This guide to parliamentary procedure has been prepared especially for use in the YMCA Youth & Government Program, but should be considered a valuable resource in any meeting or assembly where quick and efficient handling of business is desired.
These parliamentary rules make it possible for all action in the meeting to be understood. They guide the participants in discussion of the questions of the meeting in a way that allows them to be handled quickly and efficiently.
The Basic Rules of Parliamentary Procedure.
Since the Districts vary in size and resources, it is understood that not all Districts will be able to hold all the recommended sessions. They will however, help the Districts’ members become more familiar with the program and procedures
RECOMMENDED SESSIONS ON LOCAL LEVEL:
Committee Sessions: (Friday at the State Conference from 1:00 – 4:00 PM)
The Senate and two Assemblies’ (Liberty and Freedom) will arbitrarily be divided into committees. Each committee will have one Committee Chair’s identified by their District Coordinator. Each chair may select a clerk to assist the Chair.
The Committees have several purposes:
Time limits are recommended to ensure each bill a fair hearing. The committee chair will take the total allotted time and determine the approximate amount of time that can be spent on each bill (e.g.: if you have 6 bills to cover in one hour, each bill can be discussed in approximately 10 minutes). They must include ranking and opening team building activities. This will be done on Thursday prior to the conference during committee chair training.
If running behind schedule, it is the responsibility of the Chair to interrupt: (“time for discussion of the bill has expired. We will now proceed to the ranking of this bill.”), and set new time limits.
After the Chair calls the meeting to order, s/he will have the members of the committee introduce themselves. After all introductions are complete, it may be necessary for the Chair to explain any procedures (ranking…etc.)
Flow of Committee Hearing
REPEAT STEPS 1-9 until all bills are heard
Formal parliamentary procedure will be followed at all times during the session. The following procedures apply within the Senate
This form of parliamentary procedure, adapted from Robert’s Rule of Order, is to be followed at all formal legislative sessions. It is the responsibility of the legislature to maintain order and efficiency by following these forms. The following is a list and definitions of all possible motions, periods and procedures.
All remarks to the legislature must be addressed through the Chair. Nothing you say at any time is really being said directly to the legislature. It is all being relayed through the Chair. This means that you must begin each question or statement with either “Mr. Chair” or “Madame Chair.” You may be ruled out of order by the Chair is you fail to do so. This helps to maintain order and to cut down on PERSONAL REFERENCES.
This is done through making a motion to adjourn. You must be seconded as well as be recognized by the Chair. If the Chair rules the motion in order, it must pass a two-thirds majority vote. The Chair will then announce the time for reconvening.
This is given by the Bill sponsor(s) from the podium. It is their chance to explain the purpose of their bill and to argue in favor of it. It is the legislature’s first impression of the bill, so use it wisely to give your bill the best possible chance of passing. All the sponsors of the bill have the right to go to the podium at this time, and remain there until the end of debate, but they may also remain on the floor to debate if they wish. When you are done making your statement, it is common practice to end it with “Therefore, I urge the passage of this Bill and yield the remainder of my time to my summation.”
This is given by the sponsor(s) at the podium. They will have a period of time (decided by the Chair) to restate their position, rebut argument, or introduce new arguments in favor of their bill.
If the outcome of a voice vote is unclear, any member or the Chair can call division. The Chair will then call for a placard count vote.
This is used to end debate. This can be done on a con recognition, or after two consecutive pro recognitions. You must raise your placard and be recognized by the Chair. Your motion must be seconded before the Chair can call for a vote. If two-thirds or more vote for the motion, the legislature moves into the AUTHOR’S CLOSING STATEMENT.
Although the Governor has vetoed a piece of legislations does not necessarily mean that the bill is dead. If the chamber disagrees with the Governor’s veto, they can request a re-hearing of the bill (this would mean that the docket would be halted to allow the bill to come up again). The regular process of the docket will continue once the re-hearing is complete. The bill would have to go through three (3) rounds of pro-con debate once again. When the bill is up for a re-casting of votes, there must be a 2/3 majority of the chamber voting for the bill for it to be overridden. If a 2/3 vote is not attained, the bill will remain vetoed.
