Modified Roberts Rules of Orders

The Liberty Wells Community Council (LWCC) embraces the concept that everyone who lives within the Community Council boundaries should have the right to vote on all issues. All issues are discussed, motions are made to take action on individual concerns and the Chairman is instructed to follow through with those people or organizations involved. Due to the LWCC’s desire to include area residents, issues are always brought up at the monthly Community Council meetings, held every second Wednesday of each month at the Salt Lake Community College.

The more we are involved, the better our neighborhood will be. We will not always agree on all issues. But remember, even though you may not agree on an issue with the person sitting next to you at a Community Council meeting, they are attending for the same reason that you are. We all care about our community — and people who reside within it.

The LWCC has a great responsibility towards making our neighborhood a better community. There are Salt Lake City plans and ordinances that require our input such as zoning issues. SLC has a policy not to be proactive in dealing with property owners who are out of compliance, but they respond to complaints made through LWCC. LWCC has direct input with SLC for capital improvements, such as creating “pocket parks” and determining where sidewalk repairs need to be made.

In order to forward these interests, we operate meetings with the following procedures.

THE “WHY” OF PARLIAMENTARY LAW

Parliamentary law is simple in principle. It is based largely on mere common sense and courtesy.

The Purpose of Parliamentary Law:

  1. To enable an assembly to transact business with speed and efficiency.
  2. To protect the rights of each individual.
  3. To preserve a spirit of harmony within the group.

To achieve these purposes, always consider the five basic principles of parliamentary procedure:

  1. Only one subject may claim the attention of the assembly at one time.
  2. Each proposition presented for consideration is entitled to full and free debate.
  3. Every member has rights equal to every other member.
  4. The will of the majority must be carried out, and the rights of the minority must be preserved.
  5. The personality and desires of each member should be merged into the larger unity of the organization.

THE AGENDA OR ORDER OF BUSINESS

It is customary for every group to adopt a standard order of business for meetings.

Below are the rules the Liberty Wells Community Council established to govern our meetings.

  1. Call to order: “Will the meeting please come to order.”
  2. Reading and approval of minutes: “Are there any corrections to the minutes?”If none:
    “There being no corrections, the minutes will stand approved as read.” If changes:“Are there any further corrections to the minutes?” “There being no further corrections, the minutes will stand approved as corrected.”
  3. Reports of officers and standing committees: Officers, boards, or standing committees should be called upon to report in the order in which they are mentioned in the constitution or by-laws of the organization.
  4. Reports of special committees.
  5. Unfinished business: “We come now to unfinished business. Is there any unfinished business to come before the meeting?”
  6. New business: “Is there any new business to come before the meeting?”
  7. Program
  8. Adjournment:
  9. Unqualified form:
  • Proposer moves for adjournment, motion is seconded, chairperson calls for a vote, action depends upon majority vote. This motion cannot be discussed.
  • Qualified form: Proposer moves for adjournment within a definite time or adjournment to meet again at a specified time, motion is seconded, chairperson calls for a discussion, a vote is taken, action depends upon majority vote.

WHAT IS A MOTION?

A motion is a proposal that the group take certain action.

HOW ARE MOTIONS CLASSIFIED?

Main Motions: The object of motions in this group is to bring up questions, or propositions, before the assembly for consideration. Only one main motion can be considered at a given time by the assembly, and such a motion, when introduced, excludes all other main motions until it has been disposed of.

Subsidiary Motions: The object of motions in this group is the modification or disposition of the main motion that is being considered. Their existence as motions depends entirely upon the principal motion to which they are subordinate. Since they relate to the question before the house, it is “in order” to propose them when a main motion is still before the assembly and to vote upon them. before voting upon the main motion.

Privileged Motions: Motions of this group have no connection whatsoever with the main motion before the assembly, but are motions of such importance that they are entitled to immediate consideration. These motions have the privilege of setting aside temporarily the main business before the house.

Incidental Motions: Motions of this group have few general characteristics in common, but for conven¬ience have been grouped into one class. The name, “incidental,” had been chosen because they arise only incidentally out of the business of the assembly.

See the “Chart of Precedence of Motions and Summary of. Rules Governing Them” for further reference.

HOW SHOULD A MOTION PROGRESS?

