,

Foundation University
College of Arts and Sciences
POL204A

CHAPTERS III,
IV & V

Submitted to: Submitted by:

Mick Ian M. Cornelia Jhewelle P. Rebusquillo
Real Bliss R. Gemperoso
Oliver James Rodriguez
Zandhara Mae Esic
 EXCELLENT VERY SATISFACTORY NEEDS UNSATISFACTO POIN
CRITERIA (9-10PTS) SATISFACTORY (5-6pts) IMPROVEMENT RY (10 p
(7-8pts) (3-4pts) (1-2pts)
Introduction Clear, engaging, Clear Introduction is Weak No introduction
and introduction but present introduction, or complete
wellorganized could be more but lacks clarity lacks structure. unclear.
introduction that engaging. or engagement,
sets the stage
effectively.
Completeness All required Most required Some elements Many key Lacks
elements of the elements are are missing or elements are significant
report are covered with underdeveloped. missing. content or
included and minor gaps. is
well-developed. incomplet
e.
Organization Presentation Logical structure Some sections Poor No clear
flows logically but transitions are organization; structure; ideas
from general to need slight disconnected; lacks logical are scattered.
specific; improvement. transitions are flow.
seamless weak.
transitions.
Participation All members Most members Some members Unequal One or few
equally contribute fairly, contribute more participation; members
contribute, with slight than others. some members dominate; others
demonstrating imbalances. barely do not
clear roles. contribute. participate.
Speaking Skills Clear, confident, Mostly clear, Some difficulty Often difficult to Incoherent
and wellpaced minor with clarity or understand; little speech; avoids
speech, strong hesitations, pace; limited eye eye contact. eye contact.
eye contact and fair eye contact.
contact.
Visual Aids Professional, Well-designed Visuals are Weak or No visual aids or
(ppts, use of clear, engaging but could be present but lack unprofessional completely
clips, images and relevant more engaging. impact. visual aids. ineffective.
etc) visual aids.
Questions and All team Most members Answers are Struggle to Cannot answer
Answers members answer answer well, somewhat answer questions questions or
accurately and with minor gaps. unclear or effectively. provide
confidently. incomplete. inaccurate
response.
TOTAL
College of Arts and Sciences Rubric
Presentation Course:
Rating Scale:

• 63-70 (Excellent)
• 56-62 (Very Satisfactory)
• 42-55 (Satisfactory)
• 28-41 (Needs Improvement)
• 1-27 (Unsatisfactory)
 Chapter III. DESCRIPTION OF MOTIONS IN ALL CLASSIFICATIONS

BASIC CLASSIFICATIONS; ORDER OF PRECEDENCE OF MOTIONS

CLASSES OF MOTIONS
Motion – refers to a formal proposal by a member, in a meeting, that the
assembly takes certain action.
 Before a subject can be considered, it must be placed before the
assembly in the form of a motion.

1. Main Motion
a. Original Main Motion
b. Incidental Main Motions
2. Subsidiary Motion
Secondary
3. Privileged Motions Motions
4. Incidental Motions
5. Motions that bring a question again before the assembly

MAIN MOTION VS. SECONDARY MOTION

MAIN MOTION SECONDARY MOTION
Does not take precedence over anything Takes precedence over Main motion.
— ranks the lowest.
Can only be made when no other motion Can be made and considered while a
is pending. main motion is pending, without violating
the principle of taking up only one
question at a time.

Secondary motions may be seen as related to the following fundamental

principles of parliamentary law: only one question can be considered at a time; once
a motion is before the assembly, it must be adopted or rejected by vote, or the
assembly must take action on disposing of the question in some other way, before any
other business (except certain matters called privileged questions) can be
introduced. Secondary motions exist to make sure this principle is followed, while still
giving members ways to modify or control how the main motion is handled.
CHARACTERISTICS OF A SECONDARY MOTION

1. Can be made and considered while a main motion is pending (or, occassionally,
it is applicable just before or after a related main question is pending)—without
violating the principle of taking up only one question at a time.

2. The second motion must be acted upon or disposed of before direct

consideration of the main question can be continued.

3. Secondary motions are generally made and seconded and are stated by the
chair, as a main motion would be—except that certain of them has the floor
and most of the motions in this latter group do not require a second.

“When a secondary motion is placed before the assembly, it becomes the

immediately pending question; regardless of the main motion.”

Order of Precedence of Secondary Motions

DESCRIPTION OF CLASSES AND INDIVIDUAL MOTIONS

Subsidiary Motion – assist the assembly in treating or disposing of a main motion (and
sometimes other motions).

THE CHARACTERISTICS OF SUBSIDIARY MOTIONS AS A CLASS

Subsidiary motions as a class are distinguished by having all five of the following
characteristics:

1. They are always applied to another motion while it is pending, to aid in

treating or disposing of it; the adoption of one of them always does
something to this other motion —that is changes its status in some way
—without adopting or expressly rejecting it.

2. They can be applied to any main motion.

3. They fit into an order of precedence, as already explained, so that no

subsidiary motion can be moved when a motion of higher rank is
already pending.

