Rorrnbrrg'r Rulrr ofOrdrr: Simplr PnrlianJrntnry Proadnre for tfie 21tt Cenn y a staff person, or a committce chair
chargcd with praviding information
about thc agcnda iccm.
Third, thc chair should ask mcmbcrs
of du body if [hcy have any reehnieal
qu xions for darificacion. Ac chis poinc,
membcrs of the governing body may uk
darifying qucvcions m chc pcople who
reportcd on thc irem, and [ hey should
he given timc to respond.
Fourth, the chair should invite public
commenrs or, if appropriate at a formal
meering, open the mceting to publie
input. If numerous members of [he publie indie m a drsire m spcak to the subjecr, thc chair may limic thc [ ime of eaeh publie speaker. Ac die conelusion of ehc
publie wmments, the chair should announce [ hat puhlic input hac eoncludcd or that the public hearing, as the case
may be, is closcd).
Fihh, the ehair should invite a motion
from thc govcrning body membcrs. Thc
chair should announcc [ hc namc of dic
mcmbcr who makcs [ hc mo[ ion.
Sizth, chc chair should demrminc iFany
member of chc body wishes [ a seeond
thc motion. Thc chair sl ould annoimcc
the name uF the memher whu scconds
thc motion. It is normally good practicc
for a motion ro rcyu rc a sccond bcforc
procecding with i[, ro cnsurc [ hat it is
noc just anc mcmbcr of thc bady who
is inmresmd in a parcicular approach.
However, a seeond is not an absulutc
rcquirement, and the ehair can proceed
with eonsiJcration and a votc on the
motion even when there is no seeond.
This is a mattcr Ick to thc disuction
of chc chair.
eventh, if che mo[ ion is made and seconded, chc ehair shauld make surc cvcryonc undcrs[anJs the motion. This is done in one of [hrec ways:
I. Thc chair can ask the makcr of [hc
motion tu rcpcac ir,
2. Thc chair can mpca[ thc motion; or
3. Thc ehair ean ask [ he sccrc[ ary
or che clerk of the body m repeat
tlie motion.
2 League of California Cities
Eighth, thc chair should now invire discussion of the motion by the members oF [ hc govcrning body. IF therc is no
desircd discussion or thc discussion hac
cndcd, thc chair should announce that
thc body will vom on thc motioa If
thcrc has bcen no discussion or a vcry
bricf discussion, the votc should procccd
immcdiatcly, and thcrc is no nccd ro mpc.nt thc motion. If thcrc has becn subscancial discussion, ic is normally beu ro makc surc cveryonc unders[ ands thc
mocion by mpra[ ing it.
Motions arc made in a simple nvo-stcp
proeess. Fint, the ehair reeognizes thc
membee Sewnd, the member makes a
motion 6y preecding the member's
dcsind approach with thc words: " I
mwc ..." A typic l motion migh[ bc:
1 movc that wc givc 10 days' notice in
thc fi mtt For all our mcetings."
The chair usually initiates [ he motion by:
I. Invicing [ he membea m make a
mo[ ion: "A motion at this time
would be in arder."
DeUate on policy is healthy; debate on personaliries
is not. The chair has the right to cttt off discussion
that is too personal, too loud or too crude.
Ninth, thc c6air takcs a votc. Simply
asking for thc " aycs" and chcn chc " nays"
is normally sutFcicnt. If mcmbcrs oF[ hc
body do nor vo c, thcn [ h y "absrain."
Unlcss [ he mles af the body provide
o[ hrnvise or unless a supervmajoriry is
rcquircd ( as delineared later in these
rules), a simple majoriry dcmnnincs
whet6er the motion passcs or is dcfcired.
Tenth, t6c chair should announcc the
nsult of thc vote and should announce
w6at action ( if any) thc body has taken.
In announcing the msulc, [ hc chair
should indicate the namcs oF the membcrs, if an}' who vo[ ed in tlic m'moriry on the motion. fhis announeement
might takc d e Following form " The
motion passcs by a vore of 3- 2, wi[I
Smith and Joncs disscnting. Wc have
pasxd thc motion nquiring 10 days'
nocice for all fumn mcctings uF this
govcrning body."
Motions in General
Motions am the vehides for decisionmaking. It is usually best to have a mooion beForc the governing hody prior ro discussing an agenda imm, ro 6clp everyone Foeus on the motiun before them.
