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Chapter 7 - Using Subsidiary Motions to Help Adopt a Main Motion

This chapter looks at each subsidiary motion and how it can help move the main motion forward until the assembly arrives at its final decision. The discussion begins with the lowest-ranking subsidiary motion, which is postpone indefinitely, and explains each motion in turn, through lay on the table, which is the highest-ranking motion. The purpose of each motion, its restrictions (whether it needs a second, is amendable, is debatable, and so on), and the result of that subsidiary motion on the main motion are outlined at the beginning of each section. Likewise, examples show you how to use the motion correctly. (See also Appendix A.)

Postpone Indefinitely

The motion postpone indefinitely is the lowest-ranking of the subsidiary motions, which means that members can make a higher ranking motion while this motion is pending. In addition, the main motion can be amended, referred to a committee, postponed to a certain time, or laid on the table. If the main motion is referred to a committee while postpone indefinitely is pending, postpone indefinitely does not go to committee with the main motion. By referring the motion to a committee, it means that the members don't want to kill it; they want to consider it further.

Members can close debate or limit or extend debate on postpone indefinitely without affecting the main motion.

To make the motion, phrase it this way:

Member: I move to postpone the motion indefinitely.

or

Member: I move that the motion be postponed indefinitely. Member 2: Second.

The president states it this way to the assembly:

President: It is moved and seconded to postpone the motion indefinitely. Is there any discussion on postponing indefinitely?

After any discussion, the chair takes the vote.

President: All those in favor say "Aye." Those opposed say "No."

If the ayes have it, the chair states:

President: The ayes have it. The motion is carried and is postponed indefinitely. Is there further business?

If the noes have it, the chair states:

President: The noes have it, and the motion is lost. Is there further discussion on . . . [main motion]?

Amend

The purpose of this motion is to change the main motion. There are four ways to amend:

Anyone can make the motion to amend. The amendment must be germane, or related, to the motion it is amending. In the House of Representatives, members are allowed to attach anything to a bill, but this is not the case in deliberative assemblies, which follow adopted parliamentary authorities. For example, in a deliberative assembly, if the members are discussing a motion to paint the clubhouse, a member can't propose to add an amendment to sponsor a dance on July 4. Sponsoring a dance on July 4 is not germane to painting the clubhouse; it is really a new main motion. Anytime there is a question about whether an amendment is germane, the president can let the members decide by a vote.

An amendment can be hostile to the main motion and still be germane. For example, say a member makes a motion to increase the secretary's salary by $20 a week. Another member can propose an amendment to strike out "increase" and insert "decrease." So, if adopted, the motion would be "to decrease the secretary's salary by $20 a week."

An amendment can be amended. The first amendment is a primary amendment, and it applies to the main motion. Its amendment is called a secondary amendment and applies only to the primary amendment. The secondary amendment must be germane to the primary amendment. It needs a second and is debatable. Debate is on the merits of the secondary amendment. An amendment to the third degree is not allowed. Only one set of primary and secondary amendments can be pending at the same time.

Members can apply the motion amend to any motion that has a variable. This includes some subsidiary motions as well as some privileged motions.

Here's an example of each of the ways to amend a main motion. A member makes the main motion to buy a computer and laser printer.

Member: I move to buy a computer and laser printer.

The following illustrations show examples of how to word the various forms of amending.

VOTING ON AMENDMENTS TO THE MAIN MOTION

Many people get lost in the amendment process. If you are presiding, write down the amendments as they are proposed so you don't get lost. It is also helpful for the secretary to follow the procedure carefully and write down the amendments as well, so that if the president asks "Where are we?" the secretary can provide that information.

The following section takes you through the entire process of voting on amendments and how they are incorporated into the motion, if adopted.

Begin with the following as the main motion:

To buy a computer and laser printer not to exceed the cost of $ 1,000.

After some discussion, the following primary amendment is proposed:

Member 2: I move to amend the motion by striking out $1,000 and inserting $2,000.

Member 3: Second.