4. They are out of order when another member has the floor.

5. They are in order during the entire time that a motion to which they can
be applied is pending, except as may be precluded by a previously
adopted motion to Limit or Extend Limits of Debate or for the Previous
Question that is in effect.
SUBSIDIARY MOTIONS
(arranged from highest to lowest rank according to what takes precedence over
each subsidiary motion)

SUBSIDIARY MOTIONS

MOTION CHARACTERISTICS APPLICATION EFFECT UNIQUE

CHARACTERISTICS

Lay on the Sets aside the main Puts on the Removes the Used only handle
table motion temporarily. motion aside question urgent business,
without killing it.
from not to kill a
consideration motion.
for the time
being.
Previous Ends debate Forces a vote at Ends debate Can apply to just
Question immediately. once on the and forces one motion or to
pending an a series.
question. immediate
vote on
pending
question(s).
Limit or Controls how long Restricts or Restricts or Applies only to
Extend Limits members may speak expands debate allows more debate, not other
of Debate or how many time debate rights.
speeches. beyond
standard
limits
Postpone Delays action to a Schedules the Delays Cannot postpone
Definitely specific future time motion for later. decision but beyond the next
ensures it session.
will return for
action.
Commit/Refer Sends the pending Gives smaller Transfers the Can specify
to Committee question to a group power to main motion which committee
committee. examine & to a smaller and instructions.
report. group for
detailed
work.
Amend Changes wording of Modifies by Alters the Can have only
pending motion. inserting, motion by one primary and
striking out, or insertion, one secondary
 substituting. striking out, amendment at a
or time.
substitution.
Postpone Disposes of a main Kills the motion Disposes of Debate can fully
Indefinitely motion without direct for the duration the motion go into the merits
vote to it. of the session. for the rest of of the main
the session. motion.

MOTION DEBATABLE AMENDABLE SECOND VOTE

REQUIRED

Lay on the No No Yes Majority

table

Previous No No Yes 2/3 vote

Question

Limit or No Yes (only Yes 2/3 vote

time/limits)
extend limits
of debate

Postpone Yes Yes (about the Yes Majority

Definitely time)

Commit/ Yes Yes Yes Majority

Refer to a
committee

Amend Yes (limited) Yes Yes Majority

(primary/secondary)
Postpone Yes (debate No Yes Majority
may go into
Indefinitely
merits of main
motion)

MOTION EXAMPLE (phrases)

Lay on the table “Mr Chair, I move to lay the motion on

the table so we can hear the guest
speaker.”

Previous Question “Mr Chair, I move the previous question

on the amendment.”

Limit or Extend Limits of Debate “Mr Chair, I move that debate be limited
to 2 minutes per speaker.”

Postpone Definitely “Mr Chair, I move to postpone the

motion until our meeting next Tuesday.”

Commit or Refer “Mr Chair, I move to refer the motion to

the Finance Committee.”

Amend “Mr Chair, I move to amend the motion

by inserting the words……”

Postpone Indefinitely “Mr Chair, I move to postpone the

motion indefinitely.”
Privileged Motions - They do not deal with the main business itself, but instead with
urgent matters of time, comfort, rights, or the schedule that must be handled
immediately, even if another question is pending.

CHARACTERISTICS OF PRIVILEGED MOTIONS AS A CLASS

1. Unlike subsidiary or incidental motions, privileged motions do notn relate

to the pending business but have to do with special matters of immediate
and overriding importance which, without debate should be allowed to
interrupt the consideration og anything else.

2. Like subsidiary motions however, the five privileged motions fit into an
order of precedence.

3. Privileged motions take precedence over motions of any other class

(except in certain instances where th immediately pending question may be
a pmotion to Amend, a motion for the Previous Question, or an incidental
motion that was moved while a still higher-ranking privileged motion was
immediately pending.
PRIVILEGED MOTIONS
(arranged from highest to lowest rank according to what takes precedence over
each subsidiary motion)

PRIVILEGED MOTIONS

MOTION CHARACTERISTICS APPLICATION EFFECT UNIQUE

CHARACTERISTICS

Fix the time to Highest-ranking Used when Schedules a Only privileged if

which to privileged motion: can business cannot continuation another question
Adjourn be moved even while be finished meeting is pending;
business is pending. today and the before otherwise, it’s an
assembly needs adjournment incidental main
to set another occurs. motion.
meeting time.
Adjourn Ends the meeting Used when the Closes the Privileged only if
immediately; cannot assembly has meetint no other
be made while completed or immediately business is
someone else has the wants to end the (unless the pending except
floor. session. assembly announcements.
had set a
future
meeting).
Recess Temporarily suspends Used when Meeting Privileged only if
the meeting without members need pauses but moved when
ending it. a short break resumes with another motion is
(e.g. comfort, the same pending;
consultations, or business otherwise it’s
while waiting for after the incidental.
a quorum.) break.
Raise a Can interrupt business; Used when If admitted, Does not need a
Question of ruled on by the chair members’ rights, the assembly second; urgency
Privilege whether it’s valid. comfort, or the addresses determines
assembly’s the issue whether it should
dignity/ are at before interrupt pending
stake. returning to motions.
pending
business.
Call for the Can interrupt business; Used when the Assembly A single member
Orders of the forces assembly to adopted must return can demand it
day return to agenda/order program or to the order without a second.
of busiess. agenda is not of business
being followed, unless 2/3
 or scheduled vote says
business is otherwise.
being ignored.

