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HomeMy WebLinkAbout07.a. Consider adopting Rosenberg's Rules of Order, as revised, as the District's parliamentary proceduresCentral Contra Costa Sanitary District BOARD OF DIRECTORS (,( POSITION PAPER Board Meeting Date: January 9, 2014 subject: ADOPTION OF ROSENBERG'S RULES OF ORDER, AS REVISED, AS DISTRICT PARLIAMENTARY PROCEDURE Submitted By. Elaine R. Boehme Initiating Dept. /Div.: Secretary of the District REVIEWED AND RECOMMENDED FOR BOARD ACTION: It Alm R. Bailey Counsel for the District General Manager ISSUE: At the request of Board Member McGill, the Policy Development and Internal Operations Committee (Chair Williams, Member Nejedly) reviewed options for possible adoption of a formal parliamentary procedure for the conduct of Board meetings. RECOMMENDATION: After reviewing several options, the Committee recommended that the Board adopt Rosenberg's Rules of Order. FINANCIAL IMPACTS: None ALTERNATIVES /CONSIDERATIONS: Other parliamentary procedures were reviewed, including Robert's Rules of Order, but those were not recommended due to their complexity and because they were more suited to large legislative bodies. BACKGROUND: Having an agreed -upon set of procedures and rules of debate for public meetings can help to ensure that everyone has an opportunity to be heard and that decisions can be made without confusion. The two most commonly -used parliamentary procedures are Robert's Rules of Order and Rosenberg's Rules of Order. • Robert's Rules of Order (Attachment A) is the short title of a book containing rules of order intended to be adopted as a parliamentary authority for use by a deliberative assembly written by Brig. Gen. Henry Martyn Robert. Robert's Rules of Orderwas initially published in 1876. Currently in its eleventh edition and published under the name Robert's Rules of Order Newly Revised (and often referred to using the initialism RONR), it is the most widely used parliamentary authority in the United States. It is very common today for public agencies in practice to adapt the formal Robert's Rules of Order in order to conduct less formal public meetings. • Rosenberg's Rules of Order (Attachment B — includes District Counsel recommended changes in strikeout) Because so many agencies in California prefer to conduct meetings in an informal manner, the League of California Cities provides guidance for informal parliamentary procedures through what are N:\ADMINSUP\ADMIN \DIST- SEC \Parliamentary Procedure \PP - Rosenbergs.docx Page 1 of 2 POSITION PAPER Board Meeting Date: January 9, 2014 Subject-' ADOPTION OF ROSENBERG'S RULES OF ORDER, AS REVISED, AS DISTRICT PARLIAMENTARY PROCEDURE referred to as Rosenberg's Rules of Order. These are much simpler and easier to understand than the complex RONR. Author Dave Rosenberg, a local government official and parliamentarian, wrote Rosenberg's Rules of Order, which are simple, easy to understand and may be considered by agencies as an alternative to Robert's. Rosenberg's Rules cover the basics rules of order in eight pages compared to more than 300 pages in Robert's. District Counsel Kent Alm concurs with the recommendation, but proposed amendments to Rosenberg's Rules of Order to help in clarifying voting requirements and how abstentions are counted. The Standard Code of Parliamentary Procedure by Alice Sturgis (Attachment C) is another, less- common set of parliamentary rules for meeting conduct used by few agencies. While less complex than Robert's Rules of Order, they are nonetheless very detailed and difficult to navigate. A recent survey conducted by the City Clerks' Association (Attachment D) shows that many cities are now adopting Rosenberg's Rules of Order in favor of Robert's Rules of Order. COMMITTEE RECOMMENDATION: At its meeting of October 15, 2013, the Policy Development and Internal Operations Committee recommended adopting Rosenberg's Rules of Order for the conduct of Board meetings. RECOMMENDED BOARD ACTION: Adopt resolution (Attachment E) adopting Rosenberg's Rules of Order, as revised by District Counsel, as the parliamentary procedure governing District Board meetings. Attached Supporting Documents: A: Robert's Rules of Order (Index) B: Rosenberg's Rules of Order, with proposed revisions C: Resume of Alice Sturgis Parliamentary Procedure D: Survey of other agencies E. Proposed Resolution N:WDMINSUP\ADMIN \DIST- SEC \Parliamentary Procedure \PP - Rosenbergs.docx Page 2 of 2 ATTACHMENT A Robert's Rules of Order Table of Contents Introduction PART I: Meetings and Organizations Chapter 1 - The Basics • Structure of an Organization • Applying Democratic Principles to Organizations • Defining Parliamentary Procedure • Importance of Parliamentary Procedures • Basic Principles of Parliamentary Procedure - Taking Up Business One Item at a Time - Promoting Courtesy, Justice, Impartiality, and Equality - The Rule of the Majority and Protection of the Minority Chapter 2 - The Order of a Business Meeting • Planning and Using Agendas - Accepted Order of Business - Creating a Specific Agenda - Adopting the Agenda - Mailing an Agenda to the Members - Consent and Priority Agendas • Quorum - How to Keep a Record of the Quorum - What to Do When No Quorum Is Present • A Business Meeting in Action - Calling the Meeting to Order - Reading and Approving the Minutes - Reports of Officers - Reports of Committees - Unfinished Business and General Orders - New Business - Adjourning the Meeting Chapter 3 - Presenting Business to the Assembly • Basic Steps in Presenting a Motion • Making a Main Motion • Discussing a Motion • Taking the Vote • Completing the Action on the Motion • Important Points to Remember Before Making a Motion • Resolutions Chapter 4 - Debating the Motion • Rules of Debate • Limitations on Debate • Debatable Motions And Undebatable Motions Robert's Rules of Order, Table of Contents Chapter 5 - Voting • Procedure for Taking a Vote • The Majority Rules - Majority Vote Defined - Modifications in Majority Vote • A Two- Thirds Vote • A Three - Fourths Vote • The Tie Vote • Ways the Vote Can Be Taken - Taking a Vote by Voice - Taking a Vote by Show of Hands - Taking a Vote by Rising (Standing) - Taking a Vote by Ballot - Taking a Vote by Mail - Taking a Vote by E -mail - Taking a Vote by General or Unanimous Consent • Doubting the Result of the Vote - Calling for a Division - Doubting the Result of a Ballot Vote or Roll Call Vote • Other Voting Procedures • Frequently Asked Questions About Voting PART II: Motions Simplified Chapter 6 - Motions • Classes of Motions - Main Motions - Secondary Motions - Motions That Bring a Question Again Before the Assembly • Previous Notice of Motions • The Ranking of Motions Chapter 7 - Using Subsidiary Motions to Help Adopt a Main Motion • Postpone Indefinitely • Amend • Voting on Amendments to the Main Motion • Refer to a Committee • Committee (or Quasi- Committee) of the Whole • Consider Informally • Postpone to a Certain Time • Postpone to a Certain Time Made into a Special Order • Limit or Extend the Limits of Debate • Previous Question (Close Debate) • Lay on the Table • Legitimate Uses of the Motion Lay on the Table Chapter 8 - Using Privileged Motions • Calls for the Orders of the Day • Raise a Question of Privilege • Recess • Adjourn • Fix the Time to Which to Adjourn • Fix the Time at Which to Adjourn Page 2 of 7 Robert's Rules of Order, Table of Contents Chapter 9 - Using Incidental Motions • Point of Order • Appeal from the Decision of the Chair (Appeal) • Requests and Inquiries • Request for Permission to Withdraw or Modify a Motion • Request To be Excused from a Duty • Object to Consideration of a Question • Division of the Assembly • Division of the Question • Suspend the Rules Chapter 10 - Using Motions That Bring a Question Again Before the Assembly • Take from the Table • Reconsider • Rescind and Amend Something Previously Adopted • Discharge a Committee PART III: Membership Chapter 11 -Officers • Elected Officers • The