HOW TO GET THINGS DONE:LET A COMMITTEE DO IT

by Robert McConnell Productions

Once upon a time, there was a club that could never make a decision about whatto do for a fund raising event. Some members wanted to bake cookies and sell them to theteachers and students. Other members thought a car wash would be more profitable. A fewthought a recycling project would raise the money they needed. But they never came to adecision. They just kept putting it off. No one really had the initiative to investigatethe possibilities. Nor did they know much about parliamentary procedure to help them solvethe problem. The end of the school year arrived and they never raised a dime.

Is this a familiar occurrence in your meetings? Then here's the solution. Makea motion to form a committee to investigate all possibilities and bring back a proposalfor the entire group to discuss and vote on at the next meeting.

It is in committees that things get accomplished. Why? Because they have asmaller membership, are more flexibility than a large assembly and only have toconcentrate on an assigned task.

FORMING THE COMMITTEE

Most organizations have a least one standing committee; some have many standingcommittees. Committees are brought into being when the organization adopts the bylaws. Thebylaws name the committees, explain the duties, and establish the quorum for committeemeetings.

The other way a committee is formed is when the membership decides to refer amotion to a committee to investigate. If the bylaws do not have a standing committee towhich the motion can be referred, then they need to "create" a committee tohandle that specific motion. This is called a "special" committee or an "adhoc committee".

The difference between a standing committee and an ad hoc committee is that thestanding committee is always in existence as long as it is written in the bylaws. Themembers of the committee change from year to year but the committee as an entity continuesuntil it is stricken from the bylaws.

An ad hoc committee is created for a special purpose. When the work is finishedit gives a final report and ceases to exist.If the members adopt a motion that "thepresident appoint a committee of five to investigate what is the best way to raise moneyfor the organization and report back to us at the January meeting.", then they havejust created an ad hoc committee. After the president has named the five members, they cannow meet and come up with the best solution for the fund raiser.

If the group already has a fund raising committee, then the motion is proposedthis way: "that the fund raising committee investigate whether a cookie sale, carwash or recycling project is the best way to raise money for the organization, and reportback to us at the January meeting."

THE COMMITTEE MEETING

In committees where there are less than 12 members, the meetings are informal.

This means that the chairman makes motions, participates in debate and votes onall issues. There are no restrictions to how many times one can speak or for how long.However, debate must be kept to the subject under discussion.

When a motion is referred to the committee, the chairman opens the meeting andthen reads the motion of what the committee is to do.

A committee should be logical about its approach to any problem and when thetask is to "investigate" different people should be assigned to investigatevarious parts of the problem and then at the next committee meeting give a report of itsfindings.

With this motion, three people should investigate each of the proposals. Oneinvestigates the cookie sale, another the car wash, and the third recycling.

In investigating the cookie sale, here are some questions that need to beanswered:

1. Is anyone doing this now or has any group tried to do it in the past? If sowhat problems did they encounter? What profit did they make?

2. Where are we going to get the cookies? How much are they going to cost? Ifwe bake them ourselves, who makes the dough, who buys the ingredients and where are theygoing to be made and baked?

Can we work with the Home Economics department?

3. How are we going to sell them -- after lunch, after school, at schoolevents?

4. What are the projected costs? What are we going to charge? How long are wegoing to sell them? What are we going to make?

5. What is the relationship between hours spent making, baking , and sellingcookies versus how much we make? Is it an efficient use of our manpower? How many membersis it going to take to accomplish this and will enough members be willing to work on thisproject to make it successful?

In investigating the car wash, here are some questions that need to beanswered:

1. How many groups have car washes in the community? Are they successful?

2. Where and when are we going to have the car wash?

3. How much are we going to charge?

4. How much is it going to cost us to have the car wash and how many memberscan we count on to participate?

In investigating the recycling project, here are some questions that need to beanswered:

1. What are we going to recycle -- newspapers, aluminum cans, glass or plastic,or all of them?

2. what are recycling centers going to pay us?

3. How are we going to collect these materials?

Finally, isn't the committee's decision ultimately based upon: How much moneydo we need to raise and what is the most cost effective way to raise it?