MOTION DEBATABLE AMENDABLE SECOND VOTE

REQUIRED

Fix the time to No Yes (time/date Yes Majority

which to can be
Adjourn changed)

Adjourn No No Yes Majority

Recess No Yes (length of Yes Majority

recess can be
changed)

Raise a No (Chair rules, No No None (Chair

Question of unless Rules; appeal =
Privilege appealed) majority)

Call for the No No No Enforced

orders of the unless 2/3 vote
day against

MOTION EXAMPLE (phrases)

Fix the time to which to Adjourn “Mr Chair, I move that when we adjourn,
we adjourn to meet (time and date)”

Adjourn “Mr. Chair, I move to adjourn.”

Recess “Mr. Chair, I move to take a ten-minute

recess.”

Raise a question of Privilege “Mr. Chair, I rise to a question of

privilege.”
 Call for the orders of the day “Mr. Chair, I call for the orders of the
day.”

Incidental Motions – are motions that deal with questions of procedure. They do not
affect the substance of the main motion itself but instead make sure the meeting runs
fairly and according to the rules.

They are called incidental because they arise incidentally (in the course of business)
— you do not plan them ahead, they just come up when needed. Most of these
incidental motions are undebatable.

CHARACTERISTICS OF INCIDENTAL MOTION AS A CLASS

As a class, incidental motions deal with questions of procedure arising out

of:

1. Commonly another pending motion;

2. But also sometimes, another motion or item of business.

a. That it is desired to introduce,

b. That has been made but has not yet been stated by the chair, or
c. That has just been pending.

3. Incidental motions are related to the main question in such a way that
they must be decided immediately, before business can proceed.
INCIDENTAL MOTIONS (in no particular order)

INCIDENTAL MOTIONS

MOTION CHARACTERISTICS APPLICATION EFFECT UNIQUE

CHARACTERISTICS

Point of Order Ensures rules or rules Raise when a Requires the Any member
of procedure are rule is violated. chair to may interrupt; no
followed. immediately debate.
make a ruling
on the
question
involved.
Appeal Challenges the chair’s When a Chair is Cannot be used
ruling. member required to against
disagrees with submit the undebatable
Chair’s matter to the rulings.
decision. vote of the
assembly.
Suspend the Temporarily sets aside When assembly Allows action Cannot suspend
Rules rules. wants to do otherwise not bylaws or basic
something permitted. rights.
against normal
rules.
Objection to Stops undesirable Immediately Motion is Must be raised
the motion. after a main dismissed before debate or
Consideration motion is stated. without any subsidiary
of the debate. motion has been
Question stated (xpn:
motion to table)
Division of a Splits motion into When a motion Assembly Requires each
Question parts. contains several votes on each part to stand
independent part alone as
parts. separately. complete motion.
Consideration Large documemt When lengthy Debate/amend Special form of
by Paragraph considered section by papers, bylaws, section by amendment.
or Seriatim section. or resolutions section; final
are pending. vote on whole
Division of the Demands verificatiom When result of Requires a A single member
Assembly of vote. voice vote or standing vote. can demand; no
show of hands debate or vote
is doubted.
Motions Ensures proper voting After Specifies how May require
Relating to method. inconclusive vote is taken. ballot, roll call, or
Methods of division, or counted vote.
Voting and members wants
the Polls ballot/roll call.
Motions Affects how During Can Ensures fair
Relating to nominations are nominations or open/close candidate
Nominations handled, elections. nominations, process.
reopen, etc.
Request to be Member asks relief When assigned Assembly Often about
Excused from from duty. a role they excuses offices,
a Duty cannot perform. member is committees.
justified.
Requests and Seek clarification or During debate Provides info Chair answers or
Inquiries permission. or pending or grants assembly votes if
motion. consent. needed.

MOTION DEBATABLE AMENDABLE SECOND VOTE

REQUIRED

Point of Order No No No None (chair

rules; appeal =
majority)

Appeal Yes (limited) No Yes Majority (tie =

Chair sustained)

Suspend the No Amendable Yes 2/3 vote

Rules (except details
suspension

Objection to No No No 2/3 against

the consideration
Consideration
of the
Question
Division of a No Yes Yes Majority
Question
Consideration No (on No (ordering) Yes Majority
by Paragraph ordering)
or Seriatim
Division of the No No No None (automatic
Assembly on demand)

Motions No Yes (limited to Yes Majority

Relating to
method)
Methods of
Voting and the
Polls
Motions Varies Varies Yes Usually Majority
Relating to
Nominations
Request to be Yes (briefly) No Yes Majority
Excused from
a Duty
Requests and No No No (usually) None/Unanimois
Inquiries consent

MOTION EXAMPLE (phrases)

Point of Order “Point of Order!”

Appeal “I appeal from the decision of the chair.”

Suspend the Rules “I move to suspend the rules which

(state the rule you want suspended).”

Objection to the Consideration of the “I object to the consideration of the

Question question.”

Division of a Question “I move to divide the question so that

(state how to divide).”

Consideration by Paragraph or “I move that the resolution be

Seriatim considered by paragraph (seriatim).”

Division of the Assembly “Division!” (Said right after the chair

announces a voice vote result)

Motions Relating to Methods of “I move that the vote be taken by

Voting and the Polls ballot.”

Motions Relating to Nominations “I move that nominationa be

 opened/close/reopened.”

Request to be Excused from a Duty “I request to be excused from (state

duty).”

Requests and Inquiries Parliamentary Inquiry: “Request for

Information”

Withdraw a Motion: “I ask permission

to withdraw my motion.”

