THE A-B-C’S OF PARLIAMENTARY PROCEDURE FOR EFFECTIVE

LOCAL GOVERNANCE: A Simplified guide for Barangay Officials

Introduction

Brief History of Parliamentary Law

Parliamentary law refers to the body of generally accepted rules, precedents, and
practices commonly employed to regulate the proceedings of deliberative assemblies,
hence, the term parliamentary procedure.

Parliamentary procedure was first systematized in the early English Parliament from
which it takes its name. While history does not record with certainty the actual
beginnings of parliamentary rules and usages, the journals of English Parliament
indicate that the main principles of parliamentary procedure have been in use since the
reign of King Edward VI from 1547 to 1553.

The rules of parliamentary procedure for a part of the English common law, and
characteristically, are not based on any established law, but are merely dependent upon
decisions of the Chair, reports of parliamentary debates, judicial rulings, and other
precedents entered in the journals of Parliament.

In the Philippines, Parlaimentary procedure is said to have been adopted in the

Philippines shortly after the advent of American sovereignty in the islands. Although
common law was not formally adopted here, many of its doctrines, methods and
practices were infused in the Philippine laws, and as a result, American parliamentary
practices took a firm root in the Philippine legislative system.

Parliamentary procedure in the Philippines today is based to some extent on the

Constitution, and mainly on the rules of the Philippine Senate and House of
Representatives which, in turn, were adapted from the practices of the erstwhile
Philippine Assembly. In cases where local rulers are silent or found inadequate, the
rules of the United States Senate and the House of Representatives, and Jefferson’s
Manual are used in a suppletory character.

Common Parliamentary Procedure

The term common parliamentary procedure is applied to the common practice of

conducting business in assemblies which, though not legislative, are deliberative in
character.

The rules governing the conduct of business in ordinary assemblies are mainly based
on legislative procedural rules but have been so simplified as to meet the ordinary
requirements of common deliberative bodies which may include literary, religious,
scientific benevolent, political, professional, business, civic and social organizations.
These rules of common parliamentary procedure have been developed in the United
States after long years of experience and practice, largely through the efforts of text
writers whose interpretations of the rules, although varying in some minor details, are
now, in the main, standardized and authoritatively established in most countries,
including the Philippines. Among these writers, the name of Henry M. Robert is
familiar to Filipinos; his Robert’s Rules of Order is a standard authority among local
organizations.

Parliamentary Procedure applied in Local Politics

Composition of Barangay Officials

Duties and Functions

How to conduct meetings

How to record proceedings

Fundamental Principles of Parliamentary Procedures

A – Ascertain the will of the majority. The principal aim and function of
parliamentary procedures is to maintain decorum, ascertain the will of the majority, and
facilitate the orderly and harmonious transaction of business of the assembly. This
systematic procedure of doing business is observed in most of the deliberative
assemblies of the world, and while it may vary in some minor respects in some
countries, it serves the same purpose everywhere.

In ascertaining the will of the majority, the fundamental principles of parliamentary

procedures may be summarized as follows:

B – BOTH SIDES SHOULD BE HEARD OR Full and Free Debate must be allowed.
This principle is obviously founded on the theory that there are at least 2 sides to every
question, and that all sides must be heard, before any decision is made on it.

In deliberative assemblies, all questions, with the exception if a few, are entitled to a
full and free debate before they are submitted to a vote. The proponents of the question
are given every opportunity to present the virtues of the proposition, while the
opponents are given as much chance to expose its faults. In this way, the entire
assembly is well enlightened on the question, and can thus vote on it intelligently.

In keeping with the function of parliamentary procedure to expedite the transaction of

business, there are however, certain rules which, in effect, work as curtailment of the
freedom of debate, but these are simply measures designed for the general interest of
the assembly.
C – COMPLEMENTARY TO THE DOCTRINE OF MAJORITY RULE,
MINORITY MUST BE PROTECTED. Complementary to the doctrine of majority
rule is the principle requiring the protection of the interest of the minority. Under this
principle, the minority has the right, among others, to speak and be heard on any
measure brought before the assembly, as well as the right to employ any parliamentary
device to prevent action on, or approval of, any question to which its members are
opposed.

By minority is either the aggregate of members who are regularly organized to fiscalize
the actions of the majority, or any member or group of members who, though belonging
to the majority group, hold a contrary view on a particular question or issue.

While the minority is at liberty to attack a question at issue with all the resources at its
command, it is bound by the decision of the majority at all times.

D – DISCUSS ONE TOPIC AT A TIME OR Singularity of Subject. This principle

means that only one subject must be brought before the assembly at a time; the reason
for this is obvious. One of the principal functions of parliamentary procedure is to
maintain order and decorum during deliberations, and nothing defeats this purpose
more than the confusion that is likely to arise when two or more different subjects or
propositions are simultaneously brought before the assembly. Besides, with the
possible exception of a few, people cannot intelligently consider two ow more unrelated
subjects at one time, difficult as it is to concentrate on even one thought.

Singularity of subjects means that discussions at any one time should be centered on a
single subject, although several motions may be applied to it during its deliberations
consistent with the rules of precedence of motions.

This principle finds expression in no less than the Constitution of the Philippines which
provides that “No bill which may be enacted into law shall embrace more than one
subject which shall be expressed in the title of the bill.

