Pocket Manual of Rules of Order for Deliberative Assemblies/Article 9

by Henry M. Robert

Layout 2

 

Art. IX. Organization and Meetings.

[§§ 46–49.]

46. An Occasional or Mass Meeting.

(a) Organization. When a meeting is held, which is not one of an organized society, shortly after the time appointed for the meeting, some member of the assembly steps forward and says: “The meeting will please come to order; I move that Mr. A act as Chairman of this meeting.” Some one else says, “I second the motion.” The first member then puts the question to vote, by saying, “It has been moved and seconded that Mr. A act as Chairman of this meeting; those in favor of the motion will say aye;’’ and when the affirmative vote is taken, he says, “those opposed will say no.” If the majority vote in the affirmative, he says, “The motion is carried; Mr. A will take the chair.” If the motion is lost, he announces that fact, and calls for the nomination of some one else for Chairman, and proceeds with the new nomination as in the first case.^[1]

When Mr. A takes the chair he says, “The first business in order is the election of a secretary.” Some one then makes a motion as just described, or he says, “I nominate Mr. B,” when the Chairman puts the question as before. Sometimes several names are called out, and the Chairman, as he hears them, says, “Mr. B is nominated; Mr. C is nominated,” etc.; he then takes a vote on the first one he heard, putting the question thus: “As many as are in favor of Mr. B acting as secretary of this meeting will say aye; those opposed will say no.” If the motion is lost the question is put on Mr. C,.and so on, till some one is elected. The secretary should take his seat near the Chairman, and keep a record of the proceedings, as described in § 51.

(b) Adoption of Resolutions. These two officers are all that are usually necessary for a meeting; so, when the secretary is elected, the Chairman asks, “What is the further pleasure of the meeting?” If the meeting is merely a public assembly called together to consider some special subject, it is customary at this stage of the proceedings for some one to offer a series of resolutions previously prepared, or else to move the appointment of a committee to prepare resolutions upon the subject. In the first case he rises and says, “Mr. Chairman;” the chairman responds, “Mr. C.” Mr. C having thus obtained the floor, then says, “I move the adoption of the following resolutions,” which he then reads and hands to the chairman;^[2] some one else says, “I second the motion.” The chairman sometimes directs the secretary to read the resolutions again, after which he says, “The question is on the adoption of the resolutions just read,” and if no one rises immediately, he adds, “Are you ready for the question?” If no one then rises, he says, “As many as are in favor of the adoption of the resolutions just read will say aye;” after the ayes have voted, he says, “As many as are of a contrary opinion will say no;” he then announces the result of the vote as follows: “The motion is carried—the resolutions are adopted,” or, “The ayes have it—the resolutions are adopted.”

(c) Committee to draft Resolutions. If it is preferred to appoint a committee to draft resolutions, a member, after he has addressed the Chair and been recognized, says: “I move that a committee be appointed to draft resolutions expressive of the sense of this meeting on,” etc., adding the subject for which the meeting was called. This motion being seconded, the Chairman states the question [§ 65] and asks: “Are you ready for the question?” If no one rises he puts the question, and announces the result; and if it is carried, he asks: “Of how many shall the committee consist?” If only one number is suggested, he announces that the committee will consist of that number; if several numbers are suggested, he states the different ones, and then takes a vote on each, beginning with the largest, until one number is selected.

He then inquires: “How shall the committee be appointed?” This is usually decided without the formality of a vote. The committee may be “appointed” by the Chair; in which case the Chairman names the committee, and no vote is taken; or the committee may be “nominated” by the Chair, or the members of the assembly (no member naming more than one, except by unanimous consent), and then the assembly vote on their appointment. When the Chairman nominates, after stating the names he puts one question on the entire committee, thus: “As many as are in favor of these gentlemen constituting the committee will say aye.” If nominations are made by members of the assembly, and more names mentioned than the number of the committee, a separate vote should be taken on each name. (In a mass meeting it is safer to have all committees appointed by the Chairman.)