TYPES OF REQUESTS AND INQUIRIES

- Which a member can make in connection with business that someone desires to
introduce, or which is pending or has just been pending. These include:

a. Parliamentary Inquiry - a request for the chair’s opinion on a matter of

parliamentary procedure as it relates to the business at hand—not involving a
ruling.

b. Request for Information or Point of Information – an inquiry as to facts

affecting the business at hand—directed to the chair or, through the chair, to a
member.

c. Request for Permission (or Leave) to Withdraw or Modify a motion (after it

has been stated by the chair).

d. Request to Read Papers

e. Requests for any other Privilege

The first two types of inquiry are responded to by the chair, or by a member
at the direction of the chair; the other requests can be granted only by the
assembly.
CONDITIONS UNDER WHICH INCIDENTAL MOTION TAKE PRECEDENCE OVER,
OR YIELD TO, OTHER MOTION:

Incidental Motion Takes Precedence Yields to… (MUST Example Situation

Arises From.. Over… (does NOT step aside for)
yield

Main Motion All motions ranking All motions ranking Debate on a main
below Main Motion. above Main Motion. motion; member
(none, since Main (eg., Amend, raises a Point of
Motion is lowest Previous Order about
rank). Question, Lay one speaking time →
the Table, Recess. chair must rule,
Adjourn, Fix the unless someone
time to which to moves to table.
Adjourn)

Subsidiary All motions ranking All motions ranking A Point of Order

Motions (e.g., below that above subsidiary raised about the
Amend, Previous subsidiary motion. motion. wording of an
Question, Lay on Amendment →
the Table) must be settled
before the
amendment
continues but yields
if someone moves
the Previous
Question.

Privileged Motion: All motions ranking The two higher Chair puts the
Recess below Recess privileged motions: question on
(including, Lay on Adjourn, Fix the Recess; member
the Table, Amend, Time to Which to raises a Point of
Main Motion) Adjourn Order about
incorrect wording
→ must be handled
before Recess vote
unless someone
moves to Adjourn.
 Privileged Motion: All motions ranking Fix the Time to Motion to Adjourn
Adjourn below Adjourn Which to Adjourn pending; member
(including Recess, (the only motion appeals chair’s
Lay on the Table, higher than ruling on whether
Previous Question, Adjourn) adjournment is in
Main Motion) order → must be
handled before
adjournment vote,
unless someone
moves to Fix Time.

Privileged Motion: All other motions None (it does not Chair is putting the
Fix the Time to (since none are yield to anything) question to Fix the
Which to Adjourn higher) Time; member
(highest rank) raises a Point of
Order → must be
handled
immediately
before anything
else

Whenever it is stated in that “incidental motion” or “all incidental motions” take

precedence over a certain motion or that a certain motion yields to all applicable
incidental motions,” it must be understood that the incidental motions referred to are
only those that are legitimately incidental at the time they are made.

For example, “Incidental motions always take precedence over the main motion”, but an
Objection to the Consideration of a Question is legitimate only against an original
Main Motion, and the objection is no longer in order after consideration of the question
has begun—even though an original main motion is immediately pending.

INCIDENTAL MAIN MOTIONS CORRESPONDING TO INCIDENTAL MOTIONS.

Counterparts of some of the incidental motions may occur as incidental main motions.
For example, a standing rule can be suspended for the duration of a session and a
motion for such a suspension, made when no business is pending, is an incidental
main motion. Similarly, a motion prescribing how nominations shall be made is an
incidental main motion if it is moved while no election is pending
MOTIONS THAT BRING A QUESTION AGAIN BEFORE THE ASSEMBLY

- Four motions are grouped in this book as motions that bring a question again
before the assembly since, either by their adoption, or by their introduction,
they allowed the assembly to consider again the merits of a question that has
previously been disposed of in some way.

These motions exist because:

 Once a question is decided in a session, it normally can’t be brought up again

unless by special procedures.
 A temporarily settled question can’t be interfered with by conflicting motions.
 Changing an adopted decision usually requires stricter conditions (like higher
vote thresholds or advance notice).

These are the following motions:

Motion Purpose When

Take from the table To resume consideration of Only when no business is
a motion that was laid on pending; must be within
the table. the same session or next
session (if within a
quarterly interval).
Rescind/Amend To cancel, repeal, or When no business is
Something Previously change something already pending.
Adopted adopted and still in force.
Discharge a Committee To take a matter away from When no business is
a committee so the pending.
assembly can act on it
directly (or drop it).
Reconsider To allow the assembly to Must be made on the
vote again on a decision same day or the next
already made. business day of the same
session.
 Motion Debatable Amendable Vote
Take from the table No No Majority

Rescind/Amend Yes (if motion itself Yes Majority with

Something Previously is debatable) notice, or 2/3
Adopted without notice, or
majority of entire
membership
Discharge a committee Yes (limited Yes Majority with
debate) notice, or 2/3
without notice, or
majority of entire
membership
Reconsider Varies (depends No Majority
on the motion)

Motion Example
Take from the table “Mr. Chair, I move to take from the
table the motion relating to the
purchase of new sports equipment.”
Rescind/Amend Something Previously “Mr. Chair, I move to rescind the
Adopted motion we adopted last month to
hold the Christmas party at the city
hall.”

Discharge a committee “Mr. Chair, I move that the

committee on fundraising be
discharged from further
consideration of the charity concert
proposal, and that the assembly
take the matter up directly.”
Reconsider “Mr. Chair, I move to reconsider the
vote on the motion to approve the
new membership fees.” (Must be
made by someone who voted on the
prevailing side.)
RELATIONSHIP AMONG MOTIONS IN THIS CLASS

1. Unique Placement

 Take from the Table, Reconsider, and sometimes Discharge a Committee

belong only to this class (not other categories).

