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Rules of order for general meetings

This summary of certain deliberative assembly rules aims to give you a better understanding of what procedures to follow during a general assembly and, therefore, of how to participate.

 

RIGHT TO SPEAK

Any assembly member has the right to express themselves during a meeting. The person must raise their hand (or go up to the microphone) and wait to be given the floor by the chair. They may only speak on the topic being debated at that moment. Note that the chair has the right to limit the length and number of speeches on each topic.

 

MAIN MOTION

A motion is a proposal to the assembly to do something specific. It is an idea presented in such a way that it can be carried out. It must therefore indicate:

  • A specific thing to be done;
  • By either a person or a committee;
  • Within a given timeframe.

Once the member obtains the floor, they present their motion without comment. If the member begins by justifying and commenting on their motion before presenting it, the motion will be denied. The motion must then be seconded in order to be discussed. Without a second, it dies on the floor.

Once a motion is made and seconded, a period of discussion ensues. The mover has the right to speak on the motion first.

 

AMENDMENT

An amendment is a motion intended to clarify or elaborate on a main motion. Generally speaking, its purpose is to strike, insert or substitute one or more words. An amendment cannot defeat the main motion. A member moving for an amendment must, in principle, agree with the motion and want to only change a detail.

 

SUB-AMENDMENT

A sub-amendment is a motion intended to clarify or elaborate on the amendment of a main motion. Generally speaking, its purpose is to strike, insert or substitute one or more words. An amendment cannot defeat the main motion.

Note that there can be only one amendment and one sub-amendment to the same main motion. The wording of a motion may be changed if the members moving and seconding the motion, amendment and sub-amendment are all in agreement. A motion is generally reworded by the chair.

 
PREVIOUS QUESTION

This is a special motion to close a debate. The member must obtain the floor and say: “I call for the previous question.” This motion requires a second, but is not debatable. An immediate vote is taken. This motion may only be made by a member who has not spoken on the motion in question. It is inadmissible if the member already has the floor.

 

VOTE

The vote takes place at the end of a debate when the chair officially raises the matter under discussion and puts it to a vote. 

If the “mover” resumes the floor, that person closes the discussion and the assembly then proceeds immediately to a vote under the direction of the chair.

 

POINT OF INFORMATION

A point of information is used when a member does not understand the procedures surrounding a matter related to the point under discussion. It can be raised anytime during the meeting and is worded as follows: “Mister or Madam Chair, point of information.”

 

POINT OF PRIVILEGE

A point of privilege is used when a member believes that their rights are not being respected, the meeting is not being run correctly or the participants’ comfort is affected (unruliness, inappropriate remarks, issues with sound, ventilation, etc.). It can be raised anytime during the meeting and is worded as follows: “Mister or Madam Chair, point of privilege.” If the situation cannot be resolved amicably, a motion may be made by the aggrieved person.

 

POINT OF ORDER

This is a means used by assemblies to call attention to and correct procedural errors. If the chair admits the error, it is immediately corrected. Otherwise, the deliberations continue unchanged. The chair’s ruling may be challenged.

 

METHOD FOR EFFECTIVELY EXPRESSING YOUR OPINION
  • State your name;
  • Indicate whether you are for or against the topic under discussion;
  • List the reasons you are for or  against and comment on them;
  • Sum up your reasons.

 

 

References:

Education department of the Fédération des travailleurs et travailleuses du Québec (FTQ). Les règles de procédure d'assemblée syndicale selon Bourinot, Morin et Robert. November 2006.

Ordre des infirmières et infirmiers du Québec (OIIQ). Abrégé du Code Morin. 

Robert’s Rules of Order: http://www.oiiq.org › oriill_abrege_code_morin