President: It is moved and seconded to amend the motion by striking out $1,000 and inserting $2,000. If adopted, the motion would read, "to buy a computer and laser printer not to exceed the cost of $2,000." Is there any discussion on the proposed amendment?

There is now a main motion and primary amendment pending. After some discussion, a member proposes another amendment. This is called a secondary amendment.

Member 4: I move to amend the amendment by striking out $2,000 and inserting $2,500.

Member 5: Second.

President: It is moved and seconded to amend the amendment by striking out $2,000 and inserting $2,500. If adopted, the motion would read, "to buy a computer and laser printer not to exceed the cost of $2,500." Is there any discussion on the proposed amendment?

At this point, discussion goes only to the secondary amendment. There are now three motions pending:

Secondary Amendment

Primary Amendment

Main Motion

In voting, the chair begins by taking a vote on the secondary amendment, then the primary amendment, and then the main motion. This is an example of ranking of motions. The secondary amendment is the highest-ranking motion in this series of motions.

President: The question is on the adoption of the proposed amendment to strike out $2,000 and insert $2,500. If adopted, the motion would read, "to buy a computer and laser printer not to exceed the cost of $2,500." All those in favor of striking out $2,000 and inserting $2,500 say "Aye." Those opposed say "No." The ayes have it and $2,500 replaces $2,000.

The effect of this vote now makes the secondary amendment the primary amendment. So, the members still need to vote on whether "$2,500" should replace the "$1,000" that was stated in the original main motion. The president continues:

President: The question is on the adoption of the proposed amendment to strike out $1,000 and insert $2,500. If adopted, the motion would read, "to buy a computer and laser printer not to exceed $2,500." Is there further discussion?

Members now have the opportunity to discuss whether they want to pay $2,500 for a computer and laser printer or pay $1,000.

President: All those in favor of striking out $1,000 and inserting $2,500 say "Aye." Those opposed say "No." The ayes have it, and $2,500 replaces $1,000. The question is now on the adoption of the main motion as amended, "to buy a computer and laser printer not to exceed the cost of $2,500." Is there any discussion?

Adopting the amendment does not adopt the main motion. It only indicates that a majority of the membership thinks $2,500 is enough money to buy a computer and laser printer. Members must now vote on adopting the main motion as amended.

President: The question is on the adoption of the motion as amended, "to buy a computer and laser printer not to exceed the cost of $2,500." All those in favor say "Aye." Those opposed say "No." The ayes have it, and the motion is carried. We will buy a computer and laser printer not to exceed the cost of $2,500. The secretary and treasurer will be in charge of buying it.

The key point to remember when voting on amendments is to follow the correct order of amendments back to the original main motion. The presiding officer always begins voting with the secondary amendment, moves to the primary amendment, and finally takes the vote on the main motion.

This is what happens if the secondary amendment is defeated.

President: The question is on adopting the proposed amendment by striking out $2,000 and inserting $2,500. If adopted, the motion would read "to buy a computer and laser printer not to exceed the cost of $2,500." All those in favor of striking $2,000 and inserting $2,500 say "Aye." Those opposed say "No." The noes have it and the proposed amendment is lost.

Because the secondary amendment was defeated, the president now asks for the vote on the primary amendment.

President: The question is on the adoption of the proposed amendment to strike out $1,000 and insert $2,000. If adopted, the motion would read "to buy a computer and laser printer not to exceed the cost of $2,000." Is there any discussion on the proposed amendment? Hearing none, all those in favor say "Aye." Those opposed say "No." The ayes have it, and $2,000 replaces $1,000.

Now the vote is taken on the main motion as amended.

President: The question is on the adoption of the main motion as amended, "to buy a computer and laser printer not to exceed the cost of $2,000." Is there further discussion? Hearing none, all those in favor say "Aye." Those opposed say "No." The ayes have it and the motion is carried. We will buy a computer and laser printer not to exceed the cost of $2,000.

If the proposed amendment to strike out $1,000 and insert $2,000 had been defeated, the members would have voted on the main motion as originally presented, "to buy a computer and laser printer not to exceed the cost of $1,000."

