TO ADJOURN OR NOT TO ADJOURN:  THAT IS THE QUESTION

Robert McConnell Productions

The meeting has gone on now for three hours. It’s past your bedtime; nothing is getting resolved. You want to go home, but if you just get up and leave what if you miss something important? There’s a solution. You can make the motion to adjourn. If this motion is adopted, the meeting is over, and everyone can go home.

Privilege Motion to Adjourn

The motion to adjourn means "let’s close the meeting". It is one of the highest ranking motions in a meeting and takes precedence over other pending motions except the motion "to Fix the Time to Which to Adjourn" which is to set the time for an adjourned meeting.

When someone makes the motion to the adjourn, it needs a second. It is not debatable and the chair places the motion to the assembly and takes the vote immediately. It takes a majority to adopt. If it is adopted when a motion is still under discussion, the motion is automatically carried over to the next meeting. Any agenda items that the members haven’t taken up are also carried over to the next meeting.

The motion to adjourned can’t be amended or debated. Even when no business is pending this rule applies to it. It cannot be reconsidered. If it is adopted the meeting is over and no further business can be made. If it is defeated it can be made again after some progress in the meeting. Even though it can continually be brought up again, it should not be used to obstruct the progress of the meeting. In this type of situation, the chair can rule the motion dilatory when someone keeps making it over and over again when it is obvious no one else wants to adjourn the meeting.

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

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

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

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

2. to make important announcements

3. to make a motion to reconsider a previous vote (however it can’t be taken up)

4. to make a motion to "Reconsider and Enter on the Minutes"

5. to give notice of a motion to be made at the next meeting where the motion requires previous notice

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

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

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

Chair: The ayes have it and the motion is carried. The meeting will adjourn. (at this point pause to see if anyone is rising to do one of the above five things. Then state) The meeting is adjourned. (rap the gavel once.)

If after adjournment the chair finds out that someone in the assembly had risen for one the above mentioned points, the chair should immediately call the 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 to set the time for another meeting. After this is done the chair should then adjourn the meeting.

Adjourning the meeting without a motion

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

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

Chair: Is there further business? (pause and look around the assembly, giving them time to address the chair) Since there is no further business, is there any objection to adjourning the meeting? (pause and wait for an objection) Since there is no objection, the meeting is adjourned.( one rap of the gavel)

The time for adjournment is recorded in the minutes.

So if the meeting is going on to long, or a riot is taking place, you can always make the motion to adjourn. However, if a riot is ensuing then it is the chair’s duty to adjourn the meeting to protect the members.

SEVEN REASONS TO TAKE A RECESS

By Robert McConnell Productions

The parliamentary motion to recess has the same function as recess has in grade school -- to take a break, get out and enjoy yourself with your friends, and run around the playground. Perhaps recess at a meeting is not as rambunctious as what happens at the playground. But it accomplishes the same thing and some other things that you may not have thought about during your school recesses.

Reason #1. Refreshment break.

This is probably one of the most common uses of this motion. If the scheduled meeting is long, some time during the meeting there will usually be a scheduled recess-- a short break in the meeting that allows members of the assembly to get up, walk around, get something to drink, or go to the bathroom.

Reason #2. Break between sessions or meetings.

This is used when an assembly has many meetings scheduled over several days or a very long day. The assembly will recess for lunch and dinner. When the meeting begins again it begins right where it stopped for the recess.

Reason #3. To obtain a Quorum.

This may seem odd that before the meeting can begin the members take a recess. However, Robert’s Rules of Order Newly Revised states that when there is no quorum, one of the motions that is allowed is the motion to recess to obtain a quorum. In this instance members would vote to take a recess, and then get on the telephone (perhaps their cell phones) and start calling the absent members and convincing them to come to the meeting.

Reason #4. Gather information.

A member may have important information in his locker that could help the members make a decision on the motion under discussion. He doesn’t want to leave the meeting during the debate and miss what others are saying. So he makes a motion to recess. If adopted, he then can leave the meeting knowing that the discussion has been put on hold until he returns. Another example of gathering information might be that before the members can plan a school activity they need to see the school calendar at the office. It would be unfair to ask one member to leave while the others continue the meeting. The appropriate procedure would be to make the motion to recess.

