B. How You Get to Speak at a Meeting
C. How a Motion Gets Before a Group
3. The Chair “States” the Question
D. How the Group Considers a Motion
2. The Chair “Puts” the Question
3. The Chair Announces the Result of the Vote
The primary purpose of the sort of meeting that uses rules of order is for the group to make decisions. It may decide on anything from taking a position on a major public issue to organizing a pet show. To begin the process of making any decision, a member offers a proposal by making a motion. A motion is a formal proposal by a member, in a meeting, that the group take certain action. [RONR (12th ed.) 3:22.]
A main motion is one whose introduction brings business before an assembly. Strictly speaking, there should be no debate on a matter before a motion regarding it has been made. Only one main motion may be before the assembly for action at a time. [RONR (12th ed.) 4:7–8, 6:1, 10:1.]
B. HOW YOU GET TO SPEAK AT A MEETING
In order to make a motion or to speak in debate, you use the same procedure: You stand up immediately after the previous speaker has finished and call out “Madam President,” “Mr. Chairman,” or whatever the chair’s title may be. The chair designates you as the next speaker, or recognizes you, normally by calling out your name or title, saying, for example, “Mr. Jackson,” or “The delegate from Clayton County,” or sometimes (in a small meeting) simply by nodding to you.
When you are authorized to speak in this way, you are said to have the floor. When finished, you sit down, and thus yield the floor. [RONR (12th ed.) 3:30–35, 42:1–5.]
C. HOW A MOTION GETS BEFORE A GROUP
1. How to Make a Motion
To make a main motion, after obtaining the floor you simply say, “I move that …” and then clearly describe the proposal. For example, “I move that the Tennis League establish a division open to juniors and seniors enrolled in city high schools.”
It is very important to say precisely what the words of the motion are to be. The group votes on exact language, not on a vague idea. In the end, each motion has to be written down in the minutes. It is the secretary’s job to copy the motions down accurately—not to come up with language he or she thinks is what the group or the mover meant.
The chair can require that main motions be submitted by the mover in writing. [RONR (12th ed.) 4:18.]
In fact, it is a good practice to write out any motion you propose and make copies to give to both the president and the secretary. A long or complex motion should always be written out and handed to the secretary.
After making a motion, you immediately sit down. You wait until later to give your reasons for making the proposal. [RONR (12th ed.) 4:4–8.]
When one member has made a main motion, it must be seconded in order to be considered by the group. This shows that at least two members want the proposal considered; it does not necessarily mean the seconder agrees with the motion. If there is no second, the motion is not put before the group for discussion or decision.
To second a motion, you call out “Second!” You may remain seated, and you do not have to be recognized by the chair to second a motion. [RONR (12th ed.) 4:9–14.]
3. The Chair “States” the Question
When a motion has been moved and seconded, the chair then states the question on the motion. To “state” a motion, the chair simply says, “It is moved and seconded that” and then repeats the exact words in which the motion was made. For example: “It is moved and seconded that the Tennis League establish a division open to juniors and seniors enrolled in city high schools.”
The chair must state the question on a motion after it is moved and seconded for it to be properly before the group for consideration, for at least two reasons.
First, it is important that everyone in the group be able to know exactly what proposal is before it. By repeating the exact language of the motion, the chair helps everyone to hear it clearly, and calls everyone’s attention to the fact that a new proposal is now ready to be considered.
Second, the chair has two duties, before stating any motion:
a) The chair must determine that the motion is in order at the time. If the motion in some way violates the rules, the chair does not state the motion, but instead says, “The chair rules that the motion is not in order because….”1 (The rules that govern when motions are in order will be described later.)
b) The chair must ensure that the motion is clearly phrased. If the motion is unclear, the chair should help the mover to reword it before stating it. [See pp. 138–39 of this book; RONR (12th ed.) 4:15–24.]
D. HOW THE GROUP CONSIDERS A MOTION
1. Debate on the Motion
When a main motion has been stated by the chair, it is said to be pending—or, commonly, “on the floor.” It is then before the group for debate and action. Debate means discussion on the merits of the question—that is, whether the proposed action should or should not be taken.
Right after stating the question on a motion, the chair normally turns toward the maker of the motion to see if he or she wishes to be assigned the floor.
The next chapter tells more about debate, including how to limit it or end it altogether.
During debate, there are also certain other motions that you may make relating to the main motion’s consideration, or, in some cases, interrupting its consideration. These are called secondary motions. For example, a motion to Recess, described in Chapter 2, is a secondary motion that interrupts. The most common secondary motion that relates to a pending motion is a motion to Amend it, which we will cover in Chapter 5. We will cover some other secondary motions later on; they are all treated in RONR. [RONR (12th ed.) 4:27–33, 5:3–7.]
2. The Chair “Puts” the Question
When no one else seeks recognition to debate, the chair may ask, “Are you ready for the question?” (or “Is there any further debate?”) This means, “Is everyone in the group ready to vote on the proposal immediately, or does anyone first want to speak about it, or offer amendments or other motions related to it?” Then—if there is still no effort to get the floor for further debate—the chair stands and puts the question to a vote. [RONR (12th ed.) 4:34.]
To do so, the chair begins by saying, “The question is on the adoption of the motion that …” and then repeats the exact wording of the motion to be voted on: for example, “The question is on the adoption of the motion that the Tennis League establish a division open to juniors and seniors enrolled in city high schools.”
The chair then gives the necessary directions for the group to vote on the motion. Most motions require a majority of those present and voting to pass. Some require a two-thirds vote.2 (Abstentions—instances in which members who are present do not vote—are not counted and have no effect on the result.)
The simplest and most common type of voting is the voice vote. The chair says, “Those in favor of the motion, say aye.” Those in support, remaining seated, then call out “aye.” The chair then says, “Those opposed, say no.” The opponents, also seated, call out, “no.” The chair judges whether more people called out “aye” or “no” and, based on this judgment, proceeds to announce the result of the vote. [RONR (12th ed.) 4:34–40.]
Other methods of voting, including the procedure to be followed when the result of a voice vote is unclear, are covered in Chapter 8.
3. The Chair Announces the Result of the Vote
When the voting is complete, the chair announces the result. Each announcement has three parts:
1)reporting which side “has it”;
2)declaring that the motion is adopted or lost; and
3)indicating the effect of the vote, if needed or appropriate.
Immediately after announcing the result of the vote, the chair announces the next item of business, when applicable.
If there were more ayes than noes, the chair says, for example, “The ayes have it, and the motion is adopted. The Tennis League will establish a division open to juniors and seniors enrolled in city high schools. The next item of business is…” [or, if nothing is set automatically to come up next, “Is there further new business?”].
On the other hand, if the noes prevailed, the chair says, “The noes have it and the motion is lost. The next item of business is …” [or, if nothing is set automatically to come up next, “Is there further new business?”]. [RONR (12th ed.) 4:41–49.]
1. The chair should not say, “You are out of order.” In this case, it is the motion that is not in order, not the member. RONR (12th ed.) 4:17.
2. Table D on pp. 210–11 of this book lists the votes required for some common motions. A comprehensive list is found in RONR (12th ed.), pages t6–t33 (Table II).