Parliamentary Procedure

Parliamentary Procedure is a set of rules that governs the conduct of a meeting and the passage of motions. Common procedures come from Robert’s Rules of Order. In 1990, Board began to use the “Pool Rules” of order – a simpler version of Robert’s Rules – in the manner described below. The intention behind using a simple parliamentary procedure is that anyone can understand our process by looking at a few pages (compare this to the full Robert’s Rules: 700 pages; and the Robert’s Rules in Brief: 176 pages). Complicated procedures have the capability to disenfranchise those unfamiliar with the process (which the board especially needs to be aware of given our vast membership and democratic values) and give undue power to those who are familiar with process.

The basic process for most meetings is as follows: motion, discussion, amendments, and then a final vote signaling acceptance or defeat of the motion.

MEETING PROCESS:

THE CHAIR/FACILITATOR: The facilitator has the right to determine process on a case-by-case basis if matters arise which are not covered in our by-laws or this document.

QUORUM: The sufficient number of Board members empowered to cast two-thirds of the total possible votes (equal to the total number of members in the BSC). If quorum is lost during the meeting, the meeting may continue as long as there are sufficient members present to cast one half of the total possible votes.

SPEAKERS’ LIST:

• Questions are signaled by a crooked finger. They will usually receive priority on the speakers’ list, but if the list is long the Chair may alternate between the questions list and the statements list in an equitable fashion.

• Comments and rhetorical questions are signaled by the Pac-Man-hand. If the discussion is monopolized by one or more members of the board, the Chair may attempt to draw others into the conversation by hearing the comments of members who have not yet spoken on the issue. The function of keeping a speaker’s list is to organize the discussion efficiently, effectively and inclusively.

• Motions are signaled by a thumbs-up. Motions often receive priority of questions and comments on the speakers’ list, but this is up to the facilitator.

• Procedural errors and questions about the facilitation process (e.g. “this needs to be an absolute majority” or “first the VPIA speaks, then we ask questions”) are signaled by making a triangle with both thumbs and index fingers.

note: Points (of personal privilege, order, or information) are not used in our Board Meetings, as they are frequently abused.

CALL THE QUESTION: When one believes enough debate has occurred, s/he may call the question. Any member may call the question at any time; if there are any objections (just shout out “object!”), discussion continues according to the speaker’s list. If there are no objections, discussion ends and we move to a vote.

MOVE THE QUESTION: One must be on the speakers’ list to move the question, and (s)he may not make any other comment. This cuts off debate and causes an immediate vote on whether or not to end discussion and vote on the motions as they stand. To end discussion requires a 2/3 majority vote.

KEEPING TIME: Members may motion to place or extend time caps on agenda items, or on comment time. Typically the chair will ask a different member of the board or a VP to keep time for each meeting, and they will then be responsible for announcing when time is up. The meeting will then move to the next agenda item, and/or the speaker must then end their speech.

MINUTES: The Board Administrative Assistant is responsible for writing minutes, they are edited by the BSC President, then approved at board where final edits to the minutes can be made.

MOTIONS:

MAIN MOTION: Action items begin with one main motion. Discussion may only be about the motion at hand. Different types of motions require different votes to pass (e.g. simple majority, absolute majority, 2/3 vote, etc).

AMENDMENTS: This is used to alter part of the main motion. If the amendment is relatively minor so as not to change the intent of the motion, it may be determined “friendly” by the mover of the main motion. If the amendment is not friendly, it will be run separately as an amendment to the main motion.

COMPETING MOTION: A counter motion that contradicts the main motion may be made if changes are so big as to change the motion significantly, the amendment will be run as a COMPETING MAIN MOTION against the main motion.

EXECUTIVE SESSION: Executive session passes by a two-thirds majority and is considered a closed meeting. Only members of Board may be present. Only motions and votes will be made public record (i.e. the only part recorded in the minutes). Board may also designate other person(s) to stay with a two-thirds majority vote.

OVERRULE THE CHAIR: An immediate vote is taken to see whether a procedural decision will be overruled. A 2/3 majority is required to overrule the chair. Do this when the chair is wrong, not when a decision is simply inconvenient for you.

TABLE: This puts the main motion and any attached motions on a temporary hold. The member must make a motion to table; tabling discussion requires a simple majority vote. There can be no debate about whether or not to table a motion. Tabled motions can be sent back to committee or

RECONSIDERATION: Any motion in the same semester that is revoted on or comes up for reconsideration shall be treated as a formal reconsideration requiring a 2/3 vote to be discussed again.

VOTING:

VOICE VOTE: “All in favor say ‘aye’; all opposed say ‘nay’. All abstaining.” Used when the Chair believes there are only a few objections to the motion.

HAND VOTE: Used when things seem more contentions. Any member can request a hand vote as opposed to a voice vote. Each vote is equally weighted.

ROLL CALL VOTE: Any 5 board reps can request a roll call for any motion; any single non-board rep member can request a roll call vote. Reps receive a vote quantity equivalent to the number of members they represent from their unit. For example, if the occupancy of Cloyne is 151, two reps receive 50 votes and one receives 51. A rep cannot split his/her vote beyond these divisions (i.e. all votes are cast in a block). Any member who is not a rep may attend the meeting and cast their one vote.

SIMPLE MAJORITY: More than 50% of the votes cast; does not include abstentions in the count. A simple 2/3 majority requires more than 2/3 of the votes cast.

ABSOLUTE MAJORITY: More than 50% of all eligible votes. This includes abstentions in the count (i.e. abstentions, for all intents and purposes, are counted as “no” votes). An absolute 2/3 majority requires more than 2/3 of all eligible votes.

TRACK RECORD: When one member calls out 'track record,' the Board AA shall announce the motion by number. Board members can choose to record how they voted on a slip of paper and pass it to the AA, who will record and publish the results. Hand votes will still be counted and will be the official recorded vote.

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Updated sp.2005 (Nick+Cookie)

Mildly Edited f.2005 (Johnny)

Updated f.2007 (Kate Sassoon)

Updated sp. 2008 (Patrick Ford)