Reason #5. Count a vote.

When taking a vote by ballot, it is good procedure to take a short recess while the tellers count the vote so that they won’t miss any business.

Reason #6. To caucus or plan strategies.

In meetings that are political or being dominated by a small group, this motion can prove to be invaluable. During a recess members can get together and plan what motions to make to accomplish their goals. Since this is a high ranking privileged motion (it takes priority over other motions of lower rank), it can be used to stop undemocratic practices in a meeting. For example, if some one moves to close debate when all haven’t spoken, or, the motion to closed debate is made to silence the opposition, someone can move to recess. If adopted, then during the recess, those who still want to speak can persuade others to vote against closing debate.

Reason #7. To cool off tempers.

Sometimes during a meeting something very controversial is proposed and it makes members angry. If this happens in a meeting, take a recess and try to get people to cool down. Then return to the meeting and discuss the issue more rationally.

HOW TO MAKE THE MOTION RECESS

This is a very simple motion to make. A member must, rise, address the chair, obtain the floor, and state: "I move to take a _____ minute recess." (Always remember to state how long you want the recess to be.)

This motion needs a second.

It is amendable -- the time element is amendable.

It is not debatable as a privileged motion.

It can be made when other motions are pending. However it can’t be made if the motions to Adjourn or Fix the Time to Which to Adjourn are pending.

If adopted, the chair announces the vote and then declares the meeting recessed for ____ minutes. When the time is expired the chair calls the meeting to order and begins where the meeting stopped at the time of the recess.

RECESS AS A MAIN MOTION

When recess is made when another motion is pending, it is considered a "privileged motion" and is of higher rank than a main motion and all the subsidiary motions: Postpone Indefinitely, Amend, Refer to a Committee, Postpone, Limit or Extend Debate, Previous Question and Lay on the Table. It is of higher rank than the two privileged motions Call for the Orders of the Day and to Raise a Question of Privilege. As a privileged motion it is not debatable. That means when the motion is made and seconded the chair immediately takes the vote on the motion unless a member proposes an amendment to the motion.

However, when no business is pending, and someone wants to take a recess now or later in the meeting, then this is considered an "incidental main motion" and is treated like a main motion. It needs second and it is debatable. It is handled by the chair the same way any other main motion is handled by the assembly.

USES OF THE MOTION TO RECESS IN PARLIAMENTARY COMPETITION

This motion is often given to a competition team to work into the script. But here’s a suggestion for how teams can use it when they get in trouble. This author has judged contests where one member of the team gets lost during the demonstration of a meeting. If this happens then a member who understands how this procedure works, should move to take a minute recess to caucus. That should be the clue to the rest of the team to vote in favor of this motion. Then take a break to help the floundering member get back on track. I haven’t seen this done, but I am suggesting that students try it and then let us know how it worked to help your team.

"ARE YOU READY FOR THE QUESTION?"

By Robert McConnell Productions

When preparing for parliamentary competition or just learning good meeting procedures, it is important to know the terminology as well as the rules.

The term "question" is one term that confuses and confounds many. It is the term for a motion that has been placed by the chair to the assembly for discussion and a vote.

When placing a motion before the assembly, the chair can say, "It is moved and seconded to...... Is there any discussion?" Or, It is moved and seconded that.....Are you ready for the question?"

The phrase "Are you ready for the question?" means are you ready to discuss, or, are you ready to vote. If no one rises to discuss the "question" (motion), then the chair can take the vote. The chair can say, "The question is the on the adoption of the motion to..... All those in favor say "aye". Those opposed say "no". The chair then announces the vote.

The word "question" is also included in the subsidiary motion "Previous Question".

THE PREVIOUS QUESTION

The motion "previous question" is used when members want to close debate on the immediate pending question or on a series of pending questions.

Robert’s Rules of Order states that each member may speak ten minutes to each pending question and twice after everyone who wishes to speak the first time has spoken. If every member did this, meetings could go on for hours and hours. That’s why we have a motion that allows members to move to close debate.

A common mis-use of this motion is during a meeting for a member to yell out "question" from where he is seated. The member may do this to let the chair know that he wants the chair "to stop all this talking and take the vote". The other time a member may do this is when there is a lull in the discussion and the member is saying "it looks like the discussion is over and why don’t you take the vote."

