SPOTLIGHT

on

PARLIAMENTARY TERMINOLOGY

A Leadership Handbook by the

NATIONAL ASSOCIATION OF PARLIAMENTARIANS®

The SPOTLIGHT Series of

Leadership Handbooks©

Spotlight on You the President Spotlight on You the Vice–President or President–Elect Spotlight on You the Secretary Spotlight on You the Treasurer Spotlight on You the Member Spotlight on You the Parliamentarian Spotlight on You the Board of Directors Spotlight on You the Delegate Spotlight on You the Historian

Spotlight on Bylaws Spotlight on Committees Spotlight on Conventions Spotlight on Effective Communication Spotlight on Meeting Management Spotlight on Meeting Planning Spotlight on Nominations & Elections Spotlight on Parliamentary Terminology Spotlight on Program Planning Spotlight on Protocol Spotlight on Public Relations Spotlight on Teaching Techniques Spotlight on Timekeeper Spotlight on Voting Spotlight on Workshops That Work

NATIONAL ASSOCIATION OF PARLIAMENTARIANS® 213 South Main Street Independence, MO 64050-3808 (816) 833-3892 • FAX (816) 833-3893 Toll Free (888) NAP-2929 Web: www.parliamentarians.org Email: hq@nap2.org Facebook: www.facebook.com/parliamentarians © 1997, 2012. All rights reserved. No part of this book may be reproduced in any form without permission from the National Association of Parliamentarians. Spotlight on Parliamentary Terminology Leadership Handbook Second Edition, December 2012 ISBN: 1-884048-18-0 Printed in the United States of America

SPOTLIGHT on

PARLIAMENTARY TERMINOLOGY

Complies with Robert’s Rules of Order Newly Revised, 11th edition

NATIONAL ASSOCIATION OF PARLIAMENTARIANS®

Educational Resources Committee 2011-2013

David C. Mezzera, PRP, Chairman

Carol A. Henselder, PRP, Vice Chairman Kay A. Crews, PRP

John H. Hohlbauch, PRP Frances Jackson

Linda A. Juteau, PRP Gail Knapp, PRP

Maurice S. Henderson, PRP, Ex officio

INTRODUCTION The “SPOTLIGHT” series provides basic leadership and parliamentary procedure. For further study of meeting procedure, we recommend you read Robert’s Rules of Order Newly Revised by Henry M. Robert, which is available from the National Association of Parliamentarians (NAP).

The 1971–1973 Education Committee of the National Association of Parliamentarians published a booklet titled, “CONGRATULATIONS! YOU want to learn DEFINITIONS.” The booklet was revised in 1976 and again in 1985, 1997, and 2012. The booklet title was changed to “Spotlight on Parliamentary Terminology” Leadership Handbook in 1997.

The precedence (or rank) of motions is included at the end of this publication. By memorizing the chart you will learn a great deal in a short time.

The chart shows that there are classifications of motions. Three classes are listed: privileged, subsidiary, and main. Some are debatable; others are not. Some are amendable; others are not. Most of the motions require a majority vote. Some require a two-thirds vote. These ranking motions are listed with their principal characteristics on page 17.

Contact NAP for a complete listing of educational materials:

NATIONAL ASSOCIATION OF PARLIAMENTARIANS®

213 South Main Street Independence, MO 64050-3808 (816) 833-3892 • FAX (816) 833-3893 Toll Free (888) NAP-2929 Web: www.parliamentarians.org Email: hq@nap2.org Facebook: www.facebook.com/parliamentarians

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THE SPOTLIGHT is on PARLIAMENTARY TERMINOLOGY

Where there is no law, but every man does what is right in his own eyes, there is the least of real liberty.

- Henry M. Robert

– A –

ABEYANCE – temporary suspension, to withhold action.

ABSENTEE VOTING – voting by mail or proxy (the member not being present).

ABSOLUTE MAJORITY – the entire membership being present at a meeting for a majority vote of this membership.

ABSTAIN – to publicly refrain from voting, usually due to a conflict of interest.

ABSURD MOTION – a dilatory or frivolous motion used to delay action.

ACCEPT – to adopt or approve a motion, a report, or a statement.

ACCREDIT – to certify as genuine, to authorize or sanction.

ADDRESS THE CHAIR – use the appropriate title of the presiding officer when seeking recognition.