THE COMMITTEE REPORT

After the committee members have gathered all the information, each membertakes turns presenting to the committee what he has found out. The members can discusswithout a motion what they think would be the best way to raise money. The chairman shouldthen take a vote on the proposals. The first one to get a majority vote is the ideapresented to the entire membership. If after discussion, it looks like all the members areagreeing on one particular idea, the chairman can assume a motion and say, "All thosein favor of the recycling project say "aye". Those opposed say "no".The ayes have it and we will present the recycling project to the members.

Now a committee report needs to be written. Usually the chairman writes it andthen the committee members vote on the report or they can make changes to the report. Amajority of the members must agree before it can be submitted to the membership as thecommittee report.

In writing the report the chairman writes it in the third person. The reportbegins with the fact that a motion has been referred to the committee instructing themwhat to do. The report should contain what the committee has discovered about the cookiesale, car wash, and recycling program. Then make a recommendation about the best way toraise money. This is done at the end of the report by the chairman stating, "bydirection of the committee, I move that we have a recycling program as our fund raisingproject."

HANDLING OF THE COMMITTEE REPORT BY THE PRESIDENT

After the committee chairman reads the report and makes the motion, he sitsdown and the president places the motion to the assembly for discussion. Since the motionhas been proposed by a committee of more than one, it does not need a second. Thepresident says, "The question is on the adoption of the motion to have a recyclingprogram as our fund raising project, is there any discussion?"

The assembly now discusses the motion and then takes a vote.

If the motion is adopted, then the members need to make a motion to form acommittee to carry out the task. The members could be the same as those that did theinvestigation or other members can be appointed. Those appointed to the committee shouldbe those who are in favor of doing the project and should enthusiastically carry it out.

If you would like to know more about parliamentary procedure visit our WEB SITEAT <http://parli.com> or e-mail us at drvideo@comcast.net.

                          HOW TO WRITE THE MINUTES

                BYROBERT MCCONNELL PRODUCTIONS

As business teachers and competition team advisors, one of the most helpfulskills that you can give your students is the standard format for writing minutes. Theperson who knows how to take minutes and write them in proper form is an asset to anyorganization. Such a person can also help the competition team win in parliamentarycontests.

The key points to remember when taking and writing minutes is that this is alegal document. It includes what is done at the meeting and not what was said.

Here are the key points that need to be in the minutes:

1. the time the meeting begins, any recesses taken including when the meetingwas called back to order, and the time of adjournment.

2. the name of the maker of all main motions and how they were disposed of -adopted, defeated, or temporarily (referred to committee, postponed, or layed on thetable)

3. who called the meeting to order, where it was held, the date, what kind ofmeeting and whether the secretary was present

4. the fact that the minutes were read and approved. If there were corrections,state what was corrected.

5. the fact that officer reports were given and any action taken from thereports if any. Essential figures of the treasurer's report, such as deposits,withdrawals, and ending balances should be included in the minutes.

6. the fact that committee reports were given and any action taken.

7. if there is an election of officers, the minutes include the report of thenominating committee, any nominations from the floor. The results of the teller'scommittee including the number of votes each nominee received; who was elected and forwhat term.

8. if a counted vote is taken for any motion, the number of votes"for" and "against" is recorded in the minutes

9. points of order, and the chair's ruling and all appeals from the decision ofthe chair are recorded.

10. important announcements and all "previous notice" of motions thatwill be brought up at the next meeting. (To include "previous notice" isimportant because motions such as "rescind" take a lesser vote when previousnotice is given.)

If those who are taking the minutes will remember these key factors when takingthe minutes, they will have all the information needed to write the minutes.

There is a standard form in writing the minutes. It is divided into a beginning

paragraph, it has a body, and concludes with the time of adjournment. The bodyof the minutes can include headings such as "Reports of Officers", "Reportsof Committees", "Unfinished Business", "New Business". Theseheadings are the same as those on the agenda. This means the agenda makes a good outlinefor taking the minutes.

Here is an example of minutes:

MINUTES OF NOVEMBER 9, 1998

BPA CHAPTER 12

The regular meeting of BPA Chapter 12 was called to order November 9th, at 3pmin Room 12, by the president, John Jones. The secretary was present. The minutes of theOctober 26th meeting were approved as read. (all underlined material is to be in the firstparagraph)

OFFICERS REPORTS

The Treasurer reported a beginning balance of $150.00. Receipts of $25.00 forthe candy sale; disbursements of $5.00 for printing with a balance of $170.00 as ofNovember 9th. The treasurer's report was filed for audit.