President - Setting Goals for the Organization - Performing Administrative Duties - Presiding at Meetings - Becoming an Effective Presiding Officer - Legal and Ethical Considerations • The Vice President • The Secretary - Meeting Minutes - The Structure of the Minutes - Approval of and Corrections to the Minutes - Finalized Form of the Minutes - Carrying out the Actions in the Minutes • The Treasurer - The Treasurer's Duty in Small Clubs - The Treasurer's Report in Small Clubs - The Treasurer's Duty in Larger Organizations • Boards - Bylaws and Boards - Ex Officio Board Members - Handling Resignations • Passing the Torch Chapter 12 - Nominations and Elections • Nominations - Nominations by Committee - Nominations from the Floor - Nominations by Ballot - Nominations by Mail - Nominations by Petition - Other Nominating Procedures - Nominations and the Minutes - Motions Relating to Nominations • Close the Nominations Page 3 of 7 Robert's Rules of Order, Table of Contents Page 4 of 7 • Reopen the Nominations • Undemocratic Practices in the Nomination and Election Process • Elections - Election by Voice Vote - Election by Ballot Vote - Election by Roll Call Vote - Election by Cumulative Voting - Election by Other Types of Voting • Motions Concerning Elections • Counting and Recording the Ballots by Tellers' Committee - Teller's Sheet and Report - Counting the Ballots - Filling Out the Teller's Report - Giving the Tellers' Committee Report • Other Points About Elections • Election Irregularities • Taking a Recount Chapter 13 - Committees • The Role of a Committee • Standing Committees • Special Committees • Appointment of the Committee Chairman Chapter 14 - The Role of the Member • Membership Involvement • Duties of the Members • A Special Responsibility for Members Chapter 15 - Discipline • The Unruly Member at Meetings • Penalties - Removing an Offender from the Assembly Hall - Making a Motion to Censure - Censure - Holding a Trial • Some Final Thoughts PART IV: Meetings and Strategies Chapter 16 - Meetings • The Basics • Formal Meetings - Annual Meetings - Regular Meetings - Adjourned Meetings - Executive Sessions - Special Meetings - Sessions - Conventions - Mass Meetings • Informal Meetings - Board Meetings (Under 12 Members) - Committee Meetings (Under 12 Members) • Electronic Meetings . Robert's Rules of Order, Table of Contents • Meeting Management - Managing Meetings at the Office - The Meeting Environment - Evaluating Your Meetings • Meeting Strategies - Strategies for Members - Strategies for Presiding Officers Chapter 17 - Strategies for Individual Motions Illustrated • Object to a Motion's Consideration • Subsidiary Motions - Postpone Indefinitely - Amend - Refer to a Committee - Postpone to a Certain Time - Limit or Extend the Limits of Debate - Previous Question - Lay on the Table • Privileged Motions - Raise a Question of Privilege - Recess - Adjourn - Fix the Time to Which to Adjourn • Incidental Motions • Motions That Bring a Question Again Before the Assembly - Reconsider the Vote - Rescind • Other Helpful Motions - Reconsider and Enter on the Minutes Chapter 18 - Most Frequently Asked Questions • Voting • The Secretary and Minutes • The President • Nominations and Elections • Other Officers • Ex Officio Officers and Members • Quorum • Meetings • Motions PART V: Governing Documents Chapter 19 - Various Types of Governinq Documents • The Corporate Charter • Constitution and Bylaws • Rules of Order • Standing Rules Chapter 20 - Bylaws • Composition of Bylaws - Article I. Name - Article II. Object - Article III. Members - Article IV. Officers Page 5 of 7 Robert's Rules of Order, Table of Contents - Article V. Meetings - Article VI. Executive Boards - Article VII. Committees - Article VIII. Parliamentary Authority - Article IX. Amending the Bylaws - Other Bylaw Provisions • Revising the Bylaws • Amending the Bylaws • Helpful Motions for Bylaw Revision and Amendment • Seriatim (Consideration Paragraph by Paragraph) • Proviso • Sample Bylaws PART VI: Appendices Appendix A: Correct Parliamentary Terminology Main Motions Voting Subsidiary Motions - Postpone Indefinitely (Kill a Motion) - Amend - Refer to a Committee (Commit) - Postpone to a Certain Time - Limit or Extend Debate - Close Debate (Previous Question) - Lay on the Table Privileged Motions - Call for the Orders of the Day - Raise a Question of Privilege - Recess - Adjourn - Fix the Time to Which to Adjourn Incidental Motions - Point of Order - Parliamentary Inquiry - Point of Information - Appeal from the Decision of the Chair - Object to Consideration of a Question - Suspend the Rules - Motions That Bring a Question Again Before the Assembly - Reconsider - Take from the Table - Rescind - Amend Something Previously Adopted Additional Pointers for the Chair Appendix B: Meetinq Script Appendix C: Sample Minutes • Minutes of a Regular Meeting • Minutes of an Adjourned Meeting Page 6 of 7 . Robert's Rules of Order, Table of Contents Appendix D: Steps in Making a Motion Appendix E: Ranking of Motions Appendix F: A History Appendix G: Who Was Henry Robert? Appendix H: National Organizations Appendix I: Motions That Take a Majority Vote Appendix J: Motions That Take a Two - Thirds Vote Page 7 of 7 Rosenberg's Rules of Order REVISED 2011 Simple Rules of Parliamentary Procedure for the 21st Century As revised by District Counsel By Judge Dave Rosenberg I TABLE OF CONTENTS About the Author ........................ ............................... ii Introduction ............................. ............................... 2 Establishing a Quorum ................. ............................... 2 The Role of the Chair .................. ............................... 2 The Basic Format for an Agenda Item Discussion ................ 2 Motions in General ..................... ............................... 3 The Three Basic Motions ............... ............................... 3 Multiple Motions Before the Body ... ............................... 4 To Debate or Not to Debate ........... ............................... 4 Majority and Super- Majority Votes .. ............................... 5 Counting Votes .......................... ............................... 5 The Motion to Reconsider ............. ............................... 6 Courtesy and Decorum ................. ............................... 7 Special Notes About Public Input .... ............................... 7 OF EAl oa�E® CITIES MISSION AND CORE BELIEFS To expand and protect local control for cities through education and advocacy to enhance the quality of life for all Californians. VISION To be recognized and respected as the leading advocate for the common interests of California's cities. About the League of California Cities Established in 1898, the League of California Cities is a member organization that represents California's incorporated cities. The League strives to protect the local authority and automony of city government and help California's cities effectively serve their residents. In addition to advocating on cities' behalf at the state capitol, the League provides its members with professional development programs and information resources, conducts education conferences and research, and publishes Western City magazine. ® 20] ] League of California Cities. All rights reserved. ABOUT THE AUTHOR Dave Rosenberg is a Superior Court Judge in Yolo County. He has served as presiding judge of his court, and as presiding judge of the Superior Court Appellate Division. He also has served as chair of the Trial Court Presiding Judges Advisory Committee (the committee composed of all 58 California presiding judges) and as an advisory member of the California Judicial Council. Prior to his appointment to the bench, Rosenberg was member of the Yolo County Board of Supervisors, where he served two terms as chair. Rosenberg also served on the Davis City Council, including two terms as mayor. He has served on the senior staff of two governors, and worked for 19 years