AD HOC – a Latin term meaning “for this alone” used to designate a special committee, short term committee or task force.

ADJOURN – a motion to close a meeting immediately.

ADJOURNED MEETING – a meeting which is a continuation of the preceding meeting.

ADJOURN SINE DIE – an adjournment without provision for another meeting, generally used at the close of a convention. Sine die - a Latin term meaning “without day.”

ADOPT – vote to accept a motion; when the affirmative vote prevails.

AFFIRMATIVE VOTE – the side in favor of an issue or motion.

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AGENDA – an established sequence of items of business to be considered in a meeting.

ALTERNATE – a member elected or appointed to fill another’s place;; typically an alternate for a convention delegate.

AMENDMENT – a motion which modifies the wording or meaning of a pending question.

ANNOUNCEMENTS – verbal or written notices. ANNOUNCING THE VOTE – a statement by the chair notifying the

assembly of the result of a vote. ANNUL – to rescind, repeal or render void. APPEAL FROM CHAIR’S DECISION – an incidental motion that the

assembly overturn or reverse the decision of the chair. APPLY – put to use a motion which is in order while another motion is

immediately pending. APPOINT – to name or assign to an office or a committee. APPROVE – to adopt, accept, agree to, or to ratify. ASSEMBLY – the members of an organization present at a meeting to

transact business. ASSESSMENT – an authorized fee imposed upon the members. AUDIT – examination and verification of an organization’s financial

record for adoption by the assembly. AUSTRALIAN BALLOT – a ballot which lists all candidates for an

office and is marked off by the voter in secret. AUTHORITY, PARLIAMENTARY – the authority adopted by an

assembly to govern parliamentary procedure in meetings of the society.

AYE – an affirmative vote. – B –

BALLOT, BALLOT VOTE – a written vote, usually secret. BLANKS – spaces left in a motion to be filled in by the assembly from a

number of alternatives. BOARD – a group of members of an organization which is authorized to

act for the organization between its meetings within specified limitations prescribed in the organization’s bylaws.

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BOND or BONDING – the insuring of an officer, especially one who handles funds, to secure repayment of money in case of financial loss to the organization.

BUDGET – itemized estimate of income and disbursements. BUSINESS – important items to be brought before the assembly for action. BYLAWS – a document containing the basic rules for governing an

organization. – C –

CALL OF THE HOUSE – a rule to compel members who are absent to attend a meeting of the society, allowable only when the assembly has the power to compel the attendance of absentees.

CALL FOR ORDERS OF THE DAY – a motion used to call for a return to the scheduled order of business of the assembly.

CALL TO ORDER – a command by the presiding officer that the assembly be attentive.

CANDIDATE – a person seeking office.

CARRIED – adopted, accepted.

CAUCUS – a meeting of delegates to plan strategy toward a desired result within the assembly.

CENSURE – a reprimand or admonition; to find fault with or condemn as wrong.

CHAIR, CHAIRMAN – the person presiding; the President.

CHARTER, CORPORATE CHARTER – a legal document which includes the name, object of the society, and other required information that conforms to state and federal laws.

CHARTER MEMBERS – the members of an organization who sign the bylaws when first adopted during an initial period.

CLOTURE – a motion used to close debate, used specifically in the United States Senate.

COMMIT – to refer a motion or matter to a committee. COMMITTEE – a body of one or more persons appointed or elected to

consider, investigate, or take action on certain matters.

COMMITTEE OF THE WHOLE – a committee consisting of the members present. Used to enable the entire assembly to discuss a question with more freedom than in the formal assembly.

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CONFERENCE – a meeting for consultation or discussion.

CONSENT – agreement.

CONSIDER SERIATIM – to consider a report or motion by paragraph rather than as a whole.

CONSIDERATION, CONSIDERATION OF A QUESTION – debate or discussion by the assembly after the chair has placed the motion before the assembly.

CONSTITUTION – a document which contains the most important rules of the organization and includes the name, object, members, officers, meetings, and method of amending.

CONVENE – to meet together, or to be summoned to a meeting. CONVENTION – a meeting of delegates, usually chosen for one session

only, to sit and act as a single body. CORRESPONDING SECRETARY – an officer who sends notices of the

meetings and conducts the general correspondence of the organization.

