start of the meeting. This will expedite the meeting and make it more productive. 3. Minutes. Minutes should be kept by the Secretary and copies of summaries from the previous meeting distributed to the members at the beginning of each meeting. If required by the chapter, the approval of the minutes should be the first thing on the agenda. 4. Length. If the President runs the meetings properly, most should be kept within a two-hour limit. If enough responsibility and authority are delegated to the Board members, the Commission Directors and the Project Chairmen, the agenda
4

CAP - 2005

of the meeting should only include major issues and short training sessions. 5. Follow up. A few days after the meeting, all members who accepted any task or responsibility should be notified with clear instructions on what is expected and exactly what was decided during the meeting. II.1.CHECKLIST FOR MEETINGS PRIOR TO THE MEETING:
v Is the purpose of the meeting defined? v Is the agenda planned and written? v Have minutes of previous meetings been prepared and mailed

to the members?

v Do the officers understand on what they are expected to report? v Has notice of the meeting, with time and location, been given

to the membership? following issues:

v Has the guest speaker been contacted and confirmed the

The subject to be covered? The time limit of the speech? Who will meet the guest speaker upon his arrival? Is the information for the introduction of the speaker ready?

v Have meals been arranged, including menu, cost, minimum

guarantees, serving time, etc.? microphone?

v Have arrangements been made for audio-visual equipment and v Has meeting room been booked, room lay-out sent, including

table arrangement, etc.?

CHAIRMAN AND PARLIAMENTARIAN

v Have gifts for the speaker been arranged? v Is the news media needed at the meeting and have they been

invited?

v Is there a need for name tags or name plates and have they

been ordered? placed?

v Are the gavel, podium, head table, banner, etc., ready and

DURING THE MEETING:

v Will the meeting start on time? v Are officers prepared for their

reports? speech?

v Is the guest speaker ready for his v Are the gifts, plaques and certificates

ready and handy? you?

v Are the agenda and other necessary supporting documents with v Can you make eye contact with all members attending the

meeting?

v Did you cover all items on the agenda? v Did every member have the opportunity to speak and give his

opinion?

v Were all decisions made in a democratic way? v Did you announce the date, place, time, and major attractions

of the next meeting?

v Can you finish the meeting on time?

6

CAP - 2005

AFTER THE MEETING:

v Have thank-you letters been sent? v Was the media informed about relevant issues discussed and

approved?

v Have minutes been prepared? v Have all commitments and assignments been confirmed and

followed up? the meeting?

v Is there any action needed as a result of a decision made during v Has the summary of the decisions been mailed to all members? v Have all payments been made?

II.2. AGENDA OF A MEETING: A general Modus Operandi followed in conducting meeting is preparing an agenda in advance and rigidly following it. An agenda is the order of business with specific sub items entered under the main headings. The general rule is that you may not speak on any item at a time when a different item is being considered. Normally all the meetings have the same type of the agenda with common opening and closing formalities. Only the subjects for discussions may be different. Generally for the business meetings of an organisation the following agenda covers all matters:
v Opening the Meeting (call to order) v Establishment of quorum v Consider applications of leave of absence v Adoption of agenda CHAIRMAN AND PARLIAMENTARIAN
7

v Welcome Address v Recognitions v Read and confirm the minutes of the previous meeting v Review the actions taken on items arising out of the previous

minutes

v Reports of officers and standing committees v Reports of special committees v v v v v v

Special orders Unfinished business and general orders New business Date and time of the next meeting Vote of thanks Closing of Meeting (Adjournment)

Also there shall be a person who can conduct the meetings according to the parliamentary procedure and he is called the Chairman of such meetings.

CAP - 2005

III. CHAIRMANSHIP : In some of the assembly / Loksabha meetings you might have witnessed through Television absolute Pandemonium and the Speaker might have stood helpless. You cannot be some Tom, Dick and Hari to be a silent spectator witnessing the unbecoming activities of the members of your organizational meeting rather you should be a Jambavan in the trade. To conduct the meeting in a fair and equitable manner and that too by the Parliamentary procedure a person is needed to preside over the meeting and his art of handling the meeting is called Chairmanship. The style of a Chairman influences his behaviour and this behaviour influences the results. III.1. STYLES OF CHAIRMANSHIP: Different Chairmen behave in different ways. Some are very forceful, some very agreeable; some think the best way to make a decision is to take a vote; others believe that a group will function best if left to its own devices. Each of these is sometimes correct, and, to a certain extent, all are acceptable depending on the situation. It is the Chairmans responsibility to change chairmanship styles according to the people and the situation. The Chairman must be aware of his position and accept the restrictions that come with the responsibility. He must be responsible for the members and the organization. There are many accepted Chairmanship styles, including but not limited to the following: Autocratic, Democratic, Laissez Faire, Charismatic, Transactional and Transformational. Each style has its own characteristics, and Chairmen must know when to use each one of them. Autocratic: This describes an efficient Chairman who plans everything thoroughly in advance and accepts the responsibility
CHAIRMAN AND PARLIAMENTARIAN
9

and credit for everything. This type of Chairman is more concerned with systems and process, and keeps information close to his chest. Autocratic Chairmanship produces good results, but the group becomes too dependent on the Chairman and lacks personal confidence. An autocratic Chairman seeks total obedience from his followers, makes all the decisions, determines the policy, assumes full responsibility for all action, and centralizes authority. This style of Chairmanship is most desirable in situations when the group is not qualified or is in a chaotic situation and when time is the primary factor. It requires far less time in the decision making process and thus lends itself to many speed oriented situations. Democratic: This type of Chairman sees the group as a unit and shares the responsibility. He is concerned with the group and the needs of the members. Such a leader helps the group set its own goals and does not need to be the center of everything. He trusts followers and is flexible and open to the feelings of the group. A democratic Chairman delegates authority to others, encourages participation and draws ideas and suggestions from the group. Discussion and consultation are his essential tools. This style is desirable in situations when the Chairman is well respected and the group is motivated and dedicated to the achievement of the desired result. Laissez Faire: This type of Chairmanship gives people their own way and listens more than speaks. Such a Chairman has implicit trust in followers and believes that people are self-motivated and do not need any encouragement to work. He is very lenient with respect to deadlines and achievement of results. The laissez faire or free rein Chairman is referred to as the hands off Chairman. His role is less noticeable than the other
10