in private law practice. Rosenberg has served as a member and chair of numerous state, regional and local boards. Rosenberg chaired the California State Lottery Commission, the California Victim Compensation and Government Claims Board, the Yolo -Solano Air Quality Management District, the Yolo County Economic Development Commission, and the Yolo County Criminal Justice Cabinet. For many years, he has taught classes on parliamentary procedure and has served as parliamentarian for large and small bodies. INTRODUCTION The rules of procedure at meetings should be simple enough for most people to understand. Unfortunately, that has not always been the case. Virtually all clubs, associations, boards, councils and bodies follow a set of rules — Robert's Rules of Order — which are embodied in a small, but complex, book. Virtually no one I know has actually read this book cover to cover. Worse yet, the book was written for another time and for another purpose. If one is chairing or running a parliament, then Robert's Rules of Order is a dandy and quite useful handbook for procedure in that complex setting. On the other hand, if one is running a meeting of say, a five - member body with a few members of the public in attendance, a simplified version of the rules of parliamentary procedure is in order. Hence, the birth of Rosenberg's Rules of Order. What follows is my version of the rules of parliamentary procedure, based on my decades of experience chairing meetings in state and local government. These rules have been simplified for the smaller bodies we chair on in which we participate, slimmed down for the 21st Century, yet retaining the basic tenets of order to which we have grown accustomed. Interestingly enough, Rosenberg's Rules has found a welcoming audience. Hundreds of cities, counties, special districts, committees, boards, commissions, neighborhood associations and private corporations and companies have adopted Rosenberg's Rules in lieu of Robert's Rules because they have found them practical, logical, simple, easy to learn and user friendly. This treatise on modern parliamentary procedure is built on a foundation supported by the following four pillars: 1. Rules should establish order. The first purpose of rules of parliamentary procedure is to establish a framework for the orderly conduct of meetings. 2. Rules should be clear. Simple rules lead to wider understanding and participation. Complex rules create two classes: those who understand and participate; and those who do not fully understand and do not fully participate. 3. Rules should be user friendly. That is, the rules must be simple enough that the public is invited into the body and feels that it has participated in the process. 4. Rules should enforce the will of the majority while protecting the rights of the minority. The ultimate purpose of rules of procedure is to encourage discussion and to facilitate decision making by the body. In a democracy, majority rules. The rules must enable the majority to express itself and fashion a result, while permitting the minority to also express itself, but not dominate, while fully participating in the process. 2 Establishing a Quorum The starting point for a meeting is the establishment of a quorum. A quorum is defined as the minimum number of members of the body who must be present at a meeting for business to be legally transacted. The default rule is that a quorum is one more than half the body. For example, in a five- member body a quorum is three. When the body has three members present, it can legally transact business. If the body has less than a quorum of members present, it cannot legally transact business. And even if the body has a quorum to begin the meeting, the body can lose the quorum during the meeting when a member departs (or even when a member leaves the dais). When that occurs the body loses its ability to transact business until and unless a quorum is reestablished. The default rule, identified above, however, gives way to a specific rule of the body that establishes a quorum. For example, the rules of a particular five - member body may indicate that a quorum is four members for that particular body. The body must follow the rules it has established for its quorum. In the absence of such a specific rule, the quorum is one more than half the members of the body. The Role of the Chair While all members of the body should know and understand the rules of parliamentary procedure, it is the chair of the body who is charged with applying the rules of conduct of the meeting. The chair should be well versed in those rules. For all intents and purposes, the chair makes the final ruling on the rules every time and the chair states an action. In fact, all decisions by the chair are final unless overruled by the body itself. Since the chair runs the conduct of the meeting, it is usual courtesy for the chair to play a less active role in the debate and discussion than other members of the body. This does not mean that the chair should not participate in the debate or discussion. To the contrary, as a member of the body, the chair has the full right to participate in the debate, discussion and decision - making of the body. What the chair should do, however, is strive to be the last to speak at the discussion and debate stage. The chair should not make or second a motion unless the chair is convinced that no other member of the body will do so at that point in time. The Basic Format for an Agenda Item Discussion Formal meetings normally have a written, often published agenda. Informal meetings may have only an oral or understood agenda. In either case, the meeting is governed by the agenda and the agenda constitutes the body's agreed -upon roadmap for the meeting. Each agenda item can be handled by the chair in the following basic format: First, the chair should clearly announce the agenda item number and should clearly state what the agenda item subject is. The chair should then announce the format (which follows) that will be followed in considering the agenda item. Second, following that agenda format, the chair should invite the appropriate person or persons to report on the item, including any recommendation that they might have. The appropriate person or persons may be the chair, a member of the body, a staff person, or a committee chair charged with providing input on the agenda item. Third, the chair should ask members of the body if they have any technical questions of clarification. At this point, members of the body may ask clarifying questions to the person or persons who reported on the item, and that person or persons should be given time to respond. Fourth, the chair should invite public comments, or if appropriate at a formal meeting, should open the public meeting for public input. If numerous members of the public indicate a desire to speak to the subject, the chair may limit the time of public speakers. At the conclusion of the public comments, the chair should announce that public input has concluded (or the public hearing, as the case may be, is closed). Fifth, the chair should invite a motion. The chair should announce the name of the member of the body who makes the motion. Sixth, the chair should determine if any member of the body wishes to second the motion. The chair should announce the name of the member of the body who seconds the motion. It is normally good practice for a motion to require a second before proceeding to ensure that it is not just one member of the body who is interested in a particular approach. However a ^e «a is not an absolute requirement, and the ehair- ean pr-eeeed wiffi eansider-afien and vote a a etie« even when there is seeend. This i a .,ttea left to the diseretien of the eh..:.. Seventh, if the motion is made and seconded, the chair should make sure everyone understands the motion. This is done in one of three ways: 1. The chair can ask the maker of the motion to repeat it; 2. The chair can repeat the motion; or 3. The chair