CREDENTIAL – a certificate showing that a person is authorized to be a delegate or representative.

CUMULATIVE VOTING – each member is entitled to cast one vote for each office, which may all be cast for one office or otherwise distributed among the number of offices to be filled.

CUSTOM – uniform practice, long established. – D –

DEBATE – the discussion that follows after the chair has stated a debatable motion.

DEBATABLE – that which is open to discussion. DECISION – a ruling by the chair or a determination by the assembly. DECORUM (IN DEBATE) – to conduct oneself in a proper manner;

proper behavior. DEFER ACTION – to delay action on a motion by use of certain motions

such as postpone, commit, lay on the table. DEFEATED MOTION – a motion voted upon and lost. DELEGATE – a member selected/elected to represent the will of other

members at a meeting or convention.

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DEMOCRATIC – pertaining to democracy; based upon the principles of democracy.

DELIBERATIVE ASSEMBLY – a group of people meeting in full and free discussion, courses of action to be taken in the name of the entire group.

DILATORY MOTION – an absurd or frivolous motion or one used to delay action.

DISCHARGE A COMMITTEE – a motion to relieve a committee from further consideration of the task assigned to it.

DISCUSSION – the debate that follows after the chair has stated a debatable motion.

DISQUALIFY – to declare ineligible. DISPENSE (with reading of minutes) – delay the reading of the minutes

until later in the same meeting or until the next meeting. DIVISION OF THE ASSEMBLY – a call for a rising vote to verify

visually a voice vote; is not counted; may be demanded by any member.

DIVISION OF THE QUESTION – an incidental motion that separates a motion into two or more parts for the purpose of debating and voting separately upon each part.

– E – ELECTION – the selection of a person or persons by vote. ENTERTAIN (A MOTION) – usually a request by the chair for a formal

motion to take specific action. EXECUTIVE BOARD – generally, the Board of Directors or Trustees, as

described in the bylaws. EXECUTIVE COMMITTEE – a committee, generally composed of the

officers of an organization, as described in the bylaws. EXECUTIVE SESSION – a meeting or a portion of a meeting at which

the proceedings are secret. EX OFFICIO – a Latin term meaning “by virtue of office.” EXPULSION – the act of expelling or forcing out a member. EXPUNGE – the act of drawing a line through the offending words in the

minutes. EXTEND DEBATE – a motion to prolong debate.

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– F – FILLING BLANKS – proposing words or figures to fill blank spaces left

in motions. FISCAL YEAR – financial year (which may differ from the organizations

calendar year). FIX THE TIME AT WHICH TO ADJOURN – a motion to adjourn the

meeting at a specified time. FIX THE TIME TO WHICH TO ADJOURN – a motion designating the

time, and sometimes the place, before the next regular meeting for a continuation of the meeting in progress, called because of the absence of a quorum or a time constraint in order to complete business.

– G – GAVEL – chairman’s mallet used to call the meeting to order, to obtain

attention, and to adjourn. GENERAL CONSENT – (see unanimous consent.) GERMANE – closely related (used in relation to amendments and debate

which must be germane to the motion being amended or debated.) – H –

HOSTILE – unfriendly or opposed. HOUSE – a deliberative assembly. The voting body in some organizations.

– I – ILLEGAL VOTE – a vote which cannot be credited to any candidate or

choice, but which is counted in determining the number of votes cast for purposes of computing the majority.

IMMEDIATELY PENDING MOTION – the last motion stated by the chair which has not yet been disposed of permanently or temporarily.

INCIDENTAL MAIN MOTION – a main motion which relates to the present business of the organization or to its past or future action.

IMPEACHMENT – the process of bringing formal charges against the presiding officer.

INCIDENTAL MOTION – a motion that arises out of another motion that is or has just been pending and must be disposed of before the pending one is acted upon.

INFORMAL CONSIDERATION – a motion to go into a committee to allow an exchange of ideas by the members on an informal basis and with more freedom of debate than in the formal assembly.

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INFORMATION (REQUEST FOR) – an incidental motion seeking information.

IN ORDER – correct procedure from a parliamentary standpoint. INQUIRY (PARLIAMENTARY) – an incidental motion seeking

information concerning parliamentary procedure. INVOCATION – a prayer which precedes the pledge of allegiance and

the business of the assembly. – L –

LAY ON THE TABLE – the highest ranking subsidiary motion which enables the assembly to lay the pending motion aside temporarily when something more urgent has arisen.