CAP - 2005

two types because of minimum control. This type of Chairman provides information or suggestions and lets the group make decisions based on the information or suggestions provided. This style can be used when the group is highly motivated, experienced, and skilled. Charismatic: Charismatic Chairmen raise member consciousness and motivate them to transcend their own interests for the sake of the organization. They create an atmosphere of change, and they may be obsessed by visionary ideas that excite, stimulate, and drive other people to work hard. The charismatic Chairman is also referred to as inspirational Chairman. He is more dominant and perhaps an aggregate of other Chairmanship styles. This style of Chairmanship generates strong enthusiasm and interested in development of a common vision, values shared by organization members. Current management studies have revealed yet another school of thought about Chairmanship styles. They consider two main categories of Chairmanship styles-transactional and transformational. Transactional Chairmanship occurs wherever power is the rule. Its tools are power brokering, withholding favors, and giving something to get something. Transactional Chairmanship at its best is networking and at its worst, abusing position. It is always tied to position power, the status and the influence that comes from ones rank in the hierarchy. Transformational Chairmanship, on the other hand, appeals to peoples higher levels of motivation to contribute to a cause and add to the quality of life on the planet. It does not depend on position.

CHAIRMAN AND PARLIAMENTARIAN

11

Transformational Chairmanship holds real promise for advancing businesses and the society, because it can cause fundamental change, answer deeper issues, and create new paradigms. The advent of total quality management, flattened hierarchies, and empowered staff are signs of transformational Chairmanship at work. It is up to you to select any one of the styles listed above or a combination of one or more to become an effective Chairman. You can move on further to know about the attributes and functioning of a Chairman. III.2. QUALITIES OF A CHAIRMAN : A good Chairman is one who conducts the meetings in an efficient, organised, and orderly manner, according to the schedule, covering the agenda and thereby achieving the basic objective of the meeting. The following are some of the qualities which will make the function of the Chairman effective. 1. Sense of Punctuality: He shall be punctual while beginning, conducting and closing the proceedings. 2. Clear voice: His voice shall be audible to everyone in the meeting and he shall be able to raise his voice even if required to be heard without microphone. 3. Sound Commonsense: Though commonsense is not quite common with everybody the Chairman shall possess the same so as to handle many issues with consummate ease.

12

CAP - 2005

4. Sharp memory and knowledge of subjects: A sharp memory of Parliamentary rules, past decisions, resolutions, etc., shall help him to decide the validity, legality and constitutionality of the issues put forth in the meeting. 5. Capacity to listen and absorb: Empathetic listening on the part of the Chairman helps to demonstrate his sincerity and earns the unstinted support of the members. 6. Sense of fair play : He shall treat all the members equally and shall handle all the issues as per established procedures consistently. 7. Non involvement in politics: His decision shall not be biased or influenced by factors other than facts and merits of the issues involved. 8. Sense of humour and absolute control of temper: Like oasis in a desert, lighter moments are rare in a dry and serious discussion of a meeting. Sense of humour helps the Chairman to create lighter moments. He shall have absolute control of temper to make himself remain calm and cool which helps him to have control over the proceedings. 9. Calm and friendly disposition: Calm and friendly disposition shall create a feeling of stability in the proceedings which will have considerable influence over the members. 10.Diplomacy: Diplomacy helps to tackle the people and problems with tact and firmness and thereby avoiding personal embarrassment to any member. 11.Sound knowledge of procedures: Sound knowledge of procedures on the part of the Chairman shall help the meeting to proceed as per schedule without wasting time and also with the maximum participation of members.
CHAIRMAN AND PARLIAMENTARIAN
13

III.3. POWERS OF A CHAIRMAN : The Chairman is vested with certain powers to enable him to achieve his objective as Chairman and to carry out his duties efficiently. It is by knowledge of these powers, by understanding their impact and through experience in their execution that the successful Chairman grows skillful in the judicious use of these powers. 1. To call the meeting/ assembly to order 2. To decide who shall address the assembly (It is the right of the Chairman to prefer granting of the floor to such delegates who have not spoken. He may avoid granting the floor to a member who has already presented his/her point of view on a particular motion.) 3. To examine the legality and constitutional validity of a motion 4. To decide the questions relating to proceedings point of privileges, point of order etc., 5. To prevent irrelevant discussion and refuse the usage of badly worded motions/language 6. To avoid restating a motion when it is inconsistent with the constitution, byelaws, or established procedures. To preserve order by naming the offending members 7. To call for a vote 8. To order for division in case of doubt 9. To preserve order 10. To adjourn the meeting under certain conditions i. after the meeting i. quorum is not established
CAP - 2005

14

ii. when a motion to adjourn is adopted iii. when there is pandemonium 11. To vote either for himself, or exercise his casting vote in case of a tie, as the case may be III.4. CHAIRING A MEETING - DUTIES:
BEFORE Fix suitable place Establish purpose Prepare Agenda Ensure notice and agenda sent DURING Start on schedule Adopt Agenda AFTER Guide the secretary in preparing the minutes, Take action based on the decisions of the meeting,

Physical arrangements Establish quorum

Keep an eye on time Ensure dispatch of minutes Ensure free participation All questions to Chair Decisions to be clear Will of the House prevails Casting Vote when necessary.