can ask the secretary or the clerk of the body to repeat the motion. Eighth, the chair should now invite discussion of the motion by the body. If there is no desired discussion, or after the discussion_ has ended, the chair should announce that the body will vote on the motion. If there has been no discussion or very brief discussion, then the vote on the motion should proceed immediately and there is no need to repeat the motion. If there has been substantial discussion, then it is normally best to make sure everyone understands the motion by repeating it. Ninth, the chair takes a vote. Simply asking for the "ayes" and then asking for the "nays" normally does this. If members of the body do not vote, then they "abstain." Unless the rules of the body provide otherwise (or unless a super majority is required as delineated later in these rules), then a simple majority (as defined in law or the rules of the body as delineated later in these rules) determines whether the motion passes or is defeated. Tenth, the chair should announce the result of the vote and what action (if any) the body has taken. In announcing the result, the chair should indicate the names of the members of the body, if any, who voted in the minority on the motion. This announcement might take the following form: "The motion passes by a vote of 3 -2, with Smith and Jones dissenting. We have passed the motion requiring a 10 -day notice for all future meetings of this body." Motions in General Motions are the vehicles for decision making by a body. It is usually best to have a motion before the body prior to commencing discussion of an agenda item. This helps the body focus. Motions are made in a simple two -step process. First, the chair should recognize the member of the body. Second, the member of the body makes a motion by preceding the member's desired approach with the words "I move ..." A typical motion might be: "I move that we give a 10 -day notice in the future for all our meetings." The chair usually initiates the motion in one of three ways: 1. Inviting the members of the body to make a motion, for example, "A motion at this time would be in order." 2. Suggesting a motion to the members of the body, "A motion would be in order that we give a 10 -day notice in the future for all our meetings." 3. Making the motion. As noted, the chair has every right as a member of the body to make a motion, but should normally do so only if the chair wishes to make a motion on an item but is convinced that no other member of the body is willing to step forward to do so at a particular time. The Three Basic Motions There are three motions that are the most common and recur often at meetings: The basic motion. The basic motion is the one that puts forward a decision for the body's consideration. A basic motion might be: "I move that we create a five- member committee to plan and put on our annual fundraiser." The motion to amend. If a member wants to change a basic motion that is before the body, they would move to amend it. A motion to amend might be: "I move that we amend the motion to have a 10- member committee." A motion to amend takes the basic motion that is before the body and seeks to change it in some way. The substitute motion. If a member wants to completely do away with the basic motion that is before the body, and put a new motion before the body, they would move a substitute motion. A substitute motion might be: "I move a substitute motion that we cancel the annual fundraiser this year." "Motions to amend" and "substitute motions" are often confused, but they are quite different, and their effect (if passed) is quite different. A motion to amend seeks to retain the basic motion on the floor, but modify it in some way. A substitute motion seeks to throw out the basic motion on the floor, and substitute a new and different motion for it. The decision as to whether a motion is really a "motion to amend" or a "substitute motion" is left to the chair. So if a member makes what the member calls a "motion to amend," but the chair determines that it is really a "substitute motion," then the chair's designation governs. A "friendly amendment" is a practical parliamentary tool that is simple, informal, saves time and avoids bogging a meeting down with numerous formal motions. It works in the following way: In the discussion on a pending motion, it may appear that a change to the motion is desirable or may win support for the motion from some members. When that happens, a member who has the floor may simply say, "I want to suggest a friendly amendment to the motion." The member suggests the friendly amendment, and if the maker and the person who seconded the motion pending on the floor accepts the friendly amendment, that now becomes the pending motion on the floor. If either the maker or the person who seconded rejects the proposed friendly amendment, then the proposer can formally move to amend. Multiple Motions Before the Body There can be up to three motions on the floor at the same time. The chair can reject a fourth motion until the chair has dealt with the three that are on the floor and has resolved them. This rule has practical value. More than three motions on the floor at any given time is confusing and unwieldy for almost everyone, including the chair. When there are two or three motions on the floor (after motions and seconds) at the same time, the vote should proceed first on the last motion that is made. For example, assume the first motion is a basic "motion to have a five- member committee to plan and put on our annual fundraiser." During the discussion of this motion, a member might make a second motion to "amend the main motion to have a 10- member committee, not a five - member committee to plan and put on our annual fundraiser." And perhaps, during that discussion, a member makes yet a third motion as a "substitute motion that we not have an annual fundraiser this year." The proper procedure would be as follows: First, the chair would deal with the third (the last) motion on the floor, the substitute motion. After discussion and debate, a vote would be taken first on the third motion. If the substitute motion passed, it would be a substitute for the basic motion and would eliminate it. The first motion would be moot, as would the second motion (which sought to amend the first motion), and the action on the agenda item would be completed on the passage by the body of the third motion (the substitute motion). No vote would be taken on the first or second motions. Second, if the substitute motion failed, the chair would then deal with the second (now the last) motion on the floor, the motion to amend. The discussion and debate would focus strictly on the amendment (should the committee be five or 10 members). If the motion to amend passed, the chair would then move to consider the main motion (the first motion) as amended. If the motion to amend failed, the chair would then move to consider the main motion (the first motion) in its original format, not amended. Third, the chair would now deal with the first motion that was placed on the floor. The original motion would either be in its original format (five- member committee), or if amended, would be in its amended format (10- member committee). The question on the floor for discussion and decision would be whether a committee should plan and put on the annual fundraiser. To Debate or Not to Debate The basic rule of motions is that they are subject to discussion and debate. Accordingly, basic motions, motions to amend, and substitute motions are all eligible, each in their turn, for full discussion before and by the body. The debate can continue as long as members of the body wish to discuss an item, subject to the decision of the chair that it is time to move on and take action. There are exceptions to the general rule of free and open debate on motions. The exceptions all apply when there is a desire of the body to move on. The following motions are not