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Rosenbergs Rules of Orden Simple Parliamentary Procedure for the 21st Century <br />a staff person, or a committee chair <br />charged with providing information <br />about the agenda item. <br />Third, the chair should ask members <br />of the body if they have any technical <br />questions for clarification. At thispoint, <br />members of the governing body may ask <br />clarifying questions to the people who <br />reported on the item, and they should <br />be given time to respond. <br />Fourth, the chair should invite public <br />comments or, if appropriate at a formal <br />meeting, open the meeting to public <br />input. If numerous members of the pub- <br />lic indicate a desire to speak to the sub- <br />ject, the chair may limit the time of each <br />public speaker. At the conclusion of the <br />public comments, the chair should ann- <br />ounce that public input has concluded <br />(or that the public hearing, as the case <br />may be, is closed). <br />Fifth, the chair should invite a motion <br />from the governing body members. The <br />chair should announce the name of the <br />member who makes the motion. <br />Sixth, the chair should determine if any <br />member of the body wishes to second <br />the motion. The chair should announce <br />the name of the member who seconds <br />the motion. It is normally good practice <br />for a motion to require,a second before <br />proceeding with it, to ensure that it is <br />not just one member of the body who <br />is interested in a particular approach. <br />However, a second is not an absolute <br />requirement, and the chair can proceed <br />with consideration and a vote on the <br />motion even when there is no second. <br />This is a matter left to the discretion <br />of the chair. <br />Seventh, if the motion is made and sec- <br />onded, the chair should make sure every- <br />one understands the motion. This is <br />done in one of three ways: <br />1. The chair can ask the maker of the <br />motion to repeat it; <br />2. The chair can repeat the motion; or <br />3. The chair can ask the secretary <br />or the clerk of the body to repeat <br />the motion. <br />Eighth, the chair should now invite dis- <br />cussion of the motion by the members <br />of the governing body. If there is no <br />desired discussion or the discussion has <br />ended, the chair should announce that <br />the body willvote on the motion. If' <br />there has been no discussion or a very <br />brief discussion, the vote should proceed <br />immediately, and there is no need to re- <br />peat the motion. If there has been sub- <br />stantial discussion, it is normally best to <br />make sure everyone understands the <br />motion by repeating it. <br />Motions are made in a simple two-step <br />process. First, the chair recognizes the <br />member. Second, the member makes a <br />motion by preceding the member's <br />desired approach with the words: "I <br />move ..."''A typical motion might be: <br />"I move that we give 10 days' notice in <br />the future for all our meetings." <br />The chair usually initiates the motion by: <br />1. Inviting the members to make a <br />motion: "A motion at this time <br />would be in order." <br />Debate on policy is healthy; debate on personalities <br />is not. The chair has the right to cut off discussion <br />that is tea® personal, too lead or toga crude. <br />Ninth, the chair takes a vote. Simply <br />asking for the "ayes" and then the "nays" <br />is normally sufficient. If members of the <br />body do not vote, then they "abstain." <br />Unless the rules of the body provide <br />otherwise or unless a super -majority is <br />required (as delineated later in these <br />rules), a simple majority determines <br />whether the motion passes or is defeated. <br />Tenth, the chair should announce the <br />result of the vote and should announce <br />what action (if any) the body has taken. <br />In announcing the result, the chair <br />should indicate the names of the mem- <br />bers, if any, who voted in the minority <br />on the motion. This announcement <br />might take the following form: "The <br />motion passes by a vote of 3-2, with <br />Smith and Jones dissenting. We have <br />passed the motion requiring 10 days' <br />notice for all future meetings of this <br />governing body." <br />Motions in General <br />Motions are the vehicles for decision- <br />making. It is usually best to have a mot- <br />ion before the governing body prior to <br />discussing an agenda item, to help every- <br />one focus on the motion before them. <br />2. Suggesting a motion to the members: <br />"A motion would be in order that we <br />give 10 -days' notice in the future for <br />all our meetings." <br />3. Making the motion. <br />As noted, the chair has every right as a <br />member of the body to make a motion, <br />but normally should do so only if he or <br />she wishes a motion to be made but no <br />other member seems willing to do so. <br />The Three Basic Motions <br />Three motions are the most common: <br />1. The basic motion. The basic motion <br />is the one that puts forward a deci- <br />sion for consideration. A basic mot- <br />ion might be: "I move that we create <br />a five -member committee to plan <br />and put on our annual fundraiser." <br />2. The motion to amend. If a member <br />wants to change a basic motion that <br />is under discussion, he or she would <br />move to amend it. A motion to <br />amend might be: "I move that we <br />amend the motion to have a 10 - <br />member committee." A motion to <br />amend takes the basic motion that i` <br />before the body and seeks to change, <br />it in some way. <br />