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The Agenda
Have an agenda and stick to it. The agenda can be seen as a contract between the Chair and the members: “In return for your preparation, time and participation, we will deal with these issues.”
The agenda package, when possible, should include supporting material, which all members should read in advance.
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Handling the Business of the Meeting
Good decision making requires:
Background information
Options and recommendations
The right people attending
Preparation before the meeting
Full participation
Consideration of other’s ideas and opinions.
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Role of the Chair
The Chair’s duties are:
Check if a quorum is present and open the meeting at the prescribed time
Announce the business in the proper sequence as on the agenda)
Recognize members entitled to speak, in order in which they request to speak
Enforce the rules of decorum
Expedite business
Decide questions of order and respond to parliamentary enquiries (with the assistance of the staff support)
Declare the meeting adjourned
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Decision Making
Committees should strive for consensus in their decision-making. However, if necessary, final decisions are made by resolution adopted by a majority vote.
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Voting and Debating Rights
Each member of a committee, including the Chair, may make or second motions, may debate motions and may vote.
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Other Terms and Procedures
Unanimous General Consent is an informal method of resolving a routine and non-controversial procedural issue. For example, the presiding member may seek unanimous general consent as follows:
“Is there any objection to moving Item 7 forward on the agenda and considering it now? Hearing none, we will now proceed with item 7.
Friendly Amendment is an informal method of making a minor change to a motion or amendment. For example, during debate, it may be indicated that a minor change to a motion or amendment would better achieve the intent of the mover.
The Chair may then ask:
Is there any objections to adding the words ‘…..’? Hearing no objection, the words are added and the motion now reads “…..” OR Hearing no objection the words are added. Would the Committee Clerk please read the motion…Is there any further discussion on the motion? Caution: overuse of this method could result in confusion.
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Motions and Amendments
A main motion is a proposal to take action or give direction. The steps of handling a main motion are:
A member makes a motion: “I move that…”
Another member makes a motion: “Second” or “I second the motion”
The Chair states the motion or moves directly to debate: “It is moved and seconded that…AND/OR “Is there any discussion?”
Debate, and amendment if any, takes place.
The Chair puts the motion to a vote: We are now voting on the motion to…Those in favour? (Those voting in the affirmative indicate by raising a hand.) Opposed? (Those voting against indicate by raising a hand.)
Members should always clearly indicate their vote by raising their hand at the appropriate time. Those who do not vote by raising a hand are counted as voting in the affirmative.
The Chair announces the result: Motion passes.” “Motion defeated.” “Tie Vote – motion defeated.”
An amendment is a motion to change the wording of another motion before voting on it. An amendment is always dealt with before the original motion. In effect, the amendment temporarily sets aside the motion which it proposes to modify. A motion to amend a debatable motion is debatable and requires the same steps as a main motion.
Three Methods of Amending a Motion:
By inserting or adding words
I move that the motion be amended by inserting the word(s)….between The word…and the word…” OR
I move that the motion be amended by adding the word(s)…”
By striking out words
I move that the motion be amended by deleting the words…”
By striking out words and inserting replacement
I move that the foregoing motion be amended by deleting the words…and inserting the words…in heir place.”
Only two levels of amendment are allowed. A main motion can be amended (primary amendment) and an amendment can be amended only once (second amendment). No amendment is permitted to a secondary amendment. If further amendments are desired, the question on the amendment to the amendment must be called before another amendment to the amendment can be made
The steps in the process are:
A motion is made.
An amendment to the motion is made.
An amendment to the amendment is made.
The question on the amendment to the amendment is called. (A further amendment to the amendment could be made here.)
The question on the amendment is called. (A further amendment to the main motion could be made here).
The question on the main motion is called.
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Debates on Motions and Amendments
When an amendment is made, discussion is allowed on the amendment only, not on the main motion. Once the vote on the amendment is taken, discussion proceeds on the motion (as amended if the amendment passed).
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Motions Permitted While Matter Under Debate
During debate on a motion, there are a limited number of other motions which would be considered to be in order. These are: motion to adjourn or recess the meeting, a motion to withdraw if made by the original mover, to amend, to refer to a sub-committee or to the staff support for report, or to postpone to a certain day. Questions of Privilege and Points of Order can also interrupt proceedings.
A replacement motion is like an amendment in that it sets aside the motion which it proposes to modify. If a replacement motion passes, there is no need to call the question on the original motion – the original motion is in effect gone.
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Motion to Withdraw a Motion
A motion which has been duly moved and seconded may only be withdrawn with the consent of the original mover and seconder. Once a motion to withdraw a motion has been carried, there is no record made in the minutes of the original motion have existed. It will not appear in the minutes.
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Motion to Refer
A motion to send a main motion to a sub-committee or to staff for further study and report back (within the authority of the committee).
“I move that the foregoing motion be referred to staff for review and report back to the committee by…”
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Motion to Defer Indefinitely
A motion to decline to take a position on an issue or motion. (Note: with the limited authority of committees, such an action could require endorsement by Council. The staff support can assist in this event.)
“I move that this item be deferred indefinitely” OR “I move that no action be taken on this issue at this time.”
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Motion to Defer to a Specific Date
A motion to stop debate and amendment and postpone consideration of an issue or motion to a specific future date.
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Division of a Question
A motion to divide a main motion into separate motions if each part can stand on its own.
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Adjournment
When a motion to adjourn is made, it means the meeting stops and will reconvene at another date and time. A motion to adjourn is not required if the agenda is completed – the Chair simply declares the meeting “closed” or “concluded”.
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Recess
A motion to take a break in the meeting. A motion or call for a recess should specify the amount of time to be taken for the recess.
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Points of Order
A member may raise a point of order at any time, whereupon the Chair must:
Interrupt a matter of consideration on the agenda
Interrupt a member who had been speaking, until the point of order is ruled on
Ask the member raising the point or order to state the substance of and the basis for the point of order, and
State the provision for Bylaw No. 3341, or other rule of order applicable to the point of order, which the Chair must do at once without debate.
If the ruling of the Chair is challenged, the Chair must put the challenge to a vote.
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Question of Privilege
Raising a request or motion relating to the rights or comfort of the committee or an individual. It is decided by the Chair.
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Point of Information
A request for information (e.g. from staff during debate).
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Reading of Motions
A member may require the motion under consideration to be read. The Committees Clerk or Secretary will ask to read a motion if he or she is unsure what it is or if he or she feels that others may not understand the exact motion being considered.
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Rules of Decorum and Debate
Committee meetings tend to be more information than would a Council meeting. The Chair of the committee has the duty and authority to allow the level of informality he or she feels would best facilitate the work of the committee.
Here are some meeting rules, which may be helpful and may be used by the committee:
The maker of a motion has a right to speak to their motion.
To speak a second time, a member should wait until all those who wish to speak have done so for the first time.
The number of times a member may speak on any matter is not limited.
Members must remain courteous and avoid personal attacks of each other and staff.
Remarks must be confined to the motion before the committee.
Remarks are always directed “through the chair”.
Members should not interrupt another speaker.
There are no limitations on the number of times a member may speak, or the length of the speeches.
Motions should be phrased concisely and to the point.
A decision to close debate can be made by unanimous general consent, by resolution, or by the Chair.
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