debatable (that is, when the following motions are made and seconded, the chair must immediately call for a vote of the body without debate on the motion): Motion to adjourn. This motion, if passed, requires the body to immediately adjourn to its next regularly scheduled meeting. It requires a simple majority vote. Motion to recess. This motion, if passed, requires the body to immediately take a recess. Normally, the chair determines the length of the recess which may be a few minutes or an hour. It requires a simple majority vote. Motion to fix the time to adjourn. This motion, if passed, requires the body to adjourn the meeting at the specific time set in the motion. For example, the motion might be: "I move we adjourn this meeting at midnight." It requires a simple majority vote. Motion to table. This motion, if passed, requires discussion of the agenda item to be halted and the agenda item to be placed on "hold." The motion can contain a specific time in which the item can come back to the body. "I move we table this item until our regular meeting in October." Or the motion can contain no specific time for the return of the item, in which case a motion to take the item off the table and bring it back to the body will have to be taken at a future meeting. A motion to table an item (or to bring it back to the body) requires a simple majority vote. Motion to limit debate. The most common form of this motion is to say, "I move the previous question" or "I move the question" or "I call the question" or sometimes someone simply shouts out "question." As a practical matter, when a member calls out one of these phrases, the chair can expedite matters by treating it as a "request" rather than as a formal motion. The chair can simply inquire of the body, "any further discussion ?" If no one wishes to have further discussion, then the chair can go right to the pending motion that is on the floor. However, if even one person wishes to discuss the pending motion further, then at that point, the chair should treat the call for the "question" as a formal motion, and proceed to it. When a member of the body makes such a motion ( "I move the previous question "), the member is really saying: "I've had enough debate. Let's get on with the vote." When such a motion is made, the chair should ask for a second, stop debate, and vote on the motion to limit debate. The motion to limit debate requires a two -thirds vote of the body. NOTE: A motion to limit debate could include a time limit. For example: "I move we limit debate on this agenda item to 15 minutes." Even in this format, the motion to limit debate requires a two - thirds vote of the body. A similar motion is a motion to object to consideration of an item. This motion is not debatable, and if passed, precludes the body from even considering an item on the agenda. It also requires a two -thirds vote. Majority and Super Majority Votes In a democracy, a simple majority vote determines a question. A tie vote means the motion fails. So in a seven - member body, a vote of 4 -3 passes the motion. A vote of 3 -3 with one abstention means the motion fails. If one member is absent and the vote is 3 -3, the motion still fails. All motions require a simple majority, but there are a few exceptions. The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss an item. These extraordinary motions require a two - thirds majority (a super majority) to pass: Motion to limit debate. Whether a member says, "I move the previous question," or "I move the question," or "I call the question," or "I move to limit debate," it all amounts to an attempt to cut off the ability of the minority to discuss an item, and it requires a two - thirds vote to pass. Motion to close nominations. When choosing officers of the body (such as the chair), nominations are in order either from a nominating committee or from the floor of the body. A motion to close nominations effectively cuts off the right of the minority to nominate officers and it requires a two - thirds vote to pass. Motion to object to the consideration of a question. Normally, such a motion is unnecessary since the objectionable item can be tabled or defeated straight up. However, when members of a body do not even want an item on the agenda to be considered, then such a motion is in order. It is not debatable, and it requires a two -thirds vote to pass. Motion to suspend the rules. This motion is debatable, but requires a two - thirds vote to pass. If the body has its own rules of order, conduct or procedure, this motion allows the body to suspend the rules for a particular purpose. For example, the body (a private club) might have a rule prohibiting the attendance at meetings by non -club members. A motion to suspend the rules would be in order to allow a non -club member to attend a meeting of the club on a particulate date or on a particular agenda item. Counting Votes The matter of counting votes starts simple, but can become complicated. Usually, it's pretty easy to determine whether a particular motion passed or whether it was defeated. If a simple majority vote is needed to pass a motion, then one vote more than 50 percent of the body is required. For example, in a five - member body, if the vote is three in favor and two opposed, the motion passes. If it is two in favor and three opposed, the motion is defeated. If a two - thirds majority vote is needed to pass a motion, then how many affirmative votes are required? The simple rule of thumb is to count the "no" votes and double that count to determine how many "yes" votes are needed to pass a particular motion. For example, in a seven - member body, if two members vote "no" then the "yes" vote of at least four members is required to achieve a two - thirds majority vote to pass the motion. What about tie votes? In the event of a tie, the motion always fails since an affirmative vote is required to pass any motion. For example, in a five- member body, if the vote is two in favor and two opposed, with one member absent, the motion is defeated. Vote counting starts to become complicated when members vote "abstain" or in the case of a written ballot, cast a blank (or unreadable) ballot. Do these votes count, and if so, how does one count them? The starting point is always to check the statutes. In California, for example, for an action of a board of supervisors to be valid and binding, the action must be approved by a majority of the board. (California Government Code Section 25005.) Typically, this means three of the five members of the board must yote affirmatively in favor of the action. A vote of 2- 1 would not be sufficient. A vote of 3 -0 with two abstentions would be sufficient. In general law cities in California, as another example, resolutions or orders for the payment of money and all ordinances require a recorded vote of the total members of the city council. (California Government Code Section 36936.) Cities with charters may prescribe their own vote requirements. Local elected officials are always well - advised to consult with their local agency counsel on how state law may affect the vote count. Afre.. eansul frog state twe is to eheek +he statues, rules the he.l.. if the ....lee step number- the body that : of "these of say eount votes- ef if the the holy that . the ...tee these rules of say tt „ eount of Yeting, And if the the bedy the then the fules of rule thufab fire silent on subjeet, default r,.le) is that . generA of (and « eeant a b' 11 Where there is a no statutory super majority requirement, the general rule and the default rule is to proceed under the "present and voting rule" with regard to how to count abstentions. Uunder the "present and voting" system, you would NOT count abstention votes on the motion. Members who abstain are counted for purposes of determining quorum (they are "present "), but you treat the abstention votes on the motion as if they did not exist (they are not "voting"). On the ether hand, i the rules of the holy sr,ee:f Bally say that . eount ..,.tee of .1---- 44__ ___ ____.11 al____ _____ illy _____. _1__.