When the committee are appointed they should at once retire and agree upon a report, which should be written out as described in § 53. During their absence other business may be attended to, or the time may be occupied with hearing addresses. Upon their return^[3] the chairman of the committee (who is the one first named on the committee, and who quite commonly, though not necessarily, is the one who made the motion to appoint the committee,) avails himself of the first opportunity to obtain the floor [see § 2], when he says: “The committee appointed to draft resolutions are prepared to report.” The Chairman tells him that the assembly will now hear the report, which is then read by the chairman of the committee and handed to the presiding officer, upon which the committee is dissolved without any action of the assembly.

A member then moves the “adoption” or “acceptance” of the report, or that “the resolutions be agreed to,” which motions have the same effect if carried, namely, to make the resolutions the resolutions of the assembly, just as if the committee had had nothing to do with them.^[4] When one of these motions is made the Chairman acts as stated above, when the resolutions were offered by a member. If it is not desired immediately to adopt the resolutions, they can be debated, modified, their consideration postponed, etc., as explained in §§ 55–63.

When through with the business for which the assembly were convened, or when from any other cause it is desirable to close the meeting, some one moves “to adjourn;” if the motion is carried, and no other time for meeting has been appointed, the chairman says: “The motion is carried; this assembly stands adjourned without day.” [Another method by which the meeting may be conducted is shown in § 48.]

(d) Additional Officers. If more officers are required than a chairman and secretary they can be appointed before introducing the resolutions in the manner described for those officers; or the assembly can first form a temporary organization in the manner already described, only adding “pro tem.” to the title of the officers, thus: “chairman pro tem.” In this latter case, as soon as the secretary pro tem. is elected, a committee is appointed to nominate the permanent officers, as in the case of a convention [§ 47]. Frequently the presiding officer is called the President, and sometimes there is a large number of Vice-Presidents appointed for mere complimentary purposes. The Vice-Presidents in large formal meetings sit on the platform beside the President, and in his absence, or when he vacates the chair, the first on the list that is present should take the chair.

47. Meeting of a Convention or Assembly of Delegates. If the members of the assembly have been elected or appointed as members, it becomes necessary to know who are properly members of the assembly and entitled to vote, before the permanent organization is effected. In this case a temporary organization^[5] is made, as already described, by the election of a chairman and secretary “pro tem.,” when the chairman announces, “The next business in order is the appointment of a committee on credentials.” A motion may then be made covering the entire case, thus: “I move that a committee of three on the credentials of members be appointed. by the Chair, and that the committee report as soon as practicable;” or they may include only one of these details, thus: “I move that a committee be appointed on the credentials of members.” In either case the Chair proceeds as already described in the cases of committees on resolutions [§ 46 (c)].

On the motion to accept the report of the committee, none can vote except those reported by the committee as having proper credentials. The committee, beside reporting a list of members with proper credentials, may report doubtful or contested cases, with recommendations, which the assembly may adopt, or reject, or postpone, etc. Only members whose right to their seats is undisputed, can vote.

The chairman, after the question of credentials is disposed of, at least for the time, announces that “The next business in order is the election of permanent officers of the assembly.” Some one then moves the appointment of a committee to nominate the officers, in a form similar to this: “I move that a committee of three be appointed by the Chair to nominate the permanent officers of this convention.” This motion is treated as already explained. When the committee make their report, some one moves “that the report of the committee be accepted, and that the officers nominated be declared the officers of this convention.”^[6] This motion being carried, the Chairman declares the officers elected, and instantly calls the new presiding officer to the chair, and the temporary secretary is at the same time replaced. The convention is now organized for work.

48. A Permanent Society. (a) First Meeting. When it is desired to form a permanent society, those interested in it should see that only the proper persons are invited to be present at a certain time and place. It is not usual, in mass meetings or meetings called to organize a society, to commence until ten or fifteen minutes after the appointed time, when some one steps forward and says: “The meeting will please come to order; I move that Mr. A act as Chairman of this meeting.” Some one “seconds the motion,” when the one who made the motion puts it to vote (or, as it is called, “puts the question”), as already described under an “occasional meeting” [§ 46 (a)]; and, as in that case, when the Chairman is elected he announces, as the first business in order, the election of a secretary.