COMMITTEE REPORTS

The social committee reported on the arrangements for the holiday party. Thechairman, Julie Powers, moved that the holiday party be held Friday, December 4th, at theOmni Center, at 7pm, and the cost $10.00 per member. The motion carried.

UNFINISHED BUSINESS

The motion to attend City Council meetings for the winter education projectpostponed to the meeting was defeated.

NEW BUSINESS

Jennifer moved that the education project be developing a recycling program atthe school. The motion was referred to a committee of three to study this idea further andreport back to us at the next meeting. The president appointed Jennifer, Dave and Sarah tothe committee.
The meeting adjourned at 4pm.

 Thomas Carter

Secretary

In teaching how to write the minutes, have a short mock meeting and then haveeach student write minutes according to the information just provided.

For a more complete explanation of taking and writing minutes see the MidWinter Communique for an article entitled "What Do I Put In the Minutes".

by Robert McConnell Productions

One of the most mis-understood motions in meeting procedures anddifficult to understand is the motion "Previous Question".

This motion has kept its name from 17th Century BritishParliament. The meaning today is much different than how it was used back then. Today"previous question" means to close debate and take the vote now.

Robert’s Rules of Order has many rules concerning debate. Themost important rules to remember are:

1. the maker of the motion has the first right to debate motion

2. a member may speak for ten minutes to each debatable motion (ifthe members have not adopted a motion to limit the length of debate)

3. a member may speak twice to each debatable motion. He may speakthe second time only after everyone who wishes to speak the first time has spoken.

4. debate must be germane to the motion.

During discussion on a main motion any member can move to closedebate after a reasonable number of people have spoken. It would not be proper for amember to move to close debate after the maker of the motion has spoken. Debate means tohear both sides.

TO CALL FOR THE QUESTION

There is a general misconception that is prevalent in manyorganizations and needs to be watched that it is not being passed along to others -- thisis "calling for the question".

Some people think that when they want the chair to take a vote,they can just call out "question" and the chair should stop debate and take thevote immediately. If this were to happen it would allow one member to stop debate anddeprive the other members of their right to debate.

The proper way to close debate is for a member to rise when no oneelse has the floor and address the chair, "Mr. President"; be recognized, andthen state, "I move the previous question" or "I move to closedebate". It needs a second. After it is seconded the chair immediately repeats themotion and takes the vote. This motion is not debatable. It takes a two thirds vote toadopt because it is depriving members of their right to debate. This vote is always takenby a rising vote.

The chair could state it this way, "The question is on theadoption of the previous question. If adopted, debate will cease and we will vote on themotion ........[state what it is] All those in favor of the previous question, pleaserise. Be seated. Those opposed please rise. Be seated.

Announce the vote. Either "There are two thirds in theaffirmative and debate is now closed. All those in favor of [state the motion] say"aye". Those opposed say "no". The ayes have it and we will do.......Or, the noes have it and the motion is lost.

Or "There are less than two thirds vote in the affirmative.The previous question is lost. Is there further discussion about [state the motion]?

PREVIOUS QUESTION IN RELATION TO OTHER MOTIONS

The previous question has a ranking with other motions. It fallsinto the category of subsidiary motions. It is one of the highest ranking subsidiarymotions. Only the subsidiary motion to "Lay on the Table" is of higher rank thanprevious question.

This means if "previous question" were pending a membercould make the higher ranking motion to "lay on the table". If someone did this,the presiding officer would have to state the motion "to lay on the table" andtake the vote on it before he took the vote on the previous question. Another group ofmotions that are of higher rank than "previous question" is the group called"privilege motions". So such motions as " call for the orders of theday", "raise a question of privilege" ,"recess","adjourn", or "fix the time to adjourn" could be made while previousquestion is pending. Both students and teacher should be aware of this.