In the first instance, the chair must remember that Robert’s Rules states that the chair can’t stop debate and take the vote as long as one member wishes to discuss the motion. In this instance, when the member yells out "question", the chair can either ignore the member or ask the member to rise, address the chair, and make the motion to close debate (previous question).

In the second instance, a good presiding officer can read the assembly and knows when to take the vote so that during a lull the members don’t have to make the motion to close debate. When a lull occurs in a meeting, the presiding officer can ask, "Is there further discussion?" Then pause, look around the room, if no one is rising, he can state, "Hearing no further discussion, the question is on the motion......All those in favor say "aye". Those opposed say "no". Then announce the vote.

CORRECTLY HANDLING THE PREVIOUS QUESTION

When a member makes the motion "previous question", he can do so when no other member has the floor. He must rise, address the presiding officer and make the motion. Another member must second it. The chair then states, "The previous question has been moved and seconded. If adopted, debate will stop and the vote will be taken. All those in favor of closing debate, please rise. Be seated. Those opposed please rise. Be seated." Then he announces the vote.

If the affirmative wins, he states "There are two thirds in the affirmative. Debate is closed. [The chair then takes the vote on the pending question] "The question is on the adoption of the motion... All those in favor, say "aye". Those opposed say "no"."

If there are less than two thirds in the negative, then the previous question is lost and the members continue to debate the pending motion.

Let’ look at some important points concerning this motion:

1. The motion itself is not debatable. This would be wasting time to debate a motion to stop debate.

2. It takes a two thirds vote to adopt. In parliamentary law, anything that takes away members’ rights is done by a two thirds vote. It is always a member’s right to debate.

3. The vote is always a rising vote. Perhaps in a very small group where members can see each other clearly it could be done by a show of hands.

4. The two thirds vote is not a counted vote. The chair should be able to see that is a two thirds vote. If the chair is in doubt he can have it counted. In this one instance, unless the assembly has a rule that those on the losing side can ask for a counted vote, members can’t make a motion to have a two thirds vote counted after the vote is taken. The chair must make sure that there is no doubt as to the result of the vote.

5. If the previous question is adopted, the chair takes a vote on the immediate pending motion. If more than one motion is pending, then the chair takes a vote on the immediate pending motion. When it is disposed of , then he asks for discussion on the next pending question.

For example, let’s say a main motion and an amendment is pending. Debate is closed on the amendment and a vote is taken. The amendment is adopted. The chair then asks for discussion on the amended main motion.

If members want to stop debate on both motions and get on to other business, then a member must move the previous question on all pending motions. In this case, if the previous question is adopted on all pending motions, then the chair takes the vote on the amendment and then the main motion. No more debate is allowed on this main motion and amendment.

In most meetings it is not necessary to use the previous question. However, it is most helpful when members keep discussing a motion and nothing new is being said. Then it is a good way to expedite business. It should never be used to prevent people from speaking on an important issue. For example, in a controversial matter, it should not be used to shut off the opposition.

DID YOU LAY IT ON THE TABLE?

by Robert McConnell Productions

How many times have you been asked "Did you lay it on the table?" when you’ve lost something? And how many times have we found something there that we’ve mis-placed? It seems the table has become a convenient place for all kinds of things --school books, jackets, car keys, of course food and dishes -- and even motions.

In conducting meetings, putting motions on the table when the members don’t know what to do about them has become a very popular thing to do. But just like at home, too many things on the table means confusion and a very messy place indeed.

In parliamentary procedure, the table is the place where a main motion goes when the assembly needs to take up a more urgent matter.

Perhaps you have remembered reading in previous columns that the assembly can only discuss one main motion at a time. What happens in the course of a meeting if during the discussion of a main motion something more urgent comes up? The members aren’t finished discussing the motion and they don’t want to take a vote just yet. But they need to take up the urgent matter right now. So how is this dilemma solved?

The assembly can do one of two things.

1. make the motion to Postpone to a later time in the meeting or the next meeting, or,

2. make the motion to Lay on the Table.

