Alpha Phi Omega National Convention Phoenix '96 Convention Handbook Introduction About the Convention Before the Convention At the Convention Rules of the Convention

Rules of the Convention We all encounter rules every day, sometimes they help, other times they hinder. The National Convention is no exception. Both the legislative and the committee sessions are run following parliamentary procedure. These rules don't bend as easily as some others. But, if you are familiar with the rules, you can use them to your benefit and avoid undue frustration. This section highlights some of the fundamentals of parliamentary procedure that you'll need to know as a delegate. It also gives some hints on how to use these rules correctly to achieve your goals. The National Convention conducts the Legislative General Session according to Robert's Rules of Order, modified by "Standing Rules" adopted for each convention. Standing Rules are specific rules that the convention agrees to follow during its sessions. Be sure to read the standing rules carefully. Where they differ from Robert's Rules of Order, the Standing Rules have priority. Why Use Parliamentary Procedure? Although parliamentary procedure may sometimes appear cumbersome, these rules were developed to facilitate the transaction of business and assure specific rights to all delegates. The vote of the majority decides what the convention will do, but at the same time the rights of those in the minority are protected. For example, everyone has the right to express an opinion about a topic whether agreeing with or opposing the idea. The presiding officer, or chairperson, should be impartial despite any personal opinions. Additionally, business is transacted in a specific and logical order; only one issue is dealt with at a time. Because of this, you can follow the flow of business. Definitions The largest stumbling block in dealing with parliamentary procedure is, in many cases, the terminology. In order to transact business efficiently and effectively, parliamentary procedure has given everything a name. Rules can then be attached to those names. These definitions will help you understand the discussion that follows: Abstain When a delegate chooses not to vote on a motion. Majority The number of votes required to pass a motion. Most motions require a simple majority, or half of the number of delegates entitled to vote plus one. However, some motions require two-thirds or three-quarters majority. Also note that the number needed for a majority can be calculated based on the number of delegates registered, the number present and voting, or other means. For example, changes to the Fraternity Bylaws, rituals, or Toast Song require a three-quarters majority of the total votes cast by those registered delegates present and voting to be adopted. Motion A formal proposal by a committee or a delegate, directing the convention to take a specific action. The common types of motions are main motions, secondary motions, and incidental motions. Parliamentarian A person who advises the chairperson, officers and committees on matters of parliamentary procedure. Present and voting Refers to the total number of delegates voting on a particular question. Delegates who are absent or who abstain are counted as not voting. This count is sometimes used to determine the number of votes required for a majority, as in "two-thirds majority of those present and voting". Question Synonymous with motion. "The question" is the specific issue that the delegates are currently considering. Quorum The number of delegates which must be present on the convention floor in order to transact business. Quorum at the convention is two-thirds of the registered delegates entitled to vote. Resolution An official statement of opinion or a declaration of intent by the Fraternity. Second When a person (other than the one making the motion) agrees that a motion should come before the convention for consideration. Most motions (except those which are from a committee) require a second before they can be considered further. Motions There are different types of motions. Each type serves a different purpose and has specific rules regarding how and when it may be used. The following steps relate to most motions, no matter the type of motion: Statement of the motion by a delegate or member of a committee Second Restatement of the motion by the chair Discussion Putting the question Vote Announcement of the vote Statement of Main Motions Only one main motion can be considered by the convention at a time. Each main motion must be voted upon or disposed of before the convention can proceed to another main motion. Main motions at the convention will generally come from the Reference Committees. Resolutions are also considered main motions. Discussion Every delegate has the right to express his/her opinion about a motion. In order to efficiently transact business at the convention, the Standing Rules of the convention limit the number of times and length of time a delegate can speak on each question. In past conventions, delegates were allowed to speak for up to three minutes the first time and up to two minutes a second time. Secondary Motions During discussion, in addition to speaking for or against the main motion, a delegate can make secondary motions. Secondary motions can be considered while a main motion is still on the floor. Like main motions, generally each must be voted upon or disposed of prior to considering another secondary motion or going back to the main motion. The more common secondary motions are: Amend A motion to amend is a motion to change the wording of a main motion. An amendment must be closely related to the subject of the main motion. It cannot be something new. An amendment can be amended, but this is as far as the amending process can go. When an amendment is passed, this does not mean that the main motion has been passed. Only the wording of the main motion has changed. The main motion can be discussed more and will still have to be voted upon in its changed form. Limit or extend limit of debate This motion alters the amount of time the convention as a whole will discuss a motion before voting will occur. The amount of time and/or number of times an individual delegate can speak on a specific motion can also be specified. Generally the convention will adopt a Standing Rule on the latter. Postpost definitely The convention will immediately stop discussing the present motion. Discussion on the motion will resume at a specific time in the future. Postpone indefinitely This is similar to postponing definitely except that no time is set to resume discussion. Its effect is to kill the motion without voting on it. Refer to Committee A motion to refer to committee means that the convention will no longer discuss the motion. The convention will direct a committee to investigate the motion. Previous Question This is a motion to stop debate on the question and go immediately to a vote. This motion is usually made by saying "I Move the Previous Question." When this motion is made, all debate stops and the chair immediately goes on to the next step, putting the question. Putting the Question This is