  1. A member rises and addresses the presiding officer. The presiding officer should be addressed by title, as “Mr. or Madame President.” If the specific title is not known, it is always correct to use the term “Mr. or Madame Chairperson.”
  2. The member is recognized by the presiding officer. The chairperson recognizes a member by name, or by a nod. Having thus received formal recognition from the chairperson, a member is said to “have the floor” and is the only member entitled to present or discuss a motion.
  3. The member proposes a motion. A motion is always introduced in the form, “I move that…” followed by a statement of the proposal. This is the only correct phraseology. Aside from very brief explanatory remarks, it is not permissible to discuss the merits of a motion either prior to, or immediately following, the formal proposal of the motion. All discussion must wait until after the chairperson has stated the motion to the assembly and has called for discussion.
  4. Another member seconds the motion. Another member, without rising or addressing the chairperson, may say, “I second the motion.” Seconding a motion is merely an indication that the member seconding it wishes the matter to come before the assembly for consideration. If no one seconds the motion, the chairperson may ask, “Is there a second to the motion?” If there is none, the chairperson may declare,“The motion is lost for want of a second.”
  5. The presiding officer states the motion to the assembly. When a motion has been properly proposed and seconded, the chairperson repeats the motion to the assembly, or “states the motion.” After it has been formally stated to the assembly, it may be spoken of as a “question,” a “proposition,” or a “measure.”
  6. The assembly discusses or debates the motion. After the motion has been formally stated by the chairperson, any member has a right to discuss it. A member must obtain the floor in the same manner as when presenting a motion. Normally the first person who asks recognition is entitled to speak, but when several members wish to speak or present motions at the same time, certain guiding principles should determine the decision of the chairperson:
    • The chairperson should always show preference to the proposer of the motion.
    • A member who has not spoken has prior claim over one who has already discussed the question, or who has proposed another motion.
    • If the chairperson knows the opinions of the various members regarding the measure before the house, he should alternate between those favoring the measure and those opposing it.
    • The chairperson should recognize a member who seldom speaks in preference to one who frequently claims the attention of the assembly.
    • DISCUSSION MUST BE CONFINED TO THE QUESTION THAT IS “BEFORE THE HOUSE.”
  7. The presiding officer takes the vote on the motion. When all members who desire to discuss the question have done so, the chairperson “puts the motion to a vote.” Before taking the vote, the chairperson may inquire: “Is there any further discussion?” or “Are you ready for the question?” If no one rises, the chairperson presumes discussion is closed and will proceed to take the vote by announcing: “All in favor of the motion (state the motion) … say ‘Aye’.”

HOW MAY A MOTION BE AMENDED?

The purpose of the motion to amend is to modify a motion that has already been presented in such a manner that it will be more satisfactory to the members.

Methods of Amending:

  1. By addition of insertion – To add something to the motion which it did not contain.
  2. By elimination or by striking out – To subtract or eliminate something from a motion that was originally a part of it.
  3. By substitution – This method is a combination of the first two methods, since in amending by substitution something is stricken out and something inserted in its place. The substituted portion may consist of a word, a phrase, a clause, or an entirely new motion.

The most important principle to understand in connection with any form of the motion to amend is that an amendment may be hostile, but it must be germane.

By “hostile” is meant opposed to the spirit and aim of the motion to which it is applied.

By “germane” is meant having direct bearing upon the subject matter of the motion; that it is relevant, or relating to it.

An amendment may be opposed to the actual intent of the original motion and, in fact, nullify it, but it relates to the same subject matter, it is germane.

HOW TO HANDLE AMENDMENTS

Types of Amendments:

  1. Amendment of the First Rank – An amendment to a motion.
  2. Amendment of the Second Rank – An amendment to the amendment. (The amendment to the amendment and NOT to the main motion, otherwise it is OUT OF ORDER.)

NO AMENDMENT BEYOND THAT OF SECOND RANK IS POSSIBLE

It is never in order to propose more than one amendment to each rank at one time. If one desires to amend two separate and unrelated parts of a motion, this must be done by two amend¬ments of the first rank, and one must be voted upon before the other is proposed. It is possible, however, to have a motion, one amendment to the motion (amendment of the first rank), and one amendment to the amendment (amendment of the second rank) before the assembly at once. Until the amendment of the second rank has been voted upon, no other amendment of the second rank is in order. Until the amendment of the first rank has been voted upon, no other amendment of the first rank can be proposed.

Order of Voting:

Amendments are voted upon in inverse order; that is, the one of second rank is disposed of first.

  1. Discussion is held and the vote taken upon the amendment to the amendment (amendment of second rank).
  2. Discussion is called for and the vote is taken upon the amendment to the motion (amendment of first rank).
  3. When the vote on this has been taken, discussion upon the original or main motion as amended is opened and when completed a vote is taken upon it.