Parliamentary

CWA Procedure

Conrmmications Workers of America A Handy Guide

Education De1lartment
2018 Communications Workers
of America
VOTING

The person occupying the Chair when a vote is taken does

not vote except to break or make a tie. If the Chair’s vote
makes a tie, the motion is lost.

Voting is normally by voice. If the result is not clear, the A Short Course in
Chair should ask for a standing vote.

Other methods of voting are: DIVISION OF THE HOUSE,

PARLIAMENTARY
SECRET BALLOT, or ROLL CALL of the Assembly.
PROCEDURE
for Members

This Short Course was specifically designed to acquaint

new members with the rudiments of the Parliamentary This booklet has been issued in response to many requests for
Procedure, and is, therefore, brief in coverage. For members a simple, basic explanation of parliamentary procedure. This
who desire to know more on the subject, or to further educate work is intended to fill that need. A few readings will give you
themselves to chair meetings, there are many books available an opportunity to catch up with the old hands, learn the right,
on the subject. and responsibilities of persons who chair meetings, and make
a contribution toward genuinely democratic meetings. Carry
it with you.

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OBJECT • A rejected motion cannot be renewed at the same
session. It can be renewed by the same maker at a
future session.
The object of all procedure is to get things accomplished
Further, no motion can be introduced that is so nearly like
in an orderly manner – to take things up one at a time, and
a rejected motion that it would PLACE THE SAME
dispose of them in the shortest time possible, at the same
QUESTION BEFORE THE HOUSE a second time. Also, no
time, in a democratic fashion.
motion can be introduced which interferes with a motion
When only the Chair knows Parliamentary Procedure, which has been Tabled, Postponed, or placed in Committee.
they can use it to their advantage – but when most of the
RECONSIDER A MOTION
body also understands the rules, the “Floor” actually controls
the meeting, and the “Chair” simply directs it. The object of this action would be to bring back a question
for more discussion, and obtain a new vote. Such a motion
If you get in the habit of using the right terms, everybody
can only be made by a member WHO VOTED WITH THE
will understand matters more readily. Not the expressions
PREVAILING SIDE on the previous vote! Such a motion must
which appear in capital letters throughout this text.
receive a Second, and can be Debated, but not Amended.

• If the Reconsideration carried, the result is just

as though the original vote had not been taken.
THE AGENDA
Should such motions be brought up, and you feel the
reason is a bad one, don’t forget to use the “Question of
When a meeting is called to order by the CHAIR, an
Privilege.”
AGENDA, or ORDER OF BUSINESS, should be offered for
approval. Once the Agenda is approved, the meeting is It is a good thing for the members of the union to know
technically limited to the POINTS included. We usually take the rules, and thus be prepared to keep the union meeting on
care of the other matters and “beefs” under the “GOOD AND a true course.
WELFARE” period. If no Agenda is offered, ask for it. If
certain points you are interested in do not appear to be
included, rise and either inquire about them or MOVE to add
them to the Agenda.

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 If the Chair sees the point you are making, he or she MOTIONS
states, “The point is well taken,” and follows it.

If the Chair does not, he or she states their reason, and the
The business of a meeting is carried forward by
way is open for an Appeal to be taken, if necessary.
MOTIONS. The object of all Motions is to get things done in
AND THIS IS IMPORTANT! Even though the Chair is an orderly manner, and democratically. A Motion is MADE
obliged to recognize the above Questions of Privilege, the from the FLOOR, and then followed by DEBATE ON THE
Assembly is not. As the book states it, “Privilege of Assembly QUESTION.
outranks personal privilege.” A chronic interrupter can thus
In actual practice, there is usually some Debate before the
be silenced by a proper motion.
Motion. Debate without a Motion often becomes aimless, and
While a Question of Privilege requires no second, gets no should be limited.
debate, and is not amendable, the action desired may be
In Debating, or SPEAKING ON A MOTION, no member
deferred until the speaker is finished, and may also be Tabled
should be allowed to speak twice before everyone who wants
or Postponed Indefinitely. In the latter case, the question
to has spoken once.
interrupted is not carried with a Tabling or Postponement
motion. The Chair can and should rule OUT OF ORDER a member
who insists upon having the floor twice before others have
RENEWAL and RECONSIDERATION had it once. Speaking on a Motion is also called TAKING THE
FLOOR.