E – Equal Rights and Obligations. Members have equal rights and obligations. Every
member has the same rights as those of any of his colleagues. Each one of them has
the right to vote and be voted upon, propose motions, discuss and decide questions, and
to exercise any of the prerogatives that attach to his membership in the organization.

The rights conferred upon a member, however, are not absolute. A member’s right to
speak before the assembly , for instance, may be restricted or even denied, as when he
repeatedly makes frivolous motions, or he may be subjected to some disciplinary
actions for indecorum or for any actuation that may offend the dignity of the
organization.

Just as important as the equality is the equality of obligations. While the payment of
dues is about the only obligation of members in most organizations, in some they are
required to attend a certain number of meetings during the year, and in others it is
obligatory to hold office or to serve on some board or committee. In any case, no
unreasonable discrimination is made among the members in the imposition of
obligations.
F – FIFTY PLUS ONE. The Majority Rules. Majority rule is an essence of
democracy. In a deliberative assembly, the majority has the right to decide the action
of the entire organization and the attending power to have its decision carried out and
respected by every member including those who may have voted with the opposition.

The term majority ordinary means a total of at least one-half plus one of a certain
number. In some cases, however, to obtain a majority, a bigger proportion is required.

G – GROUP INTEREST MUST PREVAIL. Group Interest Must Prevail. Every

member is an integral part of an organization; each one plays a significant role in the
collective efforts of the entire group. But as such, his personality and private desires
should be subordinate to that of the organization.

A member may have his own ideas of how things should be done; this may pursue with
all the wit and energy he can muster, but he should not carry it to a point that will tend
to disrupt the proceedings. For if every member were to insist on his own personal
ideas and wishes, and in opposing the views and desires of others, the resulting lack of
harmony would seriously hamper the ability of the organization to transact business
and may even cause its dissolution.

Every individual member, therefore, should strive to effect teamwork with the other
members. In other words, his personality and desires should be merged into the interest
of the group.

H - HEAR AND VOTE UPON ALL MOTIONS. With the exception of a few, all
motions brought before the assembly should be voted upon for their proper disposition.

A motion or question may be disposed of temporarily or permanently, affirmatively or

negatively, but, in any case, it should be put to a vote because it is only through this
process that the true will of the assembly can be determined.

There are however, certain parliamentary prerogatives that are classified as motions but
which, by their nature, do not require any vote because they may be disposed of by the
Chair, as when a member rises on a point of order, point of information, or point of
Parliamentary inquiry.

I – IMPARTIALITY MUST BE OBSERVED BY THE PRESIDING OFFICER.

Presiding over a meeting is not as easy as it may seem. The task involves great
responsibilities and requires not only parliamentary skills but also the delicate exercise
of sound personal judgement, discretion and tact.

Aside from his duty of steering the meeting to the accomplishment of its objectives, the
presiding officer is often called upon to act as moderator in heated debates in which
personalities and opinions oftentimes clash.

Because of the delicate position he is in, the presiding officer should at all times be
impartial in the exercise of his office and in his dealings with partisan groups of the
organization. He should not take sides in a debate, and should volunteer information
or advance his personal opinion only when necessary. As a member of the organization,
he is entitled to participate in the deliberation of any question. Before the assembly, but
this he should do only from the floor after surrendering the Chair temporarily to some
other member.

J-

K-

L-

M – MEETINGS. In parliamentary procedure, the term meeting denotes gathering of

assembly of the members of an organization for any length of time during which there
is unbroken deliberations except perhaps for occasional and brief periods of recess.

A temporary adjournment, such as ‘to meet after lunch’ or ‘to meet in the evening’,
terminates a meeting, and when the assembly reconvenes, it enters upon a new one.
Thus an assembly may have two meetings or more in a single day, e.g. the morning
meeting held, say, from 8:00-12:00 noon, and the afternoon meeting, from 2:00 pm to
5:00 pm of the same day.

The term is particularly ascribed to organizations which are supposed to meet regularly,
say, once a week, month, or quarter.

N – NOMINATIONS AND ELECTIONS. Nomination is the formal act of proposing

to the assembly the name of a candidate for an office to be filled. It is normally a
condition precedent to election of a person to office. As a procedural device,
nomination is important because it enables to indicate one’s willingness to accept the
office, if elected, or to decline; and it enables the candidate to acquaint the voters with
their respective platforms and individual qualifications for the office; and it ensures the
orderliness in the election.

O - OPEN DISCUSSION.

P – PARTICIPATE.

Q – QUORUM. A quorum is that number or proportion of the members of an

organization, which must be present at a particular meeting for the organization to
legally transact business. In the absence of a quorum, no business can be transacted
with legal effect even with the unanimous consent of those present except to adopt such
measures as are deemed necessary to obtain a quorum or to adjourn.

In computing a quorum, the number of members necessary for the purpose should be
based on actual membership or incumbents, and this must be limited to actual members
who are not incapacitated to discharge their duties by reason of death, incapacity, or
absence from the jurisdiction of the organization, or for other causes which make
attendance of the member concerned impossible even through coercive process.
Common parliamentary law also provides that in computing a quorum, only members
in good standing should be counted. This however, is subject to the rules of the
organization itself, particularly on the matter of delinquency of members.

