COMMITTEES AND COMMITTEE REPORTS 3.

​ Committee as a Whole
A committee is a body of one or more persons It is made up of the entire assembly
appointed or elected to perform certain functions acting as a committee. It is resorted to
for the assembly. when the assembly desires to act on
any measure informally; this is achieved
Classification of Committees through a motion “that the assembly
●​ Executive Committee resolves itself into a committee of the
●​ Board of Management whole to consider the question before
●​ Ordinary Committee it.”
●​ Committee as a Whole
Creation and Composition of Committees
Boards of Management, their Composition, Committees may be elected by the assembly or
Duration, and Function appointed by the presiding officer or by the
governing body.
1.​ Executive Committee
Acts on behalf of a larger governing Every committee must have a chairman and a
body when urgent decisions are secretary who may be elected by the
needed. organization or appointed by the presiding officer
or by the governing board.
2.​ Board of Directors
Oversees corporate or institutional Procedures in Committees
governance. Makes high-level decisions In Boards and in Standing and Special
regarding financial management and Committees. Since committees are generally
policies. small discussion groups, their meetings are, as
a rule, characterized by the minimum of
3.​ Board of Governors formality, and the rules of parliamentary
Oversees the management and procedure are employed only in so far as they
strategic direction of a government are practical for the committee's purposes
agency or institution.
There are, however, two motions that are
4.​ Board of Trustees mandatory in character in committee meetings
Manages and oversees the assets and no matter how informally they are conducted;
endorsement of nonprofit organizations the motion to adopt or approve a report and
or foundations. the motion to rise.

5.​ Board of Managers In Committee of the Whole. If the assembly has

Directly oversees the administration and resolved itself into a committee of the whole, the
operations of an organization. presiding officer appoints any member of his
choice to act as chairman of the committee and
6.​ Board of Regents to whom he surrenders the Chair temporarily.
Governs public universities and higher The chairman then
education institutions calls the meeting to order and states the
Ordinary Committees, their Composition, business before the committee. The
Duration, and Function proceedings that follow are the same as those in
any committee meeting. (Sec. 10, To Commit or
1.​ Standing Committee Refer.)
It is created to perform for the
organization any kind of work related to Quorums and Votes in Committees
a particular field. May either be elected Unless the rules of the organization provide
or appointed by the Chair, otherwise, the quorum of a committee is
constituted by a majority of its members. The
2.​ Special Committee chairman has the power and duty to convene
It is created only for a special and the committee.
specific purpose. Membership in a
special committee may be either Subcommittees
appointive or elective.
A smaller group formed within a committee that
focuses on specific issues, tasks, or legislative Presentation
proposals. It conducts detailed studies, holds ●​ a copy is given to the members of the
hearings, gathers expert opinions, and drafts assembly
reports before submitting recommendations to ●​ introduction and explanation
the full committee for further action. ●​ report to be read in full or
in summary
Committee Hearings
It is a meeting held by a legislative committee to Consideration of Report
gather information, discuss, and review 1.​ adopt or,
proposed laws, policies or other important 2.​ reject the report, either in full or in part,
issues. or with certain exceptions or reservation;
3.​ file it away;
Amendments by the Committee 4.​ return it to the committee with
A committee cannot adopt, but may also instructions;
propose amendments to any motion, resolution, 5.​ refer it to another committee for
or question referred to it by the assembly. For consideration; or
this reason, any amendment proposed by the 6.​ postpone its consideration to some
committee should not be inserted in the main other time.
question but should be proposed separately for
the consideration of The following rules govern the disposition of
the assembly. committee reports in most cases:
1.​ If the report contains only statements or
Discharge of Committee opinions formulated purely for the
By a two-thirds vote the assembly may information of the assembly, no action is
discharge a committee from further necessary. If it is desired to endorse the
consideration of a question and through the work of the committee, a motion may be
same motion, may assign the question to made to accept the report, otherwise it
another committee or to a committee of the is filed away for future consideration of
whole.To take a question away from the hands the assembly.
of a committee is to reconsider the vote on the
committal which needs only a majority vote. 2.​ If the report concludes with a resolution
or set of resolutions, the reporting
Committee Reports member should move for the adoption of
A committee report is a written account of the the resolutions. Any other member of
work done by a committee in relation to a the assembly may do this in his stead. If
particular subject matter and containing the report contains recommendations for
whatever recommendations the majority of its action but which are not expressed as a
members may have in respect to the question. motion or resolution, any member may
move for their adoption.
Contents of Committee Reports
●​ Committee name and appointment date 3.​ If it is a financial report, the Chair refers
●​ The subject/question to be reported to the auditor or an auditing committee
●​ The scope of action of the committee to verify the accuracy of the figures.
●​ Statements of the information received Should the Chair fail to do this, any
by the committee pertaining to the member may make a motion to that
subject effect. It then becomes the duty of the
●​ Findings and conclusions auditor or the auditing committee to
●​ Recommendations submit a report on its findings for the
●​ Signatures approval of the assembly.