LIMIT OR EXTEND LIMITS OF DEBATE – usually a subsidiary motion, used to modify the number of speeches or the time for debate.

LOST MOTION – a motion rejected by a vote of the assembly. – M –

MACE – a staff carried by a dignitary as a symbol of authority; the official emblem of NAP.

MAIN MOTION – a proposal which introduces a subject to the assembly for discussion and action or which expresses an opinion.

MAJORITY VOTE – more than half of the votes cast by persons legally entitled to vote.

MASS MEETING – an open meeting of an unorganized group of people with a common interest.

MEETING – an assembly of members gathered to conduct business without interruption except for a short recess.

MEMBER – a person who belongs to an organization.

MINUTES – the official written record of the proceedings of a meeting.

MOTION – a proposal; a question. – N –

NAY – a negative vote used in roll call.

NEGATIVE VOTE – a vote against the adoption of a motion. NEW BUSINESS – new items of business presented to the assembly for

consideration.

NO – a negative vote.

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NOMINATION – naming a person as a candidate for election or appointment.

NOMINEE – a person who has been nominated.

NULL AND VOID – without legal force or effect.

– O – OBTAIN THE FLOOR – secure recognition in order to speak or make a

motion.

OFFICER – a person who holds an office to which he has been elected or appointed.

ORDERED – directed by a vote of the assembly. ORDER OF BUSINESS – the schedule of business to be considered, the

agenda.

OUT OF ORDER – a motion, request, or behavior which is in violation of the rules of the organization.

– P – PARLIAMENTARIAN – a person who knows parliamentary procedure,

acts in an advisory capacity, and offers opinions (not rulings). PARLIAMENTARY AUTHORITY – the book adopted by an assembly

to govern parliamentary procedure in meetings of the organization; e.g., Robert’s Rules of Order Newly Revised.

PARLIAMENTARY INQUIRY – an incidental motion requesting information about parliamentary procedure relating to pending business or rules of the organization.

PARLIAMENTARY PROCEDURE – a system of rules for the orderly conduct of business.

PENDING MOTION – a motion which has been stated by the chair but not yet disposed of permanently or temporarily.

PER SE – a Latin term meaning “by itself.” PERSONAL PRIVILEGE – a question raised by a member which

concerns the health, safety or integrity of the member or of the assembly.

PLATFORM – a document setting forth the views, aims, and aspirations of an organization.

PLURALITY VOTE – the largest number of votes received when there are three or more choices.

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POINT OF ORDER – an incidental motion that calls upon the chair for a ruling.

POLLS – place where the voting is held. POSTPONE INDEFINITELY – a subsidiary motion used to “kill” a main

motion without a direct vote on it. POSTPONE TO A CERTAIN TIME (POSTPONE DEFINITELY) –

usually a subsidiary motion, to defer action on a question to a definite time.

PREAMBLE – introduction to a resolution consisting of one or more clauses beginning with the word “Whereas” which states the reason for the resolution.

PRECEDENCE – priority or rank of motions. PRECEDENT – a decision or course of action, serving as a rule for future

determinations in similar cases. PREFERENTIAL VOTE – vote where choices are expressed in order of

preference. PRESIDENT – the presiding officer. PREVAILING SIDE – the side receiving the greatest number of votes;

may be either affirmative or negative. PREVIOUS NOTICE – prior notification of a proposal, offered at the

preceding meeting or in the meeting notice. PREVIOUS QUESTION – a subsidiary motion to stop debate and/or

amendment on the pending question(s). PRIMARY AMENDMENT – an amendment of the first degree. PRIVILEGE OF THE ASSEMBLY, QUESTION OF - a question raised

by a member which relates to the organization; to the comfort, health, safety of its members.

PRIVILEGE OF THE FLOOR – permission only to attend the meeting (with no other rights).

PRIVILEGED MOTION – a motion, unrelated to pending business, of such importance that it has the right to interrupt a pending motion.

PRIORITY – rank, precedence. PROGRAM – an outline of the order of events for a meeting or

convention. PROPRIETY – decorum; a sense of what is proper or fitting.