R – REPORTS. Committee Reports are necessary to check the accomplishments of a

certain body. A committee report is a written account of the work done by a committee
in relation to a particular subject matter and containing whatever recommendations the
majority of its members may have with respect to the question. A typical committee
report consists of the following items:
1. Name of the committee and the date of its appointment.
2. A statement of the question referred to it or the subject matter reported upon.
3. The scope of the action or work of the committee including the method
employed in conducting the study or investigation, as the case may be.
4. Statements of the information or testimony received by the committee in
relation to the subject of the report.
5. Findings or conclusion of the committee.
6. Recommendations of the committee
7. Signatures of the members subscribing to the report.

S – SESSION. The term session, on the other hand, denotes either a single meeting or
a series of meetings which may last from, and to, any length of time. When an assembly
meets for an ‘hour or so’, and adjourns without specifying as to when it shall meet
again, it is said to have held a session; in this respect, meeting and session have a
common signification. If the assembly holds two or more meetings in a day, or a series
of meetings in a week or in a month, the series of meetings thus held constitute a single
session.

In the case of organizations which meet, say, once or twice a month, each meeting
comprises a session. This term also applies to the aggregate of meetings of a convention
which customarily adjourns to meet again on a certain day or hour within the period of
the convention.

In short, session is a series of meetings, held in close succession for any length of time,
such as session of the Congress.

T - TIME IS OF THE ESSENCE.

U–

V – VOTES AND VOTING. All matters brought before the assembly can be properly
disposed of only by a vote of the members. It is customary for organizations to provide
in their constitution and by-laws the kind of vote necessary for the disposition of a
certain important questions, and for this purpose, they generally require a majority vote.

There are several methods of voting in deliberative assemblies, namely, by voice, show
of hands, rising, roll call, general consent and by ballot.
By Voice. Voice vote or viva voce is the most expeditious method of voting and is
generally used except where a more accurate count of the vote is called for. When
taking a voice vote, the presiding officer states:

“As many as are in favor of the motion, say “AYE” (pronounced as ‘I’)… Those
against, say ‘NO’.

By show of hands. This method of voting, consists of the raising of hands, first, by the
members voting in favor of the question, and those voting against.

By rising. Instead of raising their hands, members vote by rising. The presiding officer
says:

‘Those in favor of the motion, please rise.. Be seared… Those against, please do the
same…. Be seated.’

By roll call. Vote by roll call is also known as voting by Yeas and Nays. This method
is usually employed in Congress because the members are accountable to the people
who voted for them. It can be seen that the purpose of the roll call vote is to record
how each member votes on a question for the benefit of those to whom he/she is
answerable.

By Ballot. The principal purpose of this method of voting is secrecy. It is commonly

used in the deciding certain questions in which some members may not wish to reveal
their sentiments.

In all instances, votes should be counted properly because it is the sentiment of the
body.

W – WAIT FOR YOUR TURN.

X-

Y-

Z-

IMPORTANT CONCEPTS:

A. MEETINGS AND SESSION

Meeting denotes a gathering or assembly of the members of an organization for any

length of time during which there is unbroken deliberation except perhaps, for
occasional and briefs periods of recess.

On the other hand, session denotes either a single meeting or a series of meetings which
may last from, and to, any length of time.
When an assembly meets for an hour or so, and adjourns without specifying as to when
it shall meet again, it is said to have held a session; in this respect, meeting and session
have a common signification.

If the assembly holds two or more meetings in a day, or a series of meetings in a week,
or in a month, the series of meetings thus held constitute a single session.

Meeting Session
There is no time within which to adjourn. Can be terminated until after the
purposes for which the session is called
shall have been fully transacted.
Although agenda are not yet fully Consists of a series of meetings
discussed, it can be terminated and
members can meet again
Informal and shorter in duration Formal and longer in duration

Meetings can also be classified into three: regular, special and adjourned meetings.

Regular Meeting is one which is specified in the Constitution and by-laws of the
organization and has a definite scheduled. Examples of which are, every 1st Mondays
of the month, every last Friday of the quarter, or ever last week of the year. The order
of business is also indicated in the said by-laws of the organizations.

Special meeting is one which is called for a special purpose as indicated in the notice
of meeting. No business can be transacted during special meetings if not included in
the notice previously sent to members.

Adjourned meeting is a continuation of either the regular or special meeting wherein

businesses not taken up or discussed can be continued at a specific time before another
regular meeting occurs. Example, one topic was not deliberated during the 2nd quarter
meeting, and the assembly scheduled an adjourned meeting before the conduct of the
3rd quarter regular meeting.

B. QUORUM

In most cases, quorum is 50% of the members present plus 1. Hence, if there are 9
members constituting the Barangay Council which is composed of the Punong
Barangay, 7 barangay councilors and 1 SK Chairperson, the quorum, to legally transact
business is 5 members present.

Legally speaking, a quorum is that number or proportion of the members of an

organization which must be present at a particular meeting for an organization to legally
transact business. In the absence of a quorum, no business can be transacted with legal
effect even with the unanimous consent of those present except to adopt measures as
are deemed necessary to obtain a quorum or to adjourn.