After the members finish voting on the secondary amendment and the primary amendment, but before they vote on the main motion as amended, members can still amend the motion further. They can strike out "laser" and insert "ink jet" or "dot matrix." They can also insert a brand name before "computer," if they so desire.

The most important rule to remember in amending motions is that the secondary motion must be germane to the primary motion or it is not in order. For example, with the primary amendment to strike out "$1,000" and insert "$2,000" pending, proposing an amendment to strike out "laser" and insert "ink jet" would be out of order, because the type of printer is not germane to the cost. Replacing "ink jet" with "laser" is considered the beginning of another group of amendments. Once the members begin with amending the cost, they must follow all the steps of the amending process in order until the assembly decides the cost issue. After this is done, members can amend another part of the motion.

Refer to a Committee

The purpose of the motion refer to a committee is to obtain information by referring the pending motion to a small, selected group of members for investigation. When making the motion refer to a committee, state which committee, what it is to do, and when it is to report back to the membership. If you do not set a date when the committee is to report, the motion may die in committee. To make the motion refer to a committee, state it this way:

Member: I move to refer the motion to the finance committee to investigate which is the best kind of computer and laser printer and what the cost is, and to report back to us at the next meeting.

Member 2: Second.

President: It is moved and seconded that we refer the motion to the finance committee to investigate which is the best kind of computer and laser printer and what the cost is, and to report back to us at the next meeting. Is there any discussion about referring the motion?

Another form of this motion is to move that the assembly act as a committee of the whole. In small assemblies (those under 50 members), the motion is consider informally.

Committee (or Quasi-Committee) of the Whole

This variation of refer to a committee allows the membership of a large assembly to act as a committee. The advantage of functioning as a committee of the whole is that members may speak an unlimited number of times to an issue. Any actions by a committee of the whole are not decisions of the assembly but are recommendations of the committee of the whole to the assembly.

The presiding officer of the assembly (who steps down while the committee of the whole is in session) appoints the chair of the committee of the whole. The secretary keeps minutes of the committee's proceedings. In very large assemblies, the secretary too may leave the chair, and an assistant secretary may be appointed to serve for the committee of the whole. When a committee of the whole votes, members cannot reconsider the issue voted on because the vote is not binding - it is only a recommendation on which the assembly will later vote. The chair of the committee of the whole reports to the assembly, which then may consider, discuss, and vote on the recommendations (if any) from the committee.

Another form of the motion to act as a committee of the whole is the motion to act as a quasi-committee of the whole, which is designed for medium-size assemblies. In this form of the motion, the presiding officer of the assembly remains in the chair and presides, and the secretary of the assembly keeps the minutes of the committee's votes and recommendations. If a member does not make a motion be discharged from further consideration of the subject, the chair reports decisions to the regular assembly for consideration.

Consider Informally

The motion consider informally is another form of the motion refer to a committee. This motion is used only in assemblies having fewer than 50 members. (In large assemblies, use the motion to go into a committee of the whole.)

To make the motion, state:

Member: I move that the motion be considered informally.

Member 2: Second.

President: It is moved and seconded to consider the motion informally. Is there any discussion?

Informal consideration removes the limit on the number of times members can speak in debate. The regular presiding officer remains in the chair and presides. No separate committee is created, and the actions and votes of the assembly are recorded in the minutes. The results of votes taken while in informal consideration are decisions of the assembly and are not voted on again in the assembly.

Anytime the members want to end informal consideration, someone can move that the question be considered formally. Adopting the motion to consider the question formally takes a majority vote.

As soon as the motion is disposed of temporarily or finally, informal consideration ends. Business conducted while under informal consideration is recorded in the minutes of the meeting.

Postpone to a Certain Time

Don't confuse the motion postpone to a certain time with lay on the table.

In many groups, it's common to hear "let's table the motion to the next meeting." However, this is an incorrect usage of lay on the table and does not accomplish what the member actually intends. If such a motion is made, the chair should restate the motion as postpone to the next meeting and ask for a discussion.

