Chapter IX: Part II: Organization and Conduct of Business (1)

[The exact words used by the chairman or member, are in many cases in quotations. It is not to be inferred that these are the only forms permitted, but that these forms are proper and common. They are inserted for the benefit of those unaccustomed to parliamentary forms, and are sufficiently numerous for ordinary meetings.]

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.* [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.]

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. In large meetings the secretary takes his seat near the chairman: he should in all cases 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;* [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 endorsed 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, without 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 be thinks they are fully understood. In reference to the manner of reading and stating the question, when the resolution contains several paragraphs, see Rules of Order, § 44.] 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 [§ 67] and asks, “Are you ready for the question?” If no one rises, he puts the question, 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 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 Rules of Order, § 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.* [A very common error is, after a report has been read, to move that it be received; whereas, the fact that it has been read, shows that it has been already received by the assembly. Another mistake, less common but dangerous, is to vote that the report be accepted which is equivalent to adopting it), when the intention is only to have the report up for consideration and afterwards move its adoption.]

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 to immediately 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 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.”* [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 Rules of Order, § 38, for balloting, and other methods of voting.] The constitutions of permanent societies usually provide that the officers shall be elected by ballot.] 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 fifteen or thirty 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 is to be done, and be prepared at the proper time to offer a suitable resolution, which may be in a 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 probably 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.* [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 [§ 72]. 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.] 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.* [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 § 46 (c), for a few common errors in acting upon reports of committees. [See also note to § 46 (b).]] 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 laws may be conformed to. 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 [§ 73]. 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) adopted by the 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.* [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. None of these three can be suspended without it is expressly provided for.

Art. X. Officers and Committees.

50. Chairman or President. It is the duty of the chairman to call the meeting to order at the appointed time, to preside at all the meetings, to announce the business before the assembly in its proper order, to state and put all questions properly brought before the assembly, to preserve order and decorum, and to decide all questions of order (subject to an appeal). When he “puts a question” to vote, and when speaking upon an appeal, he should stand;* [In meetings of boards of managers, committees and other small bodies, the chairman usually retains his seat, and even members in speaking do not rise.] in all other cases he can sit. In all cases where his vote would affect the result, or where the vote is by ballot, he can vote. When a member rises to speak, he should say, “Mr. Chairman,” and the chairman should reply, “Mr. A;” he should not interrupt a speaker as long as he is in order, but should listen to his speech, which should be addressed to him and not to the assembly. The chairman should be careful to abstain from the appearance of partizanship, but he has the right to call another member to the chair while he addresses the assembly on a question; when speaking to a question of order he does not leave the chair.

51. The Clerk, Secretary or Recording Secretary, as he is variously called, should keep a record of the proceedings, the character of which depends upon the kind of meeting. In an occasional or mass meeting, the record usually amounts to nothing, but he should always record every resolution or motion that is adopted.

In a convention it is often desirable to keep a full record for publication, and where it lasts for several days, it is usual, and generally best, to appoint one or more assistant clerks. Frequently it is a tax on the judgment of the clerk to decide what to enter on the record, or the “Minutes,” as it is usually called. Sometimes the points of each speech should be entered, and at other times only the remark that the question was discussed by Messrs. A., B. and C. in the affirmative, and Messrs. D., E. and F. in the negative. Every resolution that is adopted should be entered, which can be done in this form: “On motion of Mr. D. it was resolved that, &c.”

Sometimes a convention does its work by having certain topics previously assigned to certain speakers, who deliver formal addresses or essays, the subjects of which are afterwards open for discussion in short speeches, of five minutes, for instance. In such cases the minutes are very brief, without they are to be published, when they should contain either the entire addresses or carefully prepared abstracts of them, and should show the drift of the discussion that followed each one. In permanent societies, where the minutes are not published, they consist of a record of what was done and not what was said, and should be kept in a book.

The Form of the Minutes can be as follows:

“At a regular meeting of the M. L. Society, held in their hall, on Tuesday evening, March 16, 1875, Mr. A. in the chair and Mr. B. acting as secretary, the minutes of the previous meeting were read and approved. The committee on Applications reported the names of Messrs. C. and D. as applicants for membership; and on motion of Mr. F. they were admitted as members. The committee on —— reported a series of resolutions, which were thoroughly discussed and amended, and finally adopted as follows:

“Resolved, That * * * * * * * * * * * * * * * *”

On motion of Mr. L. the society adjourned. L- B-, Secretary.