Quorum of an assembly is such a number as must be present in order that business can
be legally transacted. The quorum refers to the number present, not to the number
voting.
 - The quorum of a mass meeting is the number present at the time, as they
constitute the membership at that time.
- The quorum of a body of delegates, unless the by-laws provide for a smaller
quorum, is a majority of the number enrolled as attending the convention,
not those appointed.
- The quorum of any other deliberative assembly with an enrolled
membership (unless the by-laws provide for a smaller quorum) is a majority
of all the members.

In all ordinary societies the by-laws should provide for a quorum as large as can be
depended upon for being present at all meetings when the weather is not exceptionally
bad. In such an assembly the chairman should not take the chair until a quorum is
present, or there is no prospect of there being a quorum. The only business that can be
transacted in the absence of a quorum is to take measures to obtain a quorum, to fix the
time to which to-adjourn, and to adjourn, or to take a recess. Unanimous consent cannot
be given when a quorum is not present, and a notice given then is not valid. In the case
of an annual meeting, where certain business for the year, as the election of officers,
must be attended to during the session, the meeting should fix a time for an adjourned
meeting and then adjourn.

In an assembly that has the power to compel the attendance of its members, if a quorum
is not present at the appointed hour, the chairman should wait a few minutes before
taking the chair. In the absence of a quorum such an assembly may order a call of the
house and thus compel attendance of absentees, or it may adjourn, providing for an
adjourned meeting if it pleases.

In committee of the whole the quorum is the same as in the assembly; if it finds itself
without a quorum it can do nothing but rise and report to the assembly, which then
adjourns. In any other committee the majority is a quorum, unless the assembly order
otherwise, and it must wait for a quorum before proceeding to business. Boards of
trustees, managers, directors, etc., are on the same footing as committees as regards a
quorum. Their power is delegated to them as a body, and their quorum, or what number
shall be present, in order that they may act as a board or committee, cannot be
determined by them, unless so provided in the by-laws.

While no question can be decided in the absence of a quorum excepting those

mentioned above, a member cannot be interrupted while speaking in order to make the
point of no quorum. The debate may continue in the absence of a quorum until some
one raises the point while no one is speaking.

While a quorum is competent to transact any business, it is usually not expedient to

transact important business unless there is a fair attendance at the meeting, or else
previous notice of such action has been given.

Care should be taken in amending the rule providing for a quorum. If the rule is struck
out first, then the quorum instantly becomes a majority of all the members, so that in
many societies it would be nearly impracticable to secure a quorum to adopt a new rule.
The proper way is to amend by striking out certain words (or the whole rule) and
inserting certain other words (or the new rule), which is made and voted on as one
question.
C. VOTES AND VOTING

With the exception of a few motions which as a rule, are decided summarily by
the Chair, all matters brought before the assembly can be properly disposed of
only by the vote of the members.

It is customary for organizations to provide in their constitution and by-laws the

kind of vote necessary for the dispositionof a certain important questions, and
for this purpose they generally require a majority vote. But the term majority,
is so varied that it is important to specify not only the kind of vote needed and
the method of voting desired but also the exact kind of majority required in
order to avoid misunderstandings and unnecessary complications. In
deliberative assemblies, there are five kinds of votes that are generally adopted,
namely: majority vote, percentage vote, plurality vote, tie vote and unanimous
vote.

Majority Vote. The term majority vote is variable and may mean any of the
following, depending upon the rules of the organization or the will of the
assembly:
1. Majority of the legal votes
2. Majority of the total votes cast
3. Majority of the members present
4. Majority of all the members

To illustrate: in an organization of 100 members in which the quorum required

is a majority of the entire membership, i.e., 51, if 80 are present and only 70 of
them voted on a question, 10 votes of which are declared illegal, the majority
vote required will be correspondingly computed as follows:

1. Majority of the legal votes cast (80 minus 10 illegal votes, divided by two
plus 1) = 36
2. Majority of the total votes cast (70 divided by two plus 1) = 36
3. Majority of the members present (80 divided by two plus 1) = 41
4. Majority of all the members (100 divided by two plus 1) = 51

Majority of Legal Votes is used unqualifiedly is intended to mean at least one-

half plus one of the legal votes cast. This kind of majority is sometimes known
as simple or bare majority. Most motions require only this kind of majority
unless a rule of the organization or a motion to the effect, provides otherwise,
or where common parliamentary law prescribes a different vote in conformity
with fundamental parliamentary principles.

Percentage Vote means the proportion of a certain whole, for example, two-
thirds of the legal votes cast or three-fourths of the members present. The rate
of proportion of the votes needed depends entirely unpon the will of the
organization, and it may range from one-third or one-fourth to as much as two-
thirds or three-fourths, depending upon the importance of the question under
consideration. The basis for the computation may also vary as in the case of
majority vote.
 Plurality Vote means a vote larger by at least one over the total vote of any
other candidate or proposition. In other words, it is the number of votes that a
winning candidate or proposition has over the closes rival although it may not
constitute a majority vote.

This kind of vote is customarily used when there are more than 2 candidates or
propositions to be voted upon, in which case the one receiving the largest
number of votes is said to have a plurality vote.

Example, in a motion to have the following activities, votes garnered are as

follows:
1. Lakbay Aral 2018 in Baguio and Tagaytay - 31
2. Lakbay Aral 2018 in Cebu and Bohol - 36
3. Lakbay Aral 2018 in Hongkong - 33
Total votes cast - 100

Lakbay Aral in Cebu and Bohol has a plurality vote because it obtained mor
votes than any other proposals, although it did not obtained a majority vote, in
this case, is 51.