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PRO TEM (PRO TEMPORE) – for the time being; temporarily. PROVISO – a statement attached to bylaws, but not a part of them, that

prescribes certain temporary rules for their implementation. PROXY VOTE – written authorization for one member to vote on behalf

of another member. PUTTING THE QUESTION – placing the motion before the assembly

for a vote. – Q –

QUASI COMMITTEE (OF THE WHOLE) – an “as if in” committee of the whole; enables the full assembly to give consideration to a matter with more freedom of debate than in the formal assembly.

QUESTION – whether to adopt or reject an issue or motion. QUESTION OF PRIVILEGE – a privileged motion asking permission to

make an urgent request affecting the rights of an individual or the assembly.

QUORUM – the minimum number of members who must be present for the legal transaction of business at a meeting.

– R – RAISE A QUESTION OF PRIVILEGE – a privileged motion that

permits a member to bring up an urgent matter for immediate consideration.

RANK – priority; precedence. Orderly arrangement of motions. RATIFY – an incidental main motion that makes action already taken

legally valid; approve or confirm. RECEIVE A REPORT – the presentation of an oral or written report to

the assembly. RECESS – a short intermission within a meeting. RECOGNIZING A MEMBER – acknowledging, by the chair, a member

who has the right to address the assembly. RECOMMENDATION – a suggestion for proposed action. RECOMMIT – a motion to refer a subject or motion again to the same or

a different committee for further consideration. RECONSIDER – a motion to consider a second time the vote on a

previously adopted or defeated question. (If adopted, the question is again open for discussion, possible amendment, and a revote by the assembly.)

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REPORT – an account, usually written, of the study or work conducted by an officer or by a committee.

REQUEST FOR INFORMATION – an incidental motion requesting information about pending business.

RESCIND – an incidental main motion to annul or repeal action previously adopted.

RESIGNATION – a request to relinquish membership or an appointed or elected position.

RESOLUTION – a formal motion, usually in writing because of its complexity or importance.

REVISION (of bylaws) – a new version of current bylaws. RULES OF ORDER – written rules of parliamentary procedure by which

an organization conducts its business. RULING – a decision made by the presiding officer.

– S – SECOND – an indication by a second member of a desire to have the

proposed motion discussed. SECONDARY AMENDMENT – an amendment of the second degree,

applied to a primary amendment. SECONDARY MOTIONS – subsidiary, privileged, or incidental

motions. SECONDER – one who seconds a motion. SECONDING A MOTION – denoting an agreement by a second

member that the proposed motion should come before the assembly for consideration; seconder is not necessarily in favor of the motion.

SECRET BALLOT – absolutely no possible chance of accidental observance of the member’s vote by the tellers who open and count the votes; i.e., as in voting by mail.

SECRETARY – the person who records the minutes; the clerk. SERIATIM – one after another; in a series. (Applied to the consideration

of a document by paragraphs or sections.) SESSION – a single meeting, or a series of connected meetings with a

single order of business as in a convention. SPEAKER – one who has obtained the floor to address the assembly.

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SPECIAL COMMITTEE – a committee to perform a particular function and report, after which it ceases to exist.

SPECIAL MEETING – a meeting called to a specific purpose and time, both of which must be stated in the call.

SPECIAL ORDER – a motion or subject postponed to a specific time, taken up at that time and made a special order or the special order.

STANDING COMMITTEES – permanent committees, usually listed in the bylaws, that perform continuing functions.

STANDING RULES – rules relating to details of administration rather than parliamentary procedure.

STATE THE QUESTION – a repeat statement, by the chair, of a member’s motion, placing it before the assembly.

STATUS QUO – a Latin term meaning “state in which” or existing state. SUBCOMMITTEE – a committee selected by the parent committee for

the purpose of studying and investigating certain matters and reporting findings to the parent committee.

SUBSIDIARY MOTION – a motion which is applied to another motion for the purpose of changing it, or appropriately disposing of it, temporarily or permanently.

SUBSTITUTE AMENDMENT – a motion to amend which proposes to strike out a paragraph, section or resolution and to insert another in its place.

SUSPEND THE RULES – an incidental motion to make ineffective for a limited time, a rule of the organization.

SUSTAIN – to support and uphold a ruling. SUSTAIN THE DECISION OF THE CHAIR – a vote, on an appeal, that

the ruling of the chair be upheld.