Z. 5u csting a mocion m che members:
A mo[ ion would be in ordrr that wc
givc 10- days' notice in thc fumrc for
all our mectings."
3. Making thc motion.
As noteJ, t6e cliair has every righc as a
mcmbcr of thc body m make a mo[ ion,
but normally s6ould do so only if he or
shc wishc•s a mocion m bc made buc nu
o[ her mcmber seems willing ro do so.
The Three Basic Motions
Thrcc motions arc t6c most common:
The buic motion. Thc basic mo[ ion
is [ he onr that puts fonvard a decision for consideration. A basie motion migh[ be: " 1 move d at we creatc a five- membcr wmmittec to plan
and put on our annual fundreisee"
2. The motion ro amend. IFa mcmbcr
wan[ s m change a basic motion chat
is undcr discussion, hc or s6e would
move m amcnd it. A mocion m
amend might be: " 1 move that wc
amend the motion to havc a 10-
membcr eommitre " A motion to
amend takes the buic mo[ ion c6at is
bcForc [ he body and seeks ro ehangc
ic in somc way.
Agenda Item #11.1.
3. The substitute motion. If a mcmber
wants ro complctcly do away with
tlie basic motion under diswssion
and put a new motion bcforc thc
goveming body, he or she would
movc a substi[ u[ c mo[ ion " A subs[ imte motion might be: " I move a substimte mo[ ion [ haz wc eancel [ he annual fundraiser this ycar."
Motions m amend and substitute mocions am oftcm m fused. But thcy are quite dif%rent, and so is their effict,
if passed.
A motion to amend s Yks ro rc[ ain [ hc
bacie motion on the floor, but [ o modify
it in somc way.
A substimtc motion sceks m tlimw our
thc basic motion on [ hc flaor and subs[ im[ c a new and difTerent mation for it.
Thc dccision as ro whedmr a mution is
really a motion ro amend or a substimte
mo[ ion is IcFt ro thc chaic So that if a
mcmber makes what that membcr calls a
motion to amcnd, but thc chair dctcrmincs it is rcnlly a subscimre motion, [ hc chair's designation govcrns.
When Multiple Motions Are Befare
The Goveming Body
Up [ o [ hree motions may he on the floor
simultancously. Thc c6air may rcjcc[ a
fuurth motion until chc threc [ ha[ arc on
t6e floor have becn nsolvcd.
Whcn nvo or chrcc morions arc on [ hc
floor (af[cr motions and seeonds) a[
chc same [ ime, the frrrt votc should be
on thc lrut motion made. So, for example, assume the first motion is a basic motion ro havc a five- mcmbcr commictec to plan and pu on our annual fundraiser." During dic discussion of chis motion, a mcmbcr migh[ makc a second
mocion co " amcnd chc main mocion ro
havc a 10- member mmmittce, not a
fivrmembcr eort mitmc, ro plan and
put on our annual fundraisce" And perhaps, during that discussion, a mcmbcr makes yct a t6ird motion as a" substiture
motion tha[ wc no[ have an annual
fundraiser ehis ycar." The proper procedure would be as follaws.
Rorc iberg'r Rnla ofOnler: Simple Pnrlrnmenrary Prondnrefar the 21 t Cnunry First, [ he chair would deal with the
thrrA( the last) motion on thc floor, the
substimtc motion. Akcr discussion and
debate, a vote would be taken firs[ on
he third motion. If thc substimtc
motion pmtet, ic would bc a substimtc
for the huie morion and would eliminare it. The firs[ mo[ ion would be moot, as would chc semnd mocion ( whieh
sought m amcnd the firsc motion), and
the action on the agenda irem would bc
complete. No vote would be taken on
the first or seeond motions. On thc
o[ her hand, if the substitute motion ([ hc
third motion) fniled, thc chair would
proceed to consideration of [he second
now thc last) motion on [ he floor, thc
motion to amend.
f the substim[ e motion failed, the
ehair would then deal with the second
now thc last) motion on thc floor,
the mo[ ion to amend. The discussion
and debate would focus stricdy on the
amendmcnt ( should thc commic[ cc bc
fivc or 10 mcmbcrs). If thc mocion co
amend pnrxd, thc chair would now
muvc to considcr thc main mo[ ion ( the
firsc motion) as amrndrd. If the motion
ro amend faileJ, the chair would nuw
move co consiJer [ he main mution
hc first mo[ ion) in its original format,
not amcnded.