Prepare line of action Follow procedures

III.5. RESPONSIBILITIES OF CHAIRMAN: The specific duties of a chairman will vary from one type of meeting to another. However, the following responsibilities are common to all meetings 1. Assist and guide Secretary 2. Be familiar with the purpose of the meeting 3. Carry the circular, constitution, policy manual etc., 4. Come to the meeting well prepared
CHAIRMAN AND PARLIAMENTARIAN
15

5. Begin the meeting on time 6. Recognise & welcome the speaker 7. Strictly adhere to the agenda 8. Signing of minutes 9. Conduct a vote 10. See all the motions clearly and correctly worded 11. Give rulings 12. Declare the meeting closed 13. Full and free discussion is permitted 14. Maintain dignity and decorum 15. Preserve unity and harmony Chairman only be seen but not be heard and make others speak. III.6. BASICS OF ANY MEETING: Whenever the Chairman organises a meeting he should ask himself the following questions What type of Meeting? When is to be organised? Where it is to be organised? Why it is to be organised? Who are all going to attend the meeting? How to conduct the meeting?

If the Chairman is thorough with answers for the above questions then he can excel in his Chairmanship.
16

CAP - 2005

III.7. Types of Members:

ABCD OF M EM BERS

ATTENDANCE GOOD POOR LATE

BEHAVIOUR GOOD DON'T CARE INDISCIPLINED

COOPERATION FULL NON ACCEPTING FAILURE DESIRE

DISCUSSION PROPER IRRELEVANT NO/OVER DISCUSSION

Each individual member is unique and it is the duty of the Chairman to identify their uniqueness and to deal them accordingly. Attendance: It is fortunate for a Chairman to have good attendance for all the meetings. However all the members will not turn up for all the meetings and even if come to the meeting may come late. It is the duty of the Chairman to find out reason for non/ delayed attendance and motivate the members to attend the meeting positively. Behaviour: It is once again a rare fortune to have well behaved members. There are dont care masters, indisciplined and indescent lot who should be appropriately handled by the Chairman to have well behaved members. Cooperation: It is very difficult to get the fullest cooperation of all the members even for a Chairman of great caliber. Some may come out with fullest cooperation; some may not accept the decisions of the Chairman; and some may even desire the failure of the Chairman. The Chairman should become trustworthy and win over the cooperation of all the members. Discussion: Discussion is the main tool for arriving at effective decisions in a democratically conducted meeting. The members are generally classified into nine types as far as discussion in a meeting is concerned which are as follows:

CHAIRMAN AND PARLIAMENTARIAN

17

Quarrelsome (Dog): Dont get excited and try to avoid direct conflict. Why is he/she arguing? Bring in others to move the discussion on. Ask yourself how the quarrelsome persons strength can be used. Positive (Horse): They will be of great help to the Chairman. Use these people frequently. They may try to be helpful at the wrong moment. They may be used to summarise for the group. Know All(Monkey): Bring in others to comment on contributions. Let the group deal with these persons contributions. Over talkative (Frog): Interrupt tactfully, limit the speaking time. Bring back to point in a friendly way if rambling. Bring in others to build on points made. Slow them down. Dont beat them downthey can be useful! Stalker (Cat): The Chairman doesnt take sides. Throw the questions back to the group if possible, if not give your views with reasons then pass it back to the group. Uncooperative rejecting (Pig): Bring them in by calling on their knowledge and experience. Show them they have something of value to contribute. Reward their contributions. Thick skinned (Hippopotamus): Let the group try to get through to them. Leave the point unresolved and move on if the group seems likely to get bogged down. Highbrow (Giraffe): Try the yesbut technique. Re- phrase contributions and put them back to the group. Acknowledge the accuracy and usefulness of contributions. Possibly use them to summarise or explain a point. Silent (Rabbit): Ask them easy questions; build their confidence by rewarding contributions. Give credit for ideas. They may be shy, bored, indifferent or insecure. Use their responses to judge which and decide when and how to bring them in again.
18

CAP - 2005

IV. PARLIAMENTARY PROCEDURE: As there are number of organisations political, literary, scientific, business, Trade Unions, benevolent and religious, though not legislative but deliberative in character need some system of conducting business, and some rules to govern their proceedings to make them qualitative. These rules are called rules of conduct of business in a meeting or Parliamentary procedure. These are generally provided by the constitution of the respective organisations and in the absence of the same there may be some general rules or specific rules adopted by the body. However the provisions of the constitution will have the over-riding effect on such rules. The general rules in this regard were presented for the benefit of organisations by General Robert, an engineer & General in the US Army who authored the Bible on the subject Roberts Rules of Order. He said, if there were not rules or established customs to guide an assembly of persons, and if each could talk on any subject as long and as many times as he pleased, and if all could talk at the same time, it would be impossible in most cases to ascertain their deliberate judgement on any particular matter. Experience has shown the necessity for rules, for a presiding officer to enforce them and preserve order. In fact these rules exposed the uselessness of attending meetings which began late and dragged on. It also gave enlightenment and comfort to frustrated members who, without knowledge, were easily victimised by overbearing Chairman and those few who have always dominated the discussions. IV.1. BASIC PRINCIPLES: To administer the rule by majority To protect the rights of minority To organise orderly meetings To provide opportunity for all to be heard.
CHAIRMAN AND PARLIAMENTARIAN
19