Much confusion exists as to bringing up a point again, or Motions must be made on the subject involved, or the
trying to get a matter reconsidered. There are simple rules POINT ON THE AGENDA, which is being taken up. If a
covering these things. Motion is made on some other subject, the Chair is obliged to
rule the MAKER OF THE MOTION Out of Order, and REFER
RENEW A MOTION
THE QUESTION to the proper place on the Agenda.
The object of this action would be to bring up a Motion
again after it has been defeated. The rule is:

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SECONDING The Question of PRIVILEGE

Motions must be SECONDED to be entitled to Debate. If The QUESTION OF PRIVILEGE is often interpreted to
the Motion is not Seconded, the Chair is obliged to point out mean “I am a privileged person, and have the right to the floor
that there has been no Second, and proceed with the Meeting. again.”

The Chair is not supposed to “milk” the Membership for a The only privilege involved is the privilege of getting the
Second because he or she wants one, but it is proper to allow attention of the Chair at once to ASK A QUESTION, MAKE A
enough time for a Second, when required. POINT OF ORDER, or draw attention to pressing business
which cannot wait.
Debate before a Motion has been made can always be
stopped by someone MAKING A MOTION. Once a Motion When rising on a Question of Privilege, you do not wait
has been Made and Seconded, it must be DISPOSED OF, for recognition from the Chair, you INTERRUPT by stating, “I
either by being DEFEATED, PASSED, TABLED, REFERRED, rise to a Point of Inquiry (or Order, or Procedure).” The Chair
or PLACED IN COMMITTEE. All of these are covered further is OBLIGED to recognize you, answering, “State your
on in the text. Question.”

Except for certain PRIVILEGED MOTIONS, which will be Rising to a “Point of Procedure” means that you question
explained later also, a Motion cannot be placed while there is the procedure the Chair is following – you feel he or she is off
a PREVIOUS MOTION on the Floor. the track, acting contrary to REGULAR PROCEDURE.

Rising to a “Point of Order” usually means that you feel

some member of the Assembly, rather than the Chair, is off
RECOGNITION the track and you want the Chair to take action.

Rising on other “Questions of Privilege” usually involves

drawing attention to conduct or misconduct of members,
In Making a Motion, or MOVING, the member should
comfort of members, conduct of press or quests, etc. All such
rise, face the Chair, and signal or call for attention in a
interruptions are loosely included in the term “Question of
manner which will not disrupt the meeting. Once
Privilege.”
RECOGNIZED by the Chair, the SPEAKER should first state

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 After the vote, the Chair resumes the gavel, whether he or his or her name and department, so such information can be
she was sustained or not in the past decision. RECORDED IN THE MINUTES.

Technically, the Motion to Appeal the Decision of the Cair In other democratic bodies, it is proper to say, “Mr. Chair,”
is Debatable when the question involved is the BUSINESS OF “Madame Chair,” etc., but in the Union, it is more proper to
THE HOUSE, and not debatable otherwise. It is simplest, and say “Brother” or “Sister Chair.”
perfectly fair, to always handle an Appeal without a debate.
Once a Motion has been Made, it is the duty of the Chair
The decision of the Chair stands, until reversed by a majority
to repeat it in order that everyone hears it, and also to
vote. A tie vote SUSTAINS THE CHAIR. Further, since he or
CLARIFY it, if it was made in confused language.
she does not hold the gavel at the time, the Chair can vote.
Before we proceed further with Motions, let us remove
Members should not rise to criticize the Chair. If they
some of the misunderstanding concerning WITHDRAWING
have an objection to a RULING, it should always be handled
A MOTION.
through an Appeal

