a ppgceat et BHI Ha CMe iat if abutiitia) riqeiaity 4 Hiren te init cue THE UNIVERSITY Oe ENON? LIBRARY How to Organize and How to Conduct a Meeting A Complete Treatise on Parliamentary Law Simplified for Use in Schools and Colleges, and Especially Arranged for the Person Who may be Called Upon to Preside at a Public Meeting, or to Take Charge of a Society or Club. BY W. H. F. HENRY AUTHOR OF HENRY’s HIGH SCHOOL QUESTION Book AND DR. LEVI SEELEY AUTHOR OF NEw ScHOOL MANAGEMENT, HisTory OF EDUCATION, ELEMENTARY PEDAGOGY, ETC. NOBLE AND NOBLE, Publishers 76 FirtH AVENUE _ New York COPYRIGHT, 1926 By Nosre anp Nosie Printed in U.S. A. INTRODUCTION. Public Speaking is a national characteristic of the American people. Doubtless the New England town meeting, where all citizens gathered to consider ques- tions of public welfare, encouraged it. Our later representative form of government also trained men to speak in public. Frequent elections, National, State, Municipal and Local, call for public gatherings to hear speeches, pass resolutions, and transact business. Labor unions and other organizations, which seek united action, must be conducted according to some plan or else confusion and failure will follow. The same is true of Educational, Religious, Economic, Scientific, or Social Conventions or Conferences. They must follow some accepted plan. Hence the purpose of this book is to show how to proceed in a public meeting under orderly rules and general parliamentary practices. This condition applies not only to men. Woman has come into a larger and more public life. No longer does she confine her activities to the home, though she should and must ever be its guiding star and its inspiration. She is taking her place by the side of her male comrade not only in social, moral and spirit- 1 002345 il Introduction ual matters, but also in business, in politics, and, to some extent in the professions. All of this has not come about merely through the Nineteenth Amend- ment, giving her the right of suffrage. She has grad- ually but surely been coming into her own for many years. She holds ninety per cent of the positions in the field of teaching. She has colleges which are crowded with eager young women thoroughly prepar- ing themselves to meet Twentieth Century problems and responsibilities. She meets her brothers on the plane of equality in co-educational institutions and car- ries off many of the honors. Women have their clubs, their societies, their or- ganizations, in every city and town. In many of these meetings women are often indifferent to parliamentary law in their conduct of business, thus seriously affecting the efficiency of the work. It will readily be acknowl- edged that any meeting that is conducted according to established rules is far more likely to accomplish results than one conducted without such regulations. Even in a Church Society, or a Ladies’ Aid, or a Missionary Meeting, or any other body where a number of persons convene for the transaction of business, there must be some rules of procedure. Young people, too, have their Societies, their Clubs, their Fraternities, their Debating and Literary So- cieties, where the necessity of orderly action is ob- vious. Here the study of parliamentary law finds its greatest opportunity. Young people of about the Introduction ili Same age and attainments, with similar purposes, eager for self-expression, open-minded, and ambitious to learn, meet frequently. If they are fortunate enough to have the guidance of a person familiar with parliamentary law, so much the better. But if the members of the club will study a work on this sub- ject, they can easily apply its teachings without the aid of an instructor. In a word, they can “learn to do, by doing,” the most practical and effective method of learning. | There are few men or women in our American life who are not at some time called upon to make a speech, preside at a meeting, make a motion, act upon a committee, or perform some public service. This does not apply to the educated and professional classes alone. Mechanics, tradesmen, farmers, laborers, rail- road men have their organizations. No matter how diffident a man may be, the call of public duty will reach him and he must answer. How much better it would be if every American citizen was to receive the training which would enable him to meet such occa- sions with ease, grace and effectiveness, and without embarrassment. If the above reasoning is sound, there should be far more training in parliamentary law than our present educational scheme contemplates. There are very few courses in this subject in our institutions of learning. Since the purpose of education, in its broadest sense, is to prepare for life, surely here is a neglected op- iV Introduction portunity, for a knowledge of parliamentary law is a very important asset to every person. Most people know but little of the machinery of business meetings. Their societies and debating clubs have but few points in harmony with the practices and demands of general custom. Great stress is placed upon the importance of prac- tical acquaintance with the ordinary school studies; such as,—Reading, Writing, and Arithmetic. But after school comes the regular working of business life when much that has required years to master is often of little practical utility. Parliamentary us- ages and practices should be carefully studied in every school. The great majority of people receive no fur- ther instruction than that afforded by the elementary school. Many a young man after entering upon his life’s work, and being called upon to act as Chairman or Secretary of some citizens’ meeting, finds himself in an embarrassing position because of his ignorance of the customary workings of such a body. Hence, for his own sake, and in order to retain the respect of his neighbors, it is of the utmost importance that he should be taught how to organize and conduct a meeting. Where debating is recognized and required as one of the regular exercises in a school, great benefit can be derived from it. Then instead of a Debating So- ciety, you have a Debating Class, the teacher acting as President. The purpose of this little manual is to present, in Introduction Vv a condensed yet comprehensive form, those general principles with their modifications which are well recognized and established by common usage in all well-organized bodies. In addition, a series of Ex- amination Questions, covering all the general principles of Parliamentary Law, has been added, which, if mastered, will give the student a thorough knowledge of every question that is likely to arise on the subject. ae: PROM hia Mh d CONTENTS PURPOSE OF DEBATE AND PARLIAMENTARY LAW . I PW TOMORGANIZEVA) MEETING O. cn) isis ies oiler (0 LO DUTIES AND RiGHTs OF MEMBERS. ... . . I4 RA tEOLOR: ORFICERS Meg areia Doni s iss) er beet hifat te staal BRTILESS OFF CRDER MA at uae fen wil cee. t) beta to re hitah Sugituhaasy PIEDER Ob ES TISENESS I! ax cya Nees Vat eB eaanibile tk SA RUE RTOs IEBATE Mei gohk aig ilk ons ef a \eiaor te Cee RO ISCUSSION-OFCA COUIESTION. Py Oud dun hier ucveneunuun) | clot PIRIVILEGEDEUJUESTIONS i. teh \ie yea tues oias: Ta eR hana WVGR MOR: COMMITEE Cn. nih clued Une ly ict oy gi ue man eh PSPOTIONS FORMIEDATES Una ike vem neL hel od IM eae ForM FOR CONSTITUTION AND By-Laws . . . 97 FoRMS FOR VARIOUS RESOLUTIONS . . . . . I09 QUESTIONS FOR EXAMINATION ON PARLIAMENTARY Lae CAL CEM OMe os! p hiyate hath Aad elie ih vache EEO Bere DE Nira gt) Shi hal'e Vel te ML Wate is ieee Ware OL AY ~ » ‘ 4+ Je "aly Panetta . é) a @ ae hee f ‘ hg ‘i a) Pit EEE 3 CiyA rE RET. PURPOSE OF DEBATE AND PARLIAMENTARY LAW. 1. The Object of Debate.—The ultimate triumph of truth is one of life’s highest ideals. The object of debate, therefore, is to gather all the forces of truth in order to overcome errors and misunderstanding. Efficient debate makes use of logic while it listens to both sides of a question and grants a fair field to Error as well as to Truth. 2. Purpose of Parliamentary Law.—To discuss questions and to decide upon certain measures consti- tute the object of all assemblies. Unless there be some definite line of procedure and systematized principles, confusion will reign, and no satisfactory sense of the meeting can be brought out. The design of parlia- mentary law is, therefore, to effect uniformity in as- sembly proceedings. 3. Origin of Parliamentary Principles.—The gen- eral principles of parliamentary law originated in the old Roman code, and were continued and improved in the Parliament of England. Many modifications have been introduced by our general Constitution, by the I 2 How to Organize and Conduct a Meeting several States, and many more by the practices of the people. The principle underlying all is, however, the same, though each individual meeting must have special Rules for its own purposes. ; 4. Importance of Debating Clubs.—Among the best fields for the exercise of educational discipline are debating clubs. Though many organizations of this kind frequently present little beyond a record of their meetings, with no serious or elevated purpose beyond the requirements of an ordinary pastime, yet when properly conducted, they are capable of splendid service in the cause of education. Open disputation is one method of testing the soundness of theory and detect- ing the disguises of error. Out of apparently simple differences of opinion there have originated mighty changes, social, civil, and religious. The capabilities of usefulness offered by debating associations may be summed up in the following con- siderations : First:—They are, when rightly managed, the best schools for training in logical expression. Second:—They furnish the best opportunities for the practice of deliberative oratory. ‘The appropriate fields for such oratory are wherever questions are to be discussed according to the will of the majority; as, in Congress, in State Legislatures, in City Councils, in Town Meetings, in Conventions of the Church, and in organized bodies of every description. They should Purpose of Debate and Parliamentary Law 3 be conducted in a serious and courteous manner, free from exhibitions of conceit, frivolity and ignorance. They should stimulate a desire for the truth and show a proper respect for the opinions of others. Third :—They necessitate the acquisition of a great variety of useful knowledge. Students who never awoke under the discipline of school or college, have often shown, under the spur of debate, unquestionable signs of the most extraordinary mental capacity. In the transaction of debating societies much practical in- cidental information is imparted; such as that which grows out of the necessity, so frequently arising, of preparing in written form, Resolutions, Reports, and other documents. These require ability, acquired only from practice, for their prompt and proper execution. The preparation of such resolutions calls for the exer- cise of facility of expression, accuracy in statement, and an understanding of the matter in hand. Fourth:—They lead to familiar acquaintance with the practice of parliamentary law. ‘This is a kind of education which fits one for usefulness, where, without such fitting, all other qualifications are often compara- tively useless. Fifth:—It is a guarantee of order, of decency, of free speech, of fair decisions. It is a source of in- fluence where influence is everything, a defence of the right, when often the right has no other defence. When assembled, under the call of duty, for grave and important consultation, men are never in a more 4. How to Organize and Conduct a Meeting elevated position. They form a “multitude of coun- selors in which there is safety.’’ A deliberative assem- bly to find favor with wise and good men, must have the essential element of good order. If the body is not under the guidance of some known and recognized rules of order, its members are like a ship at sea with- out chart, compass, or rudder. 5. Essentials of a Good Debater.—Wherever the will of the people is the law of the land, there deliber- ative assemblies must often be convened to consider various topics of common interest. The Congress of the United States, the Legislatures of the several States, Town meetings, County gatherings, State or National Conventions, associations of persons—what- ever the purposes of the association—constitute delib- erative assemblies. In all these, propositions are submitted for consideration, discussed with freedom, and received, or rejected, according to the will of the body. To speak in a deliberative gathering, to enlighten and influence the minds of men engaged in the consideration of momentous affairs, may be the lot of every one. It is, therefore, the duty and the interest of every man to fit himself, as far as may be possible, to discharge this most important function. In view of this, it will be proper to notice some of the es- sentials of a good debater: (A) He must always endeavor to gain the good will of his audience, Since the will of his hearers is Purpose of Debate and Parliamentary Law 5 the final court of justice, the power of persuasion should be brought to bear. Wit, humor, novelty, and beauty of expression should be cultivated, and graceful postures and gestures practiced. (B) He should be quick to discern those motives most likely to sway his auditors. Cicero says: ‘The discourse must be accommodated, not only to the truth, but also to the taste of the hearers.”’ There are two different descriptions of men; the one rude and ig- norant, who always set profit before honor; the other, polished and civilized, who prefer honor to everything. The young orator is not advised to appeal to the mo- tives of his hearers, whether high or low, in order to urge upon them what is wrong. But having what he believes to be a good object, he may appeal to any and every suitable motive to influence men to seek that object. (C) He should be a man of general intelligence. The great number of subjects acted upon in deliber- ative bodies, necessitates wide general information in a debater. Every kind of knowledge, or item of information, is of practical value to him; whether at a Village Meeting, discussing the expediency of mak- ing a road or building a bridge; at a Convention, argu- ing the need for a change in the Constitution of the State; among the friends of education, assembled to consider the ways and means of improving the moral and intellectual condition of the masses; in some Ec- clesiastical Synod, or Council, or Convention; or in 6 How to Organize and Conduct a Meeting Congress, debating questions of law, of tariff, of reve- nue, of treaties, of peace, of war, etc. In short, with the debater ““Knowledge Is Power.” (D) He should aim at simplicity of style, clear- ness of logic, and earnestness of manner. He must speak plainly, earnestly, feelingly. Familiarity with his theme will enable him to be fluent in speech. Where there is no underlying beauty and sublimity of thought, it is ridiculous to indulge in beauty and sublimity of language. (E) He should endeavor to have his thoughts and feelings so absorbed in his theme, as to free his de- livery from every appearance of being studied and artificial. If he fully understands and feels the force of his theme, he will not likely employ false tones, wrong emphasis, or awkward, inappropriate gestures. He should be careful not to withdraw attention to him- self while speaking from his subject, as, for instance, thinking of the probable effect of his tones or his atti- tudes. He should deal wholly with those emotions and sentiments on which alone a truly natural delivery de- pends. (F) He should be perfectly familiar with the rules of Parliamentary Practice. The applications of Par- liamentary Law give rise to the most spirited debates, and their discussion involves very important interests It is, therefore, of the utmost importance that the de- bater be acquainted with the recognized rules and modes of transacting business in assemblies whose Purpose of Debate and Parliamentary Law 7 opinions, feelings and votes, it is his purpose to sway. (G) He must be a good extemporaneous speaker. This is absolutely essential to the character of a good debater. Excellency of speech is no exclusive gift of genius; but it is always more or less the fruit of prac- tice. Most men, who try, seldom fail to acquire the art of extemporaneous speaking after determined prac- tice. When a person speaks confusedly and obscurely, there is in his thoughts at the time a corresponding lack of order and clearness. This confusion and ob- scurity of thought may be due to a variety of causes. Ignorance of the subject, lack of preparation, or an ill- disciplined mind will be found to be the real causes of almost all failures at extemporaneous speaking. The presence of a numerous audience or particular individ- uals who are dreaded as critics, a contemptuous bear- ing in an opponent, or a false vanity in himself, often prevents the speaker from delivering a connected dis- course. These sources of failure are quite removable by care, study and effort. Confusion of ideas and inability to speak clearly, if arising from physical causes, may usually be remedied by medical treatment and hygienic measures. 6. Extemporaneous Speaking.—We shall here give five rules, which, if rightly followed, will be of great assistance when speaking extemporaneously : First :—Endeavor always to think clearly and me- 8 How to Organize and Conduct a Meeting thodically. Thinking and speaking stand in the rela- tion of cause and effect. When the mind thinks in an orderly manner, the tongue, which is under the guidance of the mind, utters words in a corresponding style. The young speaker should often select, as an intellectual gymnastic, some debatable subject for the exercise of his mental powers, dealing with it as witha thing of reality, and endeavoring to acquire an inter- est, and, if possible, an enthusiasm, in its management.? He should consider in how many ways the point which he wishes to make can be presented and defended, and among these, which is the most likely to be fully understood and fairly appreciated. Let him then try the experiment of putting the whole process into ex- temporaneous language. Frequent repetitions of this exercise will prove a healthful stimulus to renewed ex- ertion. Second :—Always use the best possible language for the expression of your ideas, even in ordinary conversa- tion. Conversation with refined and educated persons affords the best exercise in oral expression. Good language as well as good manners is corrupted by evil 1“T owe my success in life,” says Henry Clay, “to one single fact, that, at an early age, I commenced and continued for some years, the practice of daily reading and speaking the contents of some historical or scientific book. These off-hand efforts were sometimes made in a cornfield; another, in the forest; and not unfrequently in some distant barn, with the horse and ox for my only auditors. It is to this early practice of the art of all arts that I am indebted for the primary and leading impulses that stimulated my progress, and have shaped and molded my destiny.” Purpose of Debate and Parliamentary Law 9 associations. In daily intercourse with others, always be careful to catch that which is correct and avoid what- ever is vulgar and inaccurate. Third :—Read often and carefully the best speci- mens of speeches and addresses. While doing this the student should become familiar with the nature of the proposition advocated or opposed; his own personal relations to it; the character or constitution of the body addressed; the time, place, and circumstances wherein the speech was delivered. Fourth :—E-vercise your powers often in the practice of written composition. An excellent practice to im- prove in written composition is to read carefully a pas- sage from some great oration or other literary produc- tion, getting the substance of it fairly in the memory, and then putting it again into the best language you can command. Another admirable method of acquir- ing precision of style is to read a given passage from a writer of established reputation, and then to express, in words other than those of the author, the same idea. Fifth:—Be always diligent in the acquisition of knowledge. To insure success the genuine orator should be acquainted with every department of knowl- edge. Many persons, relying upon a certain natural fluency, are apt to fall into the bad habit of trying to speak without knowing or having anything to say. CHAPTER II. HOW TO ORGANIZE A MEETING. 1. Preliminary Proceedings.—A call for a delib- erative meeting of any kind should always be signed. The person signing the advertisement frequently calls the meeting to order and leads in the organization; any one, however, may lead. A call for a public meet- ing should always state clearly its purpose. The usual manner of organizing a temporary meet- ing is as follows: A call having been made by advertisement, or other- wise, the citizens gather at the appointed time and place. Usually the person who called the meeting pre- sides. He addresses the assembly, suggesting the need of coming to order and the necessity of their pro- ceeding. He moves that Mr. act as chairman of the meeting. The meeting comes to order, the motion is made and seconded. ‘The matter is then put to a vote. The chairman thus elected, takes the stand, announces that the election of officers will now be in order, and suggests the nomination of some suitable person for secretary. Upon his election, the other nec- essary officers are chosen. After which, measures are 10 How to Organize a Meeting II at once taken to create either a permanent or a tempor- ary organization. 