 Rescind / Amend Something Previously Adopted (and sometimes Discharge

a Committee) are considered incidental main motions with special features.

2. How They Work

 Rescind / Amend Something Previously Adopted: brings business by its

introduction; once voted on, no question is pending.

 Take from the Table & Reconsider: do not bring business by their
introduction, but by their adoption, which reopens a pending main
question.

 Discharge a Committee: sometimes works like Take from the

Table/Reconsider, sometimes like Rescind/Amend, depending on whether
the matter was referred as a pending motion or given as a task.

3. Voting Requirements

 Rescind / Amend Something Previously Adopted and Discharge a

Committee both require special adoption rules (advance notice or more
than a majority vote).

4. Control vs. Finality

 Take from the Table & Discharge a Committee: apply to matters still
“within the assembly’s control” (temporarily disposed of).

Rescind/Amend & Reconsider: apply to matters already finally voted on,

but differ:

 Rescind/Amend: only for affirmative votes, can be applied anytime,

and proposes a specific change.
 Reconsider: can apply to affirmative or negative votes, but only
within a short time, and reopens the question without proposing a
specific change.
5. Special Character of Reconsider

 Can apply to many subsidiary, privileged, or incidental motions—not just

main motions.
 Only one that can apply to a secondary motion alone.
 Making it takes precedence over all motions (even the highest privileged),
but its consideration rank matches the motion it seeks to reopen.
 Often cannot be taken up immediately when made—unique among
motions.

CHAPTER IV: MEETING AND SESSION

PARTICULAR TYPES OF BUSINESS MEETINGS
Regular Meeting
The term regular meeting (or stated meeting) refers to the periodic business meeting of
a permanent society, local branch, or board, held at weekly, monthly, quarterly, or similar
intervals, for which the day (as, “the first Tuesday of each month”) should be prescribed
by the bylaws and the hour and place should be fixed by a standing rule. If, instead, an
organization follows the practice of scheduling the dates of its regular meetings by
resolution, notice must be sent to all members in advance of each regular meeting, and
the number of days’ notice required should be prescribed by the bylaws.
When notice is required to be sent, unless a different standard is specified that
requirement is met if written notice is sent to each member either:
a) by postal mail to the member’s last known address; or
b) by a form of electronic communication, such as e-mail or
fax, by which the member has agreed to receive notice.

Each regular meeting normally completes a separate session. Some societies have
frequent meetings for social or cultural purposes at which business may be transacted,
and also hold a session every month or quarter especially for business. In such
societies, the term regular meeting applies particularly to the regular business session.
Important rules relating to the continuance of a question from one session to the next
depend on whether no more than a quarterly time interval intervenes between the two
sessions.

ways in which business can go over from the earlier session to the later

1). by being postponed to, or otherwise set as a general or special order for, the
later session.

Example: During the September meeting, the members start discussing a proposal to
hold a fundraising event, but they decide they need more time. So, they vote to
postpone the discussion to the October meeting.
✅ Since it was formally postponed to the next session, it continues automatically in that
meeting.
2). by being laid on the table (17) at the earlier session and not taken from the
table (34) before that session adjourns;
Example: In the September meeting, someone brings up a motion to buy new office
equipment. However, something more urgent comes up, so the group votes to lay the
motion on the table to deal with it later.
✅ So, the motion can still be brought up again at the October meeting.

3). by going over to the later session as unfinished business or as an unfinished

special order.
Example: A motion to update the group’s bylaws is being discussed, but they run out of
time before they can vote on itin the September meeting.
✅ Because it’s unfinished business, it automatically comes up at the next meeting
(October) without needing to reintroduce it.

4). by being the subject of a motion to Reconsider (37) that is not finally disposed
of at the earlier session; and
Example: In the September meeting, a motion was passed to hold a seminar in
November. Later in the same meeting, someone who voted with the majority moves to
reconsider the decision.
❌ But they don’t have enough time to finish that reconsideration before the meeting
ends.
✅ So, the motion to reconsider is still pending and can be taken up again at the October
meeting.

5). by being referred to a committee (13) that can report at the

later session.
Example: In the September meeting, a proposal to organize a community outreach
project is discussed, and the members vote to refer the matter to a committee for further
study.
✅ The committee works on it and is expected to report back during the October meeting,
so the business continues through that report.
The only way for business to be carried over directly from one session to some later
regular session beyond the next regular business session is by being referred to a
committee that will report at that later session.
When a question is carried over from one session to another by any of the above
processes, it remains within the control of the assembly as a question that has been
temporarily, but not finally, disposed of.
Any business that falls within the objects of the society as defined in its bylaws (or, in
the case of a board, any business within the authority of the board) can be transacted at
any regular meeting (provided that the parliamentary rules relating to action already
taken, or to matters not finally disposed of and remaining within the control of the
assembly, are complied with in cases where they apply).

Special Meeting
A special meeting (or called meeting) is a separate session of a society held at a time
different from that of any regular meeting, and convened only to consider one or more
items of business specified in the call of the meeting. Notice of the time, place, and
purpose of the meeting, clearly and specifically describing the subject matter of the
motions or items of business to be brought up, must be sent to all members a
reasonable number of days in advance.