Approval 4.​ If the committee reports back to the

Approval of the report is significantly needed assembly a resolution or paper
before it is presented to the assembly. Members previously referred to it, the question put
of the committee must decide first if the to the assembly depends on the
report is to be received or not by majority. recommendations of the committee:
 A constitution is amended in much the same
5.​ If the committee refers back to the way as an ordinary motion except for two rules
assembly a resolution or paper with that must be observed. These two requirements
amendments, the reporting member are usually provided for in the constitution itself.
reads only the proposed amendments
with so much of the original context as By-Laws
to make the amendments clear, then ws
moves for their adoption. The Chair The by-laws is a set of rules designed to amplify
states the first amendment, then calls and carry out in detail the provisions of the
for discussion or further amendments, constitution.
and then puts it to a vote. The same
procedure is followed in the case of the While constitutions and by-laws may be
other amendments. Any member may amended, or even revised completely, neither
introduce amendments to the of them can be rendered ineffective unless
amendments proposed by the repealed. It is a fundamental rule, therefore, that
committee but not to the original a constitution or any of its provisions can never
resolution or paper itself. be suspended. The by-laws or any of its
provisions, however, may be suspended by a
6.​ If the report contains a list of nominees two-thirds vote, but only when suspension is
for office, no vote is taken on the report, allowed by the by-laws itself.
but a copy of it is posted for all members
to see. It includes the following:
1.​ Membership
7.​ If the report contains a list of candidates 2.​ Committees
for membership in the organization, the 3.​ Officers to be elected
Chair at once states the question on 4.​ Provisions for Regular Meetings
their admission as recommended by the 5.​ Financial Provisions
committee. 6.​ Elections
7.​ Order of Business of Meetings
Adoption of Reports 8.​ Required Quorum
A committee report is adopted if the assembly 9.​ Kinds of Vote and Notice Required
accepts it through a vote. It may be adopted in 10.​ Provision for limiting debate
full or in part, as when certain exceptions are 11.​ Procedure for suspending or amending
made to the report. provision
12.​ Matters about involving conventions
13.​ Parliamentary authority of the organization
CONSTITUTION, BY LAWS, AND STANDING 14.​ Standing or special rules
RULES
Constitution Standing Rules
A constitution is a set of principles and rules Any policy or rule of minor importance or of a
defining in broad outlines the government of an temporary character, adopted by an organization to
organization. carry out some details of its government, is a standing
rule.
This basic law generally contains a preamble
and from five to six articles, each serving to A standing rule may be created by a majority vote in
indicate the essential subjects that the any business meeting without need of a previous
constitution must embrace. notice, and it may be suspended, amended, or
repealed at any time.
Adoption of the Constitution
Before a constitution is made effective, it must Parliamentary Procedure
first be adopted by the members of the Parliamentary procedure is a set of rules used to
organization; this is done in much the same way conduct meetings in an organized and efficient
as the adoption of committee reports. manner. It ensures fairness, order, and the proper flow
of discussions.
Amendment of the Constitution
Parts of Parliamentary Procedure
 1.​ Duties and Responsibilities of Officer Formal statement of opinion or intention that is
2.​ Membership Rules presented to a deliberative assembly (like a
3.​ Committees and Functions legislature, a committee, or a club) for
4.​ Election and Appointments consideration and action.
5.​ Meetings and Quorum
6.​ Finances and Budgeting Process of Resolution
7.​ Disciplinary Actions and Conflict 1.​ Introduction
Resolution 2.​ Seconding
8.​ Amendments and Revision 3.​ Debate
4.​ Amendment (Optional)
5.​ Vote
Effectivity of the Constitution
The effectiveness of a constitution refers to the point Main Motion
at which it becomes legally binding and enforceable. A main motion is a proposal introduced in a
This is determined by legal, political, and procedural deliberative assembly (such as a meeting or
factors, which vary depending on the country or legislative body) for discussion and decision.
organization.
General Main Motion
A general main motion is another way of
It includes the following: referring to a main motion in a broad sense,
1.​ Ratification and Adoption emphasizing that it introduces a new subject for
2.​ Promulgation and Publication consideration.
3.​ Transition and Provision
4.​ Judicial Interpretation and Enforcement Can only be proposed only when there is no
5.​ Political and Social Acceptance other business before the assembly.