If the proceedings are to be published, the secretary should always examine the published proceedings of similar meetings, so as to conform to the custom, excepting where it is manifestly improper.

The Constitution, By-Laws, Rules of Order and Standing Rules should all be written in one book, leaving every other page blank; and whenever an amendment is made to any of them, it should be immediately entered on the page opposite to the article amended, with a reference to the date and page of the minutes where is recorded the action of the society.

The secretary has the custody of all papers belonging to the society, not specially under charge of any other officer. Sometimes his duties are also of a financial kind, when he should make such reports as are prescribed in the next section.

52. Treasurer. The duties of this officer vary in different societies. In probably the majority of cases he acts as a banker, merely holding the funds deposited with him, and paying them out on the order of the society signed by the secretary. His annual report, which is always required, in this case consists of merely a statement of the amount on hand at the commencement of the year, the amount received during the year (stating from what source received), the total amount paid out by order of the society, and the balance on hand. When this report is presented it is referred to an “auditing committee,” consisting of one or two persons, who examine the treasurer’s books and vouchers, and certify on his report that they “have examined his accounts and vouchers and find them correct, and the balance on hand is,” etc., stating the amount on hand. The auditing committee’s report being accepted is equivalent to a resolution of the society to the same effect, namely, that the treasurer’s report is correct.

In the case here supposed, the real financial statement is made either by the board of trustees, or by the secretary or some other officer, according to the Constitution of the society. The principles involved, are, that every officer who receives money is to account for it in a report to the society, and that whatever officer is responsible for the disbursements, shall report them to the society. If the secretary, as in many societies, is really responsible for the expenses, the treasurer merely paying upon his order, then the secretary should make a full report of these expenses, so classified as to enable the society to readily see the amounts expended for various purposes.

It should always be remembered that the financial report is made for the information of members. The details of dates and separate payments for the same object, are a hinderance to its being understood, and are useless, as it is the duty of the auditing committee to examine into the details and see if the report is correct.

Every disbursing officer should be careful to get a receipt whenever he makes a payment; these receipts should be preserved in regular order, as they are the vouchers for the payments, which must be examined by the auditing committee. Disbursing officers cannot be too careful in keeping their accounts, and they should insist upon having their accounts audited every time they make a report, as by this means any error is quickly detected and may be corrected. When the society has accepted the auditing committee’s report that the financial report is correct, the disbursing officer is relieved from the responsibility of the past, and if his vouchers were lost afterwards, it would cause no trouble. The best form for these financial reports depends upon the kind of society, and is best determined by examining those made in similar societies.

The following form can be varied to suit most cases: (when the statement of receipts and expenses is very long, it is often desirable to specify the amounts received from one or two particular sources, which can be done immediately after stating the total receipts; the same course can be taken in regard to the expenditures):

Treasurer’s Report.

The undersigned, Treasurer of the M. L. Society, begs leave to submit the following annual report:

The balance on hand at the commencement of the year was —— dollars and —— cents. There was received from all sources during the year, —— dollars and —— cents; during the same time the expenses amounted to —— dollars and —— cents, leaving a balance on hand of —— dollars and —— cents. The annexed statement of receipts and expenditures will show in detail the sources from which the receipts were obtained, and the objects to which the expenditures have been applied. All of which is respectfully submitted.

S— M—, Treasurer M. L. S.

The “Statement of receipts and expenditures” can be made, by simply giving a list of receipts, followed by a list of expenses, and finishing up with the balance on hand. The auditing committee’s certificate to the correctness of the account should be written on the statement. Often the statement is made out in the form of an account, as follows:

Dr. The M. L. S. in acct. with S. M., Treas. Cr. ———————————————————————————————————- 1874. 1874.

Dec. 31. To rent of hall .. $500 00 Jan. 1. By balance on hand
” Gas ……….. 80 00 from last year’s
” Stationery …. 26 50 account ………. $ 21 13
” Janitor ……. 360 00 Dec. 31. By initiation fees 95 00
” Balance on hand 24 63 ” members’ dues .. 875 00
———- ———-
$991 13 $991 13

We do hereby certify that we have examined the accounts and vouchers of the treasurer, and find them correct; and that the balance in his hands is twenty-four dollars and sixty-three cents. R. V., J. L., Audit Comm.