Another point about previous question is that it can be made on aserious of subsidiary motions of lower rank that could be pending. For example if a membermade a main motion to "sell cookies to raise money for the nationalconvention.", someone could amend it to insert after cookies " everyFriday". Another member while the main motion and the amendment were pending couldmake a motion to "postpone it to the next meeting". While these three motionsare pending, some one could move the "previous question on all pending motions".If this is adopted, then debate will stop on all three questions and the presiding officerwill take a vote immediately on all three questions until they are dispensed with. If themotion to postpone is adopted, then the proposed amendment and main motion will be broughtup at the next meeting. However, the motion to close debate will have expired and memberscan again resume debating the motions at the next meeting.

If the motion to "Postpone" is defeated, the presidenttakes the vote on the proposed amendment and then on the main motion.

If three motions are pending and some one makes the motion"previous question", it means to close debate on the immediate pending questionswhich is the motion to "Postpone".

Debate can be closed on consecutive pending questions. In thisexample, the motion to "postpone to the next meeting" and the motion to"amend".

The purpose of the previous question is to stop debate and take avote when the debate is dragging on and nothing new is being said. It should not be usedto short circuit the democratic process. Students of parliamentary procedure should knowhow to use it and when and how to stop its abuses.

PARLIAMENTARY COMPETITION

TEACHING THE MOTION TO "RECESS"

by Robert McConnell Productions

Many times in a parliamentary competition the students have toinsert into their script the motion to take a recess.The purpose of this motion is toallow the assembly to take a short break in the meeting. They might want to take a shortbreak to:

a. go to the bathroom, get a drink a water, stretch, walk around,etc.

b. to gather information

c. to break for lunch

d. to count a ballot vote

e. to caucus

f. to obtain members for a quorum

g. to cool off tempers

This article is written to compliment the Winter issue of theCommuniqué which describes in some detail the above reasons to take a recess.

RECESS AS A PRIVILEGED MOTION

When the motion to recess is made as a privileged motion -- whenother motions are pending-- it is not debatable. When no other motions are pending, it canalso be made. But in the second instance it is considered an "incidental mainmotion" which is treated like any other main motion.

The students need to understand the differences between these twouses of the motion to recess.

As a privileged motion, when other business is pending, to makethis motion, a member must rise, address the chair, obtain the floor, and state:

MEMBER: I move that we take a ten minute recess.

Another member must second the motion. Since it is not debatable,the chair immediately puts the motion to the assembly for a vote, by stating:

CHAIR: It is moved and seconded that we recess for ten minutes.All those in favor say "Aye". Those opposed say "no". The ayes have itand we will recess for ten minutes. This meeting stands in recess. [raps the gavel once]

After the recess is finished, the chair calls the meeting back toorder by stating:

CHAIR: "This meeting will come to order." [raps thegavel once]

The chair begins where the members left off when they took arecess.

If the motion to recess is defeated the chair, states, "Thenoes have it and the motion is lost."

An important point to remember when teaching this motion is topoint out that the motion is not complete unless it specifically states the amount of timefor the recess. It would be an incomplete motion for someone to say " I move that wetake a recess". In this case, the chair should ask the member to state the amount oftime for the recess.

AMENDING THE TIME ELEMENT IN THE MOTION TO RECESS

It was stated that the motion to recess is not debatable, but thetime element in the motion is amendable.

When the chair begins to state the motion or place the motionbefore the assembly, a member should immediately rise and say "Mr. Chairman" or"Madam Chairman". The chair should reply, "For what purpose does the memberrise?" If the member wants to debate the motion, the chair should rule the debate outof order. However, if the member wants to amend the motion, the chair should entertain theamendment. Here’s an illustration of how it might go.

GEORGE: [rises and addresses the chair] "MadamChairman".

CHAIR: George

GEORGE: "I move that we take a fifteen minute recess."[sits down]

DAVE: Second. [states while seated]

CHAIR: It is moved and seconded that we.......

RACHEL: [rises and addresses the chair] "MadamPresident" (interrupts chair)

CHAIR: For what purpose does the member rise?