Effectivity of Rules and By-Laws Requirements for General Main Motion

1.​ A Member to take a motion
Rules take effect immediately after adoption, unless a 2.​ Second
different time is specified in the motion for adoption. 3.​ Debate and Discussion
If an organization's by-laws or rules are deficient, 4.​ Vote
general principles of parliamentary law will apply to 5.​ Majority Vote to Pass
govern proceedings.
Specific Main Motion
By-laws also take effect immediately upon adoption, It deals with a particular issue or request,
unless another time frame is specified. By-laws serve focusing on a defined course of action.
as the highest authority within an organization,
guiding its structure, operations, and governance. 1.​ To take from the table
Amendments to by-laws require a two-thirds vote or 2.​ To reconsider
other procedures as specified within the by-laws 3.​ To reconsider and have entered on the
themselves. minutes
4.​ To rescind
5.​ To expunge
NATURE AND CLASSIFICATION OF MOTION 6.​ To adopt to a report
It is a formal proposal presented to the 7.​ To amend (questions already adopted)
assembly, requesting it to either adopt a specific 8.​ To adjourn (If qualified)
view or take action on a pending question. 9.​ To create special orders

A motion is typically introduced with the phrase, Subsidiary Motion

“I move that,” which is equivalent to saying, “I
propose that.” For example, Motions that modify or dispose of a main motion
Member: I move that… temporarily or permanently. Dependent on the
main motion to be effective.

Resolution Types of Subsidiary Motion

 1.​ To lay on the table 8.​ Read Papers
2.​ To call for the previous question 9.​ Objection to the Consideration of a
3.​ To modify the limits of the debate Question
4.​ To postpone definitely 10.​ Suspend the Rules
5.​ To commit or refer to a committee
6.​ To amend CHARACTERISTICS OF MOTION
7.​ To postpone indefinitely
The correct use of motions depends upon one's
Privilege Motion knowledge of the purpose of each motion and
the rules governing it.
Privileged motions relate to matters of such
urgent importance that they temporarily 1.​ Whether a motion can be made while
supersede pending business. These motions are someone has the floor;
designed to meet the urgent needs of the 2.​ Whether it requires a second
assembly and for this reason, they are entitled to 3.​ Whether it is debatable;
the highest precedence. 4.​ Whether it can be amended;
5.​ The vote it requires;
1.​ To fix time to adjourn 6.​ The order of its precedence;
2.​ To adjourned (if unqualified) 7.​ To what other motions it can apply,
3.​ To take a recess 8.​ What motions may apply to it; and
4.​ To raise a question of privilege
5.​ To call orders of the day 9.​ Whether it can be renewed

Incidental Motion
Can a Motion Interrupt a speaker?
Incidental motions have no order of precedence
among themselves. They take precedence over Motions cannot interrupt a speaker. However,
any pending question out of which they arise. Urgent motions requiring immediate action or
with strict time limits may interrupt.

The Motion that Requires an Immediate

Attention:

Characteristics of Incidental Motion The motions which require immediate attention