IV.2. MOTION TO RESOLUTION: There are three stages involved in the transformation of a motion into a resolution viz., proposal, discussion and decision. Before going into the details of the three stages let us see the seven steps involved in the Parliamentary procedure. IV.2.1. SAPTAPADI IN CAPP: Saptapadi is nothing but 7 steps. No.7 has got great importance in our life. The days of the week, number of colours, seven wonders, Sapta rishis seven continents and the list goes on and on. Saptapadi is a marriage ritual and even Satyawan Savithiri got her husband back from Yama by arguing that She has walked with Yama 7 steps and they have become intimate friends as per saptapadi and Yama should not reject the plea of an intimate friend. Even in a love marriage these seven steps are more important. The boy first tries to get recognition from the girl. If she gives recognition then he approaches her and proposes his love. If she too says so the proposal then is restated before the respective parents. The parents discuss the proposal and take a decision. This pattern is applicable in Parliamentary procedure also and that is listed below. 1. Ask for the recognition 2. Grants recognition 3. Propose motion 4. Seconding motion 5. Restating motion 6. Discussion 7. Decision

20

CAP - 2005

IV.3. PROPOSAL: IV.3.1. MAIN OR PRINCIPAL MOTION: This is moved by a member for the purpose of introduction of a subject for discussion. It is a proposal before the house. It is to transact a given business before the meeting. Its effect can be: To adopt the agenda To confirm the minutes To amend the constitution To receive a report To adopt the plan of action To approve the accounts To declare officers elected To recognize an outstanding effort To finalise a program To bring about orderliness in the house, etc.,

IV.3.2. INTRODUCING OF MOTION: Motion is the means to take action. This means that a motion is a statement of WHAT is to be done and HOW it is to be accomplished. Motion is made by saying I move that ... Seconding a motion is support for discussion. It can be done by saying, I second the Motion. The motion duly moved and seconded is restated by the Chair before it becomes the property of the house. Only one motion at a time should be made.
21

CHAIRMAN AND PARLIAMENTARIAN

IV.4. DISCUSSION: The participant is expected to address either in support or against the motion and to facilitate the conclusion of deliberation and arrive at a decision. Subsidiary motions, incidental motions and Privileged motions come in handy to the participants for their effective performance. Let us see one by one. IV.4.1. PRIVILEGED MOTIONS: There are certain motions which are not relating to the pending questions but are of great importance and hence required to take precedence of all other questions. These are PRIVILEGED MOTIONS. On account of their high rank, they are not debatable. Since they arise out of such urgency and importance that they are allowed to interrupt the consideration of other questions and takes precedence over them. Different kinds of Privileged motions are given below in order of their precedence. Fix time of Next Meeting Adjourn Recess Question of Privilege Orders of the Day

IV.4.2. INCIDENTAL MOTIONS: There are certain motions which are incidental to or relate to the business of the house or its actions. They arise incidentally out of a pending question and must be decided before any other business is taken up. They have no special rank among themselves,
22

CAP - 2005

but yield to privileged motions. They are called INCIDENTAL MOTIONS e.g., Suspend Rules, Withdraw Motion, Point of Order. Different kinds of Incidental Motions are listed below. There is no order of precedence. Point of order Withdraw Motion Object to Consideration Suspend Rules Division Point of Information Appeal from Chairs decision.

IV.4.3. SUBSIDIARY MOTIONS: The motions that are applied to other motions for the purpose of most appropriately disposing them are called Subsidiary motions. They are made while the main motion is pending for the purpose of assisting or modifying it or to delay action. They yield to privileged motion and incidental motions. They are the most frequently used motions. For example, motions to AMEND, to POSTPONE, to REFER TO COMMITTEE are called subsidiary motions, since they are applied to main motion with a purpose of disposing the main motion most appropriately. Different kinds of Subsidiary motions are given below in their order of precedence. Lay on the table

CHAIRMAN AND PARLIAMENTARIAN

23

Previous question or close debate and vote immediately Postpone to a certain time Refer to committee Amend Postpone indefinitely

IV.4.4. UNCLASSIFIED OR MISCELLANEOUS MOTIONS: They are a few main motions, not classified, which are very much used in an effort to take up a question again or to change or undo an action that has been taken. It facilitates reconsideration of a decision too. These motions which have an order of precedence are: To take from the table To reconsider.

IV.5. DECISION: All the motions have to be decided upon, most of them by the assembly and some by the chair. When a motion has been put up for adopting a report, and discussions held, the chair does call for a vote to enable him give his ruling on the decision of the assembly. It is the final stage at which the motion is converted into a resolution by the announcement of the Chairman on the basis of the votes polled in favour or against. IV.5.1. VOTING: Voice vote A vote by voice is the regular method of voting on any question that does not require more than a majority vote for its adoption.
24

CAP - 2005

Rising vote Used principally when a voice vote has produced an inconclusive result and as the normal method of voting on motions requiring a two-thirds vote, members indicate their vote by standing. Show of hands As an alternative to the voice vote or as a way to verify an inconclusive result, members show their vote by raising their hand. A vote by show of hands should be limited to very small meetings. Ballot Voting by ballot is used when secrecy of the members votes is desired. Voting by ballot is sometimes required in certain cases by the bylaws of an organization. Any vote relating to charges or proposed charges against a member or an officer should always be by ballot. Roll call A roll call vote has the effect of placing on record how each member votes. It should not be used when members are not responsible to a constituency. If the motion is to be adopted, the Chair rules by stating The motion is carried and if the motion fails to get the requisite majority, the Chair states.The motion is lost. Once motion is adopted by the house, it takes the shape of a resolution. IV.5.2. BASES FOR DETERMINING THE VOTING RESULT THE MAJORITY RULE: Majority is to be established in order to adopt or reject a motion before the house. There are many motions and not all of them require a simple majority which is 50% plus one vote. Some require more. Constitutionally, a higher majority may be called for. For instance, it is specifically suggested that to amend the constitution, you need a 2/3rd majority. How do you keep a track of what motions require more than simple majority?
CHAIRMAN AND PARLIAMENTARIAN
25