Tie Vote. A tie occurs when two or more candidates or propositions receive
the same number of the highest vote thus creating a deadlock. In this case, the
voting should continue until it results in an election or a choice. But if the voting
is on a motion and a tie vote occurs, the motion is declared lost.

The presiding officer, if he is a member of the assembly and has not yet voted
on a particular question, may, of his own will, cast his vote in order to break the
tie.

Unanimous Vote. A unanimous vote results when a candidate or a proposition

obtains the total number of the legal or valid votes cast.

D. ORDER OF BUSINESS

Order of business is a program or outline of the things to be done during a

meeting. It serves as a guide of the proceedings to ensure the orderly and
efficient transaction of business. That portion of the order that lists the specific
items of business is better known as agenda.

It is usual for every organization to provide in its by-laws or other rules the order
of business which is customarily of the following pattern:

1. Call to Order
2. Invocation (optional)
3. Roll Call (optional)
4. Reading and consideration of the minutes of the previous meeting
5. Reports of standing committees
6. Reports of special committees
7. Unfinished business
 8. New Business
9. Announcements (optional)
10. Adjournment

Call to Order. A meeting is called to order by the presiding officer, who after rapping
the gavel, announces: ‘The meeting will please come to order’ or ‘The 6th Regular
session of Barangay Sagrada Familia is now convened.’

Invocation and Roll Call. The invocation or opening prayer sets a solemn yet cordial
tone for the meeting usually led by any member of the organization. All must rise
during the invocation. Immediately after, the singing of the Philippine National
Anthem is led too, by a member.

The calling of the roll, if required, is performed by the secretary with the members
answering “here” or “present” as their respective names are called.

The invocation and roll call, however, are optional, in the items in the order of business
or agenda, and may be dispensed with.

Reading and Disposition of Minutes. The reading of the minutes cannot be dispensed
with but may be postponed or deferred to another meeting by general consent or by a
majority vote. The minutes must be corrected, if necessary, and disposed of by majority
vote in the following manner:

Upon direction of the presiding officer, the secretary reads the minutes of the previous
meeting or, one after the other, of all regular and special meetings held since the last
reading of the minutes. After the minutes of each meeting are read, the presiding officer
asks,
‘Are there any corrections to the minutes?’ If no corrections are offered, he states,
‘There being no corrections, the minutes stand approved as read.

If corrections are proposed, the presiding officer directs the secretary to note them
down, and then puts them to a vote. If any objections is made to any proposed
corrections, the presiding officer may do either of the two things:

1. He may ask the proposer of the correction or any other member to move for the
correction in the form of an amendment to the minutes, or
2. He may state the proposed correction himself and then put it to a vote.

To save time, it is advisable for the Chair to have the minutes, including the corrections,
approved by general consent, unless a formal vote is necessary.

Reports of Committees

After the reading of the minutes of the previous meeting or meetings, the presiding
officer calls upon each standing committee, in the order it is listed in the by-laws of the
organization, to render whatever report it may be ready to make. The reports of the
standing committees are followed by those of the special committees which are called
upon in the order of their creation.
Committee reports are rendered to the assembly for the information of the members on
the matters of general interest or for any action they may desire to take thereon. The
reports may be read either by the respective committee chairmen or by any committee
member designated for the purpose.

Unfinished Business/ Old Business

As soon as the committee reports have been disposed of, the unfinished business are
taken up next. Unfinished business are matters which have been left pending at the
adjournment of the last meeting as well as those postponed for the current meeting,
including questions which have been set as order of the day.

Unfinished business are considered one after the other according to their presentation
or creation in the past meeting. Since the members of the assembly cannot be expected
to remember the unfinished business of the previous meeting, it becomes the duty of
the presiding officer to bring such matters to the attention of the assembly. For instance,
after announcing that the consideration of unfinished business is in order, he says,

‘The consideration of the question to join the Lakbay Aral 2019 was interrupted in the
last meeting by adjournment. The secretary will please read the corresponding motion.’

After reading of the motion, the presiding officer announces, ‘The table is now open
for discussion on the motion just read.’

Any member may rise on a point of order to bring before the assembly any unfinished
business which the Chair may have failed to present.

New Business
When all unfinished business have been disposed of, new business are taken up upon
announcement of the presiding officer, thus:

‘The Table is now open for new business.’

The same announcement is made by the Chair whenever a new business is in order. If
no new business is proposed, but the presiding officer knows certain matters which
should be acted upon, he conveys the same to the assembly for consideration.

Business in a deliberative assembly is normally initiated by any member who submits

to the assembly either a proposition by himself or a communication from some other
person, including a non-member, or by the presiding officer who brings before the
assembly any pertinent subject of his own knowledge or on the basis of a
communication received by the organization.

Announcements

Any announcement which the presiding officer or a member of the organization may
wish to make to the assembly should be done at this stage of the meeting. This period
is provided to avoid undue interruption in the proceedings unless the announcement to
be made is of such importance as to allow it to interrupt the deliberations.
Examples of announcements are birthdays to be celebrated and special occasions to be
attended.