2. Example of a Temporary Organization. Mr, Benner (rising and addressing the assembly).— Ladies and Gentlemen: Inasmuch as there are a goodly num- ber of us present and the appointed hour is here, probably it will be well for us to proceed to our work; in considera- tion of which things I move that Mr. Benardo Phillips be our chairman. Mr. StaLti.—I second the motion. Mr. BeNNeET.—You have heard the motion; as many as are in favor of Mr. Phillips acting as chairman of this meeting say “AYE” (those persons in favor of this now respond). Those opposed say “No” (opposing members vote). Mr. Phillips is elected chairman. Mr. PHILLIps (advancing to the front of the room and taking the chair).—My Friends: I am indeed thankful for the honor you have shown me, and shall try to serve you as best I can. That no time may be lost, let us proceed at once to complete the organization. Electing a secretary will now be in order. Mr. Jones.—Mr. Chairman. Mr. Puitires.—Mr. Jones. Mr. Jones.—I move that Mr. Lewis act as secretary of this meeting. Mr. Wricut.—I second that motion. Mr. PHILLIPS.—You have heard the motion; as many as are in favor of it say “AYE” (members respond). Those opposed say “No” (opposing vote). Mr. Lewis is elected secretary. We are now organized and shall proceed at once to the object of the meeting. Doubtless you all came knowing the importance, not only of this, but of all similar occasions. I 12 How to Orgamze and Conduct a Meeting trust that the teachings of this hour may send us forth with a new impetus for our work, and that the time may not to any one, be spent in vain. I now have the pleasure of introducing to you Col. Dan- ford, who will address you. (Colonel speaks.) 3. A Permanent Organization.—The mode of ap- pointing a chairman and other officers is similar to that for a temporary meeting (given in preceding topic). A meeting temporarily organized may be converted into a permanent organization by passing a resolution to that effect and providing, also by reso- lution, for the appointment of a committee to draft and report a constitution for the proposed society. The constitution, when duly accepted and adopted, should be signed by all the persons adopting it, and should fix the conditions on which other persons might afterward be admitted to membership. 4. Commencing Business (temporary meeting ).— The president announces that the meeting being duly organized is now ready for business. Business may be introduced by the presentation of petitions, memo- rials, or other papers, emanating from persons not be- longing to the body, or by calling for the report of committees. If the meeting has been called for some specific ob- ject, the proper course is for some one to rise and move that a committee be appointed to draft resolutions ex- pressive of the sense of the assembly. During the How to Organize a Meeting 13 time the committee is engaged in this duty, it is usual to call on some suitable person present to address the meeting. At the conclusion of his remarks, the com- mittee, if ready, present their report. When resolu- tions have been previously prepared, they are presented in due form, without the intervention of a committee. A permanent organization. Calling the members to. order, the presiding officer directs the secretary to call the roll, and then proceeds to ascertain whether or not a quorum is present. ‘This is a term applied in legisla- tive and other deliberative bodies to such a number of members as may be declared necessary to give validity to any business proceeding. Where there is no special regulation to the contrary, a quorum consists of a ma- jority of the members. This regulation is very essen- tial because, otherwise, a few members in the absence of the majority, might pass resolutions against the wishes of the assembly. CHARTERS DUTIES AND RIGHTS OF MEMBERS. 1. Duties.—The duty of every member is to follow - strictly the rules of order. These various duties may be classified as follows: A. He should obtain the floor properly before speak- ing. When he wishes to make a motion, or to speak to the meeting upon any matter, he should first rise and address the presiding officer by his title “Mr. Chair- man,” or “Mr. President.” This officer responds by calling the member by name, thus recognizing him as in order. Should the speaker not be recognized, he should address the president again; if this does not avail, he should conclude that it will not be in order to speak at that time, and so yields the floor. /He should always yield the floor to calls of order. , B. He should avoid speaking upon any matter until it is properly brought before the house by a motion duly made, seconded, and stated. Much confusion and dissatisfaction are caused by a habit in which some members indulge, by saying, “J would like to suggest this,’ or “I would like to propose that,’ or “I would like to hear the opinion of the meeting upon this.” If several members rise and address the chair at once, the 14 Duties and Rights of Members 15 president should grant the precedence to him whose voice is first heard. All such decisions are open to discussion, and the vote of the assembly may be taken thereupon. C. He should never designedly or heedlessly inter- rupt another member while speaking. Should such annoyances as hissing, coughing, stamping, whispering, or like disorderly conduct be indulged in, it is the duty of the presiding officer to restore order. If his appeals be of no avail, he should name the offending party, stating that he is guilty of improper behavior. The offending member may have a voice in vindication of his acts, and may then be requested to withdraw from the room, or may be permitted to remain, according to the will of the assembly. D. He should abstain from all personalities in de- bate. The language of every member should be free from offensive remarks. No indecent allusions or disorderly expressions should be indulged in. If an injured member chooses to make complaint on account of offensive language toward himself, action may be taken somewhat as follows: The member speaking is called to order, and the person complaining is called upon by the chair to give the offending words as ac- curately as possible; by the direction of the president these are noted down by the secretary. Should the presiding officer discover that the offense is unworthy of notice, he need proceed no further, unless it be to meet the manifest desire of the assembly. 16 How to Organize and Conduct a Meeting The words noted are read to the unruly member, who, if he acknowledges such to have been his lan- guage, and makes sufficient apology, may proceed with his speech. But, should the assembly desire it, action should be taken as to his guilt or innocence; if guilty, the kind and amount of punishment is decided upon. 2. Rights of Members.—Any member has the right to offer any motion or resolution, provided that he observes the rules of order. The several rights of members may be classified as follows: A. A member has a right to offer in the proper way any motion or resolution which he may deem ex- pedient. He has also the right to discuss or explain a question, or motion, or any other subject brought up for consideration. B. He has the right to call to order, if necessary. Any member has the right to call to order another member who may be out of order, either in speaking at all, or in the matter and manner of his speaking. The president should take cognizance of all such actions, and any member has the right to assist and sustain him in such work. C. He has the privilege to hold the floor, when legally obtained, until through speaking. CUSHING says: “When a member has obtained the floor, he 1 Concerning disorderly words, action should be taken as soon as they are noticed. No action is to be taken in the case, if busi- ness transactions intervene between the offense and the complaint. Duties and Rights of Members 17 can not be cut off from addressing the assembly on the question before it; nor, when speaking, can he be in- terrupted in his speech by any other member rising and moving an adjournment or any privileged motion. It being a general rule that a member in possession of the floor can not be taken down or interrupted, but by a call to order; and the question of order being de- cided, he is still to be heard through. Any of the above actions are themselves breaches of order, and, although they may be an exponent of the impatience of the members, yet the speaker may continue if he choose.” The presiding officer himself may not interrupt a member on the floor, except on question of order. When a member yields the floor for any other pur- pose than a point of order, he can not, of a right, claim it again, though custom may permit him to do so. D. He may appeal from the decision of the chair to that of the Assembly. The process is somewhat as follows: The chairman having rendered a decision, the member taking exception thereto rises and appeals to the assembly for its decision; if the matter be un- important the president himself at once puts the ques- tion, “Shall the decision of the chair be the decision of the assembly?” and the chairman and house abide by that decision. If the matter be an important one, he had better resign the chair to the vice-president, if there be one; if not, the members should elect a chairman. The president has a right to be heard in defense of 18 How to Organize and Conduct a Meeting himself, so has the assembly for itself, and then the vote is taken. Whether the assembly does or does not sustain the decision, he at once resumes the position of presiding officer. 3. Review Outline—Duties and Rights of Mem- bers.