The rule is very simple. Whenever a motion takes away some privilege(s) from a member of the assembly the percentage of majority goes up. A basic ground rule of parliamentary procedures is opportunity for all to be heard. But a motion of previous question calls for a vote, depriving people who are desirous of debating on the motion to participate. Therefore in order to adopt the motion previous question, a 2/3rd majority is required. The motion suspend rules once again takes away the privilege of a member to enforce rule, and this again requires a 2/3rd vote. Yet another motion object to consideration is intended to stop the motion from its consideration and therefore deprives a chief delegate from his right to get a matter considered. And this calls for a 2/3rd vote. IV.6. KEY MOTIONS USED IN A JAYCEE MEETING AT A GLANCE: Let us discuss some of the key motions: Adjourn: The effect of this motion, when carried, will be to adjourn the meeting immediately. When the house feels that the deliberations are going beyond reasonable hours, then a motion can be moved to adjourn the meeting. This does requires s seconder and simple majority is adequate. In a National convention of a jaycee meeting it is not normally used since the same is held only once a year. Recess: However, a motion to recess, compared to the motion to adjourn, while similar in its nature, has got one difference. For instance, if at a convention, the day 2 of the General Assembly is being extended for a long time, the delegates are well within their rights and perhaps right, in asking for a recess till the next morning,
26

CAP - 2005

since the continuation of the General Assembly, all evening could deprive them of participating in the evening activities. This would, if adopted, direct the Chairman to adjourn the Assembly till the next day morning. A recess can also be asked for, during the same day. Point of Privilege: It is a most often used motion during the National Convention. On many occasions, this motion is not used properly. Questions relating to the rights and privileges of the assembly or any of its members, take precedence over all other questions, except to the two preceding to which they yield. Since it is the demanding of the privilege, which according to the member, he/she or the assembly is deprived of, there is no requirement of a seconder and the Chair decides on the same. Orders of the Day: The most often used is the Special Order of the Day. When a particular business has been assigned to a particular hour or day for its transaction, it becomes the order of the day and cannot be considered before that time, except by a 2/ 3rd vote. And at that scheduled time, it takes precedence of all motions except to the three listed above this motion. To make any question a Special Order, it requires 2/3rd majority, since a special order suspends all the rules of the Assembly that interferes with its consideration at the time specified. Appeal: The process of this motion is to appeal against the ruling of the Chair, when a member feels that the ruling of the Chair is not fair. This involves a seconder and the effect if adopted is to determine whether the ruling of the Chair is the judgement of the Assembly. Division of Assembly: When a vote is taken and required majority obtained, the Chairman should always announce the result as The motion is carried or the Resolution is adopted. However, when the member of the Assembly doubts the assessment of vote,
CHAIRMAN AND PARLIAMENTARIAN
27

he/she can call for the Division of the house, to verify the votes. No seconder is required and the Chair has to call for a physical division of the house by either asking all those who have supported or opposed the motion to remain standing or may even divide the house to determine the result of such a vote. Point of Information: It may be required for a member of the Assembly to seek information on a subject which is relevant to the motion before the house, and which may help him or the Assembly with such facts that can influence their decision to either support or oppose a given motion, or otherwise. This particular motion is only to seek information and not to give information. No seconder is required and through the Chair the information is conveyed to the house. Point of Order: It is the duty of the deciding officer to enforce the rules and orders of the Assembly without debate or delay. It is also the right of every member, who notices a breach of rule to insist upon its enforcement. In such cases he/she shall rise and say Mr. Chairman, I rise to a point of order. The Chair allows the member to state his Point of Order and no seconder is required to do so. The Chair decides on the validity of the question of order raised and directs the enforcement of such order. For the members of the general assembly, one is encouraged to use this motion when the following incidents take place at the national convention. 1. A second person rising to speak when there is already a speaker on the floor. 2. When the subject under discussion has deviated into an unconnected one or when there is a deviation from the main agenda. 3. When few members of the Assembly are disturbing the deliberations by their own small meetings leading to disorderliness in the house.
28

CAP - 2005

4. When a motion moved, seconded, and restated by the Chair is not put up for discussion 5. Any other activity which is inconsistent with the procedures laid down. Suspension of the Rules: The effect of this motion is to suspend the rules of the Assembly to facilitate the uninterrupted completion of a particular business. At a National Convention, normally when the report of the National President is made, or at an inaugural function, there is no suspension of rules. The rules of the Assembly cannot be suspended except for a definite purpose, and by a 2/3rd vote on the motion. It requires a seconder, and is not debatable; cannot be amended; nor can any subsidiary motion be applied to it. Withdrawal of motion: When a question is before the assembly and the mover wishes to withdraw it, if no one objects, the presiding officer grants the permission. If any objection is made, it will be necessary to obtain leave to withdraw. The motion does not need a seconder and cannot be debated or amended. Object to consideration: Applied only to main motion and question of privilege. It should be moved after the Chair has stated the motion but before the debate or before any subsidiary motion is applied. When such a motion is moved the Chair will put it to vote and if more than 1/3 favours consideration, the original motion will be taken up and in that condition a motion to lay on the table cannot be applied immediately and hence out of order. Even the Chairman is within his right to raise this question. To Lay on the Table: The object of this motion is to postpone the subject in such a way that it can be taken up at any time, either
CHAIRMAN AND PARLIAMENTARIAN
29