generally done by the chairperson after all discussion on a motion has finished, in which case he/she simply asks "Are you ready for the Question?" If no one indicates that they wish to debate further, the question is put to a vote. This step may also be reached by someone making a motion to "Move the Previous Question." In this case, the chair will immediately ask the delegates to vote on whether they wish to stop debate and put the question to a vote (note that this first vote is only to decide whether to vote on the motion or continue debate). Voting When the convention is ready to vote on the question, the chairperson restates the question and explains the effect of an "aye" (for) or "no" (against) vote. Most voting at the National Convention is initially taken by voice vote. The "aye" votes are taken first, followed by the "no" votes. The chairperson makes a decision as to whether a question passes or fails based on what he/she hears. If the chairperson feels that the outcome of a voice vote is close, he/she will say for example, "the 'ayes' seem to have it". A delegate can then call for "division", where a standing vote is taken. Those delegates voting "aye" are called to stand first, followed by those voting "no". Delegates can also request a ballot vote if they wish; the procedure for doing this is usually determined by the Standing Rules. In previous years, it took ten percent of the delegates present on the convention floor to request a ballot vote. Election of National Officers has also been by ballot vote according to past Standing Rules. Incidental Motions These are motions which are "incidental" to the business at hand. Generally they are related to the main motion in such a way that they must be decided immediately before business can proceed. For this reason, most are not debated and some can be made at any time, even if it means interrupting the speaker. A few of the more common incidental motions are: Point of order If a delegate believes that the chairperson is not enforcing the rules, he/she can point out the situation using this motion. This can be done at virtually any time. After this motion is made, there is no discussion; the chair will issue a ruling on your point (possibly after conferring with the parliamentarian). Appeal the decision of the chair The chairperson is responsible for ruling on questions of parliamentary procedure. If a delegate feels that the chairperson has ruled incorrectly, he/she may use this motion to request that the convention vote on whether the decision of the chair was correct. Unlike the other motions mentioned here, this motion needs a second and can usually be debated by the delegates. Division of an assembly If a delegate doubts the accuracy of the chair's ruling of the outcome of a voice vote, he/she may request a standing vote be taken. Generally, this motion is made simply by calling "Division!". Parliamentary inquiry A request for the chairperson to answer a question on parliamentary procedure. This is not a request for a ruling by the chair on whether something is being done correctly, but merely a request for an explanation. Point of Information A question related to the facts of the motion being discussed. The request can be directed to the chairperson or to a delegate through the chairperson. It is acceptable to interrupt whoever is speaking to make this motion. There is no discussion or voting; the chair will act to resolve your question immediately. An Example So how do you apply all this stuff? Here is an example to give you an idea of how things flow: There is a main motion on the floor from the Finance Committee to raise the Annual Active Membership Dues to $25 per active member. After listening to the rationale presented by the Finance Committee, you feel that $25 is too high and that a better amount is $15 per active member. You would go to a microphone on the floor. When recognized by the chair, you would say "I am Jane/John Doe from Chi Psi Omega Chapter. Since I feel that the amount of the proposed membership dues is too high, I would like to propose an amendment to change the amount." The chair will determine if your motion is in order. If it is, he/she will allow you to proceed. You would then say "I move to amend the motion to substitute $15 for $25." You would then wait for someone to second your motion. Once your motion to amend has been seconded, the chair will say "It has been moved and seconded to substitute $15 for $25." You then have three minutes to state your reason for changing the amount from $25 to $15. You would then return to your seat. Discussion will continue. If you wish, you may go to a microphone on the floor to speak on your amendment for a second time for two minutes. Once discussion on your motion to amend is finished, it will be put to a vote. If it passes, the original motion will be modified to include your proposal of $15. If your amendment fails, the original motion will remain at $25. In either case, discussion of the main motion will start up again. If you feel that the National Finance Committee should review this motion, you can propose to refer the motion to committee by obtaining the floor and saying "I move to refer the motion to the National Finance Committee." Or, if you feel that debate on the motion should be limited to a specific length of time, you would obtain the floor and say "I move to limit the length of the debate to fifteen minutes." Or, if you feel the discussion has gone on long enough and wish to put the motion to a vote, you would obtain the floor and say "I move the previous question." If, at this point, you are confused as to what is being voted on, you would go to the microphone and say "Point of information. What are we voting on?" The chair will then restate the motion. When the motion is put to a vote and the voice vote is close, if you feel that the ruling of the chairperson is not accurate, you could call for a more accurate vote to be taken. You would say either "Division!" or "I call for division." When All Else Fails (or "What Is Going On?") If you get confused, do not be afraid to ASK. As you can see, parliamentary procedure can get very complicated. Every motion has specific rules attached to it determining when it can be used, whether it can interrupt someone who has the floor, whether it can be discussed before a vote is taken, whether it requires a second, and the type of vote required to adopt the motion. The above discussion described some of the more commonly used motions and terms. There are many other motions that were not described. Although you don't have to be an expert at parliamentary procedure to succeed as a delegate, if you are interested in learning more you should obtain a copy of Robert's Rules of Order, Newly Revised. If you are familiar with the basics of parliamentary procedure and pay close attention to the proceedings, you should have no problems being a successful delegate. However, you should always remember that as a member of the convention delegation, you have the right to know at all times what question is before the convention and what its effect will be. Always ask a question if you don't understand what is happening.   [ Previous | Up ]