—The following diagram illustrates at one view the duties and rights of members: To obtain the floor before speaking. To stand when speaking, if convenient. To avoid speaking upon any matter until it is properly brought before the house by a motion. To keep upon the question then pending. To yield the floor to calls for order. To abstain from all personalities in debate. To avoid disturbing in any way, speakers of the assembly. To refrain from all words and acts of in- decency. Duties of MEMBERS. To offer any motion or resolution to the as- sembly. To explain or discuss that motion, or any matter properly before the meeting. Rights of 4 To call to order, if necessary. To hold the floor, when legally obtained, till through speaking. To appeal from the decision of the chair to that of the assembly. CAE TREN: DUTIES OF OFFICERS. Following is an outline of the various duties of the several officers of deliberative assemblies: DUTIES OF THE PRESIDENT. A. To call the assembly to order. It is also his duty to keep the meeting in order till adjourned. B. To preside impartially over the deliberations of the assembly; and to certify, when necessary, to all papers and proceedings. Communications are usually addressed to the secretary, or the corresponding secre- tary, if there be one; but it is the duty of the president _to recognize all such communications, and to be fully posted as to the nature and extent of the assembly’s proceedings. C. To sustain decorum, by enforcing the rules of order as long as the assembly supports him in so do- ing and to see that the officers perform their duties. He should be kind and courteous, and should main- tain due decorum among the members. All ques- tions ‘of order are referred at once to him, and he should give his decision pointedly, enforcing it, unless there be an appeal to the house. A presiding officer should 19 20 How to Organize and Conduct a Meeting not permit members to dispute with him, and such practices should not be tolerated. D. To put all questions to vote, and to announce the result ; also to state the business in its order. E. To submit, in an orderly way, all motions, propositions, or petitions, made by members, and to explain them so that they will be fully understood. When the vote is taken, he announces to the assembly that the ayes or noes have it, as the case may be. IF. To decide a tie vote. The president does not vote except for this special purpose. He can not be compelled to vote, but a refusal on his part would show indecision and an inability to meet the emergency of the case. G. To sometimes appoint committees. When so directed or required, he is to appoint by name the members that are to serve on committees; to take measures that such committees discharge their duties; and at all meetings, whether stated or special, to call for their reports, if due, and also to see that these are presented to the meeting in proper form. H. To see that the constitution and by-laws are fully enforced. I. To give his signature, when necessary, to all acts and proceedings. DUTIES OF THE VICE-PRESIDENT. A. He is to take the chair in the absence of the pres- ident, or when the president leaves the chair to take Duties of Officers 21 part in the proceedings. In case there is no vice- president, any one may be called to act in that capacity. When a motion is made referring to the president ex- clusively, or nearly so, it should be put by the vice- president, if he is occupying his official seat ; otherwise by the clerk. DUTIES OF THE SECRETARY. A. He ts to keep a record of the proceedings of the society; to keep the “minutes,” which consists in re- cording accurately and fully the acts done in the as- sembly; to make entries of those things only which have been voted upon and passed, except where a motion may prevail to the effect that the matter in question lie on the table, in which case the first motion will have to be mentioned, in order to know what that matter was. It is not in conformity to parliamentary demands for the secretary to put into the journal sum- maries of the things done.? 1In the absence of a rule, however, all principal motions should be recorded, even though they do not prevail. Among other things, the minutes should state time and place (when variable) of meeting; whether regular or special; adjourned regular or adjourned special; officers present, officers absent, and appoint- ments pro tem.; the names of speakers on each side of all meas- ures; the number of votes on each side, in case of a division; whether the minutes of previous meeting were approved; the hours at which the assembly convened and adjourned. When the occupant of the chair is changed during the meeting, it should be noted in the minutes. No part of the minutes can be omitted except by unanimous consent, but the journal may be corrected by a majority vote. 22 How to Organize and Conduct a Meeting B. To call to order in the absence of officers enti- tled to the chair, and to preside until the election of a chairman pro tempore, which should be immediately. C. To call the roll, and note absentees, or in voting by yeas and nays, to record the vote of each member. D. To announce the receipt of all papers addressed to the assembly; and to certify, when necessary, to all papers and proceedings. E. To write all letters, orders, etc., as the society may direct.” F. To read the journal, or minutes of previous meeting, also such papers as are ordered to be read, rising for the purpose. G. To prepare the credentials of delegates or rep- resentatives. The credentials should state the pre- cedence of each by numbers, commencing with the one having the highest number of votes. When two or more candidates receive the same number of votes, they rank in the order of nomination. This rule applies also to alternates. -A member elected to fill a vacancy takes the same rank as the one whose place he supplies. H. To notify committees of their appointment and to furnish them with necessary papers. I. To give his signature when necessary. ‘The secre- tary’s signature should be upon all the writings—some- times with, and sometimes without, that of the pres- ident. 2 Correspondence with individuals or other societies is usually the duty of a corresponding secretary. Duties of Officers eae DUTIES OF THE TREASURER. A. To receive and hold all moneys due the organ- ization, and to pay it out only on its orders, signed by the president and clerk. He must keep accounts in detail of all moneys received and paid out. In case there is a financial clerk, the clerk receives and the treasurer disburses. B. To report in full for all moneys whenever the society may ask; to give a clear and correct statement of its financial condition. DUTIES OF THE SUBSTITUTES. The president may appoint or the assembly may elect an officer pro tem. When it is necessary for the president to vacate the chair in the absence of a vice- president or other officer authorized to preside, he may appoint or the assembly may elect a chairman pro tem. On the arrival of a permanent officer entitled to the office, the one so selected may yield the chair, but he can be compelled to do so before the close of the sit- ting only by vote of the assembly. The place of a pro tem. officer is liable to be vacated at any time by the election of a pro tem. successor. REVIEW OUTLINE. The following classification shows at a glance the usual officers and their respective duties: 24. How to Organize and Conduct a Meeting OFFICERS AND DUTIES. To call to order. To sustain order. To explain and decide all questions of order. To announce all business. To receive all communications. To sometimes appoint committees. To state all motions. To put all questions to vote and give result. To decide a tie vote. To give his signature when necessary. President..... Vice-President } In absence of president to take the chair. To keep a record of proceedings. To write all letters, orders, etc. To call the roll and mark the absentees. To call the roll and register the votes when yeas and nays are taken. To read the minutes of previous meeting. To read all papers and documents. To notify committees of their appoint- ment and business. To give his signature when necessary. To keep charge of all documents be- longing to the society. Secretary .'. .4' Corresponding ¢To conduct all correspondence with in- Secretary dividuals or societies. To receive and hold all moneys due the organization. To disburse all moneys as the society may direct. To report in full for all moneys as often as the society may ask. Treasurer.... GHABTER AV: RULES OF ORDER. 1. A Deliberative Assembly.—A deliberative as- sembly is an organized meeting of persons convened to discuss, and decide upon, questions or propositions submitted to their consideration. 2. An Organized Meeting.—This means an as- semblage of persons brought together for delibera- tion, provided with suitable officers, and otherwise arranged so as to give each member a fair opportunity to take due part in the proceedings. 3. Officers.—The officers necessary for a delibera- tive body are: A PRESIDING OFFICER and a SECRETARY, or CLERK; but others may be appointed, depending upon the char- acter of the meeting. Thus, there may be one or more vice-presidents, one or more secretaries, a:correspond- ing secretary, and a treasurer. The presiding officer in a deliberative body may have different titles. In the Senate of the United States, he is termed president; in the House of Representatives, speaker ; in certain ecclesiastical organizations, modera- 25 26 How to Organize and Conduct a Meeting tor; in ordinary meetings, resulting from a published call, chairman. President is the name most compre- hensive, and the one most commonly employed in literary and other societies. The title commonly used in women’s societies is Madame President. How Elected. The officers of a deliberative as- sembly should be elected by a majority * of the voters, as this method gives less room for dissatisfaction. In many places it is customary to elect by a plurality of votes. In the election of persons to office, the principle of a majority is sometimes adopted, and sometimes that of a plurality. Where the plurality principle is adopted, the candidate having the highest number of votes is, of course, elected. Where several persons are to be chosen at the same time, for the same office, those having respectively the highest number of votes, are duly elected. Thus, if three individuals are to be elected trustees of a corporation, and five candidates in the field receive respectively 10, 15, 20, 25, and 30 votes, the last three are held to be elected. Where the 1 The greater of two unequal portions of any total is called the majority. But the word is sometimes employed to denote the greatest of any number of unequal parts into which the whole may be divided. For the sake of ready distinction, however, the greater only of two unequal divisions of any total is called a majority; while the greatest of any number more than two of such divisions, is termed a plurality. Thus, if 20 be divided into the two unequal parts, 15 and 5, 15 will be the majority. Divide the same number into three parts, 10, 7, 3, and 10 will be the plurality. Rules of Order 27 principle of a majority is employed, the successful candidate must have a majority of all the votes cast, that is, he must have more votes than all the rest of the candidates put together. 