at the same or some future meeting. It removes the subject from consideration till the assembly votes to take it back from the table. The effect is if adopted, is to stop discussion on the motion before the house and the same gets tabled. This motion takes precedence of all other subsidiary motion; and yields to any privileged or incidental motions. Requires a seconder and cannot be debated upon or amended. At the Convention, on some occasions it is found that the house does not wish to take a decision on a particular motion or resolution and desires that it be brought back either after some more information is gathered or may be for reasons best known, may want the motion to be debated upon later. It is in these circumstances that a motion to lay on the Table is normally made. Previous Question: This particular motion has an add on effect to the motion to Lay on Table while the earlier motion stops the debate with immediate effect and postpones consideration, the effect of previous question when adopted is to stop debate and decide right away. The motion takes away the right of the member to debate further, and therefore, a 2/3rd vote is required. Previous Question can lead to two consecutive voting in the house. The first vote, which is whether to adopt the previous question requiring 2/3rds majority, and if this gets carried, the voting on the main motion before the house takes place. At the national convention, if a member feels that there is too much discussion on a pending motion which is limiting the time of the assembly vis a vis other matter; or when there is a long discussion on adoption of agenda or confirmation of minutes or any other motion, a member is within his right to move for previous question, and with the a seconder supporting , the chair will be compelled to call the vote without allowing any debate or amendment to this motion.

30

CAP - 2005

Refer to Committee: The purpose of this motion is to give time to study the matter carefully and present it in clearer terms. Sometimes in large meeting with heavy agenda it is but fitting that important and or complicated matters are referred to committees, before bringing them to the house for action. If there are no standing committees, motion to refer to committee should state the composition of the committee and the procedure of selecting the members. Postpone to a certain time: The effect of this motion, if passed, makes the pending motion an ordinary order at that time. If this had to be made a special order at the fixed time it should be stated so in the motion to postpone in which case it should be passed by 2/3rd majority. This motion can be amended as far as the time factor is concerned. Another very important factor in this motion to postpone is that the time to which it is to be postponed should fall within the same meeting or the next meeting. Amendment: One has to understand the meaning of amendment first and the various ways in which it can be done. It is primarily a modification to the existing principal motion before the assembly. An amendment includes three main features- to add; to delete and to substitute. An amendment must have a direct bearing on the subject of the main motion. In other-words it must be germane to the motion being amended. Amendment is a very interesting aspect of arriving at the most desired situation when a debate in process to adopt a motion. There are various stages through which the amendment motion goes through. These are better recognised as Amendment of the First Order and Amendment of the Second Order. There is
CHAIRMAN AND PARLIAMENTARIAN
31

no Amendment of the Third Order. The first stage is a simple amendment to the main motion. To change the fee suggested; or to change the venue; or to increase or decrease the number of officers; or to bring about a change in the application of the motion- this is known as Amendment of the First Order. Such a simple amendment to the main motion requires a seconder and a majority vote. When the amendment, after its due debate, gets adopted, the Chairman pronounces as The motion before the house as amended is For instance: The main motion on the floor moved by the National Governing Board, and duly seconded by a Chief Delegate, and thereafter, such a motion restated by the Chair, is to increase the dues to Rs.700 per member per year, from the current Rs.600 A simple amendment or an amendment of the first order is to move a motion that suggests to change the already suggested amount of Rs 700 to Rs800 per year. Such an amendment requires a seconder and on its debate after its restatement by the Chair, should the house agree for the enhanced amount or Rs.800, the Chair would pronounce the main motion before the house as amended is to increase the dues from the existing Rs600 to Rs800 per year. However, once any amendment gets debated & voted, any number of such amendments can be made to the main motion. The only key aspect is that at any given point of time, there cannot be more than one amendment of this nature, on the floor. Amendment of the Second Order is a unique amendment indeed - but often misunderstood by the delegates. The nature of this amendment is to amend the amendment. The logic is clear. Whatever amendment is on the floor, only such amendment portion can be further amended.

32

CAP - 2005

In the situation before the General Assembly the main motion suggested an increase in dues from Rs.600 to Rs.700. The amendment in front of the floor is to further increase the dues and hence the amendment is to change Rs.700 to Rs800. While the debate on this matter is in progress, since the amendment motion has already become the property of the house, an amendment to the amendment is possible i.e. Rs.800 can be further changed to Rs.1000 before the vote is taken on the main amendment. Such amendment to the amendment also requires a seconder and a majority vote. Once the amendment to the amendment is adopted, the motion now before the house is the amendment motion to read Rs.800 as Rs1000. The salient features of this amendment is that, again, there cannot be more than one amendment to the amendment on the floor, at any given point of time, though any number of amendments to the amendments are possible, provided one comes in when the other is disposed of. The other aspect is that an amendment to the amendment can only be made when the main amendment motion becomes the property of the house. The amendment to the amendment must only relate to that part of the Amendment of the First Order. For instance, once the amendment to change Rs 700 to Rs.800 has become the property of the house, to amend the main motion by adding that the increase will only be effective from 2 years henceforth is not an amendment to the amendment, but can come up as a simple amendment, provided the entire amendment motion on the actual amount is disposed of by the house. An amendment to the amendment to the amendment, will mean an amendment of the third order, and hence not allowed.