A sensible Chair should not take an Appeal personally, but

should welcome it, since it relieves him or her of the
responsibility and place it upon the Assemblage.
WITHDRAWING

The Chair is supposed to be the “servant of the Assembly,”

Before a Motion has been STATED BY THE CHAIR, its
and as such should refrain from discussing questions before
maker has the right to WITHDRAW it, or modify the
the Assembly, thus maintaining an impartial attitude.
language. But, after it has been stated by the Chair, the maker
The Chair cannot authorize anyone to act in his or her cannot withdraw or modify his or her Motion without the
place if he or she is absent from the Meeting. If the By-Laws CONSENT OF THE ASSEMBLY. After a Motion has been
do not cover that contingency., the Assembly has the duty to Stated by the Chair, it belongs to the Assembly.
elect an Acting Chair.
It is also Out of Order to ask the consent of the
SECONDER to the withdrawal of a Motion. The Seconder can
only withdraw his or her Second if the Motion has been
changed informally after he or she seconded it.

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 It is IN ORDER for anyone to ask the Maker of a Motion to It must be Seconded, can be Debated, but cannot be
withdraw it, through the Chair. But the Maker does not have Amended.
to comply. In brief, once a Motion is Made, Seconded, and
These Motions are dangerous, and must be watched with
Stated by the Chair, it cannot be withdrawn without the Chair
care when they come up. For, they can not only help to carry
getting the consent of the Assembly (usually by asking if there
the meeting along – they can wreck consideration of
are any objections to the withdrawal). When a Motion has
important subjects.
gone that far, it must be disposed of by being Tabled,
Referred, Defeated, Passed, etc., by vote.

When a Motion has been withdrawn, it is treated as

though it has never been made, and is not recorded in the
APPEALS TO OVERRULE CHAIR
minutes. Further, anyone can make the same motion again.
The object of withdrawing a Motion is to prevent it from
The Chair of a Meeting has certain rights, but they do not
being voted on and appearing in the minutes.
include engineering the meeting, or “railroading” certain
matters through. A decision of the Chair can always be
subjected to change through APPEAL.
AMENDMENTS
When a member rises to Appeal a decision of the Chair,
his or her Motion can be either to APPEAL THE DECISION,
Once a Motion has been duly Made, Seconded, and is on or to OVERRULE THE CHAIR – they both have the same
the FLOOR, it is subject to AMENDMENT. (Note – Certain meaning.
Motions are not amendable, and will be covered later on.)
Under such circumstances, the member should state
The object of an Amendment is to change or modify the carefully and in understandable language why he or she is
original Motion, without destroying the sense of it. For making the Motion. The Motion requires a Second.
instance, if there was a Motion on the Floor to hold a picnic, it
If Seconded, the Chair should yield the gavel to the next in
could be amended to add a date or a place, but could not be
rank at the meeting, and then state his or her reasons for the
amended to change the affair from a picnic to a bowling
decision. Without further Debate, the Acting Chair then puts
match.
the issue up for vote with the following words: “SHALL THE
CHAIR BE SUSTAINED?” (Meaning upheld.)