Adjournment

A meeting may be adjourned at any time upon a motion duly approved or at a certain
fixed time if one has been previously set. In any case, a meeting is not properly
adjourned until the presiding officer declares the adjournment. If the time of
adjournment has been previously fixed, the time may be set aside for an earlier or later
adjournment through a motion for reconsideration.

Deviations from Order of Business

While the order of business is intended to ensure the orderly and expeditious conduct
of the proceedings, it is not rigid or inflexible as to defeat the purpose it seeks to
achieve. So that, if, in the reading of committee reports, a special committee is ready to
report while a regular committee is not, the presiding officer may call upon the special
committee and then come back to the regular committee when it is ready.

If the order of business is provided for in the by-laws of the organization, the items of
business may be taken away from their fixed order by a two-thirds vote on a motion to
suspend the rules.

Motions and items of business may be postponed temporarily or set aside by a motion
to lay on the table, but a class of business, such as the reconsideration of committee
reports or unfinished business, cannot be set aside or postponed in its entirety or as a
class except by suspending the rules.

MOTION

A motion is a procedure required by parliamentary law for the transaction of business

in a deliberative assembly. It is a formal proposal that the assembly either adopt a
certain action on a question pending before it.

A motion is identified by the prefatory phrase, ‘I move that’ which is equivalent to

saying, ‘I propose that.’ Thus a member moves ‘that the barangay hold Lakbay Aral in
Cebu and Bohol’ or ‘that the barangay hold Lakbay Aral in Baguio and Tagaytay.

There are however, certain motions which partake of the nature of requests or demands
and which when presented, are not introduced by the phrase, ‘I move that,’ but are
expressed in a manner peculiar to the request or demand made. For example, when a
member rises on a point of information or a point of parliamentary inquiry, as the case
maybe; and when he calls out ‘Division!’ he is not offering a proposal as is normally
the case when a motion is made, but is actually demanding the recount of the votes.
These however, are the exceptions rather than the rule.

Motion and Resolution Distinguished. A motion is generally made in oral form.

However, if the proposal is of great importance, or if it is quite lengthy and complex in
the language, it should be made in writing and in the form of a resolution.
A resolution therefore, is a main motion in written form, identified by the phrase,
‘Resolved, That’ which precedes the thought or subject of the proposal. If the
proponent feels it necessary to give the reason or reasons for the resolution, he may
express them in a preamble, each clause of which constitutes a paragraph beginning
with the word, ‘Whereas.’

Classification of Motions

Motions are classified according to their general purpose into four basic groups,
namely:

1. Main Motions
2. Subsidiary Motions
3. Privileged Motions
4. Incidental Motions

Main Motion. Main motions are subdivided into 2 classes – general main motions and
specific main maotions.

General Main Motions are those through which ceratin subjects or ieas are proposed to
the assembly for its consideration. Typical examples of main motions are ‘to hold a
dance,’ ‘to conduct Lakbay Aral,’ to purchase a new set of computer’ to endorse a
campaign advocacy, and many others as may be proposed by a member.

This class of main motion may be presented either orally or in writing in the form of a
resolution. They require only a majority vote, as a rule, and are subject to the
applications of all other motions, taking precedence over none. Sometimes, motions
pertaining to this particular class are referred to as ‘original main motions’, ‘principal
protions, ‘main questions’ or principal questions.’

Following the fundamental parliamentary principles of ‘one subject at a time’, a general

main motion can be proposed only when there is no other business before the assembly.

Specific Main Motions, on the other hand, are those which in effect bring before the
assembly a proposal for its consideration in the manner of general main motions but
which have been given special names because if their long and frequent usages. The
specific main motions are:
1. To take from the table
2. To reconsider
3. To reconsider and have entered on the minutes
4. To rescind
5. To expunge
6. To adopt a report
7. To amend
8. To adjourn
9. To create special orders

Unlike general main motions which as a rule, require only a majority vote, certain
specific main motions require two-thirds vote for their adoption unless the constitution
or rules of the organization itself provide otherwise. Those requiring a two-thirds vote
are the motions to rescind, to expunge, and to create special orders.

Again, unlike general main motions, certain specific main motions are not debatable
and some may be proposed even if someone has the floor. The specific main motions
that are not debatable are to take from the table and to reconsider and have entered into
the minutes. Those which may interrupt a speaker are the motions to reconsider and to
reconsider and have entered into the minutes.

Like general main motions, however, all specific main motions are subject to the
applications of all other motions except to take from the table and to reconsider and
have entered into the minutes, and also the motion to reconsider to which only the
motions that may be applied are to limit debate, to postpone definitely, to lay on the
table and the previous questions.

One basic difference between a general main motion and a specific main motion is that
the consideration of the former can be prevented by a two-thirds vote supporting a
motion objecting to the consideration of the general main motion, while specific
motions cannot be objected to.

Subsidiary Motions. This class of motions is generally designed to either modify or

dispose of temporarily or permanently a main motion that may be pending before the
assembly. The motions falling under this group, arranged in the order of the
precedence, are:
1. To lay on the table
2. To call for the previous questions
3. To modify the limits of debate
4. To postpone definitely
5. To commit to refer to a committee
6. To amend
7. To postpone indefinitely

Subsidiary motions are so called because they are dependent on the main or principal
motion to which they may be applied for purposes of modification or disposition. For
this reason, it is in order to present subsidiary motion even while a main motion is still
pending before the assembly; and it is necessary to decide on the subsidiary motion first
before any further action may be taken on the pending main motion.