Special meetings can properly be called only

(a) as authorized in the bylaws
(b) when authorized by the assembly itself, as part of formal disciplinary
procedures, for
purposes of conducting a trial and determining a punishment.

A section of the bylaws that authorizes the calling of special meetings should
prescribe:
1) by whom such a meeting is to be called—which provision is usually in the form of a
statement that the president (or, in large organizations, the president with the approval
of the board) can call a special meeting, and that he shall call a special meeting at the
written request of a specific number of members; and
2) the number of days’ notice required. Unless otherwise provided in the bylaws, the
number of days is computed by counting all calendar days (including holidays and
weekends), excluding the day of the meeting but including the day the notice is sent.
The president tells the secretary to send out the special meeting notice to all members,
using the organization's funds, within the required number of days stated in the bylaws.
The notice must clearly include all the necessary details—time, place, and purpose.
Only the business specifically mentioned in the meeting notice can be discussed or
acted upon. However, related motions—like privileged, incidental, or subsidiary motions
—can still be handled if they come up while discussing the approved agenda. If
anything outside the notice is decided on, it’s not valid unless it’s later ratified at a
regular meeting or another properly called special meeting.
The requirement to list the business in the notice doesn’t mean you have to include the
exact wording of each motion. As long as the topic is mentioned in the notice, motions
about it can be introduced, discussed, and amended just like in a regular meeting.

Adjourned Meeting
An adjourned meeting is essentially a continuation of a previous session—whether
regular or special—that couldn’t complete its business. It is not a new meeting but a
resumption of the previous one, scheduled to occur at a specific time (and place, if
needed) that the assembly formally agrees upon before adjourning. This scheduling is
done through a motion to “fix the time to which to adjourn” or to “adjourn until” a certain
time, depending on the situation.
The purpose of such a meeting is to finish any unfinished business that the assembly
couldn’t address during the original session. This could be later the same day or at
another convenient time before the next scheduled regular meeting. Once convened, an
adjourned meeting begins with the reading of the previous session’s minutes and then
continues with the business left pending, picking up right where it left off—whether that’s
in the general order of business or a specific item postponed to that meeting.
It’s important not to confuse an adjourned meeting with the act of adjourning itself; the
former is a continuation, while the latter is simply the act of closing a session. In
organizational documents—like bylaws or rules—when terms like “regular meeting,”
“special meeting,” or “annual meeting” are used, they include all related adjourned
meetings as part of the same session, in the parliamentary sense.

Annual Meeting
An annual meeting can have two distinct meanings depending on the structure of the
organization. In some societies, especially those where the general membership
gathers only once a year, this single meeting is referred to as the annual meeting. In
such cases, the organization’s business between annual meetings is typically managed
by a board or executive body.
In other organizations that hold regular meetings throughout the year, the annual
meeting is simply one of those regular meetings, designated by the bylaws to occur at a
specific time each year. What sets this meeting apart is its agenda: it includes special
business such as annual reports from officers and standing committees, the election of
officers, and any other items that the bylaws require to be handled specifically at the
annual meeting. In all other respects, it functions like a regular meeting. The minutes
from the previous regular meeting are read and approved, and the minutes of the
annual meeting itself are approved at the following regular meeting—not held over until
the next annual meeting a year later.
Importantly, any business that must be conducted “at the annual meeting” can be taken
up at any point during that session—including any adjourned meetings that continue it.
If such required business has already been introduced during the session, it may then
be postponed to a later time, following the normal rules for postponement.
In essence, the annual meeting serves as a formal, often more comprehensive
checkpoint in an organization’s calendar, while still adhering to standard procedural
rules.

Executive Session
An executive session is a special type of meeting—or part of a meeting—in which the
proceedings are kept confidential. While the term originally applied to closed-door
discussions of presidential appointments and treaties in the U.S. Senate, it has since
taken on broader parliamentary meaning and is now used in many types of
organizations.
In general, an executive session may be called whenever secrecy is required, whether
by rule, custom, or through the adoption of a motion. This motion is considered a
question of privilege and can be passed by a majority vote. Once a meeting enters
executive session, only members of the assembly, and specifically authorized invitees
or staff, are permitted to remain. Everyone else—whether they’re members of the
organization or not—must leave, unless explicitly allowed to stay.
Executive sessions are especially necessary for sensitive matters, such as disciplinary
procedures or trials, which must be conducted in strict confidence. Violating the
confidentiality of an executive session is considered a serious offense. A member who
reveals what occurred can face disciplinary action, and non-members who are permitted
to attend are honor-bound not to disclose any of the proceedings.
The minutes of an executive session are also treated with strict confidentiality. They
must be read and approved only in executive session, unless the action taken (not the
discussion itself) was not confidential, or the assembly has formally lifted the secrecy. If
an executive session is held solely to approve minutes from a prior executive session,
those minutes are assumed to be approved by that same meeting.
In essence, executive sessions are a formal mechanism to handle matters that require
discretion, with clearly defined rules to protect the privacy and integrity of the
assembly’s proceedings.