The main difference between the two motions is that Postpone is debatable and Lay on the Table is not.

If the members don’t have much time left in the meeting and the matter is urgent, then the most expedient approach is to the Lay the motion on the Table. If this motion is adopted, it is considered to be put aside temporarily until the more urgent matter is either decided or temporarily disposed of. Then the members can take the motion from the table and begin discussing where they left off.

The problem that has arisen with the motion to Lay on the Table is that members begin using it for everything. Adults are the worst abusers of this motion. In some organizations members say "let’s just lay it on the table" or "let’s table it to the next meeting." And what begins to happen is that they have so many motions on the table no one knows which is what.

PROPER USES OF THE MOTION TO LAY ON THE TABLE

The original purpose of this motion was to be able to put aside temporarily a main motion and any adhering subsidiary motions so that the members could take up more urgent business.

This motion is the highest ranking subsidiary motion. It needs a second, and is not debatable. The chair takes the vote immediately after it is made and seconded. Because this motion in essence takes away member’s right to debate with only a majority vote, the maker of the motion must state the reason for making it. The chair decides whether the matter is urgent. If he doesn’t think the business is more urgent than what the members are discussing, he can rule the motion out of order.

If the motion is laid on the table, then the next business in order is to take up the more urgent matter. The chair can either state the urgent matter or a member can rise and propose a motion concerning the urgent matter.

Let’s say the members are discussing a fundraising project. The motion is to have a car wash at the local gas station.

It’s getting near the time for the class period to end and there are several agenda items left. One of these is to select a representative to go to Friday’s special student council meeting to explain why this club needs more money from the student activities fund to operate. Because this needs to be decided before the meeting adjourns, a member rises, and addresses the chair:

MEMBER: Madam President,

PRESIDENT: (recognizes the member)

MEMBER: We have eight more minutes left before we go to our classes and we have to choose a representative for Friday’s special student council meeting. This needs to be done now. So I move to lay the pending motion on the table.

MEMBER 2:: I second it.

The president understands the urgency of this motion and accepts the motion:

PRESIDENT: It is moved and seconded to lay the pending motion on the table. All those in favor say "aye". Those opposed, say "no". The ayes have it and the motion is carried. The motion is laid on the table. The next order of business is to send a representative to the special student council meeting. What are the members’ wishes?

A member then rises and makes a motion about who to send to the meeting. After a brief discussion, the motion is adopted. There is a minute left. The chair makes a few announcements, the bell rings, and the meeting is adjourned.

WHAT HAPPENS TO A MOTION THAT IS LAID ON THE TABLE ?

In the previous scenario the motion is on the table at the time of the adjournment. It is considered in the keeping of the secretary. Now since it is not a physical object that the secretary is keeping for the members, the secretary keeps it by recording it the minutes. The secretary records the fact the motion was laid on the table.

At the next meeting members must remember to take it from the table or it will die. A motion that is tabled does not go on the agenda of the next meeting for it is consider temporarily set aside -- or in the hands of the secretary until the members want to take from the table. Therefore, since the members put it on the table, only the members can take it from the table by the motion To Take from the Table.

To Take from the Table is like its sister motion to Lay on the Table. It is not debatable, is not amendable, and takes a majority vote to adopt. If it is taken from the table, members begin discussing the motion where they left off.

If in the previous scenario members still have time at the meeting to finish discussing the car wash, then a member should make the motion to Take from the Table as soon as the representative is selected. It is important for members not to forget those motions that they have tabled.

INCORRECT USES OF THE MOTION TO TABLE.

Often times members use the motion to lay on the table to put off a motion to a later time or to kill a motion. If this is done the chair should rule the motion out of order or re-state the motion as the correct motion.

If for example, a member says, "Let’s table this to the next meeting". The chair should re-state the motion to the assembly as the correct motion (Postpone to a Certain Time).

PRESIDENT: It is moved and seconded to postpone this to the next meeting. Is there any discussion?

Members must be very alert when this motion is proposed because it is one of the most mis-used motions in a meeting. Because it takes the member’s right to debate away with a majority vote, members need to know how to defend their rights when this happens. If the chair doesn’t handle the motion correctly, then a member can raise a Point of Order to ensure that the proper procedures are followed.