Privileged Motions. Motions under this class have the characteristics of main motions
and, as a matter of fact, they are treated as such if they are proposed when no business
is pending before the assembly. These motions are designed to meet the urgent needs
of the assembly and for this reason, they are entitled to the highest precedence. The
privileged motions, arranged in the order of their rank, are:
1. To fix the time to which to adjourn
2. To adjourn (if unqualified)
3. To take a recess
4. To raise a question of privilege
5. To call for orders of the day
As the term ‘privilege’ implies, any of the motions under this class may be presented
even if any other kind of motion of question is pending before the assembly. Two of
these privileged motions - to rise a question of privilege and to call for orders of the day
– may even be made while someone has the floor. Thus, if there are a general main
motion and a subsidiary motion pending before the assembly, a option to adjourn
(unqualifiedly) may be proposed, provided no one has the floor; this privileged motion
is entitled to immediate consideration and sets aside other questions that may be
pending at the time.

With the exception of the motions to fix the time to which to adjourn and to take
a recess, both of which may be amended, privileged motions cannot have any subsidiary
motion applied to them. As a general rule, too, privileged motions are not debatable;
the exception is when the assembly has actually taken up the orders of the day or
question of privilege, in which case they may be debated upon and amended, and
subsidiary motions applied to hem as in the case of main motions.

Incidental Motions. Motions belonging to this group have very few

characteristics in common but have been so classed because all of them arise only
incidentally out of the business or proceedings of the assembly. There are tweleve
motions under this class, namely:
1. To suspend the rules
2. To withdraw or modify a motion
3. To object to the consideration of a question
4. To raise a point of order
5. To raise a parliamentary inquiry
6. To raise a point of information
7. To appeal from the decision of the Chair
8. To call for a division of the question
9. To ask the division of the question
10. To read papers
11. Motions relating to nominations
12. Motions relating to voting

Incidental motions have no fixed rank but they take precedence over the
question from which they arise, whether such question is main, subsidiary or privileged.
For example, a general main motion and a subsidiary motion are pending; if someone
rises to ask information about the pending motions, the request for information (which
arose incidentally out of the proceedings) should be satisfied first before further
discussions may be had on the pending motions.

All incidental motions yield to privileged motions and, with the exception of an
appeal from the decision of the Chair, they are not debatable.

Incidental motions cannot be amended except when they relate to the division
of a question or to the method of voting.
The statement that “incidental motions have precedence over any certain
motion,” refers only to the particular motion that is legitimately incidental at the time
it is made.
The Lifecycle of a Motion

Here’s “Making Motions” -- a more detailed guide on the specific language you should
use both for making a motion and, if you’re the presiding officer, for carrying it through
to a vote.

Step 1: Member A Seeks Recognition

Say this → Mr./Madame President?

Step 2: The Presiding Officer Recognizes Member A

Say this → The Chair recognizes Member A.

Step 3: Member A Makes a Motion

Say this → I move that we organize an event in March to raise awareness and
funds for our capital campaign.

Step 4: Member B Seconds the Motion

Say this → Second.

Important Note: The second happens in an impromptu manner. The chair

doesn’t have to invite it by asking, “Is there a second?” Nor does the member who
makes the second have to seek recognition beforehand.

Step 5: The Presiding Officer Repeats the Motion

Say this → It has been moved and seconded that we organize an event in
March to raise awareness and funds for our capital campaign.

Step 6: The Presiding Officer Asks for Discussion**

Say this → Is there any discussion?

Step 7: Members Discuss the Motion OR Make Another Motion

Just follow the procedure above. Seek recognition, and once recognized, make
comments on the pending motion or make another motion.

Step 8: The Presiding Officer Takes a Vote

Say this → If there is no further discussion, we will take a vote. All those in
favor of the motion that we organize an event in March to raise awareness and funds
for our capital campaign say, “aye.” All those opposed say, “no.” The “ayes” have it
and the motion is adopted. We will organize an event in March to raise awareness and
funds for our capital campaign.
 And there you have it – a simple process with uncomplicated and logical
wording. Note the presiding officer’s helpful repetition of the exact words of the
motion, preventing confusion and keeping attention focused! Like most parliamentary
procedure rules, these steps for proposing action items provide order and efficiency.

Robert's Rules of Order is the standard for facilitating discussions and group
decision-making. Robert's Rules will help your group have better meetings, not make
them more difficult. Your group is free to modify them or find another suitable
process that encourages fairness and participation, unless your bylaws state otherwise.

Here are the basic elements of Robert's Rules, used by most organizations and may be
adopted by the barangays:

1. Motion: To introduce a new piece of business or propose a decision or action,

a motion must be made by a group member ("I move that......") A second
motion must then also be made (raise your hand and say, "I second it.") After
limited discussion the group then votes on the motion. A majority vote is
required for the motion to pass (or quorum as specified in your bylaws.)

2. Postpone Indefinitely: This tactic is used to kill a motion. When passed, the
motion cannot be reintroduced at that meeting. It may be brought up again at a
later date. This is made as a motion ("I move to postpone indefinitely..."). A
second is required. A majority vote is required to postpone the motion under
consideration.