At no time should you refer to another legislator by name. Use phrases such as “the previous speaker,” if you need to make references. This is to enforce the principle that a debate is a debate, not a personal attack.
Used to ask a question to another member of the legislature. To ask a question, raise your placard and wait to be recognized by the Chair. When asked to do so, state your question. Be sure to ADDRESS THE CHAIR beginning you question with “Mr. Chair” or “Madame Chair.”
Points of information are most often used during TECHNICAL QUESTIONS, but the Chair may allow other questions to be given to the sponsor(s) or other legislator during debate
Use this to ask questions directly to the Chair. You must raise your placard and wait to be called on. This is most commonly used to ask about parliamentary procedure, the amount of time allowed by the Chair for statements, or the schedule.
When someone violates parliamentary procedure, alert the chair through this point. You may interrupt a speaker to call a point of order, and the Chair must immediately recognize you. The Chair then decides whether your point is valid or not.
“Point of order! Isn’t he supposed to be speaking pro?”
“Point of order! That wasn’t a technical question.”
Use this if there is something disturbing you in the chamber that the Chair can improve. You can interrupt a speaker for this point, and the Chair will decide if it is valid.
” Point of personal privilege! Would the sponsor speak up so I can hear him?”
“Point of personal privilege! There is too much talking in the back of the room.”
The Chair may also require you to rise to a point of personal privilege if you want to leave the room.
This is used to postpone debate on a bill until a later time. It can be done at any time during the debate and requires a two-third majority vote either to table or remove from the table.
The sponsors at the podium receive questions on their bill. All questions must be purely technical, not debatable. “What does ‘felony’ mean?” and “Why did you chose December 1st as the effective date?” are both technical. “Won’t this cause an increase in drunk driving?” is not technical, and should be ruled out of order by the Chair.
To ask a technical question, raise you placard and wait to be recognized by the Chair. When you are recognized, say “POINT OF INFORMATION” and the Chair will recognize a speaker and then his/her question will be answered immediately by the sponsor(s). This cycle will continue for the time period assigned by the Chair.
During all voting, whether it is on a procedural motion or an actual bill, the Chair must ask that the doors be barred and no further notes be passed. The delegates must be silent during a vote, or a re-vote may be called.
The Chair decides whether the legislature shall vote by voice, raising placards, or rising in place. If there is a question as to the outcome of a vote, DIVISION may be called to ask for a placard count.
The results of all votes are final. An issue cannot be brought to a vote again unless it is reintroduced once the Chair has declared the result.
Quick Reference Outline of Debate
Remember to address all comments through the Chair.
Period Motions Allowed
given by sponsor, time Point of personal privilege
allotted by Chair
Questions asked and immediately Point of personal privilege
responded to by the Sponsor Point of Information
Point of inquiry
alternates between pro Point of personal privilege
and con, must end on a Point of inquiry
con by moving the Point of information
previous question. * Other motions permitted by the
* The Chair may choose to allow more complicated motions such as TABLING and AMENDING, or may choose not to allow them because of time restraints.
Given by sponsor, time Point of personal privilege
allotted by the Chair
Silence must be maintained Point of personal privilege
and doors barred Division
NOTE: This section is intended as a guide to those participating in the debate. The presiding officers and chairpersons are expected to be more familiar with parliamentary procedure and how to deal with many different motions that may be brought up.
A committee consisting of the Presiding Officers and Adult Chamber Leaders will choose the Bills to be considered for Best Bill. The following factors will be considered: form, topic, overall appearance, and the sponsor’s presentation. A bill need not pass to be considered for Best Bill. During the time allotted for selection of the Best Bill, nominations are limited. The Bill with the most votes generated by chamber members will be awarded Best Bill at the closing Banquet.
Best Debater / Speaker
The nomination and election procedures are the same as for the Best Bill, except that chamber members can make nominations. The following factors should be considered: speaker’s remarks, the relevance of the speaker’s remarks, the speaker’s remarks on the debate, and the demeanor of the speaker. The number of times a person spoke should be considered, only when the quality of what is said, is taken into consideration.