The motion to postpone has certain time limits. A motion can't be postponed beyond a quarterly time interval or the next regular business meeting (whichever comes first). Likewise, members can't use the motion postpone as a motion to kill. If the motion postpone to the next meeting is adopted, the motion in question appears on the agenda under unfinished business and general orders. To make the motion postpone to a certain time, say:

Member: I move to postpone the motion to the next meeting.

Member 2: Second.

President: It is moved and seconded to postpone the motion to the next meeting. Is there any discussion on postponing the motion?

If a motion is made to "postpone to the next meeting at 8 p.m.," the motion is taken up at approximately that time. If other business is being discussed at 8 p.m., the members finish with that business and then take up the motion that was postponed until 8 p.m. When members want a motion to come up at an exact time in the meeting, even if it interrupts business under discussion, it needs to be made a special order for that time.

Postpone to a Certain Time Made into a Special Order

To postpone the motion and make it a special order, say:

Member: I move to postpone the motion to the next meeting and make it a special order for 8 p.m.

Member 2: Second.

President: It is moved and seconded to postpone the motion to the next meeting and make it a special order for 8 p.m. This motion is amendable and takes a two-thirds vote to adopt because it requires a suspension of a rule. Is there any discussion on postponing the motion?

The chair takes the vote as a rising vote.

Limit or Extend the Limits of Debate

If an assembly has no special rule of order about how long or how many times a member can speak in debate, a member may speak twice to a motion and up to ten minutes each time. If a member wishes to extend or limit the debate, he or she makes this motion. Conventions have standing rules that regulate how long each motion or topic can be considered. If this is the case, when the time has arrived to go on to the next business in order, a member can make the motion to extend the limits of debate. A two-thirds vote is needed to adopt because the motion alters the rights of the individual members.

There are several ways members can use this motion. One way is to reduce the number of speeches or the time allowed for members to speak to an issue:

Member: I move to limit debate to five minutes per person.

Member 2: Second.

President: It is moved and seconded to limit debate to five minutes per person. This motion is not debatable but is amendable. Are you ready for the question? All those in favor please rise. Be seated. Those opposed please rise. Be seated. The affirmative has it, and debate will be limited to five minutes per person.

or

President: The negative has it, and debate will not be limited. Each person can speak ten minutes to the question. Is there any discussion?

Another way to use this motion is to extend debate that is set for a certain time. For example, a convention may have a rule that debate stops at a certain time; if so, members can then make a motion to extend this time.

Member: I move to extend the debate five more minutes.

Member 2: Second.

President: It is moved and seconded to extend the debate five more minutes. This motion is not debatable but is amendable. Are you ready for the question? All in favor please rise. Be seated. Those opposed please rise. Be seated. The affirmative has it, and debate will be extended five more minutes.

or

The negative has it, and the debate will not be extended. It is time to take a vote on the motion to . . . . All those in favor say "Aye." Those opposed say "No." [Announce the vote.]

Members can also use the motion limit or extend the limits of debate to fix the hour for closing debate and taking the vote.

Member: I move that at 3 p.m., debate is closed and the vote taken.

Member 2: Second.

President: It is moved and seconded that at 3 p.m., debate is closed and the vote taken. This motion is not debatable but is amendable. Are you ready for the question? All those in favor please rise. Be seated. Those opposed please rise. Be seated. The affirmative has it, and debate will close at 3 p.m. and the vote taken.

or

President: The negative has it, and debate will not end at 3 p.m. Is there further discussion?

Previous Question (Close Debate)

The motion previous question is the most misunderstood and misused motion in meetings. There is only one way to stop debate: A member must move the previous question. Because it takes members' rights away, this motion requires a two-thirds vote to close debate.

Many people do not understand previous question. They think that they can just yell out "Question!" and the chair should stop debate and take a vote on the motion. The chairman never has the authority to close debate as long as one person wants to discuss the motion. The chair can close debate when members adopt the previous question.