3. Amend: This is the process used to change a motion under consideration.

Perhaps you like the idea proposed but not exactly as offered. Raise your hand
and make the following motion: "I move to amend the motion on the floor."
This also requires a second. After the motion to amend is seconded, a majority
vote is needed to decide whether the amendment is accepted. Then a vote is
taken on the amended motion. In some organizations, a "friendly amendment"
is made. If the person who made the original motion agrees with the suggested
changes, the amended motion may be voted on without a separate vote to
approve the amendment.

4. Commit: This is used to place a motion in committee. It requires a second. A

majority vote must rule to carry it. At the next meeting the committee is
required to prepare a report on the motion committed. If an appropriate
committee exists, the motion goes to that committee. If not, a new committee
is established.
 5. Question: To end a debate immediately, the question is called (say "I call the
question") and needs a second. A vote is held immediately (no further
discussion is allowed). A two-thirds vote is required for passage. If it is
passed, the motion on the floor is voted on immediately.

6. Table: To table a discussion is to lay aside the business at hand in such a

manner that it will be considered later in the meeting or at another time ("I
make a motion to table this discussion until the next meeting. In the meantime,
we will get more information so we can better discuss the issue.") A second is
needed and a majority vote required to table the item being discussed.

7. Adjourn: A motion is made to end the meeting. A second motion is required.

A majority vote is then required for the meeting to be adjourned (ended).

Note: If more than one motion is proposed, the most recent takes precedence over the
ones preceding it. For example if #6, a motion to table the discussion, is proposed, it
must be voted on before #3, a motion to amend, can be decided.

In a smaller meeting, like a committee or board meeting, often only four motions are
used:

 To introduce (motion.) 
 To change a motion (amend.) 
 To adopt (accept a report without discussion.) 
 To adjourn (end the meeting.) 

Remember, these processes are designed to ensure that everyone has a chance
to participate and to share ideas in an orderly manner. Parliamentary procedure should
not be used to prevent discussion of important issues.

Tips in Parliamentary Procedure

The following summary will help you determine when to use the actions described in
Robert's Rules.

 A main motion must be moved, seconded, and stated by the chair before it can
be discussed. 
 If you want to move, second, or speak to a motion, stand and address the chair. 
 If you approve the motion as is, vote for it. 
 If you disapprove the motion, vote against it. 
 If you approve the idea of the motion but want to change it, amend it or submit
a substitute for it. 
 If you want advice or information to help you make your decision, move to
refer the motion to 
 an appropriate quorum or committee with instructions to report back. 

 If you feel they can handle it better than the assembly, move to refer the
motion to a quorum or committee with power to act. 

 If you feel that there the pending question(s) should be delayed so more urgent
business can be considered, move to lay the motion on the table. 
 If you want time to think the motion over, move that consideration be deferred
to a certain time. 

 If you think that further discussion is unnecessary, move the previous

question. 
 If you think that the assembly should give further consideration to a motion
referred to a quorum or committee, move the motion be recalled. 
 If you think that the assembly should give further consideration to a matter
already voted upon, move that it be reconsidered. 
 If you do not agree with a decision rendered by the chair, appeal the decision
to the assembly. 
 If you think that a matter introduced is not germane to the matter at hand, a
point of order may be raised. 
 If you think that too much time is being consumed by speakers, you can move
a time limit on such speeches. 
 If a motion has several parts, and you wish to vote differently on these parts,
move to divide the motion. 
IN THE MEETING

TO INTRODUCE A MOTION:

Stand when no one else has the floor. Address the Chair by the proper title. Wait until
the chair recognizes you.

 Now that you have the floor and can proceed with your motion say "I move
that...," state your motion clearly and sit down. 
 Another member may second your motion. A second merely implies that the
seconder agrees that the motion should come before the assembly and not that
he/she is in favor of the motion. 
 If there is no second, the Chair says, "The motion is not before you at this
time." The motion is not lost, as there has been no vote taken. 
 If there is a second, the Chair states the question by saying "It has been moved
and seconded that ... (state the motion). . ., is there any discussion?" 

DEBATE OR DISCUSSING THE MOTION: 

 The member who made the motion is entitled to speak first. 

 Every member has the right to speak in debate. 
 The Chair should alternate between those "for" the motion and those "against"
the motion. 
 The discussion should be related to the pending motion. 
 Avoid using a person's name in debate. 
 All questions should be directed to the Chair. 
 Unless there is a special rule providing otherwise, a member is limited to
speak once to a motion. 
 Asking a question or a brief suggestion is not counted in debate. 
 A person may speak a second time in debate with the assembly's permission. 

VOTING ON A MOTION: 

 Before a vote is taken, the Chair puts the question by saying "Those in favor
of the motion that ... (repeat the motion)... say "Aye." Those opposed say
"No." Wait, then say "The motion is carried," or "The motion is lost." 
 Some motions require a 2/3 vote. A 2/3 vote is obtained by standing 
 If a member is in doubt about the vote, he may call out "division." A division
is a demand for a standing vote. 
 A majority vote is more than half of the votes cast by persons legally entitled
to vote. 
 A 2/3 vote means at least 2/3 of the votes cast by persons legally entitled to
vote. 
 A tie vote is a lost vote, since it is not a majority. 