__..' . 1. _.1. 1.. abstention votes ast just like "no" How does this work in practice? Here are a few examples. Assume that a five- member city council is voting on a motion that requires a simple majority vote to pass, and assume further that the body has no specific rule on counting votes. Accordingly, the default rule kicks in and we count all votes of members that are "present and voting." If the vote on the motion is 3 -2, the motion passes. If the motion is 2 -2 with one abstention, the motion fails. Assume a five- member city council voting on a motion that requires a two - thirds majority vote to pass, and further assume that the body has no specific rules on counting votes. Again, the default rule applies. If the vote is 3 -2, the motion fails for lack of a two - thirds majority. If the vote is 4 -1, the motion passes with a clear two -thirds majority. A vote of three "yes," one "no" and one "abstain" also results in passage of the motion. Once again, the abstention is counted only for the purpose of determining quorum, but on the actual vote on the motion, it is as if the abstention vote never existed - so an effective 3 -1 vote is clearly a two -thirds majority vote. Now, el nge the s `a . Assume the same five thirds major-ity vate b to pass, but now assume that the hady DOES haN,e ruler s twe thirds a speeifie present." under this na vote of fnembers speei€ie Fine, we st ,aunt the r. ..,hers 6 present not enly fat: quefum but also for- the mation. in this has the for-e_ effeet if seenarie, any abstention same and as It AeeeFdi� the "yes," ...,:., u ..., vote. "abstain," ngl�f were wee one � il the . fails. Tke n otie.. then abste..r:.,.. "no" this ease is t,•eeted like ., vote and efF etiye vote of 3 2 is not b Now, exactly how does a member cast an "abstention" vote? Any time a member votes "abstain" or says, "I abstain," that is an abstention. However, if a member votes "present" that is also treated as an abstention (the member is essentially saying, "Count me for purposes of a quorum, but my vote on the issue is abstain. ") In fact, any manifestation of intention to vote either "yes" or "no" on the pending motion may be treated by the chair as an abstention. If written ballots are cast, a blank or unreadable ballot is counted as an abstention as well. Can a member vote "absent" or "count me as absent ?" Interesting question. The ruling on this is up to the chair. The better approach is for the chair to count this as if the member had left his/her chair and is actually "absent." That, of course, affects the quorum. However, the chair may also treat this as a vote to abstain, particularly if the person does not actually leave the dais. The Motion to Reconsider There is a special and unique motion that requires a bit of explanation all by itself; the motion to reconsider. A tenet of parliamentary procedure is finality. After vigorous discussion, debate and a vote, there must be some closure to the issue. And so, after a vote is taken, the matter is deemed closed, subject only to reopening if a proper motion to consider is made and passed. A motion to reconsider requires a majority vote to pass like other garden - variety motions, but there are two special rules that apply only to the motion to reconsider. First, is the matter of timing. A motion to reconsider must be made at the meeting where the item was first voted upon. A motion to reconsider made at a later time is untimely. (The body, however, can always vote to suspend the rules and, by a two - thirds majority, allow a motion to reconsider to be made at another time.) Second, a motion to reconsider may be made only by certain members of the body. Accordingly, a motion to reconsider may be made only by a member who voted in the majority on the original motion. If such a member has a change of heart, he or she may make the motion to reconsider (any other members of the body — including a member who voted in the minority on the original motion — may second the motion). If a member who voted in the minority seeks to make the motion to reconsider, it must be ruled out of order. The purpose of this rule is finality. If a member of minority could make a motion to reconsider, then the item could be brought back to the body again and again, which would defeat the purpose of finality. If the motion to reconsider passes, then the original matter is back before the body, and a new original motion is in order. The matter may be discussed and debated as if it were on the floor for the first time. Courtesy and Decorum The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently, fairly and with full participation. At the same time, it is up to the chair and the members of the body to maintain common courtesy and decorum. Unless the setting is very informal, it is always best for only one person at a time to have the floor, and it is always best for every speaker to be first recognized by the chair before proceeding to speak. The chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question, not the personalities of the members of the body. Debate on policy is healthy, debate on personalities is not. The chair has the right to cut off discussion that is too personal, is too loud, or is too crude. Debate and discussion should be focused, but free and open. In the interest of time, the chair may, however, limit the time allotted to speakers, including members of the body. Can a member of the body interrupt the speaker? The general rule is "no." There are, however, exceptions. A speaker may be interrupted for the following reasons: Privilege. The proper interruption would be, "point of privilege." The chair would then ask the interrupter to "state your point." Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting. For example, the room may be too hot or too cold, or a blowing fan might interfere with a person's ability to hear. Order. The proper interruption would be, "point of order." Again, the chair would ask the interrupter to "state your point." Appropriate points of order relate to anything that would not be considered appropriate conduct of the meeting. For example, if the chair moved on to a vote on a motion that permits debate without allowing that discussion or debate. 7 Appeal. If the chair makes a ruling that a member of the body disagrees with, that member may appeal the ruling of the chair. If the motion is seconded, and after debate, if it passes by a simple majority vote, then the ruling of the chair is deemed reversed. Call for orders of the day. This is simply another way of saying, "return to the agenda." If a member believes that the body has drifted from the agreed -upon agenda, such a call may be made. It does not require a vote, and when the chair discovers that the agenda has not been followed, the chair simply reminds the body to return to the agenda item properly before them. If the chair fails to do so, the chair's determination may be appealed. Withdraw a motion. During debate and discussion of a motion, the maker of the motion on the floor, at any time, may interrupt a speaker to withdraw his or her motion from the floor. The motion is immediately deemed withdrawn, although the chair may ask the person who seconded the motion if he or she wishes to make the motion, and any other member may make the motion if properly recognized. Special Notes About Public Input The rules outlined above will help make meetings very public - friendly. But in addition, and particularly for the chair, it is wise to remember three special rules that apply to each agenda item. Rule One: Tell the public what the body will be doing. Rule Two: Keep the public informed while the body is doing it. Rule Three: When the body has acted, tell the public what the body did. 2217941.1 Sturgis ATTACHMENT C Brief Resume of Parliamentary Rules from (This summary of commonly used parliamentary rules from Sturgis is a slightly modified and updated ` version —_n earlier