RACHEL: To amend the motion by striking out fifteen minutes andinserting ten minutes. [sits down]

MARY: Second [states while seated]

CHAIR: It is moved and seconded to amend the motion by strikingout fifteen minutes and inserting ten. If amended, the motion would read to take a tenminute recess. All those in favor of striking out fifteen and inserting ten, say"aye". Those opposed say "no". The ayes have it and the amendment isadopted. Ten minutes will replace fifteen minutes. All those in favor of taking a tenminute recess, say "aye". Those opposed say no. The ayes have it and we willrecess for ten minutes. The meeting stands in recess for ten minutes. [one rap of thegavel]

If the amendment is defeated, the chair states:

"The amendment is defeated. The question is on the adoptionof the motion to recess for fifteen minutes. All those in favor say, "aye".Those opposed say "no". The "ayes" have it and the motion is carried.The meeting stands in recess for fifteen minutes." [one rap of the gavel]

As a privilege motion, neither the motion to recess nor itsamendment is debatable. The chair takes a vote immediately on each of these.

RECESS AS AN INCIDENTAL MAIN MOTION

When no business is pending a member can make a motion to recessnow for a certain amount of time, or, to set the time for a recess later in the meeting.This is considered a main motion, it is debatable and amendable. Any subsidiary motionthat wasn’t ridiculous can be applied to it.

USING THE MOTION TO RECESS IN PARLIAMENTARY COMPETITION

The problem that many competition teams have is how to work"recess" into the script and make it look real during competition. The writerhas seen some awkward handling of this motion in parliamentary competition.

This motion could be very helpful for a team if they findthemselves in trouble and need to consult with each other about how to get the team backon track. A member could move to take a one minute or two minute recess and then caucus tohelp any floundering member of the team, or to correct any problem tha has arisen.

However, if everyone is doing his job well, the most logical thingwould be for someone to make the motion to recess and then have the members vote it down.

PARLIAMENTARY COMPETITION

TEACHING THE MOTION "TO LAY ON THE TABLE"

By Robert McConnell Productions

There are two misused and misunderstood motions in the practice ofconducting meetings. The first motion is "previous question" which we explain inthe Fall of 1999 "Local Advisor". The second motion is "to Lay on theTable".

"To Lay on the Table" has become so common place inmeetings that inevitably during a meeting someone will say "oh, let’s just tablethis and take it up at the next meeting." Business people say this; governmentofficials say this; and members of ordinary societies say this. But it doesn’tnecessarily make it right or a good procedure.

The original purpose of the motion to "lay on the table"was to give the assembly the ability to put business aside temporarily so that a moreurgent matter could be taken up. Then when the urgent business was disposed of, thebusiness laid on the table was then taken from the table and again discussed.

However, somewhere along the way people have used it to killbusiness, silence discussion, and to put business off to a later time. Because thesemisuses have become so ingrained in meeting procedures, the correct use of "lay onthe table" has been forgotten. Teachers of parliamentary procedure owe it to thestudents to teach them the correct use of this motion, show how it is misused in meetingsand then teach them how to correct the misuses.

CORRECT USE OF THE MOTION TO LAY ON THE TABLE

This motion is the highest ranking of the subsidiary motions andtake precedence over all subsidiary motions pending when it is made. When someone makesthe motion to Lay on the Table, it means they want to put aside temporarily the mainmotion and any subsidiary motions that are pending to take up more urgent business.

This motion can be made when no one else has the floor. It needs asecond. It is not debatable. After it is seconded the chair immediately takes the vote. Itis adopted by a majority vote. The maker of the motion must state the reason for wantingto lay the pending main motion on the table. If the chair does not feel that the matter isof an urgent, matter he can rule the motion out of order. If the intent of the maker ofthe motion to "lay on the table" is to kill the main motion or to put it off toa later time, the chair can rule the motion "lay on the table" out of order. Orhe can place the motion to "lay on the table" before the assembly as the correctmotion if it is in order at that time. Postpone Indefinitely is the correct motion to killthe main motion. Postpone to a Certain Time is the correct motion to put off a main motionto a later time.

The reason the maker must state the reasons for making the motionis because this motion stops debate with only a majority vote. If misused, it is takingaway the rights of the members because members have a right to debate main motions.

MAKING THE MOTION

Let’s say the members are discussing the main motion to setthe date for the winter dance. Another member believes there is a more urgent item thatneeds to be discussed and wants to move to lay the main motion on the table.

To move "to lay on the table", a member must rise andaddress the chair, explain his reasons for making the motion, and then make the motion.

MEMBER: Madam President

PRESIDENT: states name

MEMBER: It is getting near the time of adjournment and we stillneed to decide today how many students we will send to the regional meeting. I move to laythe main motion on the table so we can decide now how many to send.