4. Rules of Order.—All business in deliberative assemblies is transacted in conformity with certain rules and regulations, which experience has shown to be fit and necessary for that purpose. 5. Advantage of Rules of Order.—The object of a deliberative assembly is to obtain a free expression of opinion, and a fair decision of the question dis- cussed. ‘Without rules of order, this object would, in most cases, be utterly defeated; for there would be no uniformity in the modes of proceeding, no restraint upon disorderly conduct, no protection of the rights and privileges of members, no guarantee against the unjust rulings of a presiding officer, no safeguard against tyrannical majorities, nor any suitable regard to the rights of a minority.” 6. Rules of Order Essentially the Same.—The rules of order in our state legislatures are substantially 3 Under the plurality principle, when two or more candidates have an equal number of votes for the same office, where one per- son only is to be elected, there is no election, and a new trial must be had. This is the rule, unless, as is provided in some places, the returning officers, or some other tribunal, be empowered to decide between the rival candidates. Under the majority principle, when the total of votes cast is an even number, its half increased by one, is the number necessary to a choice. Thus, if the whole number be 15, the number that elects is 8; if the whole number be 16, the number that elects is 8 increased by 1, that is, 9. 28 How to Organize and Conduct a Meeting the same as those adopted in the National Congress; being, indeed, founded thereupon; but they differ in some particulars. As the rules in the several state legislatures differ in some points from those in Congress, on which they were founded, so do they differ frequently from one another; though in all the essentials of the common code, they are quite in harmony. The rules of order in most other deliberative bodies in this country are, in the main, the same with those in the National Con- gress or in the state legislatures; so that, in almost all fundamental points, there is great uniformity of practice. Hence, in allusion to the origin of the code of rules and regulations, thus generally established, it is often called THE CoMMON CODE OF PARLIAMENTARY Law.” 7. Special Rules.—It is usual for deliberative bod- ies of every kind, especially permanent organizations, to adopt, in addition to the common code, a series of special rules. These special rules take the precedence, if they conflict with the ordinary parliamentary laws. 8. Resolutions.—The decisions or resolves of a deliberative assembly, which properly constitute their acts, are usually embodied and affirmed in formal declarations, called resolutions. On motion, these resolutions are duly recorded and stated from the chair, freely discussed, and then decided affirmatively or neg- atively by the meeting. Rules of Order 29 9. “On Motion, Duly Seconded.”—Whenever a member wishes to get the sense, or judgment of the body on any given proposition, and, for that purpose, moves or proposes its adoption, he is said to make a motion. To move a resolution is simply to offer it for consideration. A resolution can not find favor unless it meets with a second. To second a motion is to join with the proposer thereof, as his aid or second, in offering it to the consideration of the meeting. The party moving the resolution addresses the chair as follows: “Mr. President, I beg leave to offer the following resolution;’ which he then reads aloud. The party seconding simply says: “J second the motion.” to. “Motion” and “Resolution.”—These words may signify, respectively, either the act of mov- ing or that which is moved, the act of resolving or that which is resolved. These two terms are gen- erally used synonymously. All business in a deliberative assembly should be in- troduced by means of a motion. When adopted by the body, it becomes an order, or resolution, or law, or whatever else may be its appropriate name. 11. Decisions, How Made.—The decisions in a deliberative assembly are commonly made by open vote; often, also, by ballot. There is also another mode of taking the question, which is called taking the question by yeas and nays. 30 How to Organize and Conduct a Meeting 12. Difference between a Vote and a Ballot.— Vote means a vow, wish, or will. It signifies a choice, or preference, in relation to matters submitted for de- cision, or for persons proposed for office. It may be . made viva voce; by raising the hand; and, besides vari- ous other ways, by ballot, whose primary meaning is a little ball. To vote by ballot, then, is to signify one’s choice by throwing into a box, a ball so colored, or otherwise marked, as to indicate an affirmative or neg- ative vote. Instead of ballots, however, tickets are now generally used, having yes or no, or a candidate’s name thereon. 13. Questions, How Determined.—Where there is no special rule to the contrary, a majority of votes determines a question. In certain cases, however, other proportions are required, as, two-thirds or three- fourths; or, as is sometimes the case, a mere plurality. 14. Oral and Written Motions.—Every mo- tion calling for special care and deliberation should be in writing; but motions merely affecting the order of business, or other subordinate matters, are usually oral. 15. Difference in “Voted,” “Ordered,” and “Re- solved.”—The terms are synonymous as far as they all indicate what has been done or decided upon. : Resolved, however, is the term most generally used; “yoted’ prevails chiefly in the New England States, Rules of Order 31 while “ordered” is confined mainly to religious organ- izations, 16. Submitting a Question.—At the close of a debate or deliberation, the presiding officer asks: “Is the assembly ready for the question?’ If no one signifies a desire further to discuss or consider the subject, he then proceeds to submit the question thus: “As many as are im favor of the adoption of the resolution, will signify it by saying “Aye.” Then, pausing a moment to hear the response, he adds: “Those of the contrary opinion will say ‘No? ” The answer on both sides being duly given, the president announces the result; saying, “The ayes have it,” or “The noes have it,’ as the case may be. 17. No Decision, or, President’s Decision Ques- tioned.—If, after the vote is given, the presi- dent is unable to decide, or if, after he has announced the result, his decision is questioned, he should so divide or arrange the assembly as to allow the votes on each side to be accurately counted. This may be done by directing the ayes and the noes respec- tively to take different sides of the room; or by first requesting the ayes to stand up in their places long enough to be numbered, and then calling upon the noes to do the same thing; or by asking the ayes each to raise the right hand, and as soon as these have been counted, inviting the noes to signify likewise. The president then counts, or appoints tellers to count, the 32 How to Organize and Conduct a Meeting votes on each side respectively, and announces the true result. 18. The Casting Vote.—If, on any question, the members are equally divided, the president must give the casting, or determining vote. 19. Voting Obligatory.—Every member present at the time when a question is duly submitted for decision, is bound to give his vote for, or against, the pending proposition, unless excused at his own re- quest ; but an excuse is clearly against duty in the case. 20. Question by Yeas and Nays.—lIt is some- times thought proper to record the names of mem- bers in connection with the votes they give for or against a proposition. To do this, the question is thus stated ; “As many as are in favor of the resolution (or whatever it is) will, as their names are called, answer, ‘Yes; and as many as are opposed to tt, will an- swer “No,.’” The roll is then called by the clerk or secretary, and as each member answers yes, or no, the answer is noted or marked opposite his name; and, to afford opportunity for the correction of mistakes, the names of the voters on each side are again read, and then the result is for- mally declared by the president. 21. Re-Opening the Discussion.—It is always in order, even after the voting has been commenced, Rules of Order 33 to renew the debate; unless the vote is taken by the yeas and nays. In case of a renewal of the debate after the affrma- tive has been put, the question when again submitted, ~ must be put both in the affirmative and the negative; for the new discussion may have brought new light, and, besides, members not present before may have since entered. So long as the question remains under debate every one has a right to a vote one way or the other, as he pleases. 22. Difficulty on a Point of Order.—All dif- ficulties on points of order arising during a division, the president is to dispose of by a peremptory decision. Such decisions, if improper, are afterward subject to censure or correction. 23. Non-Decision.—I{, while a question is being decided, the number of members present falls below that required for a quorum, no decision can be had. In that event the matter remains just as it was before the decision was ordered or undertaken, and when re- sumed must be continued from that point. CHAPTER VL ORDER OF BUSINESS. 1. The Quorum.—In every deliberative organiza- tion a certain number of the members must be present before it will be in order to transact any business. This number thus required to be present is called @ quo- yum. Where there are no special regulations to the contrary, a quorum consists of a majority of the mem- bers of the organization. But, it is very common and better for special enactments to be taken, making a third or a fourth or ten of the members the number to form the quorum for ordinary business, and a much greater number for the changing of a rule, or such measures. 2. Order of Exercises.—The following is appropri- ate for many societies: (1.) Roll of officers and pro tem. appointments. (2.) Reading and approving journal. (3.) Election to membership. (4.) Propositions for membership. (Usually acted on at a future meeting.) (5.) Reports of officers and committees. (6.) Special orders (including elections). 34 Order of Business 35 (7.) Unfinished business. (8.) Communications and new business. A standing rule, or order of business affords several important advantages: It saves time; it secures to each topic its proper place; and, therefore, prevents disputes about precedency, and so facilitates the trans- action of business. A rule fixing the order of busi- ness, like any other rule, may, upon proper occasion, of course, be suspended. 