After the secretary is elected, the Chairman calls on some member who is most interested in getting up the society to state the object of the meeting. When this member rises he says: “Mr. Chairman.” The Chairman then announces his name, when the member proceeds to state the object of the meeting. Having finished his remarks, the Chairman may call on other members to give their opinions upon the subject, and sometimes a particular speaker is called out by members who wish to hear him. The Chairman should observe the wishes of the assembly, and, while being careful not to be too strict, he must not permit any one to occupy too much time and weary the meeting.

When a sufficient time has been spent in this informal way, some one should offer a resolution, so that definite action can be taken. Those interested in getting up the meeting, if it is to be a large one, should have previously agreed upon what isto be done, and be prepared, at the proper time, to offer a suitable resolution, which may be in form similar to this: “Resolved, That it is the sense of this meeting that a society for [state the object of the society] should now be formed in this city.” This resolution, when seconded and stated by the Chairman, would be open to debate, and be treated as already described [§ 46 (b)]. This preliminary motion could have been offered at the commencement of the meeting, and, if the meeting is a very large one, this would generally be better than to have the informal discussion.

After this preliminary motion has been voted on, or even without waiting for such motion, one like this can be offered: “I move that a committee of five be appointed by the Chair to draft a constitution and by-laws for a society for [here state the object], and that they report at an adjourned meeting of this assembly.” This motion can be amended [§ 56] by striking out and adding words, etc., and it is debatable.

When this committee is appointed, the Chairman may inquire: “Is there any other business to be attended to?” or, “What is the further pleasure of the meeting?” When all business is finished, a motion can be made to adjourn, to meet at a certain place and time, which, when seconded and stated by the Chair, is open to debate and amendment. It is usually better to fix the time of the next meeting [see § 63] at an earlier stage of the meeting; and then, when it is desired to close the meeting, move simply “to adjourn,” which cannot be amended or debated. When this motion is carried, the Chairman says: “This meeting stands adjourned, to meet at,” etc., specifying the time and place of the next meeting.

(b) Second Meeting.^[7] At the next meeting the officers of the previous meeting, if present, serve until the permanent officers are elected. When the hour arrives for the meeting, the chairman standing, says, “The meeting will please come to order;” as soon as the assembly is seated, he adds, “The secretary will read the minutes of the last meeting.” If any one notices an error in the minutes, he can state the fact as soon as the secretary finishes reading them; if there is no objection, without waiting for a motion, the chairman directs the secretary to make the correction. The chairman then says, “If there is no objection the minutes will stand approved as read” [or “corrected,” if any corrections have been made].

He announces as the next business in order, “the hearing of the report of the committee on the Constitution and By-Laws.” The chairman of the committee, after addressing “Mr. Chairman” and being recognized, reads the committee’s report and then hands it to the chairman.^[8] If no motion is made, the chairman says, “You have heard the report read—what order shall be taken upon it?” Or simply inquires, “What shall be done with the report?” Some one moves its adoption, or still better, moves “the adoption of the Constitution reported by the committee,” and when seconded, the chairman says, “The question is on the adoption of the Constitution reported by the committee.” He then reads the first article of the Constitution, and asks, “Are there any amendments proposed to this article?” If none are offered, after a pause, he reads the next article, and asks the same question, and proceeds thus until he reads the last article, when he says, “The whole Constitution having been read, it is open to amendment.” Now any one can move amendments to any part of the Constitution.

When the Chairman thinks it has been modified to suit the wishes of the assembly, he inquires: “Are you ready for the question?” If no one wishes to speak, he puts the question: “As many as are in favor of adopting the constitution as amended will say aye;” and then, “As many as are opposed will say no.” He distinctly announces the result of the vote, which should always be done. If the articles of the constitution are subdivided into sections or paragraphs, then the amendments should be made by sections or paragraphs, instead of by articles.