CHAIRMAN AND PARLIAMENTARIAN

33

The most inimitable part of the amendment motion is that while the amendment to the amendment may get adopted, yet, the main motion may not be adopted. It implies that despite the fact that some people are against the main motion, they continue to support an amendment that may cause lesser damage, according to them. To take from the table: It is through this motion that the question that has been laid on the table is brought out for consideration. This motion is out of order if moved immediately after the motion to lay on the table has been passed. There should be at least one question that should have been disposed of before this motion to take from table is applied. It may be applied at the next session too, to take the tabled question for discussion. No subsidiary motions apply to this motion. This motion to take from table can be moved when there is no other motion before the house. To reconsider: This motion to reconsider cannot apply to motions to adjourn, suspend rules and lay on table. It must be moved by one who voted for the prevailing side. A motion that requires previous notice cannot be reconsidered. This motion should be made on the same day or the next day the motion to be reconsidered has been taken. Otherwise it is out of order. Any question can be reconsidered once only. This motion to reconsider is not debatable, if the motion to be reconsidered was not debatable.

34

CAP - 2005

IV.7. MOTIONS WITH SPECIAL FEATURES: 1. Things you may do when another member has the floor. Rise to a point of order, information, or privilege. Object to the consideration of the question. Move to reconsider. 2. Motions that cannot be amended To adjourn (but particular time can be amended). To table, or take from the table. To reconsider. To call for the previous question. To suspend the rules. To object to the consideration of the question. To postpone indefinitely. 3. Motions that cannot be debated To fix a time to adjourn to adjourn. To object to the consideration of a question. To table, or take from the table. To call for the previous question. To limit or extend debate. To withdraw a motion. To suspend the rules 4. Motions that require 2/3rd majority vote To limit or extend debate. Objection to the consideration of a question. To rescind or make null and void a motion. To suspend the rules. 5. Motions used to delay action To postpone indefinitely or to a later specific time. To refer to a committee. To lay on the table.
CHAIRMAN AND PARLIAMENTARIAN
35

6. Motions not requiring a second Point of Privilege Point of Order Point of Information Call for a Division of the House Object to Consideration of a Question To withdraw a motion

36

CAP - 2005

V. CONCLUSION: Chairmanship and Parliamentary procedure, for many, is too technical a subject. Trainers are not interested to take it up since they find it absolutely boring and many such courses have seen the audience doze of. But the ones who have understood the strategy to monitor the procedures and applied it effectively made Chairmanship the highlight of the meeting. CAPP is the foundation of any good meeting. Like Public Speaking Chairmanship can also be developed. It is an art that is easy to apply to any situation provided the Chairman possesses the tact to handle this subject. Mastering of this subject will help us to introduce this even in family get together for taking a speedy decision. You can emerge as a powerful Chairman or a Parliamentarian. It is all a question of your own initiative to learn and the desire to experience the thrill of a parliamentarian by actively debating at meetings or excellently chairing a proceeding as Chairman. Do not miss chances rather grab the opportunities either to chair or participate in a meeting. Performance is the manthra to succeed either as a Chairman or a Parliamentarian. All the best. Reference materials 1. 2. 3. 4. 5. Roberts Rules of order illustrated by Will Elsner Anvers Pocket Guide to Parliamentary Procedure Parliamentary Procedures 2000 Edition, JCI Meetings meet the right way, Publication of Zone XVIII,1993 Chairmanship and Parliamentary Procedure Manual by Jc.Damodar Prasad Goyal 6. Basic Managerial Skills for all by E.H.McGrath,S.J 7. The Master Parliamentarian by JCI Sen.R.Sunilkumar 8. The Art of Speaking Made Simple by William R.Gondin and Edward W.Mammen. 9. JCI Parliamentary procedures 10. JCI one year to lead the Chapter Presidents manual
CHAIRMAN AND PARLIAMENTARIAN
37

CHART ON PARLIAMENTARY MOTIONS Requires May be May be Second Amended Debated Required Vote May be May reconsi- interrupt dered Speaker

38

CAP - 2005

PRIVILEGED MOTIONS Yes Yes Yes No No Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes No Yes Yes No No No No No Yes Yes Yes (4) Yes Yes No No No No Ch Ch Majority 2/3rd 2/3rd Majority Majority Majority Majority Majority Yes No Majority No No Majority Yes 1 Majority No No No Yes No No No(2) Yes Yes Yes(3) Yes Yes Yes No No No Yes Yes No No No No No No No No

1. Fix time of next meeting

2. Adjourn

3. Recess

4. Question of privilege

5. Orders of the day

SUBSIDIARY MOTIONS :

6. Lay on table

7. Previous Question

8. Limit debate

9. Postpone to a certain time

10. Refer to committee

11. Amend

12. Postpone indefinitely

MAIN MOTIONS :

13. Main motion for general business

14. Take from table Yes Yes No Yes No No No Yes No No Yes No No No No No No No vote No vote (10) Majority No Yes Ch or Majority No No No vote(9) No No 2/3rd (7) Yes(8) No Yes No No No Majority Yes(6) No No 2/3rd No No No Yes Yes Yes Yes Yes Yes No No 2/3rd Yes Yes Yes Majority Yes No No Yes (5) Majority No Yes

Yes

No

No

Majority

No

No

15. Reconsider

16. Rescind

17. Make special order of business

INCIDENTAL MOTIONS :

18. Suspend rules

19. withdraw a motion

20. Object to a consideration

21. Point of order

22. Appeal from decision of Chair

23.Point of Information

24. Division (Verify a voice vote)

25. Roll call

CHAIRMAN AND PARLIAMENTARIAN

Note : 1 to 14 in the order of precedence.

Ch: Chairman rules 1. Debatable when no other question is before the assembly; not debatable when another question is before the assembly. 2. Unless vote on question is not yet taken. 3.Unless the committee has already taken up the subject. 4. Only if the motion to be amended is debatable. 5. Only if the motion to be reconsidered is debatable. 6. Only if the vote is no. 7. A 2/3rd vote in negative needed to prevent consideration of main motion. 8. Only if the main question or motion was not considered. 9.Except in doubtful cases. 10. Unless someone objects.