To Debate or Not to Debate
The basie rule of motions is that they
are subjcct ro discussion and dcba[ r.
Accordingly, basic mo[ ions, motions m
amend, and substimcc motions arc all
eligible, each in thcir mrn, for full discussion bcforc and by the body. Thc deba c e n eontinue as long as memhers
ofthc body wish m discuss an itcm, subjcct m[ hc dccision of the chair that it is timc m move on and takc action.
Therc are ezceptions ro the genenl rule
of free and open debare on mo[ ions. Thc
ezcepcions all apply whcn thcrc is a
desire of the body m movc on. Thc following motions aze not deba[ able ( that is, when thc following mo[ ions arc madr
and scronded, the chair must immediaccly call for a vote of the body without dcbate on the motion):
A motion to adjourn. This motion, if
passed, reyuires the body m immcdiatcly
adjoum ro its next rcgulady schcdulcd
mec[ ing.' Cliis motion requires a simplc
majority votc.
A motion to recus. This motion, if
passcJ, rcquires [ he bady m immediarely
takc a reass. Normally, [he chair dcter
mincs che Iengch of thc rccess, which
may range fmm a few minutcs m an
houe It requircs a simplc majoriry vo¢.
The challenge for anyone chairing a public meeting is to accommodate puUlic input in a timely and time-sensitive way, while maintaining steady
progress through the agenda items.
Third, hc chair would now deal with
chc firs[ mocion chaz was placed on thc
flooc The original mation would e¢ her
be in its original format (five- membcr
tommittee) or, if amended, would be in
its amended format ( 10• member committee). Md the qucstion on [ he floor for discussion and decision would 6e
whether a commi[[ ee should plan and
pu[ on the annual Fundreiser.
A motion ro fix the time to adjourn.
This mo[ ion, iFpassed, rcyuires the body
co adjourn the meeting at the speeifie
cime set in che mation. For example, thc
motion might be: " 1 move we adjourn
this meeting at midnighc." It requires a
simple majoriry vo e.
A motion [ o table. This motion, if
passed, requires discussion of the agenda
irem ro be halred and the agenda i[ em ro
www.cacities.org j
Agenda Item #11.1.
Romiberg'r Rnler nfOrder: Simple Pndimm unry Prored nfor the 2l.ct Cnunry be plaud on " hold " Thc motion may
mntain a specific [ imc in which thc
itcm c n comc back m thc bady: " 1 movc wc tablc [ his itcm imcil our regular meeting in Ocmber." Or the mo[ ion may con[ ain no specifie time for the
rcmm of [hc irem, in which casc a
ma[ ion [ o t:Jce the item off tlie tablc
and bring it back ro the body will havc
to be taken at a fumre mecting. A
motion ro table an ircm ( or m bring it
back ro thc body) requircs a simplc
majoriry vo[ c.
A modon ro limit debate. The mosc
mmmon Form oFchis mocion is m say:
movc chc prcvious qucsciod' or " I
move the quescion" or " 1 call for che
quation." When a member of the body
makes such a motion, the member is
rcally saying: " Pve had enough debate.
Let's get on with t6e vote." When such
a motion is made, che chair should ask
for a semnd to chc motion, smp dcbatc,
and vom on [ he mocion m limi[ deba[ c.
The mocion to limic debace requircs a
nvo-thircls vute of the hody. Note that a
motion to limit debare wuld incluJe a
timc limit. For examplc: " I move we
limit de6ate on t6is agenda imm ro
15 minutcs." Even in this format, thc
he mocion fails. If one member is absenc and chc vocc is 3- 3, chc mocion still fails.
All motions rcquire a simplc majoriry,
but there are a few exceptions. The
exceptions occur when the body is
taking an action [ hat efFeaively cuts
off thc ability of a minority of thc body
to takc an action or diseuss an item.
Thesc eztraordinary motions nquire a
nvo- thirds majority (a super- majority)
m pass:
Motion to limit debate. Whether a
memher says, " 1 move the prcvious
qucstion," " 1 move thc yuestion," " I
call For che yuescion" or " 1 mave ro limi[
debatt; it all amouna to an attempt tu
cut off the abiliry of thc minoriry m discuss an itrm, and it nquins a two-thinls VO[ L'[ U P855.