3. The Call to Order.—The presiding officer taking the chair, announces that “the members will please come to order.’ The members seat them- selves and give attention to the president, who, guided by the order of exercises, announces to the meeting that such and such things are in order. 4. Calling the Roll—Members present respond, and the recording secretary notes the fact, also marks absentees. In large assemblies, and where many may come into the room after the meeting has progressed somewhat, it is customary to call the roll again just before adjournment, so that every member present can be credited with his attendance. 5. Reading and Approving Journal.—After the reading of the minutes, it is customary for a for- mal motion of approval to be made and submitted; but such formal action does not appear to be neces- sary, unless some error is detected in them. There- 36 How to Organize and Conduct a Meeting fore, where no mistake is discovered, it is quite sufficient for the presiding officer to say in substance: “What is the pleasure of the meeting in regard to the minutes which have just been read? If there be no objections, they will be considered as approved.” Should there be no‘objections, he simply adds: “The minutes, then, stand approved.” Error in minutes.t| When an error is detected in the minutes, a motion is made to correct, and the cor- rection being made, the presiding officer, in submitting the question says: “Shall the minutes, as corrected, be approved?” If decided in the affirmative, he simply announces the result. 6. Specimen Journal Entries.—Proceedings of a sitting. Following is given a sample of a common form for minutes of a debating club: JANUARY II, 1926. Society met and was called to order by the chairman, Mr. Hamilton. The roll was called and all responded, ex- cept Miss Fanny Jones. The minutes of previous meeting were read, and approved as read. Under miscellaneous busi- ness, on motion of Mr. Gray, fifty dollars of the society’s funds were voted to procure books as additions to the library; a committee of three: George Jennings, Mary Smith and Harry Williams, was appointed with instructions to examine and report as to the condition of the society’s library, and the books and other things most needed. No 1The minutes should, properly, contain account of nothing be- yond the acts of the body—what they do by motions, orders, or resolutions. Order of Business 37 unfinished business. The committee on procuring a room for the society’s better convenience, reported progress. After a spirited discussion, the following resolution was adopted: “Whereas, We believe that a higher law than that of force or threat can be sustained in all our schools: Resolved, therefore, that corporal punishment be abolished from them.” Criticisms were given. Philip Sidney was elected president and Miss Sallie Frazier, secretary, for the next meeting. Program was arranged, after which, on motion of Mr. Ellis, the society adjourned. J. A. HAMILTON, President. WALTER Brown, Secretary. (1.) Criticisms of the minutes. CuHair.—You have heard the minutes. Are there any objections? Mr. Ross.—Mr. Chairman, I detect one or two slight errors in the journal; the date is wrong; it should be the 11th; and Fanny Jones should be Ella Brown. I move the cor- rections be made. Mr. Hunt.—I second the motion. CuHair.—You have heard the motion to correct the min- utes. Are you ready for the question? MEMBERS.—Question ! Cuair.—Those favoring the motion, say aye! (They vote.) Those opposed, say vo! It is carried unanimously. Any fur- ther objections? (None.) The minutes now stand approved. 7. Introduction of Petitions, Memorials, Etc.—A petition should be signed unless the petitioner is present. The member presenting it should state briefly its nature, and be able to assure the assembly, if required, that its language is not disrespectful. He, or any other mem- 38 How to Organize and Conduct a Meeting ber, may then move to receive it. If received, the member sends or takes it to the clerk, who proceeds to read it. If the motion to receive is tabled, the petition is retained by the member offering it. Communica- tions intrusted to members, or directed to the clerk or president, may be presented in a similar manner. A petition or other communication should always be presented by a member specially intrusted with that service by the parties from whom it originates, or by others immediately interested in its contents. Letters and other ordinary communications, however, are usually handed to the president, and by him or by the secretary read without further formality. A. Further action upon petitions, etc. If received and duly read, the presiding officer asks what action shall be taken upon it; whereupon, a motion for that purpose being made, it is either acted upon immediately, or set for a particular time, or referred to a committee, or else postponed indefinitely. 8. Reports from Committees.—Commencing with first on the list, the presiding officer asks: “Js the committee on (naming the subject) ready to report?” The chairman of that committee or his sub- stitute then rises, and, if prepared to report, says: “The committee, Mr. President, to whom was referred the subject (naming it) have had the matter under consideration, and have intrusted me to deliver a re- Order of Business 39 port, which is ready to be presented whenever the as- sembly is pleased to receive it.’ Unless some objection is raised, to receiving the re- port or unless it is deemed expedient to fix some other time for receiving it, no motion to receive it is nec- essary. After being received, the report and all other papers connected with it, are put in charge of the secretary; the president then asks: “What order shall be taken on the report which has just been read?’ Members then may make motions, either to accept, adopt, amend,” recommit, or to make any other regular disposition of it whatever. A. Effect of motion to accept or adopt. The paper thereby becomes the statement, or sentiment of the as- sembly itself; for the acts and judgments of the com- mittee, when once adopted in due form, are, by that circumstance, made the acts and judgments of the body, under whose orders they undertook the consideration of the subject. B. Acceptance of report and resolutions separately. It is in order to move the acceptance of a report and the adoption of the resolutions thereto appended, sep- arately. It is, in fact, better to accept the report by a regular motion to that effect, and then adopt the res- olutions, if satisfactory, by a separate vote. In the 2 It is, however, a disputed point, whether or not the report of a committee can be amended by the assembly. 40 How to Organize and Conduct a Meeting recommendations of a committee we have a direct ex- pression of the conclusions to which they have been led, and therefore a distinct motion to adopt these. C. The terms “Accept” and “Apopt.” When ap- plied generally to a report or other document submitted © to a deliberative body, these terms are usually under- stood to mean the same thing. It is better, however, to confine the term “adopt” to that act by which the as- sembly directly and distinctly take, and treat as their own the resolutions or recommendations of a report, or other like document. The term “accept” is employed in relation to papers containing statements of facts, ar- guments, or reasonings, from which conclusions are tc be reached. D. Report referred for alteration. When the re- port of a committee is merely a paper with amend- ments, the chairman of the committee reads the amendments, explains the reasons for the alterations, if necessary, so as to show all the changes proposed. When taken up for consideration, the amendments only are read by the secretary. The president then reads each in course, and submits them successively to vote. g. Offer of Other Amendments.—It is not al- lowable for members to offer other amendments while engaged in disposing of amendments proposed by the committee, except an amendment to an amend- ment. Order of Business 41 A. Opportumty for amendments. Before putting the question on the whole paper, the president waits a moment to hear other amendments, which are then in order. 10. Time for Minority Report.—Strictly speak- ing, there can be no such thing as a formal report from the minority, and if any member desires such, he must act as an individual. It is sometimes, how- ever, permitted, more as an act of courtesy than anything else, that the minority report may ac- company the proper one as the opinions of the minor- ity. In order to be adopted, it must be moved as an amendment to the report, when that is up for a hear- ing. 11. When No Report Can be Made.—lIf, for any cause, a committee finds it impracticable to ren- der a report, the chairman, or some other member of that committee, should rise, and after making a statement of the case, move that the committee be dis- charged from further consideration of the subject. 12. Document of Several Propositions.—In con- sidering a paper consisting of several distinct prop- ositions, or of a series of resolutions, the entire paper should first be tread by the secretary. It is best to begin at the beginning, and go regularly through by paragraphs or resolutions. The paper is then submitted, amended or unamended, to a vote of the assembly on its final adoption. 42 How to Organize and Conduct a Meeting 13. Preamble Last.—The preamble should be reserved till the resolutions have been disposed of because in the event of their being amended, it might require alteration to render it appropriate, or should the resolutions not be adopted, it would fall to the ground altogether. 14. Only One Main Subject at a Time.—But there may be pending at the same time a number of incidental, or subsidiary questions. 15. Outline Review.—The following outline ex- hibits an order of business suited to an ordinary de- bating society : . The call to order. 2. Calling the roll of members. Read. 3. Minutes of previous nen} Correct. Adopt. 4. Miscellaneous business. 5. Unfinished business. 6. Report of committees. 7. Communications. Debate. 8. Orders of the day. Declamations. Essays, etc. g. Critic’s report. to. General and mutual criticisms. 11. Election of officers. 12. Arranging of program for next meeting. 13. Adjournment. ORDER OF EXERCISES. CHAPTER VII. ORDER OF DEBATE. 1. When in Order to Rise and Speak.—It is never in order to rise and speak on a motion or prop- osition, until it has been moved, seconded, and stated from the chair. 2. When the President May Debate.