53. Committees. In small assemblies, especially in those where but little business is done, there is not much need of committees. But in large assemblies, or in those doing a great deal of business, committees are of the utmost importance. When a committee is properly selected, in nine cases out of ten its action decides that of the assembly. A committee for action should be small and consist only of those heartily in favor of the proposed action. A committee for deliberation or investigation, on the contrary, should be larger and represent all parties in the assembly, so that its opinion will carry with it as great weight as possible. The usefulness of the committee will be greatly impaired, if any important faction of the assembly be unrepresented on the committee. The appointment of a committee is fully explained in § 46 (c).

The first member named on a committee is their chairman, and it is his duty to call together the committee, and preside at their meetings. If he is absent, or from any cause fails or declines to call a meeting, it is the duty of the committee to assemble on the call of any two of their members. The committee are a miniature assembly, only being able to act when a quorum is present. If a paper is referred to them they must not deface it in any way, but write their amendments on a separate sheet. If they originate the paper, all amendments must be incorporated in it. When they originate the paper, usually one member has previously prepared a draft, which is read entirely through, and then read by paragraphs, the chairman pausing after each paragraph and asking, “Are there any amendments proposed to this paragraph?” No vote is taken on the adoption of the separate paragraphs, but after the whole paper has been read in this way, it is open to amendment, generally, by striking out any paragraph or inserting new ones, or by substituting an entirely new paper for it. When it has been amended to suit the committee, they should adopt it as their report, and direct the chairman or some other member to report it to the assembly. It is then written out, usually commencing in a style similar to this: “The committee to which was referred [state the matter referred], beg leave to submit the following report;” or, “Your committee appointed to [specify the object], would respectfully report,” etc. It usually closes thus: “All of which is respectfully submitted,” followed by the signatures of all the members concurring in the report, or sometimes by only that of the chairman.

If the minority submit a report, it commences thus: “The undersigned, a minority of the committee appointed,” etc., continuing as the regular report of the committee. After the committee’s report has been read, it is usual to allow the minority to present their report, but it cannot be acted upon except by a motion to substitute it for the report of the committee. When the committee’s report is read, they are discharged without any motion. A motion to refer the paper back to the same committee (or to re-commit), if adopted, revives the committee.

Art. XI. Introduction of Business.

54. Any member wishing to bring business before the assembly, should, without it is very simple, write down in the form of a motion, what he would like to have the assembly adopt, thus:

Resolved, That the thanks of this convention be tendered to the citizens of this community for their hearty welcome and generous hospitality.

When there is no other business before the assembly, he rises and addresses the chairman by his title, thus: “Mr. Chairman,” who immediately recognizes him by announcing his name.* [If the chairman has any special title, as President, for instance, he should be addressed by it, thus: “Mr. President.” Sometimes the chairman recognizes the speaker by merely bowing to him, but the proper course is to announce his name.] He, then having the floor, says that he “moves the adoption of the following resolution,” which he reads and hands to the chairman.** [Or, when he is recognized by the chair, he may say that he wishes to offer the following resolutions, which he reads and then moves their adoption.] Some one else seconds the motion, and the chairman says, “It has been moved and seconded that the following resolution be adopted,” when he reads the resolution; or he may read the resolution and then state the question thus: “The question is on the adoption of the resolution just read.” The merits of the resolution are then open to discussion, but before any member can discuss the question or make any motion, he must first obtain the floor as just described. After the chairman states the question, if no one rises to speak, or when he thinks the debate closed, he asks, “Are you ready for the question?” If no one then rises, he puts the question in a form similar to the following: “The question is on the adoption of the resolution which you have heard; as many as are in favor of its adoption will say aye.” When the ayes have voted, he says, “As many as are of a contrary opinion will say no.”* [There are many other ways of putting a question; see § 67, and Rules of Order, § 38. Other illustrations of the ordinary practice in introducing business will be seen in §§ 46-48.] He then announces the result, stating that the motion is carried, or lost, as the case may be, in the following form: “The motion is carried—the resolution is adopted;” or, “The ayes have it—the resolution is adopted.” A majority of the votes cast is sufficient for the adoption of any motion, excepting those mentioned in § 68.