Motion to close nominations. Whcn
choosing ofiiccrs of chc body, such as chc
chaie nominacions are in order eicher
fmm a nominacing eommittce or from
the floor of [hc body. A motion ro closc
nominations effeetively euts off t6e right
of t6e minoriry tu nominatc officcrs,
and it requires a nvo- thireic vore
m pass.
If you are running the British Parliament,
Robert' s Rules of Order is a dandy and quite
usefizl handbook.
motion ro limit debate reyuims a twot6inis votc of t6c body. A similar motion is a raotiar ro objtrt m rauidrrntiau of?m rtnn. This motion is not dcbatablc,
and if passcd, prccludu [ hc hody from
even considrring an irem on the agenda.
It also requires a nvo-thinls vo[ e.
Majority and Super-Majority Votes
In a dcmocrecy, decisions arc madr with
a simple majoriry vote. A cie va[ e means
thc motion fails. So in a seven- member
body, a vom of 43 passes the motion. A
votc of 3- 3 vith onc absttntion means
4 LeagueofCaliforniaCities
Motion to objett to the considention
oE a quution. Normally, such a motion
is unneeessary, heeause the objeetionahle
item ean be tabled or defcated straight
up. Howevcr, whcn mcmbcrs of a body
do not cvcn want an i[ cm on thc agcnda
m bc eonsidend, thcn such a mo[ ion
is in orJee It is not debatablq and it
rcyuires a nvo- thinls vote ro pass.
Motion to suspend the rul s. This
mation is debatable, but requires a nvohirds vom ro pacs. If che body has its own rules ofordcr, conduct or proccdurc, [ his motion allows thc body ta suspend the rules for a particular purpose.
For example, the body (a private dub)
miglit have a rule prohibiting the attendance at meetings by nomelub members. A motion ro suspend thc rules would 6e in ordcr to allow a non- club
member o attend a mceting of [he elub
on a par[ icular dacc or on a par[ icular
agcnda i[ cm.
The Mofion to Reconsider
T6ere is a speeial and unique motion
that rcquins a bit oFexplanation all by
itself the motion to reconsidcr. A tenet
of parliamencary proudurc is finaliry.
Afccr vigorous discussion, debare and
a votc, chcrc musc be somc dosure m
chc issuc. Md so, aFcer a voce is caken,
the matter is deemed closed, subject
only ro reopening if a proper motiun
to rewnsidcr is maJc.
A motion m reconsiJer requires a
majority vure to pass, but therc arc
nvo spccial rulcs tliaz apply only m
che mocion m rceonsidrr.
Firsc is chc maacr of ciming. A mocion
m rcconsider mus[ be made at che meecing wherc the item was first voted upon or at t6c very next mceting of the body.
A motion ro rcconsider madc at a larer
time is untimcly. (Thc body, howcvcr,
can always votc ro suspcnd thc rul s
and, by a nvo- chirds majoriry, allaw a
mo[ ion m reconsider ro be made ac
anothcrtimeJ
Second, a motion ro rcconsider may he
made only by eertain members of thc
body. Acconlingly, a motion m rrconsidcr may bc madc only by a membcr who vorcd in the sinjorrty on [ hc original motion. If such a mcmbcr has a change of hcart, he or she may make thc
motiom m mnsider (any other member oFthe body may second the motion).
If a member who voted in the minority
sceks m make thc mocion ro rceonsider,
i[ must bc rtded auc of onlee Thc purposc of [his rulc is finaliry. If a mcmber of thc minoriry could makc a macion m
reconsider, then the item could be
brought back to the body again and
again, which wouW defeat the purpose
of finaliry.
Agenda Item #11.1.
If che mocion m reeonsidcr passes, chen
the original matter is back beFom the
body, and a new original motion is in
mdee The matmr may be discussed and
Jcbamd as if it were on the floor for thc
fiat timc.