– T – TABLE A MOTION – to lay aside a motion temporarily in order to

attend to more urgent business. TAKE FROM THE TABLE – a motion to return to the assembly a

question which had been laid on the table. TELLERS – individuals selected or elected to count votes. TICKET – a ballot listing candidates for whom votes are cast in an

election.

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TIE VOTE – an equal number of affirmative and negative votes. TREASURER – an officer who is custodian of the funds of an

organization. TWO-THIRDS VOTE – Two-thirds of the votes cast.

– U – UNANIMOUS CONSENT – gain agreement without taking a formal

vote, if no person objects to the method. UNDEBATABLE MOTION– a motion on which debate is not

permitted. UNFINISHED BUSINESS – matters not completed at the previous

meeting, included on the agenda of the current meeting.

– V – VACANCY – an unoccupied office or position. VACATE THE CHAIR – relinquish the chair temporarily. VALID VOTE – a vote cast by a member entitled to vote. VICE-CHAIRMAN – a member of a committee who ranks next to the

chairman in authority. VIVA VOCE VOTE – a voice vote. VOTE – a formal expression of opinion or choice by a member or group

of members legally entitled to vote. VOTE BY ACCLAMATION – the spontaneous approval of a candidate

by unanimous voice vote.

– W – WARRANT – a written authorization for the payment or the receipt of

money. WITHDRAW A MOTION – remove a motion from consideration by the

assembly. (A withdrawn motion is generally not included in the minutes.)

– Y – YEA or NAY VOTE – yes or no vote, used in roll call voting. YIELD – give precedence to; give way to. YIELDING THE FLOOR – the speaker gives of his time in order that

another may speak or address the assembly.

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Parliamentary Motions - Quick Reference Thirteen Ranking Motions

PRIVILEGED MOTIONS relate to the rights or privileges of the organization or individual members rather than to particular items of business. They are of such urgency that they are entitled to immediate consideration. SUBSIDIARY MOTIONS may be applied to another motion for the purpose of modifying it, delaying action on it, handling its consideration, or disposing of it. MAIN MOTIONS, the basis of all parliamentary procedure, bring business before the assembly for consideration and action. They can be introduced only when no other business is pending.

NAME OF MOTION

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Priv

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d Fix the Time to Which to Adjourn No Yes No Yes M Yes Adjourn No Yes No No M No Recess No Yes No Yes M No Raise a Question of Privilege Yes No No No C No Call for the Orders of the Day Yes No No No C No

Subs

idia

ry

Lay on the Table No Yes No No M Neg Only Previous Question No Yes No No 2/3 Yes Limit or Extend Limits of Debate No Yes No Yes 2/3 Yes Postpone to a Certain Time (Definitely) No Yes Yes Yes M Yes Commit (Refer to a Committee) No Yes Yes Yes M Yes Amend No Yes Yes* Yes M Yes Postpone Indefinitely No Yes Yes No M Aff Only

MAIN MOTION No Yes Yes Yes M Yes *Is debatable if applied to a debatable motion. M Majority C Chair handles

The privileged and subsidiary motions have precedence in the order listed, from highest to lowest, when a main motion is pending. Several of the privileged and subsidiary motions may also be made when no business is pending, in which case they are main motions. The unqualified motion to adjourn is generally privileged whether a main motion is pending. See RONR tinted pages. – Based on Robert’s Rules of Order Newly Revised, 11th edition

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Classification and Precedence (or Rank) of Motions

Privileged Motions x Fix the Time to Which to Adjourn

Adjourn x Recess

Raise a Question of Privilege Call for Orders of the Day

Subsidiary Motions Lay on the Table Previous Question (2/3)

x Limit or Extend Limits of Debate (2/3) x Postpone to a Certain Time x Commit (or Refer) x Amend

Postpone Indefinitely

x Main Motion

x Motions that can be amended

The motion to Amend is debatable when applied to a debatable motion. It is not debatable when applied to an undebatable motion.

The above motions rank as listed, with the lowest ranking motion, the main motion, at the bottom of the list. When any one motion is immediately pending, the motions above it are in order; those below it are not in order.

Those motions marked (2/3) require a two-thirds affirmative vote for adoption; the other motions require a majority vote.

U N D E B A T A B L E D E B A T A B L E

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