Art. XII. Motions.

55. Motions Classified According to their Object. Instead of immediately adopting or rejecting a resolution as originally submitted, it may be desirable to dispose of it in some other way, and for this purpose various motions have come into use, which can be made while a resolution is being considered, and for the time being, supersede it. No one can make any of these motions while another member has the floor, excepting as shown in § 64, which see for the circumstances under which each motion can be made.

The following list comprises most of these motions, arranged in eight classes, according to the object for which each motion is used. [The names of the motions are printed in Italics; each class is treated separately, as shown by the references.]

Motions Classified.

(1) To Amend or Modify ………………………………… [§ 56]
(a) Amend.
(b) Commit.
(2) To Defer action …………………………………… [§ 57]
(a) Postpone to a certain time.
(b) Lie on the Table.
(3) To Suppress Debate ………………………………… [§ 58]
(a) Previous Question.
(b) An Order limiting or closing Debate.
(4) To Suppress the question …………………………… [§ 59]
(a) Objection to its Consideration.
(b) Postpone Indefinitely.
(c) Lie on the Table.
(5) To Consider a question the second time ………………. [§ 60]
(a) Reconsider.
(6) Order and Rules …………………………………… [§ 61]
(a) Orders of the day.
(b) Special Orders.
(c) Suspension of the Rules.
(d) Questions of Order.
(e) Appeal.
(7) Miscellaneous …………………………………….. [§ 62]
(a) Reading of Papers.
(b) Withdrawal of a Motion.
(c) Questions of Privilege.
(8) To close a meeting ………………………………… [§ 63]
(a) Fix the time to which to Adjourn.
(b) Adjourn.

56. To Amend or Modify. (a) Amend. If it is desired to modify the question in any way, the proper motion to make is to “amend,” either by “adding” words, or by “striking out” words; or by “striking out certain words and inserting others;” or by “substituting” a different motion on the same subject for the one before the assembly; or by “dividing the question” into two or more questions, as the mover specifies, so as to get a separate vote on any particular point or points. Sometimes the enemies of a measure seek to amend it in such a way as to divide its friends, and thus defeat it.

When the amendment has been moved and seconded, the chairman should always state the question distinctly, so that every one may know exactly what is before them, reading first the paragraph which it is proposed to amend; then the words to be struck out, if there are any; next, the words to be inserted, if any; and finally, the paragraph as it will stand if the amendment is adopted. He then states that the question is on the adoption of the amendment, which is open to debate, the remarks being confined to the merits of the amendment, only going into the main question so far as is necessary in order to ascertain the propriety of adopting the amendment.

This amendment can be amended, but an “amendment of an amendment” cannot be amended. None of the undebatable motions mentioned in § 66, except to fix the time to which to adjourn, can be amended, nor can the motion to postpone indefinitely.

(b) Commit. If the original question is not well digested, or needs more amendment than can well be made in the assembly, it is usual to move “to refer it to a committee.” This motion can be made while an amendment is pending, and it opens the whole merits of the question to debate. This motion can be amended by specifying the number of the committee, or how they shall be appointed, or when they shall report, or by giving them any other instructions. [See § 53 on committees, and § 46 (c) on their appointment.]

57. To Defer Action. (a) Postpone to a certain time. If it is desired to defer action upon a question till a particular time, the proper motion to make, is to “postpone it to that time.” This motion allows of but limited debate, which must be confined to the propriety of the postponement to that time; it can be amended by altering the time, and this amendment allows of the same debate. The time specified must not be beyond that session [§ 70] of the assembly, except it be the next session, in which case it comes up with the unfinished business at the next session. This motion can be made when a motion to amend, or to commit or to postpone indefinitely, is pending.