Courtesy and Decorum
The rules ofordrr arc meant ro creatc
an atmuspherc w6ere the members of
the body and the members of the public
can aarnd ro business eFficiendy, fairly
and with Full participation. And at thc
samc timc, it is up m thc chair and die
mcmbcrs of dic body m main[ ain common courresy and dccorum. Unless chc sening is very inFormal, ir is ahvays besc
for only one person at a time to have
thc floor, and it is always hest for vcry
Raiufbrrg't Rnla ofOrder: Simple Parlrnmentnry Prorrdenrfnr the 21tt Crnrnry It is usually best to have a motion before the governing body prior to discussing an agenda item, to help eveiyone focus.
lege rclate ro anything that would intcrfcrc with the normal comfort of thc meeting. For example, the room may
bc mo hot or roa cold, or a b owing
fan might intcrfcrc vit6 a perso is
ability to hear.
Ordee The proper incermpcion wauld
be: " Point ofortler." A ain, thc chair
would ask the interrupmr ro" stare your
point " Appropriate points of mder
Motions to amend and substitute motions are
often confused. But they are quite different, and
so is their effect, ifpassed.
speaker ro be first mcognized by the
chair beforc proceeding m speak.
Thc chair should always ensure [ hat
debace and discussion oFan agenda itcm
focus on [ he i[ em and the policy in quescion, no[ on [ he personalities of the members of the 6ody. Debate on poliry
is healthy; debate on personalitics is not.
rhe ehair has the right ro cut off discussion that is too personal, too loud or too erude.
Debam and discussion should be focused, buc fine and open. In the inrerest of time, the chair may, however, limit
he time allot[ ed to speakers, including
members of the body. Can a membcr of
the body interrupt the spcaked Thc
general rule is no. Therc are, howcvcr,
exceptions. A speaker may be in[ errupoed For the following rcasons:
Privilege. The proper inmrruption
would be: " Point af privilege." The chair
would then ask the intermpmr to " stam
your poinc." Appropriate points of privirclare ro anyching cha[ would not be considered appropria[ e conduct of the
mee[ ing; for example, if [he chair moved
on m a vore on a mo[ ion tha[ permits
debam without allowing that discussion
or debate.
Appeal. If the chair makcs a ruling cha[
a member of the body disagrees wi[ h,
that member may appeal che ruling of
che chaic ff[ he motion is seconded and
aFter debate, if ic passes by a simple
majoriry vom, then the ruling of the
chair is deemed reversed.
Call for orders oF t6e day. This is simply anocher way of saying, " Let's mmrn to the agcnda." Ifa member believes tha[
the body has drif[ed From the agrcedupon agenda, such a call may be made. k does no[ requirc a vote, and when the
ehair discovea that the agcnda has not
been followed, the chair simply remincls
the body ro rcmm ro the agenda irem
properly befom chem. If che chair fails
ro do so, [ he chair's decermination may
bc appcalcd.
thdraw a motion. During dcbacc
and discussion of a motion, the makcr
of the motion on thc floor, at any timc,
may interrupt a spcakcr to withdraw
his on c r motion from [ he floor. Thc
motion is immedia[ cly deemed withdrawn, although thc thair may ask [ he person who umnded [he mo[ ian if
he or she wishes m make the motion,
and any o[ her member may make the
mocian if propedy reeogniud.
Special Notes About Public Input
Thc rulcs oudincd hcrc hclp makc m coings very publio-fricndly. But in addiion, and par[ icularly For thc chair, it is wise ro rcmember threc special rules [ hat
apply to each agenda item:
Rule Onr. Till thc public wha[ thc body
will bc doing.
Rule Two: Kcep the public informed
whilc [hc body is doing it.
Rule Thrce: When the baly has actcd,
tcll the public what the body did.
Puhlie input is essential m a hcalthy
dcmocracy; and community participation in publie meccings is an impartant cicmcn[ of thaz inpuc. The challenge For
anyane chairing a publie meeting is to
aecommodate publie input in a timcly
and timo-sensitivc way, whilc maintaining stcady prognss t6rough [ hc agcnda items. The rules pnsen[ ed herc For eondueting a mecting arc affircd u[ ools for cffcetivc leadcrship and as a mcans of
devcluping sound publie poliey. - ,
www.caciNes.org 5
Agenda Item #11.1.
SKU 1533
55. 00
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2003 League of Calikmia Citles
PJI rights reserved
LEAGUE "°°"g`"°`
SaerameMo, CA 95814
OF CALIFORNIA ( 918) 858A200
1 1 1 Fvnvweaakka org
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ex m7ddpapn
Agenda Item #11.1.