are those which affect the rights and privileges
1.​ Incidental motions take precedence over of a member or the organization itself.
main motions and subsidiary motions
but yield to privileged motions. 1.​ Questions of privilege
2.​ They must be decided before the 2.​ Point of order
meeting can continue. 3.​ Point of parliamentary inquiry
3.​ They must be decided before other 4.​ Point of information
motions.
4.​ They cannot be amended. All of these are typically raised by saying "I rise
5.​ They cannot be debated, except for the to a question of privilege, " "I rise to a point of
motion to appeal. order," "I rise to a point of parliamentary inquiry,"
or "I rise to a point of information."
Types of Incidental Motion
Motion which can Interrupt a Speaker
1.​ Appeal from the Chair’s Decision
2.​ Consideration by paragraph The other set of motions which can interrupt a
3.​ Division of the Assembly speaker, because of the time limit prescribed for
4.​ Division of a Question their proposal and disposition, are the motions
5.​ Point of Order to:
6.​ Parliamentary Inquiry
7.​ Point of Information 1.​ Reconsider a question
 2.​ Object to the consideration of a question
3.​ Divide the assembly
4.​ Appeal from the decision of the Chair What Vote is Required?
5.​ Call for orders of the day
Generally speaking, a majority vote is needed
Does the Motion require a Second? to approve any motion, subject to the
regulations of each organization.
As a rule, motions require a second to
ensure that at least one other member Motions that aim to overturn basic
supports discussing the proposal. parliamentary procedure principles or
organizational regulations are the only ones
However, some motions do not require a that call for a larger vote and must,therefore,
second because they are not actual have the backing of more than a majority of the
proposals but rather a demand, request, or members.
assertion of a member’s rights under
parliamentary law. On this basis, the following motions, as a
rule, require a two-thirds vote:
I.​ Motion Constituting a Demand or
Request 1. To call for the previous question
1.​ Division of the assembly
2.​ Division of a question 2. To modify the limits of debate
3.​ Point of order
4.​ Point of information 3. To suspend the rules
5.​ Point of parliamentary inquiry
6.​ Reading of papers 4. To object to the consideration of a question

5. To amend adopted constitution, by-laws, rules

of order, and standing rules.
II.​ Motions Constituting an Assertion of
a Right or Privilege The motions to limit debate and to ask the
1.​ Objection to the consideration of a prior question are both meant to limit the
question right to debate, which is why they require a
2.​ Call for orders of the day two-thirds majority to be approved.
3.​ Question of privilege
4.​ Withdrawal of a motion What is the Order of Precedence?
5.​ Change of vote
A knowledge of the order of precedence of
Is the Motion Debatable? motions is essential so that one may know what
motion is in order at a particular stage of the
In parliamentary procedure, whether a motion is deliberation, thus minimizing, if not totally
debatable depends on the type of motion being eliminating, confusion in the proceedings.
proposed. Motions may be debatable or not.
The following rules generally determine what
Debatable Motion motions can be applied to a motion pending
before the assembly:
●​ Main Motion
●​ Subsidiary Motion 1.​ All motions can be applied to main
motions and amendments except to
Non-debatable Motion object in the consideration of a question
which cannot be applied to amendments
●​ Privileged Motions and to committee reports.
●​ Incidental Motions 2.​ All motions capable of modification can
●​ Motions that Bring a Question Again be amended
Before the Assembly
 3.​ All debatable motions are subject to the “Mr. Member,” if his name is not known, or by
motions for the previous question and to simply pointing or nodding to him.
modify the limits of debate.
4.​ Only main motions and amendments When he is acknowledged, he is said to
can be referred to a committee. “have the floor,”and no other person is entitled
5.​ Only main motions can be postponed to speak from the floor except in such cases as
6.​ The motion to object to the are allowed by the rules of procedure.
consideration of a question can be
applied only to the main motion. When two or more members rise to obtain the
7.​ Every decision of the Chair can be floor at the same time, all things being equal,
appealed from the chair should recognize the one who rose
8.​ Every motion can be withdrawn. and address the chair first after the floor had
been yielded.
Can the Motion be renewed?
In the cases, the following principles should
Once a motion is declared lost, it cannot be guide the chair in assigning the floor:
renewed at the same meeting unless there has
been a substantial change in the business that 1.​ First Come First Serve
would create a new situation thereby giving 2.​ Priority of Motions
probable cause for the assembly to adopt a 3.​ Seniority or the leadership roles
different stand on the question sought to be
renewed. Motions falling under this category are,
as a rule, procedural in nature, and are
renewable because they are necessary for the 3.​ Presentation of the Motion
expeditious transaction of business. ​
A motion is a formal proposal presented during
a meeting to introduce a decision or action that
Some motions cannot be renewed at all at the assembly needs to discuss and vote on. The
the same meeting because, once defeated, correct way to introduce a motion is by using the
the possibility of the assembly changing its phrase:
mind on the question would be remote even
after a change in parliamentary situation. “I move that...” followed by a clear and
concise statement of the proposal.
PROGRESS OF MOTION
Rules for Presenting a Motion
1.​ Obtaining the Floor
●​ Keep it brief and specific
Before a member is allowed to make a motion, ●​ No discussion before the motion is
he should first obtain the floor. This is done by introduced
rising and addressing the Chair, meaning, the ●​ Use affirmative language to avoid
presiding officer, by his title, as the case may be. confusion
He or she then waits for the recognition of the ●​ If a motion is a formal resolution, follow
Chair. proper structure