Public Session
A deliberative assembly or committee is normally entitled to
determine whether nonmembers may attend or be excluded from its meetings (even
when not in executive session). Many public and semipublic bodies, however, are
governed by sunshine laws—that is, their meetings must be open to the public.
Normally, such laws have no application to private, nongovernmental bodies. In
meetings of many public bodies, such as school boards, the public may attend.
Similarly, in some private organizations such as church councils, parishioners may be
permitted to attend. These attendees are not members of the meeting body and
ordinarily have no right to participate. Some bodies, especially public ones, may invite
nonmembers to express their views, but this is done under the control of the presiding
officer subject to any relevant rules adopted by the body and subject to appeal by a
member. Often, by rule or practice, time limits are placed on speakers and relevance is
closely monitored.
Electronic Meetings
EXTENSION OF PARLIAMENTARY LAW TO ELECTRONIC MEETINGS.
Electronic meetings allow members of an organization to conduct business remotely
through the internet or telephone, instead of meeting in person. However, these
meetings are only valid if authorized in the bylaws.
To retain the formal character of a traditional meeting, electronic meetings must allow
simultaneous aural communication—everyone must be able to hear and respond to
each other in real time. When this condition is met, and the meeting is properly
authorized, it is treated the same as if all members were physically present.
It's also recommended that organizations adopt additional rules to guide how electronic
meetings are conducted, including how members join, how quorum is confirmed, how
votes are taken, and how technical issues are handled. Without bylaw authorization and
clear procedures, business conducted electronically may not be valid.

TYPES OF ELECTRONIC MEETINGS

Types of electronic meetings vary depending on what the bylaws allow. Some
organizations may permit basic audioconferences, while others require
videoconferences, where members must be able to see and hear each other at the
same time. Additional tools, like shared documents or collaboration platforms, may also
be used to help conduct business.
However, no matter the technology, the key requirement is simultaneous aural
communication—everyone must be able to hear and respond in real time. Meetings
conducted purely through written means, like email or chat, do not qualify as
deliberative assemblies under parliamentary law. Such written communication may be
useful for consultation, but it lacks the interactive nature required for official decision-
making.

ELECTRONIC MEETINGS IN COMMITTEES

Electronic meetings in committees are only valid if they are properly authorized. If a
committee is expressly established by the bylaws, then the bylaws must also authorize
electronic meetings for them to be valid.
However, if the committee is not created by the bylaws—for example, it was formed by
a motion or standing rule—then authorization for electronic meetings can come from the
same motion, a standing rule, or another directive from the parent body. Without this
specific authorization, a committee cannot conduct official business electronically.

ADDITIONAL RULES FOR THE CONDUCT OF ELECTRONIC MEETINGS.

When an organization allows its assembly, boards, or committees to hold electronic

meetings, it's important to establish clear additional rules to ensure those meetings are
conducted properly and fairly.
First, the bylaws or governing rules should state whether members not physically
present have the right to participate electronically, or if the body has the authority to
allow or deny such participation. Likewise, it should be clarified whether a central
physical location is still required for members who wish to attend in person.
The notice of an electronic meeting must clearly explain how to join—for example,
providing a phone number for a teleconference or login details for an online platform.
Beyond that, several additional rules may be included in the bylaws, special rules of
order, standing rules, or even instructions to a committee. These rules may address:
The type of equipment or software required for members to participate in the meeting.
The rules should also clarify whether the organization is responsible for providing the
necessary tools and what will happen in case of technical difficulties or malfunctions.
How quorum is determined, ensuring that the minimum number of participants needed
to conduct business is present, even in a virtual setting.
When and how a member may question the presence of a quorum, and under what
conditions quorum is presumed to continue if no such question is raised.
Procedures for seeking recognition and obtaining the floor, so that members can speak
or make motions in an orderly fashion, even when not in the same physical space.
How motions may be submitted in writing during the meeting—this is especially
important in electronic settings where motions might need to be typed or sent digitally.
Methods for taking and verifying votes, to ensure accuracy, transparency, and fairness,
whether votes are done by voice, electronic polling, or another method.
Finally, depending on the nature of the organization, it may be necessary to adopt
security provisions to prevent unauthorized individuals from joining the meeting—
especially important during executive sessions, where confidentiality is required.
Nonmembers should only be allowed to participate if they are properly invited or
authorized to do so.
These rules help maintain order, protect member rights, and ensure that electronic
meetings uphold the same standards as traditional, in-person meetings.
 CHAPTER V: MAIN MOTION

Main Motion - is a motion whose introduction brings business before the assembly.
- a motion can be made only while no other motion is pending.

Distinction between Original Motion and Incidental Motion

Original Motion - is a main motion that introduces a substantive question as a new

subject.

Incidental Motion - is a main motion that is incidental to or relates to the business of

the assembly or its past or future action.

Characteristic of an Incidental Motion:

 It proposes an action specifically defined under parliamentary law and
described by a particular parliamentary term. There are thus a definite
number of incidental main motions somewhat as in the case of the secondary
motions and the motions that bring a question again before the assembly

 It does not mark the beginning of a particular involvement of the assembly in

a substantive matter, as an original main motion does. Like all main motions,
however, it can be made only when nothing is pending, and it brings
business before the assembly. Action that can be proposed by the incidental
main motions may relate:

(a) to further steps in dealing with a substantive matter in which the assembly’s
involvement has begun earlier; or
(b) to procedure, without direct reference to a particular substantive item of business.

An incidental main motion is usually made orally.