39

To reach decisions: 1.voice vote 2. By raising hands 3.Through secret balloting 4. By division of the house

The FAQs (Frequently Asked Questions): 1. Can the chairman vote? The chairman (who has a duty to maintain an appearance of impartiality) may vote when his vote would affect the outcome: to make or break a tie or to make or prevent a two-thirds vote, or when the vote is by ballot (at the same time as everybody else).. 2. Can the chairman make motions? In larger assemblies, the chairman may assume a motion, as in: If there are no [further] corrections to the minutes, they stand approved, as read [as corrected]. or If there is no further business to come before the meeting, this meeting will now adjourn. [pause] There being none, this meeting is adjourned. 3. Can the chairman enter into debate? If the chairman wishes to debate, he/she should relinquish the chair to the vice president or another member, until the matter is disposed of, before resuming the chair. 4. Can bylaws be suspended? Only bylaws that are in clearly in the nature of rules of order may be suspended. 5. Can a member nominate themselves for an office? Yes. There is no rule that prevents it. 6. Can nominees vote for themselves? Yes. 7. Must the President, if nominated, step down from the chair during the election? No. 8. The President has resigned, now what? The Vice-President automatically becomes the President for the remainder of the term of the President.
40

CAP - 2005

8. When somebody calls out Question!, must debate cease? No. Previous Question is the proper motion for that, and a member must be recognized by the chairman to move Previous Question, not just shout it out from their seat. If recognized and seconded, it is not debatable, and requires a two-thirds vote to be adopted. If adopted, debate ceases and a vote is taken on the immediately pending question. 9. Do nonmembers have a right to attend or speak at meetings? No, nonmembers have no rights to the proceedings. However, a request can be granted to attend by a majority vote or unanimous consent, but it requires a two-thirds vote to suspend the rules to allow a nonmember to speak in debate. 10.Do members who are not members of the Board of Directors have a right to be present or speak at board meetings? No. See the answer to #10, as nonmembers have no rights to the proceedings of the Board. 11.If a motion has been defeated, can it be brought up again at the next meeting? Yes, if the meeting is a different session, which is the normal situation, in other than legislative bodies. 12.Can a meeting be adjourned if there is still business pending? Yes. 13.Who decides what is on the meeting Agenda? The members at a meeting may adopt an agenda by a majority vote, and may amend it prior to its adoption. After it is adopted, an amendment to the Agenda requires a two-thirds vote, or a vote of a majority of the entire membership, or unanimous consent.
CHAIRMAN AND PARLIAMENTARIAN
41

14.What is a quorum? It is the minimum number of voting members who must be present at a meeting in order to conduct business, usually specified by the bylaws. If not specified in the bylaws, then in most societies a quorum is a majority of the entire membership. In a body of delegates, a quorum is a majority of the members registered as attending. In organizations without a reliable register of members, a quorum at a regular or properly called meeting is those who attend. In a mass meeting, a quorum is those persons present at the time. 15.What can be done in the absence of a quorum? Fix the time to which to adjourn, Adjourn, Recess, Take measures to obtain a quorum. 16.What is a majority? Fifty-one percent? Fifty percent plus one? The word majority means more than half. The false definition 51% only applies to units of exactly 100; the false definition of 50% + 1 is only true for even numbers, and false for odd numbers. For 18.When nominations for offices are being taken from the floor, and in a situation in which the office calls for more than one person to be elected, can one make a nomination for more than one person at the same time? No unless nobody objects. 19.Can a member vote on or second the minutes of a meeting that he did not attend? Yes, absolutely! There is no requirement in Roberts Rules of Order that a member have first-hand knowledge of something before voting on minutes or other motions. In fact, a motion need not be made regarding the approval of the minutes. The
42

CAP - 2005

chair says, Are there any corrections to the minutes? Members may offer corrections, and when there are no further corrections forthcoming, the chair says, If there are no further corrections to the minutes, they stand approved as corrected... the next item of business is... or if no corrections are offered, If there are no corrections to the minutes, they stand approved as read... the next item of business is... Note that there is no second involved in this process.

CHAIRMAN AND PARLIAMENTARIAN

43

Compiled & Designed by

JFM.S.Nagalingam
Naga, a post graduate in Business Administration and Sociology and graduate in Mathematics and Law, joined Jaycees in 1993 in Madurai Temple City Jaycees and reached the level of National Faculty Cell Member of Indian Jaycees in 1999, a Certified Prime Assistant Coach, a Certified National Trainer and a National Training Fellow. A regular recipient of Outstanding Trainer award of Zone XVIII, received National Presidents Recognition for his outstanding contribution in the area of Training at Pondicherry Natcon, 2000 and Outstanding National Trainer of Indian Jaycees award in the Mangalore Natcon,2003 He has more publications to his credit in the area of Training. Empower to Excel, Millinnium memory Power, Speech Craft and CAP are the four manuals published by Indian Jaycees, Chase, Date Thyself were published by Zone XVIII, Welcome to Junior Chamber folder in Tamil were published by Zone XVIII and XXIII, an I.D.Manual on 14 topics Ezhumin Vizhumin, I.D.Manuals on Tamil viz., Empowerment, Optical Dimensions, CAPP Happy Family Relations, Memory Skills and Speech , Craft were published by various Chapters. He is promoting Jaycees among the rural mass in a great way and an asset to Jaycees as opined by PNP JcI.Sen.R.Rajagovindasamy. His is a happy family ably led by his better half Nagha. Malarkhodi and blessed with two boys Soundar and Nighileswaran.

44

CAP - 2005