document, --m,_--' Fred Cranston, for the HSU Academic --__ It is based on The Standard Code of Parliamentary Procedure Oth edition, Revised and Updated). Precedence of Motions Privileged Motions 1. Adjourn 2, Recess 3, Questions mfprivilege Subsidiary Motions 4� Postpone temporarily (or table) 5. Close debate 6. Limit or extend debate 7� Postpone toa certain time D. Refer tncommittee Q� Amend Main Motions 1O. The main motion and restorative main motions Basic Rules of Precedence: 1 When amotion is being considered, any motion of higher precedence may be proposed, but nn motion of lower precedence may bwproposed. Higher precedence ie accorded to lower 2, Motions are considered and voted onin reverse order bztheir proposal. The motion last proposed is considered and disposed of first, Incidental Motions Incidental motions (Appeal, Suspend Ru|es, etc.) have no order ofprecedence. U. Motions to Postpone Motion to postpone temporarily (to lay on the Table, or to Table). Defers the main motion temporarily but specifies no time for its consideration and is not debatable. Its effect terminates with the current meeting. The postponed motion ran be taken up again for consideration atany time during the current nnaeUnQ by a motion toresume its consideration. Usually used when more urgent business arises, for example, a TIME CERTAIN agenda item. Motion to postpone to a certain time. A motion to postpone hoa certain time defers consideration of the pending main motion, but also 8uen a definite date or time for its consideration. Debate on this motion is permitted, but is restricted to brief discussion of the time or reason for postponement. Motion ho postpone indefinitely (Robert'$ Rules). Kills the pending main motion. Fully debatable and opens main motion to debate. In addition to killing the main mno0on. this motion is useful for opponents to learn, without risk cfadopting the main motion, who favors and who opposes it. Parliamentary Rules from Sturgis Ui Motion to Vote Immediately 2 Motion toclose debate and vote immediately. Prevents mv stops discussion cm the pending question 0r questions and prevents the proposal of other subsidiary motions except hopostpone temporarily, and to bring the pending question or questions to an immediate vote, Is not debatable and requires a two-thirds vote. Question! The correct way to bring amatter to an immediate vote is to obtain the floor and move to close debate. A common practice, however, is to call out 'Question!" or "I call for the question!" without obtaining the floor. The member who calls the question is out of order; but ed the discretion of the chair, this may betreated aoan informal way o( closing the debate, The chair may proceed by general consent, 0r may take a vote requiring two-thirds majority. 0. Other Motions Question of privilege enables a member to secure immediate decision and action by the presiding officer una request that concerns the comfort, convenience, rights, or privileges of the assembly or of the member, or permission to present a motion of an urgent nature, even though other business is pending. Motion to appeal enables a member who believes that the presiding officer is mistaken or unfair in a ruling to have the assembly decide by vote whether the presiding officer's decision should be upheld oroverruled. Request for point oy order calls attention Uf the assembly and of the presiding officer hoaviolation of the nu|es, an omhsnion, e rnisbaha, or an error in pr0codun3. and to secure ruling from the presiding officer on the question raised. Parliamentary inquiry enables a member bdho ask the presiding, officer a question relatina to proper procedure in connection with the pending motion or with a motion the member may wish to bring before the assembly immediately, or for information on the meaning or effect of the pending queohonm�or(b) to ask the speaker or the proposer of the motion a question about the pending motion. A Dodiarnnntary inquiry may interrupt speaker only if it requires an immediate answer, Request to withdraw a motion enables a member who has proposed 8 motion hu remove dfrom consideration by the assembly. Motion is not debatable, the consent of the seconder is not necessary, and requires a majority vote, Division pfa question ks used Vo divide m motion that is composed of two or more independent parts into individual motions that may be considered and voted on separately. Any member has the right to request a division into separate motions. If the chair agrees, the chair must divide it. If there is objection to the division, a vote must be taken. Call for division of assembly is used to verify an indecisive voice or hand vote by requiring the voters to rise and, ifnecessary, to be counted. Maybe made immediately after a vote has been taken and without waiting for recognition. Motion to limit or extend debate limits or extends the time that will bedevoted to discussion of a pending motion or modifies or removes limitations already imposed on its discussion. Motion to refer bmcommittee transfers o motion that is pending before the assembly to Parliamentary Rules from Sturgis Motion to suspend rules permits an assembly to take some action that otherwise would be prevented by a procedural rule or by a program already adopted. All motions require seconds, excepting those that are presented as a request or demand: point or order, parliamentary inquiry, withdraw a motion, division of a question, divisions of the assembly, and question of privilege. However, if presented as a motion, alf require seconds. Most motions require a majority vote. Three motions require a two-thirds vote: Close debate and vote immediately; Limit debate; and Suspend the rules. V. Amendments Amendments must be germane to the motion. They may be hostile; that is, opposed to the actual intent of the original motion. They may be made to the original (main) motion or to a pending amendment. Only one amendment to the main motion may be on the floor at a time. Several amendments and amendments to amendments may be offered in succession. (The practice of the Academic Senate has been to allow only one amendment to an amendment, otherwise it gets too confusing). When an amendment to a motion is proposed, discussion is limited to that amendment until it is disposed of. When the wording or effect of a motion as proposed is not satisfactory, it is sometimes better, instead of proposing several amendments, to reword the motion and propose it as an amendment by substitution. The proposer of a motion or an amendment has the right to modify or withdraw the motion or amendment at any time before the presiding officer has stated it to the assembly for consideration. A member may propose a "friendly amendment", indicating that the member proposing the amendment feels it will be acceptable to the maker of the main motion. Amendments are voted an in the reverse order of their proposal- An amendment to an amendment is voted on first, and requires only a majority vote. SturgisSurnmary.doc PRINCIPAL RULES GOVERNING: MOTIONS Order of /irecedence Can interrupt? Requirrs second? Pehat� able Amend- able? b'ote required? Applies to what other motions? Can have what other motions applied to it ?' Refer to page PRi MAErI M(MONS required? other motion? motions applied to it? T _ to page MO'nONS 1. Adjourn No Ye=s Yes' %"I Nlaj)rit> Nottu Amend 77 2. Recevs No Ycs 'f ".0 Ycs' Nbjolif4 N,,iw Amriid' 751 3, Qleiesliilil oI 1)i le`I �l'j t' Yt's N,I N,, No N0111' Nltt", None -1 SILMSIMARY MOTIONS KAFit cif or( M YA-i N,> No No 'Nom' .Any cliol 4. Pastponr Icmlleotarih ( klhle•i No Ycs N9) Nl> 7llajeuiiv' %loin Illolion None lilt 5, ("lose dell to tits Yes No No /'1 Debatable ltlo6ons None 0111 6. Limit debme No Yes Yeti' Yes' ;i Oehatahle nlotinns Amend' 62 7. llnsip otic to :t A cruitti roil No Ye" N't s, VcSI �1,1;ljotIl\ iVl It1 '1110 ioll Amend" Close debate, hinit. debate- 58 ls., Refer l0 e:o mmiluc No Yl•s Ycs` Yes, Alajof 111 maill rllutl0n Antend', a low t' deflate. limit. dehate 55i +l. Amend N,t Ye" Ycs Ycs Yhjol ifV Rv%,t1171ab It• ineil „oohs C kvir dellme, limil drintie, arnelld 47 MAIN U011ONS 10. �i 1ltd: 11witl 111olion No Yo, Y4 's Yv.s `I,Ilrllili' Nom— RY szoi:itiwi ,iih,id6i V :12 ll. Reslortth•c litaill rllotton, 6 Amentl ;i lAfrviouk dell +ill No Yc's Yes Ye•s Majority Maln tn0tioll stlh%iehAll 4, wslora Frt'e ifl hiitlty No Nes Yvs Y4s Kijorny [Iteviotts actnol Stlbsidlal'y 37 Rc•consulct Yes Ycs Ycs' No Mkt jotio , Ltaill Motion Close de•hate•, limit debate 38 Resriru! Ntl Yes Ycs No 5tajolit %� Mail] rllotion Close drhate, linlit lobate 42 Resulliv 4ons0cralion No Ycv No No Majot'fly Main limfioll None 44 INCIDENTAL. MOTIONS Can Requires Debat- Amend- tote Applies to what Can have what other Refer No order of precedence interrupt? second? able? able? required? other motion? motions applied to it? T _ to page MO'nONS K2 Appeal Ycs Ni, !