An Objection to the Consideration of a Question (26) can be applied only to original

main and not to incidental main motions. The reason is that, in the case of an incidental
main motion dealing with a subject previously entered into, the involvement has already
begun and it is too late to object

Standard Descriptive Characteristics:

A main motion:
1. Takes precedence of nothing
2. Can be applied to no other motion. So that a motion to Postpone Indefinitely, if
pending, is dropped. An Objection to the Consideration of a Question can be applied
only to an original main motion, not to an incidental main motion.
3. Is out of order when another has the floor.
4. Must be seconded.
5. Is debatable.
6. Is amendable.
7. Requires a majority vote, except:
a) when the motion proposes an action for which the bylaws or special rules of order
prescribe a requirement of more than a majority vote (such as a two-thirds vote, or
previous notice
or both).
b) when adoption of the motion would have the effect of suspending a rule of order or a
parliamentary right of members, in which case it requires a two-thirds vote
c) when adoption of the motion would have the effect of changing something already
adopted, as in a motion to postpone an event previously scheduled by vote of the
assembly, or to discharge a committee (from an uncompleted task previously assigned
to it by means of a main motion, before the committee is ready to report)
8. Can be reconsidered.

THE FRAMING OF MOTION

(WORDING OF A MOTION)

 If a main motion is adopted, it becomes the officially recorded statement of an action

taken by the assembly
 A motion should therefore be worded in a concise, unambiguous, and complete
form appropriate to such a purpose.
 It cannot employ language that is not allowed in debate
 A member making a motion embodying something that has just been said by the
chair or another member in informal consultation during a meeting should avoid
statements such as “I so move,” and should himself recite the complete motion
that he offers

Motions to “reaffirm” a position previously taken by adopting a motion or resolution are

not in order. Such a motion serves no useful purpose because the original motion is still
in effect; also, possible attempts to amend a motion to reaffirm would come into conflict
with the rules for the motion to Amend Something Previously Adopted and if such a
motion to reaffirm failed, it would create an ambiguous situation.

A motion whose only effect is to propose that the assembly refrain from doing
something should not be offered if the same result can be accomplished by offering no
motion at all. It is incorrect, for example, to move “that no response be made” to a
request for a contribution to a fund, or “that our delegates be given no instructions,”
unless some purpose would be served by adoption of such a motion.

It is preferable to avoid a motion containing a negative statement even in cases where

the effect of the motion is to propose that something be done, since members may
become confused as to the effect of voting for or against such a motion. Rather than
moving, for example, that the association go on record as “not in favor of the
proposed public bond issue,” it should be moved that the association “oppose” or
“declare its opposition to” the bond issue.

Treatment of Main Motions

PROCEDURES BY WHICH THE PROPOSAL CONTAINED IN A MAIN MOTION CAN

BE IMPROVED UPON BEFORE ACTION IS TAKEN.

As previously noted, it is a general parliamentary rule that a subject must be brought up

in the form of a motion (embodying a specific proposal) before it can be discussed in a
meeting of an assembly.

These are several means by which such a result can be accomplished.

1.After a main motion has been made and before the question has been stated by the
chair, any member can quickly rise and, with little or no explanatory comment, informally
suggest one or more modifications in the motion, which at this point the maker can
accept or reject as he wishes.

2.After the question has been stated by the chair—although the assembly, and not the
maker of the motion, then has control over its wording—the maker can request
unanimous consent to modify the motion

3.By means of the subsidiary motion to Amend (12), members can propose changes to
be made in the wording and, within limits,
4.If proper recasting of a main motion will require time or study, the subsidiary motion to
Commit (13), which is adopted by a majority vote, can be used to refer the main motion
to a committee.

5. If the general problem posed by a main motion might be better dealt with by an
alternative measure that cannot conveniently be proposed as an amendment in the form
of a substitute.

INTRODUCTION OF SUBSIDIARY OR INCIDENTAL MOTIONS AS A PART OF—OR

PRIVILEGED MOTIONS AS AN INTERRUPTION OF—THE CONSIDERATION OF A
MAIN MOTION.

Such motions are usually made during the period while the main motion is open to
debate, although certain incidental motions can also arise before or after this stage in its
handling. This motion is again open to debate and amendment if it is a debatable and
amendable motion.

Following series of motions:

1) a main motion;
2) a motion to postpone the main question indefinitely;
3) an amendment to the main motion;
4) a motion to refer the main question (with the pending
amendment) to a committee;
5) a motion to postpone the pending questions to a certain time;
6) a motion to vote on the postponement by ballot;
7) a motion to lay the pending questions on the table; and
8) a motion to take a recess

MAIN MOTIONS BROUGHT UP BY MEANS OF A CALL FOR THE ORDERS OF THE

DAY OR BY RAISING A QUESTION OF PRIVILEGE

Under the process by which a main motion is normally introduced, as already explained,
it can be moved only while no motion is pending.

•The examples generally show the presiding officer addressed as “Mr. President” or
“Madam President.”

•The phrase “obtaining the floor” in parentheses before words spoken by a member
indicates that this member must first obtain the floor in the manner
• The word “Second” in parentheses after words spoken in making a motion indicates
that, except in cases where it is proposed on behalf of a board or a committee, another
member
must second the motion.

Form and Example

Examples that illustrates the handling of a main motion in a case

Assume that the chair has just asked if there is any new business

MEMBER A (obtaining the floor): I move that the Society contribute $100 to the
Centennial Celebration. (Second.)
CHAIR: It is moved and seconded that the Society contribute $100 to the Centennial
Celebration

The chair immediately turns toward Member A (who resumed his seat after making his
motion) to see if he wishes the floor first in debate

Previous Notice of Motion

The term previous notice (or notice), as applied to necessary conditions for the adoption
of certain motions, has a particular meaning in parliamentary law.