—The pre- siding officer is not allowed to take part in the debates, except in cases growing out of his official position. He may explain points of order; he may give in- formation of facts bearing upon the business under deliberation; and, in the event of an appeal from his decision on questions of order, be free to engage in any debate thereupon; and he is entitled to be heard even before a member who may be already on the floor. 3. Rights of the Floor—A member, who once fairly gets the floor, is entitled to be heard, and can not be interrupted by a call for adjournment, or for the orders of the day, or for the question. In case of dispute, or of conflicting claims to the floor, the presiding officer is to grant the precedence to him whose voice is first heard. It is competent, how- ever, for any member to question this decision, and to ask for a vote thereupon. 43 44 How to Organize and Conduct a Meeting 4. Interrupting a Speaker.—lIt is allowable for a member to interrupt a speaker in order to make an ex- planation. Sometimes, in order to hasten the decision of a ques- tion, some member will call out question! question! even while a speaker is on the floor. This is regarded as extremely rude, though often resorted to in order to get rid of a tiresome speaker. A tedious or offen- sive speaker, though his right to proceed is not ques- tioned, is generally made, by certain indications of im- patience in the audience, to see the propriety of closing his speech. A speaker who temporarily yields the floor in favor of another, is generally permitted, immediately after the interruption, to resume his remarks. 5. Whom to Address.—A person purposing to speak is expected to rise in his place, with head un- covered, and address himself, in form, directly to the presiding officer, saying: “Mr. President,’ or “Mr. Chairman,” as the case may be. The presiding officer, by addressing the speaker by name, thus introduces him, and gives him the floor. 6. How to Designate Other Members.—lIt is not in order, nor in good taste, for a speaker to designate other members by their names. The proper expres- sions are something like the following: “The speaker who has just taken his seat,’ or “The member on the other side of the house,” or “The last speaker but one.” Order of Debate 45 7, Restrictions of a Speaker.—He is not to use harsh or discourteous words of any kind in relation to others engaged in the debate; the proper subject of criticism concerns principles and measures, not the characters and motives of those who advocate them. He may offer and support a motion to rescind any act or resolution, and in so doing he may use any proper language so long as he does not violate the rules of debate. When a speaker uses language abusive or insulting, he is usually interrupted by members calling him to order. The aggrieved party may either repeat or re- duce to writing the exact words complained of, so that they may be recorded by the secretary, if so demanded. If the speaker denies that he used the objectionable words, the judgment of the assembly is taken by a vote. Before taking the question, however, the assembly can so amend or alter the words taken down, as to bring them more nearly to what the offending member actually did say. If the speaker makes a satisfactory explanation, or an apology that is acceptable, he is permitted to go on with his speech. The complaint against a member for using disorderly or offensive words must be entered, if at all, at the time the offense is given. 8. Opening and Closing the Debate.—The mover of the proposition, on the affirmative side of the ques- 46 How to Organize and Conduct a Meeting tion, is to open the debate. The speakers generally follow in turn, according to a prearranged program one upon the affirmative, then one upon the negative, and so on. A. Privilege granted the speaker opening. The speaker opening the discussion has the privilege of closing it. This is upon the ground that, since the opening speech is at the disadvantage of beginning the argument, and others who follow have the opportunity to offer objections and criticisms, it is but just that the first speaker should be granted a chance to reply. His time for this second speech, however, is usually shorter than others. CHAPTER VIII. \ DISCUSSION OF A QUESTION. 1. Discussion Defined.—The process which the word discussion indicates is a sifting of a subject so as best to disclose its real character and relations. It is most important that the question be correctly worded so that there may be no vagueness in regard to the subject to be debated. 2. Methodical Statement.—The man of educa- tion and of superior mind is distinguished not so much for the weight or novelty of his remarks, or any unusual interest of facts communicated by him, as for habitual arrangement of his words. Have a definite purpose as well as a definite plan. The audience may be ignorant of the matter in dispute, and so need to be instructed; or they may be sufficiently enlightened, but may entertain just the opposite opinion. In all cases, there is obvious need of proper exposition. This should be clear, concise, cand.d, and methodical. 3. Burden of Proof.—He that would change some- thing which already exists under the sanction of cus- tom or opinion, must make good his charge by appeal to argument. The burden of proof, therefore, lies 47 48 How to Organize and Conduct a Meeting on the side of him who would dispute it. Young debaters often miss very important advantages by not attending to this. To undertake to establish by proof what no one has undertaken to overthrow, admits dis- trust and invites suspicion. 4. Arranging Arguments.—Upon this hangs vic- tory or defeat. It must be determined by a regard to circumstances. The best policy is to begin and end with a strong impression,—to place some of the best arguments first and last, and the rest in the middle. Another method is to begin with the weakest, then take the next in the order of force, and close with the strongest. This arrangement is thought to be best adapted to an audience disposed to accept your conclusions, but lacking the requisite measure of con- firmatory evidence. Another direction is to set out with an exhibition of your best proofs, and bring in what others you have, in the order of their relative force. The effort is to command assent at the outset, and to meet opposition. 5. Refutation.—The whole force of an objection lies sometimes in some misconception or misstate- ment of facts. It is a great advantage in addressing a popular assembly, to weaken confidence in an op- ponent and to make null his objections. In order to conceal underlying principles it is often the purpose of the disputant to prolong the discussion by introduc- ing irrelevant matter. Unless the strong objections Discussion of a Question 49 which have been urged by an adversary and which are found to have weight with the audience, be answered, your own arguments will likely be heard with prejudice, and, perhaps, with the impression that you purposely overlooked them, because they were too much for your strength. Passing over an objection, with the promise to refute it, at some later point in the course of the dis- cussion, is sometimes most unworthily resorted to, as an expedient to delay, and finally, to avoid altogether, the answer to a well-founded objection. The debater who is an honest disputant, will not fail, either to fulfill his promise or confess his inability. 6. Begging the Question.—This is quietly assum- img the very proposition to be proved, as a premise in the argument which is offered to prove it. For illustration, to say that man is mortal, because he is subject to death, is only to say that man is mortal be- cause he is mortal. So, if a person who may be asked why opium induces sleep, should answer, because it is soporific, he begs the question, for since soporific means sleep-producing, his answer, in substance, would be: Opium is sleep-producing because it 7s sleep-producing. 7. Arguing in a Circle-—This is a method of reasoning to make two propositions prove each other. There is no little difficulty in detecting and expos- ing the fallacy when many propositions or state- ments intervene between the two things thus proved. Thus, one proceeds to prove A by B, and then B by C, 50 How to Organize and Conduct a Meeting and C by D, and closes, perhaps, by proving D by A. A common fallacy is that which grows out of a mis- apprehension of the question in dispute, or a purposed departure from it. 8. The Exordium and the Peroration.—Cir- cumstances alone can determine, in any given case, what would be appropriate, either for an introduction or a close. In this respect the speaker is best left to his own judgment, taste, and tact. The opening should aim to make clear the path of discussion, by removing obstacles, in the shape of ignorance, prejudice, or indifference. The closing should em- brace a brief review recapitulation,—a revival of the trains of reasoning chiefly relied upon for a decision, with an occasional resort to pathos. oe i NG PRIVILEGED QUESTIONS. 1. A Privileged Question Defined.—Privileged questions are main questions which, on account of their immediate importance, are entitled to in- terrupt the proceedings, and receive attention first, after which the business suspended is resumed at the point of interruption. 2. Necessity of Privileged Questions.—The cir- cumstances requiring the use of privileged questions are various: The assembly may desire to adjourn; hence the motion to adjourn is a privileged one. The members may be willing to entertain a propo- sition, but not at the present time; hence the neces- sity of a motion to lay on the table. They may prefer to suppress further debate on a subject; thus recourse is had to the previous question. More time for reflection or for further information may be wanted; which creates the occasion for a mo- tion to postpone to a certain day. Members may wish to have the proposition modified or altered, or the subject investigated; hence the need 51 52 How to Organize and Conduct a Meeting of a motion to commit, that is, to refer the matter to a committee. They may be favorable to a proposition in the main, but dissatisfied with certain particulars, capable of easy alteration in the assembly; thus rises a motion to amend. They may be anxious to get rid of a proposition altogether, and yet not to do so in a rude or indelicate manner; this is accomplished by the use of a motion to postpone indefinitely. A matter may already have been decided, and yet the assembly will sometimes desire to retrace its steps, and bring the subject before the house a second time; in which event there is need of a motion to reconsider. There are also incidental questions, or such as arise incidentally, which are allowed, for the time being, to supersede the proposition under consideration, whether it be a privileged one or not. 3. List of Privileged Questions.