MEMBER 2: I second it.

PRESIDENT: (must decide if this is urgent and whether to allow themotion. In this case, the chair decides to allow the motion) It is moved and seconded tothe lay the main motion on the table. All those in favor say "aye". Thoseopposed say "no". The ayes have it and the motion is carried. The main motion islaid on the table." (The motion to set the date for the winter dance is laid on thetable.)

Now at this point the President can look at the member who madethe motion and let him make a motion concerning the regional meeting, or state, "thenext item of business is sending students to the regional meeting. What are the memberswishes?"

After the members decide about sending students to the regionalmeeting, and if there is still time in the meeting, a member should make the motion"to take from the table". If the motion is not taken from the table, it carriesover to the next meeting if the next meeting is within a quarterly time period. If themotion "on the table" is not taken from the table at the next meeting, it diesand must be brought up again as a new main motion.

An important point to teach is this: It is not the chair’sresponsibility to remind the members that a motion is on the table. It is themember’s responsibility to take it from the table.

If the motion is carried over to the next meeting, it appears inthe minutes but it is not put on the agenda.

MISUSES OF THE MOTION TO LAY ON THE TABLE

This motion is often misused to "kill a motion" or to"put it off until later". The correct motion for kill a motion is "toPostpone Indefinitely"; and the correct motion to put off is "To Postpone to aCertain Time". Both of these motions are debatable.

The primary reason that the motion to lay on the table can’tbe used for killing a motion or putting it off to a later time is that the members havethe right to debate whether they want to "kill" or to "put off" amotion. Allowing the misuse of "lay on the table" takes away member’srights.

If the chair does not rule a motion to "lay on thetable" out of order when misused, members may correct this by raising a point oforder.

USES IN COMPETITION

This motion is usually given in competition problems. There areseveral ways students can work it into their meeting script.

1. Use it as a legitimate motion that needs to be made in order totake up a more urgent matter. Move to "lay on the table", have it adopted, takeup the more urgent matter, and then move to take the table motion from the table. Thecorrect motion to do this is the motion "To Take from the Table". This motionneeds second, is not debatable and takes a majority to adopt. After the motion is takenfrom the table, the members resume where they left off.

2. Use "lay on the table" as a legitimate motion andhave it defeated.

3. Use it as an illegitimate motion. Have someone move "layon the table" when they mean "kill" or "postpone to a latertime". Either have the chair rule it out of order or have a member raise a point oforder, pointing out that it is being misused.

Students need to remember that those judging the contest want toknow that the team knows the proper uses of this motion.

TEACHINGTHE VARIOUS MOTIONS TO ADJOURN

by Robert McConnell Productions

There are three motions to adjourn. The first is the generalmotion "to Adjourn" the meeting. This can be made when no business is pending orwhen business is pending. There is the motion "to Fix the Time at Which toAdjourn." This is always a main motion and it sets the exact time of adjourning.Finally there is the motion "to Fix the Time to Which to Adjourn". This sets thetime for an adjourned meeting.

The most common motion is the one where members vote to"adjourn" and the meeting ends if this motion is adopted.

"Adjourn", if made when no business is pending or whenbusiness is pending, needs a second, and is never debated. The chair places it before theassembly and takes the vote. Only one other motion can be made while this motion ispending and that is the motion "to Fix the to Which to Adjourn." This isconsidered the highest ranking privileged motion which sets a time for an adjournedmeeting. If someone makes the motion to adjourn before business is finished , a membercould make the motion "to Fix the Time to Which to Adjourn." This can be donebefore the chair takes a vote on the motion to "Adjourn," or it must be donebefore the chair announces that the meeting is adjourned.

Motion to Adjourn.

A member must rise and address the chair, be assigned the floor,and state:

Member: "Mr. President,"

President: [states member’s name]

Member: "I move to adjourn." Or "I move that themeeting adjourn."[sit down]

Member 2: "Second." [stated while seated]

[The chair places it before the assembly.]

President: "It is moved and seconded that we adjourn themeeting. All those in favor say "aye." Those opposed say "no."

[Announces the vote:]

President: "The ayes have it and the meeting willadjourn."

[or]

"The noes have it and the motion is lost." [Thencontinues with whatever was going on at the time.]