The Chairman now states that the constitution having been adopted, it will be necessary for those wishing to become members to sign it (and pay the initiation fee, if required by the constitution), and suggests, if the assembly is a large one, that a recess be taken for the purpose. A motion is then made to take a recess for say ten minutes, or until the Constitution is signed. The Constitution being signed, no one is permitted to vote excepting those who have signed it.

The recess having expired, the Chairman calls the meeting to order, and says: “The next business in order is the adoption of By-Laws.” Some one moves the adoption of the By-Laws reported by the committee, and they are treated just like the Constitution. The Chairman then asks: “What is the further pleasure of the meeting?” or states that the next business in order is the election of the permanent officers of the society. In either case some one moves the appointment of a committee to nominate the permanent officers of the society, which motion is treated as already described in § 47. As each officer is elected he replaces the temporary one, and when they are all elected the organization is completed.

If the society is one that expects to own real estate, it should be incorporated according to the laws of the State in which it is situated, and for this purpose some one on the committee on the Constitution should consult a lawyer before this second meeting, so that the Constitution may conform to the laws. In this case the trustees are usually instructed to take the proper measures to have the society incorporated.

49. Constitutions, By-Laws, Rules of Order and Standing Rules. In forming a Constitution and By-Laws it is always best to procure copies of those adopted by several similar societies, and for the committee, after comparing them, to select one as the basis of their own, amending each article just as their own report is amended by the society. When they have completed amending the Constitution it is adopted by the committee. The By-Laws are treated in the same way; and then, having finished the work assigned them, some one moves “that the committee rise, and that the chairman (or some other member) report the Constitution and By-Laws to the assembly.” If this is adopted, the Constitution and By-Laws are written out, and a brief report made of this form: “Your committee, appointed to draft a Constitution and By-Laws, would respectfully submit the following, with the recommendation that they be adopted as the Constitution and By-Laws of this society,” which is signed by all the members of the committee that concur in it. Sometimes the report is only signed by the chairman of the committee.

In the organization just given it is assumed that both a Constitution and By-Laws are adopted. This is not always done; some societies adopt only a Constitution, and others only By-Laws. Where both are adopted, the Constitution usually contains only the following:

(1) Name and object of the society.

(2) Qualification of members.

(3) Officers, their election and duties.

(4) Meetings of the society (only including what is essential, leaving details to the By-Laws).

(5) How to amend the Constitution.

These can be arranged in five articles, each article being subdivided into sections. The Constitution containing nothing but what is fundamental, it should be made very difficult to amend; usually, previous notice of the amendment is required, and also a two-thirds or three-fourths vote for its adoption [§ 45]. It is better not to require a larger vote than two-thirds; and, where the meetings are frequent, an amendment should not be allowed to be made except at a quarterly or annual meeting, after having been proposed at the previous quarterly meeting.

The By-Laws contain all the other standing rules of the society, of such importance that they should be placed out of the power of any one meeting to modify; or they may omit the rules relating to the conduct of business in the meetings, which would then constitute the Rules of Order of the society. Every society, in its By-Laws or Rules of Order, should adopt a rule like this: “The rules contained in [specifying the work on parliamentary practice] shall govern the society in all cases to which they are applicable, and in which they are not inconsistent with the Rules of Order (or By-Laws) of this society.” Without such a rule, any one so disposed could cause great trouble in a meeting.