As a general rule, a member may rise to make A written copy of the resolution should be
a motion only when no other member has the submitted to the Chair or the Secretary for
floor, but in some cases, a member, desiring to proper documentation and review.
make a proposal, need not go through the
formality of obtaining the floor. 4.​ Seconding a Motion

2.​ Recognition from the Chair A motion must be seconded before it can be
discussed. Another member (not the proposer)
A member obtains the floor when the must say: “I second the motion.” Prevents
presiding officer acknowledges him either by wasting time on unsupported motions.
calling out his name or by addressing him as
If no one seconds the motion, it cannot 7.​ Voting on a Question
proceed. The Chair declares: “The motion is
lost for want of a second.” If seconded, the After the question has been thoroughly
motion proceeds to discussion and voting. discussed and/or amended, the Chair brings it to
the assembly for action, that is for approval,
Any other member can second the motion, disapproval, or some other course of action, as
but the proposer cannot second their own the assembly may deem proper, for the
motion. The seconder does not need to stand temporary or final disposition of the question.
or obtain the floor—simply saying “I second
the motion” is enough. The manner of putting the question depends
upon the kind of vote required for the adoption of
5.​ Statement of the Question a particular question. Most motions require only
a majority vote, in which case the Chair puts the
A motion is said to be officially before the question as follows:
assembly for consideration after it has been
stated by the Chair; until then, no discussion or As many as are in favor of the motion, say
any other action on the motion is in order. The Ayes...
presiding officer states the motion by repeating
in verbatim or in substance Those opposed, say No ...

The manner of stating the question may vary, When the vote required is other than a simple
depending upon the nature of the motion majority, a standing or rising vote is taken. Other
presented, as in the following: forms of voting are by raising of hands, roll call
and secret ballot.
●​ The previous question has been called
(or moved) Before submitting a question to a vote, the Chair
●​ The decision of the Chair has been should ask the assembly:
appealed from..
●​ Mr. “blah blah blah” asks to leave to “Are you ready for the question?”
withdraw his motion.
This process enables any member to seek
any clarification of the question before
voting on it, and thus avoid a cause of
6.​ Discussion of the Motion misunderstanding later on.

After the question has been stated by the Chair, 8.​ Announcement of the Vote
it is posed before the assembly for
consideration, and it may be debated upon or Process of Announcing Votes
modified through action taken on it.
1. Calling the Assembly to Order – Ensures that
Any member may speak on the question after all members are attentive.
having obtained the floor in the manner
described. 2. Stating the Motion or Issue Voted On –
Reiterating the exact proposal that was under
The debate should be confined to the pending consideration.
question and should be devoid of personalities.
3. The presiding officer announces the result of
The speakers should address all their remarks the vote. The chair then formally announces the
to the Chair, use proper language, and result of the vote, saying: “The motion is carried;
observe courteous deportment. therefore (state the intent of the motion).” If a
majority voted in the negative, “The motion is
Members are typically recognized by the chair lost.” As soon as the vote has been announced,
before speaking and are expected to address another motion is in order.
their remarks to the chair to maintain
decorum.
 PRECEDENCE OF MOTION Special Order takes precedence over General
orders. Pending questions may be made into a
A state or quality of one thing being more Special Order.
important than another

Necessity of Precedence

●​ Order and Discipline

●​ Clarity and Fairness
●​ Efficiency
●​ Respect for Hierarchy
●​ Facilitating Decision-Making

Rules of Precedence

The precedence of motions is based on the

principle that any motion of a rank higher than
the one immediately pending is in order;
conversely, any motion of a rank lower than
that immediately pending is out of order.

Charts of Precedence of Motion

PRIVILEGED MOTION > SUBSIDIARY

MOTION > MAIN MOTION

Incidental Motion has no individual rank

because it arises out of the immediate situation
or pending business. They help to manage the
process of the meeting.

Precedence of Order of the Day

General Order specifies the order of business

items, along with postponed items, not
necessarily the time. It ensures that the
aforementioned business is addressed.