Things that can be done when the motion to adjourn is pending orafter adopted.

While the motion to adjourn is pending a member can immediatelyrise and address the chair:

1. to inform the members of business that requires attentionbefore the assembly adjourns. In this case the members know to vote the motion down, orthe person who made the motion can withdraw it.

2. to make a motion to set a time for an adjourned meeting, or setthe time for the next meeting if it already hasn’t been set.

3. to make important announcements

4. to make a motion to reconsider a previous vote (however itcan’t be taken up)

5. to make a motion to "Reconsider and Enter on theMinutes"

6. to give notice of a motion to be made at the next meeting wherethe motion requires previous notice

After the motion to adjourn has been adopted the items listed innumbers two through six are also in order before the chair declares the meeting adjourned.

The correct procedure for declaring the meeting adjourned shouldbe handled this way:

Chair: The ayes have it and the motion is carried. The meetingwill adjourn. [at this point pause to see if anyone is rising to do one of the above fivethings. Then state] The meeting is adjourned. [rap the gavel once.]

If after adjournment the chair finds out that someone in theassembly had risen for one the above mentioned points, the chair should immediately callthe meeting back to order to let the member : give an announcement or previous notice,move to reconsider the vote on a motion, reconsider and enter on the minutes, or move toset the time for another meeting. After this is done the chair should then adjourn themeeting.

Fix the time to which to Adjourn

If a member is concerned that important business will not becomplete before the members adjourn, while the motion to adjourn is pending he can riseand make the motion "to Fix the Time to Which to Adjourn." Here’s andexample script:

Member: [member rises, and address the chair] "MadamPresident,"

President: [states member’s name]

Member: "I move that we adjourn the meeting." [sitsdown]

Member 2: "Second." [stated while seated]

President: "It is moved and seconded that we...."

Member 3: [rises and interrupts the president] "MadamPresident"...

President: "For what purpose does the member rise?"

Member 3: "I move that when the meeting adjourns, it adjournto meet here next Thursday at 3:30pm." [sits down]

Member 4: "Second." [stated while seated]

President: "It is moved and seconded that when the meetingadjourns, it adjourn to meeting here next Thursday at 3:30pm. All those in favor say"aye". Those opposed say "no." The ayes have it and the motion isadopted. We will have an adjourned meeting next Thursday at 3:30pm. All those in favor ofadjourning the meeting, say "aye." Those opposed say "no.". The ayeshave and the meeting will adjourn. [pause look around to see if anyone is rising] Themeeting is adjourned." [one rap of the gavel]

The motion to" Fix the Time to Which to Adjourn" needs asecond and the time element can be amended. It is not debatable as a privileged motion. Itcan also be proposed when no business is pending. This is considered an incidental mainmotion and is debated like any other main motion.

Adjourning the meeting without a motion

Members don’t always have to make a motion to adjourn. If themembers have set an exact time at the beginning of the meeting when the meeting is toadjourn, when that time comes, the chair should announce that the time of adjournment hascome and adjourn the meeting.

If the members have come to the end of the agenda and no furthernew business is coming forth, then the chair can assume a motion and by general consentadjourn the meeting. The chair can state it this way:

Chair: "Is there further business? [pause and look around theassembly, giving them time to address the chair] Since there is no further business, isthere any objection to adjourning the meeting? [pause and wait for an objection] Sincethere is no objection, the meeting is adjourned." [one rap of the gavel]

Special note.

The motion to adjourn can be made at any time during the meetingexcept when the assembly is engaged in voting or verifying a vote or before the result ofa vote has been announced by the presiding officer. If members are engaged in a ballotvote, the motion to adjourn is in order after the tellers have collected the ballots andbefore the results are announced. If the members need a short break when the ballots arebeing counted, it is better to take a recess than adjourn the meeting.

Fix the time at which to adjourn

This is a special form of "adjourn." It is alwaysconsidered an incidental main motion because it is setting the time during the meetingwhen to adjourn. If members have to leave at a certain time and don’t want thebusiness to continue after they have gone, they can make a motion that "the meetingadjourn at 9pm." This needs a second. It is debatable and amendable. It is just likeany other main motion and can only be made when no business is pending. If adopted, whenthe time of adjournment arrives the chair declares the meeting adjourned.

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