%Iajoritq I tccisifIII of chair 1Is(, (it'Ila(e, Inuit del suspetRi rules, No Yes No No it j None None 89 Consider ii loo n:rlli No Yell Nl,s No Slain Illotilnl Notte 126 REQUt?STS KAFit cif or( M YA-i N,> No No 'Nom' .Any cliol Non, 87 l'arliatne llial'y ltignic Y( s Nt1 'N, I Ni, Nont' MI Inotiolls None 90 Y4'Itildf,IW 8 /11011011 Yes NII N.i No Nnilf' Ylt lllomms N01n' 94 Mvisioll All illlt'stiolli No N,. sso No N lllc Maill Im.tioll Nom- 96 Mvision M sssendth Ycs No No No Nutic Indecisive vote Noul° 44 Moliml, ale ill ueliet m1h it no nlutlexl higliut or) the list is penf1mg t hns, it a rlloltou to dose flebiur is lu•luling, a lmttiou II> :unrlul %cooled he oil, ni from: (inter: (rill a ImAlion it; tut is ev )'d(l he ill tndel', Sit'( 'e• it ” "t"nks the p-lding Code '(]y r Sturgis, Alice. The Standard Code of Parliamentary Procedure. A 4 h editions. Imltiou. revised by the American Institute of Parliamentarians. New York: McGraw -Hill, 2001 x Requires two- thirds %oil• when it would %upprecs a Ammon xillrl>nt drh;tl'. 269 ' YY'ullelt:ri +' nl,r� Iti.' ,lttihl tl + <. ,Ill nu,tiflus_ 6 Sturgis Parliamentary Procedure Motions Chart (Side 1) Based on Sturgis Standard Code of Parliamentary Procedure (4th Edition) The motions below are listed in order of precedence. A motion can be introduced if it is higher on the chart than the pending motion. Register I rise to to H a question of Yes No None ] complaint privilege ! I move that the Lay aside main motion be 68 No Yes No No Varies temporarily postponed temporarily Close debate I move to close 55 and vote No Yes debate immediately 62] m Liit o r NO', Yes Yes Yes 213 extend debate �F F Postpone to a I move to certain time postpone the No Yes Yes Yes Majority motion until ... 55 Refer to I move to !refer No N­Yes Yes Yes Majority committee the motion Modify wording move to 4' 1 amend the No es Yes Majority 1 " I of motion motion by... Bring business before A 32 assembly (a 1 move that No Yes Yes Yes Majority main motion) http:i,'/w-w-xjirnslaughter.com!sturgis.htm 8111612005 sturgis vaniamentary Proceaure motions Chart (Side Z) Based on Sturgis Standard Code of Parliamentary Procedure 82 L 84 L87 gro 16 Incidental Motions - no order of precedence. Arise incidentally and are decided immediately. [Y-0 :q WANT: Y. JINTERRUPT? AMEND? VOTE? appeal from Amend a I[ al m amend the Submit matter to assembly the decision of Yes Yes Yes No Yes 1 Vanes the chair Varies 8 371 Reconsider motion Areconsider Yes I move to 14:2]1 Cancel previous action I I move to lirescind .... Suspend rules suspend the No L Yes No No 213 I move to rule requiring 44 J[Enforce Point of Order Yes No No No None lParliamentary question JParliamentary [inquiry 11 Yes No No No None I request that Parliamentarian RO. Box 41027, Greensboro NC 27404-1027 Phone: 336-378-1899 e-mail: jim@limslaugMer.com web site: wwwJimslau Q "L PM i Divide motion the motion be No No No No None divided ... I call fora I Demand a rising vote di i vson of the i I s Ye No No No None 11assembly Jim Slaughter. Certified Professional Parliamentarian/Professional Registered Parliamentarian P,n- Box 41027, Greensboro NC 27404-1027 Phone; 336-378-1899 e-mail: j.im@j.i.Tnslaughter.com web site: www.iimslauahter.com Restorative Main Motions - no order of precedence. Introduce only when nothing else is pending. P e YOU WANT: YOU SAY, INTERRUPT? 2ND? DEBATE? AMEND? VOTE? move ed to I Amend a I[ al m amend the 36 previous action 1 11 1motn that was ,'' —1 Na Yes 1 Vanes Yes Varies 8 371 Reconsider motion Areconsider !I move to Yes 14:2]1 Cancel previous action I I move to lirescind .... No Yes Yes No Majority Resume I move to 44 consideration (take matter resume consideration No Yes No No Majority from table) of _ Jim Slaughter, Certified Professional Parliamentarian/Professional Registered Parliamentarian RO. Box 41027, Greensboro NC 27404-1027 Phone: 336-378-1899 e-mail: jim@limslaugMer.com web site: wwwJimslau Q "L PM PARLIAMENTARY PROCEDURES SURVEY SURVEY QUESTION: Has your Board of Directors /City Council adopted any specific rules of parliamentary procedure, i.e. Robert's Rules of Order or Rnennhern'c r?ulec of (1rrlar9 If cn Whinh rules -c Woo a nrinntarl9 Agency- Robert's° Rosenberg's Other None Notes Special Districts: Castro Valley Sanitary District x Contra Costa Water District x Delta Diablo Sanitation District x Dublin San Ramon Services District x East Bay Municipal Utility District Sturgis Fairfield- Suisun Sewer District x Inland Empire Utilities Agency x Ironhouse Sanitary District x Mt. View Sanitary District x Napa Sanitation District x Oro Loma Sanitary District x Union Sanitary District x Vallejo Sanitation and Flood Control District x West County Wastewater District x Subtotals 5 1 1 7 Cities: Barstow x Belmont x Camarillo x - - - --> Lobbying for their Council to adopt Rosenberg's Capitola x Carpenteria x - - - -4 Lobbying for their Council to adopt Rosenberg's Cathedral City Ferndale x x Fillmore x Fortuna x Galt x lone x La Quinta Lawndale x Los Altos x - - - -4 x Lobbying for their Council to adopt Rosenberg's Oroville x Richmond x San Clemente San Mateo x x Sausalito x Sonoma x Vallejo Willits X I x N: L4DMINSUPI4DMINIDIST- SECIParliamentary Procedure12012 SURVEY - Parliamentary Procedures - 2013 Version. doc D n 2 9 M z A ATTACHMENT E RESOLUTION NO. 2014 -005 � � A RESOLUTION OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT ADOPTING ROSENBERG'S RULES OF ORDER, WITH MODIFICATIONS, AS THE PARLIAMENTARY PROCEDURE FOR THE CONDUCT OF BOARD MEETINGS WHEREAS, the Board of Directors requested that the Policy Development and Internal Operations Committee look at options for possible adoption of a set of parliamentary procedures to assist with the conduct of District Board meetings; and WHEREAS, staff obtained information on the three most commonly -used sets of procedures: Roberts Rules of Order, Sturgis, and Rosenberg's Rules of Order; and WHEREAS, at its meeting of October 15, 2013, the Policy Development and Internal Operations Committee reviewed and compared the three options; and WHEREAS, the Policy Development and Internal Operations Committee recommended adoption of Rosenberg's Rules of Order as the most suitable for District Board meetings; and WHEREAS, District Counsel has amended the rules to clarify voting requirements and how abstentions are counted. NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Central Contra Costa Sanitary District as follows: The Board hereby adopts Rosenberg's Rules of Order, as amended, as the set of parliamentary procedures that will govern the conduct of Board meetings. PASSED AND ADOPTED this 9th day of January, 2014, by the Board of Directors of the District by the following vote: AYES: Members: NOES: Members: ABSENT: Members: David R. Williams President of the Board of Directors Central Contra Costa Sanitary District County of Contra Costa, State of California COUNTERSIGNED: Elaine R. Boehme, CMC Secretary of the District Central Contra Costa Sanitary District County of Contra Costa, State of California Approved as to form: Kenton L. Alm, Esq. Counsel for the District