(b) Lie on the table. Instead of postponing a question to a particular time, it may be desired to lay it aside temporarily until some other question is disposed of, retaining the privilege of resuming its consideration at any time.* [In Congress this motion is commonly used to defeat a measure, though it does not prevent a majority from taking it at any other time. Some societies prohibit a question from being taken from the table, except by a two-thirds vote. This rule deprives the society of the advantages of the motion to “lie on the table.” because it would not be safe to lay a question aside temporarily, if one-third of the assembly were opposed to the measure, as that one-third could prevent its ever being taken from the table. A bare majority should not have the power, in ordinary societies, to adopt or reject a question, or prevent its consideration, without debate. [See note at end of § 35, Rules of Order, on the principles involved in making questions undebatable.] The only way to accomplish this, is to move that the question “lie on the table.” This motion allowing of neither debate nor amendment, the chairman immediately puts the question; if carried, the whole matter is laid aside until the assembly vote to “take it from the table” (which latter motion is undebatable and possesses no privilege). Sometimes this motion is used to suppress a measure, as shown in § 59 (c).

58. To Suppress Debate. (a) Previous Question. While as a general rule free debate is allowed upon every motion,* [Except an “objection to the consideration of the question” [§ 59 (a)]. See note to § 35, Rules of Order, for a full discussion of this subject of debate.] which, if adopted, has the effect of adopting the original question or removing it from before the assembly for the session,—yet, to prevent a minority from making an improper use of this privilege, it is necessary to have methods by which debate can be closed, and final action at once be taken upon a question.

To accomplish this, when any debatable question is before the assembly, it is only necessary for some one to obtain the floor and “call for the previous question;” this call being seconded, the chairman, as it allows of no debate, instantly puts the question, thus: “Shall the main question be now put?” If this is carried by a two-thirds vote [§ 68], all debate instantly ceases, excepting that the member who offered the original resolution, or reported it from a committee, is, as in all other cases, entitled to the floor to close the debate; after which, the chairman immediately puts the questions to the assembly, first, on the motion to commit, if it is pending; if this is carried, of course the subject goes to the committee; if, however, it fails, the vote is next taken on amendments, and finally on the resolution as amended.

If a motion to postpone, either definitely or indefinitely, or a motion to reconsider, or an appeal is pending, the previous question is exhausted by the vote on the postponement, reconsideration or appeal, and does not cut off debate upon any other motions that may be pending. If the call for the previous question fails, that is, the debate is not cut off, the debate continues the same as if this motion had not been made. The previous question can be called for simply on an amendment, and after the amendment has been acted upon, the main question is again open to debate.

(b) An order limiting or closing debate. Sometimes, instead of cutting off debate entirely by ordering the previous question, it is desirable to allow of but very limited debate. In this case, a motion is made to limit the time allowed each speaker or the number of speeches on each side, or to appoint a time at which debate shall close and the question be put. The motion may be made to limit debate on an amendment, in which case the main question would afterwards be open to debate and amendment; or it may be made simply on an amendment to an amendment.

In ordinary societies, where harmony is so important, a two-thirds vote should be required for the adoption of any of the above motions to cut off or limit debate.* [In the House of Representatives, these motions require only a majority vote for their adoption. In the Senate, to the contrary, not even two-thirds of the members can force a measure to its passage without allowing debate, the Senate rules not recognizing the above motions.

59. To Suppress the Question. (a) Objection to the consideration of a question. Sometimes a resolution is introduced that the assembly do not wish to consider at all, because it is profitless, or irrelevant to the objects of the assembly, or for other reasons. The proper course to pursue in such case, is for some one, as soon as it is introduced, to “object to the consideration of the question.” This objection not requiring a second, the chairman immediately puts the question, “Will the assembly consider this question?” If decided in the negative by a two-thirds vote, the question is immediately dismissed, and cannot be again introduced during that session. This objection must be made when the question is first introduced, before it has been debated, and it can be made when another member has the floor.

(b) Postpone indefinitely. After the question has been debated, the proper motion to use in order to suppress the question for the session, is to postpone indefinitely. It cannot be made while any motion except the original or main question is pending, but it can be made after an amendment has been acted upon, and the main question, as amended, is before the assembly. It opens the merits of the main question to debate to as great an extent as if the main question were before the assembly. On account of these two facts, in assemblies with short sessions it is not very useful, as the same result can usually be more easily attained by the next motion.

(c) Lie on the table. If there is no possibility during the remainder of the session of obtaining a majority vote for taking up the question, then the quickest way of suppressing it is to move “that the question lie on the table;” which, allowing of no debate, enables the majority to instantly lay the question on the table, from which it cannot be taken without their consent.