In addition to the Constitution, By-Laws, and Rules of Order, in nearly every society resolutions of a permanent nature are occasionally adopted, which are binding on the society until they are rescinded or modified. These are called Standing Rules, and can be adopted by a majority vote at any meeting. After they have been adopted, they cannot be modified at the same session except by a reconsideration [§ 60]. At any future session they can be suspended, modified, or rescinded by a majority vote. The Standing Rules, then, comprise those rules of a society which have been adopted like ordinary resolutions, without the previous notice, etc., required for By-Laws, and, consequently, future sessions of the society are at liberty to terminate them whenever they please. No Standing Rule (or other resolution) can be adopted which conflicts with the Constitution, By-Laws or Rules of Order.^[9]

1. Sometimes a member nominates a Chairman and no vote is taken, the assembly signifying their approval by acclamation. The member who calls the meeting to order, instead of making the motion himself, may act as temporary Chairman, and say: ‘‘The meeting will please come to order; will some one nominate a Chairman?” He puts the question to vote on the nomination as described above. In large assemblies, the member who nominates, with one other member, frequently conducts the presiding officer to the chair, and the Chairman makes a short speech, thanking the assembly for the honor conferred on him.
2. The practice, in legislative bodies, is to send to the clerk’s desk all resolutions, bills, etc., the title of the bill and the name of the member introducing it being indorsed on each. In such bodies, however, there are several clerks and only one chairman. In many assemblies there is but one clerk or secretary, and as he has to keep the minutes there is no reason for his being constantly interrupted to read every resolution offered. In such assemblies, unless there is a rule or established custom to the contrary, it is allowable, and frequently much better, to hand all resolutions, reports, etc., directly to the chairman. If they were read by the member introducing them, and no one calls for another reading, the chairman can omit reading them when he thinks they are fully understood. For the manner of reading and stating the question, when the resolution contains several paragraphs, see § 44.
3. If the Chairman sees the committee return to the room, he should, as soon as the member speaking closes, announce that the assembly will now hear the report of the committee on resolutions; or before this announcement he may ask if the committee is prepared to report.
4. See note to § 30 for some common errors in acting upon reports.
5. Care should be taken to put no one into office, or on a committee, whose right to a seat is doubted.
6. Where there is any competition for the offices, it is better that they be elected by ballot. In this case, when the nominating committee report, a motion can be made as follows: ‘‘I move that the convention now proceed to ballot for its permanent officers;’’ or, ‘‘I move that we now proceed to the election, by ballot, of the permanent officers of this convention.” (See § 38 for balloting, and other methods of voting.] The constitutions of permanent societies usually provide that the officers shall be elected by ballot.
7. Ordinary meetings of a society are conducted like this second meeting, the chairman, however, announcing the business in the order prescribed by the rules of the society [§ 44]. For example, after the minutes are read and approved, he would say, ‘‘The next business in order is hearing reports from the standing committees.” He may then call upon each committee in their order for a report, thus: ‘‘Has the committee on applications for membership any report to make?’’ In which case the committee may report, as shown above, or some member of it reply that they have no report to make. Or, when the chairman knows that there are but few if any reports to make, it is better, after making the announcement of the business, for him to ask, “Have these committees any reports to make?” After a short pause, if no one rises to report, he states, ‘‘There being no reports from the standing committees, the next business in order is hearing the reports of select committees,’’ when he will act the same as in the case of the standing committees. The chairman should always have a list of the committees, to enable him to call upon them, as well as to guide him in the appointment of new committees.
8. In large and formal bodies the chairman, before inquiring what is to be done with the report, usually directs the secretary to read it again. See note to § 30 for a few common errors in acting upon reports of committees. [See also note to § 46 (b).]
9. In practice these various classes of rules are frequently very much mixed. The Standing Rules of some societies are really By-Laws, as the society cannot suspend them, nor can they be amended until previous notice is given. This produces confusion without any corresponding benefit.

   Standing Rules should contain only such rules as are subject to the will of the majority of any meeting, and which it may be expedient to change at any time, without the delay incident to giving previous notice. Rules of Order should contain only the rules relating to the orderly transaction of the business in the meetings of the society. The By-Laws should contain all the other rules of the society which are of too great importance to be changed without giving notice to the society of such change; provided that the most important of these can be placed in a Constitution instead of in the By-Laws. These latter three should provide for their amendment. The Rules of Order should provide for their suspension. The By-Laws sometimes provide for the suspension of certain articles [see note to § 45].