The time to make a motion for the previous question is when a member thinks the debate on the motion has become tedious. The member wants to close debate and take a vote so that the membership can proceed to other business. The member must rise, address the chair, and move the previous question:

Member: I move the previous question.

or

Member: I move to close debate and take the vote immediately.

Member 2: Second.

The president handles the motion this way:

President: The question is on adopting the previous question on the pending motion. If adopted, this will stop debate and we will vote immediately. All those in favor please rise. Be seated. Those opposed please rise. Be seated.

[Announce the vote.]

If the affirmative has it:

President: There are two-thirds in the affirmative, and the previous question is adopted. Debate is stopped. All those in favor of buying a computer and laser printer say "Aye." Those opposed say "No." [Announce the result of the vote.]

If the negative has it:

President: There are less than two-thirds in the affirmative. The previous question is lost. Is there further discussion?

In its unqualified form, this motion applies only to the immediate pending motion. If adopted, debate ceases and the vote is taken immediately on the pending question. The previous question may be made on all pending questions or on consecutive pending questions.

Note: Even though this is one of the highest-ranking subsidiary motions, it is not proper to make this motion before everyone has had the right to debate. If a controversial issue is presented to the membership, it is unfair to close debate before someone in the opposition has the right to speak. Henry Robert, in his book Parliamentary Law, says:

Where there is radical difference of opinion in an organization, one side must yield. The great lesson for democracies to learn is for the majority to give to the minority a full, free opportunity to present their side of the case, and then for the minority, having failed to win a majority to their views, gracefully to submit and to recognize the action as that of the entire organization, and cheerfully to assist in carrying it out, until they can secure its repeal.

Lay on the Table

The motion lay on the table is the second most misused motion in meetings. Members either "table it" to kill a motion or "table it" to postpone a motion. In essence, the motion lay on the table takes away the members' right to debate with a majority vote, instead of a two-thirds vote.

When lay on the table is adopted, it allows the members to immediately halt consideration of the motion without debate. When a motion is laid on the table, and if the meeting adjourns before the motion is taken from the table, it is not put on the agenda for the next meeting. A member must take it from the table at the next meeting before discussing it again. Because the members moved to lay it on the table, only the members can take it from the table. Therefore, this motion is reserved for an immediate urgency only. When a member makes this motion and does not state the reason for making the motion, the chair should ask the member to state his or her reason for making the motion. If it is apparent that the member wants to kill the motion, the chair should rule the motion out of order and explain to the member that the proper motion is postpone the motion indefinitely, if it is in order at that time; or, the chair can take the liberty to place the motion before the assembly as postpone it indefinitely and ask for discussion.

A member should state the reasons he or she makes this motion. A member cannot lay a motion on the table and then make another motion that conflicts with the motion laid on the table. If the motion is not used correctly, the chair should rule it out of order and then state the proper procedure. If the chair does not do this, a member should rise to a point of order and explain the correct procedure.

When a main motion is laid on the table, all adhering subsidiary motions go with it. For example, if a main motion and its subsidiary motions amend and refer to a committee are pending, these go to the table with the main motion.

The motion lay on the table is recorded in the minutes, but it is not put on the agenda. A member must remember to make the motion take from the table. If a motion is laid on the table and is not taken from the table by the end of the next meeting, it dies. After it dies, a member has to present it as a new main motion.

To make this motion a member states:

Member: I move to lay the motion on the table.

Member 2: Second.

President: It is moved and seconded to lay the motion on the table. All those in favor say "Aye." Those opposed say "No." [Announce the vote.]

LEGITIMATE USES OF THE MOTION LAY ON THE TABLE

Members cannot use the motion lay on the table to kill a motion or to put it off to a later time. The motion lay on the table is reserved for circumstances when an urgent matter that can't wait must be introduced.

The chair is allowed to rule whether the matter is urgent and whether the motion will be entertained.

Examples of urgent situations are:

Use the motion lay on the table sparingly in meetings, if at all. This motion cannot be used during a special meeting that has been called to address a specific issue.

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