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  TABLING: A Motion to TABLE is a Motion to lay aside Amendments should take form of: Inserting or adding
business in such a manner that it can be RENEWED at words to the Motion; striking out words; substituting words
a later time – either at the same meeting, or a later or sentences. The Chair is obliged to rule Out of Order any
one. A Motion to Table requires a Second. Once proposed Amendment which would do more than the above,
Seconded, the Motion to Table cannot be either and change the sense of the Motion entirely.
Debated or Amended, but MUST BE PUT TO
In some cases, where a poorly worded Motion is made,
IMMEDIATE VOTE WITHOUT DISCUSSION.
even the Amendment does not make it a complete Motion in
When it is desired to resume the matter which was some of the members’ eyes. In such cases, an Amendment can
Tabled, the correct Motion is to “TAKE FROM THE TABLE.” be made to the first Amendment. This SECOND DEGREE
This Motion must be seconded, and is also not subject to AMENDMENT method is sometimes confusing, but it is
Debate or Amendment. When a matter is Taken from the legitimate, and it is up to the Chair to clarify the Motion and
Table, it is taken with all previous actions, amendments, etc., its Amendments.
and resumed just as it was when Tabled. Tabling a Motion or
If it is too complicated for this, the Chair can call for or
matter does not carry a time limit. That kind of
recommend a SUBSTITUTE MOTION, with the consent of
postponement is handled as follows:
the Assembly, which will tie the loose ends together so that
 POSTPONE TO A SET TIME: When the object is to set an intelligent vote may be taken. A Substitute Motion is itself
a future time at which a matter or motion must be a form of Amendment.
considered, do not move to Table. Instead, move to
Amendments to Motions are DEBATABLE (that is can be
POSTPONE to a set time, date, or meeting. A Motion
discussed). Like Motions, Amendments also require
to so POSTPONE CONSIDERATION requires a
Seconding. Discussion on an Amendment must be confined
Second. It CAN BE DEBATED before being voted on,
to the Amendment itself.
and can be amended as to the time.
 PLACE IN COMMITTEE: When it is desired to let a In TAKING THE VOTE, after Debate, the Amendment is
few handle a given matter, instead of holding up the first voted upon, and then the Motion itself is voted upon.
whole meeting needlessly, this is done by Sometimes, the nature of the Amendment is such that passing
COMMITTING, or PLACING IN COMMITTEE through or defeating the Amendment CARRIES or DEFEATS the
a properly worded Motion. motion also. In that event, it is not necessary to take a vote on
 POSTPONE INDEFINITELY: A Motion to POSTPONE the Motion.
INDEFINITELY is really a Motion to KILL the subject.
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 Before proceeding into further study on Motions, it might Minutes cannot be REJECTED, but they can be
be well to give some attention to the MINUTES. RETURNED FOR CORRECTION. When the Minutes of an
Executive Board meeting are read at a Membership Meeting,
it is only for general information, not Acceptance or
Correction.
THE MINUTES
However, having been advised, the Membership can take
action at the Meeting to censure or approve their Board.
The MINUTES OF A MEETING are simply a record of the
proceedings of that particular meeting. As such, they can only This, of course, is done through Motions at the proper
be ACCEPTED BY THE BODY whose Minutes they are. In time on the Agenda. The Membership should be alert to do
short, the General Membership can only ACCEPT Minutes of this, and be certain not to allow any top body to exercise
the Membership Meetings, the Executive Board can only undemocratic control.
ACCEPT its Own Minutes, etc. Upon reading of the Minutes
In connection with Minutes, it is important to know that
of a given meeting, they are subject to a Motion to Accept.
ACCEPTING A REPORT is the same as adopting it.
Sometimes, CORRECTIONS are raised, and then the Minutes
RECEIVING A REPORT merely allows it to be read to the
become ACCEPTED AS CORRECTED.
Assembly. Receiving does not mean approving or adopting.
Being simply the record of proceedings, Minutes may be Accepting does! In making Motions on Reports, the Assembly
corrected at any time, including at subsequent meetings. should understand the distinction in the above two words.

Minutes shall record all Main Motions which were not

withdrawn, all Points of Order, all Appeals and whether lost
or sustained. The Makers of Motions should be recorded, but DEFERRING ACTION
not necessarily the Seconders.

The date, time, and place of the Meeting, as well as the Once a matter has been duly placed on the Floor through
time of ADJOURNMENT should be in the Minutes. Also the Motion and Seconded, it may become necessary to defer or
results of any ROLL CALL votes, and full reports of TELLERS. postpone action. This can be done democratically by the
(Tellers are members elected or appointed to tally ballots.) Assembly in several ways, in addition to withdrawing the
Motion, which we have already covered.

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