—The questions mentioned in the preceding topic may be stated as fol- lows: . Motions to adjourn. . Motions to lay on the table. . Motions for the previous question. . Motions to postpone to a day certain. . Motions to commit. . Motions to amend. . Motions to postpone indefinitely. . Motions for the orders of the day. COsI AM RW Db A Privileged Questions 53 9. Motions concerning questions of privilege. 10. Motions concerning questions of order. 11. Motions for the reading of papers. 12. Motions for the withdrawal of motions. 13. Motions for the suspension of rules. 14. Motions to reconsider. Another classification and arrangement of the pre- ceding is thus given by Cushing: PRIVILEGED QUESTIONS :—Adjournment, Questions of Priv- tlege, and Orders of the Day. INCIDENTAL QUESTIONS:—Questions of Order, Reading of Papers, Withdrawal of a Motion, Suspension of a Rule, and Amendment of Amendments. SUBSIDIARY QUESTIONS:—Lay on the Table. Previous QUESTION :—Postponement, Commitment, and Amendment. 4. Order of Precedence.—These privileged ques- tions have also a certain order of precedence among themselves, settled often by a former rule. The order prescribed in the 46th rule of the House of Representatives is that which prevails to the greatest extent in this country, and is, therefore, most entitled to precedence. It is as follows: “When a motion is under debate, no motion shall be received, but to adjourn, to lay on the table, for the previous question, to postpone to a day certain, to commit or amend, to postpone indefinitely; which several motions shall have precedence in the order in which they are arranged; and no motion to postpone indefinitely, being decided, shall be again allowed on the same day, and at the same stage of the bill or 54 How to Organize and Conduct a Meeting proposition. A motion to strike out the enacting words of a bill shall have precedence of a motion to amend, and, if car- ried, shall be considered equivalent to its rejection.” 5. The Motion to Adjourn.—This motion, when simply to adjourn, or “that the assembly do now adjourn,” supersedes all other questions, except fixing the time for next sitting. Though a motion to adjourn may be said to be always in order, yet this must be taken with some limitations: It can not be received while a member is speaking, unless he consents to give way for that purpose. It can not be entertained while a vote, or the proc- ess of calling the yeas and nays is in progress. It can not, after being once negatived, be renewed previous to the intervention of some other business. Lastly, it must be a motion to adjourn simply, with- out specifications of any kind—merely that the assem- bly “do now adjourn.” A motion to adjourn thus prevails over all others, because otherwise, the assembly might be kept in ses- sion against its own will, and that for an indefinite time. A. A motion simply to adjourn is not debatable. B. A motion to adjourn is not amendable. As be- ing entitled to supersede any pending question it can not be amended. The form must be, “that the as- sembly do now adjourn.’ If put so as to fix a par- ticular time or place, it then has no privilege over a pending question; for it introduces new business, and Privileged Questions 55 seeks some object other than mere adjournment. When there is no other question before the assembly, the motion to adjourn can be amended like any other motion. C. Motion to adjourn without specification of time. When a motion simply to adjourn is decided in the affirmative, the body is thereby adjourned to the next regular time of sitting; or to such time if any, as has been appointed by previous resolution. When an as- sembly adjourns without the time or place of the next meeting stated, it is always understood that it will con- vene again at its usual place, hour and day of meet- ing, whether it has been assembling weekly, monthly, or semi-annually, unless previous arrangements have been made. In temporary and all other organizations, when no regular times of meeting have been adopted, a motion to adjourn without any time of meeting is equivalent to a motion for dissolution. D. Adjournment sine die. A motion simply to adjourn and a motion to adjourn sine die are really identical. Sine die means without day; that is with- out a day appointed for another meeting. The form to adjourn sine die, however, is mainly employed in relation to bodies whereof no reassembling is con- templated. E. Formality to adjourn. ‘To give efficacy to a motion to adjourn a formality on the part of the pre- siding officer is necessary. Though a resolution to adjourn has been duly passed, yet there is properly no 56 How to Orgamze and Conduct a Meeting adjournment until the presiding officer has officially announced the same from the chair. F. Proposition under debate interrupted by a vote to adjourn. When a proposition has been interrupted in its course by a motion to adjourn, it is thereby re- moved from the body, and, if again brought up, must be introduced in the usual way. In most organiza- tions, special provisions are made for its appearance under the head of unfinished business; others provide that all business intercepted by a motion to adjourn, shall have the precedence at the next meeting. 6. The Motion to Lay on the Table.—While a matter is under consideration it is sometimes deemed expedient, for the time being, to discontinue the discus- sion, with a view to take up the subject at a more con- venient season. In such case a motion is made to lay the matter on the table. A. Its rank among privileged questions. In Con- gress the motion to lay on the table supersedes all mo- tions, except a motion to adjourn. In most other de- liberative assemblies it follows next to the motion to adjourn, a question of privilege, and a motion for the orders of the day. B. The motion to lay on the table not debatable. The motion to lay on the table, decided affirmatively, removes the main question, with all other secondary or incidental questions relating thereto, until, by motion Privileged Questions 57 duly made and passed, it be the pleasure of the body to resume the consideration thereof. A motion to lay on the table, when decided negatively, leaves the pend- ing question wholly untouched, and its discussion is, therefore, immediately resumed and continued just as though no interruption had taken place. The motion to lay on the table can neither be de- bated nor amended. It is, therefore, often employed to get rid of a question altogether. 7. The Previous Question.—This motion, or ques- tion, is designed to arrest discussion and test immedi- ately the sense of the assembly in respect to a subject under debate.? A. Its form and effect. The object of the previous question being entirely changed since its name orig- inated, it is better that the form as well as the name be changed. The old form, still used by many, “Shall the main question be now put?” often leads to con- fusion. The modern form, hardly to be misunder- stood, is, “Shall the debate now close on the whole subject?” or, “on the question of order,’ “appeal,” “postponement,” “commitment,” or “amendment’’? as the case may be. A motion to close debate at a stated time is an incidental question and applies only to a 1 This motion originated in the British House of Commons, and was designed to suppress motions which, if publicly discussed, might bring censure upon the government or upon individuals occupying high official station, 58 How to Organize and Conduct a Meeting question of order or appeal when either is pending, as when applied to a question of lower grade it can not supersede the question of order or appeal. An affirmative decision of the previous question has the effect to bring the main question without further delay or debate directly to a vote. A negative decision of it, however, operates differently; for that assumes that, if the main question is not now to be put (which is what a negative decision declares,) then that question is still subject to debate, just as it would have been had the previous question never been demanded or applied. In all deliberative assemblies in this country, it is usually taken for granted—unless otherwise ordered by a special rule—that a negative decision of the previous question leaves the main question and all amendments thereto, under deliberation just as it found them. B. The “gag-law.”’ Because it often stopped the most necessary discussions, and thus compelled mem- bers to be silent, the previous question has often been called the “gag-law.”’ The effect of an affirmative de- cision is to prevent all further debate and bring the main question directly to a vote. In this country it is employed almost exclusively for the purpose of stop- ping unprofitable discussion and so hastening a decision. C. Admission of the previous question. It is ob- vious that the use of the previous question ought to be under some limitations greater than that which is cus- tomary in case of other motions. As the custom is Privileged Questions 59 now, the previous question can be admitted only when demanded by a majority of the members present. In all deliberative bodies, therefore, the number at whose call it may be admitted, ought to be fixed by a special rule.? D. Rank of the previous question. It has the same rank as the motion to postpone, the motion to commit, and the motion to amend. It can not, therefore, if first put, be superseded by any one of these. It yields the precedence, however, to a motion to adjourn, to lay on the table, to a motion respecting the rights and privileges of the members or of the assem- bly at large, or to a motion for the orders of the day. EK. Motion for previous question not debatable. Neither debate nor amendment is allowable on a motion for the previous question. All questions of order, also, arising incidentally thereon, must be decided without discussion, whether appeal be had from the chair or not. 8. The Motion to Postpone.—The object of this motion is: Either to defer the considera- tion of a pending proposition till a more convenient 1 When first recognized by the House of Representatives (April 7th, 1789), it could be introduced by a call from five members. It was afterwards (December 23d, 1811), resolved, as in the case of a call for the yeas and nays, that one-fifth of the members present should be necessary to a call for the previous question. This continued to be the rule till February, 1840, At that time was made the change as now prevails. 60 How to Organize and Conduct a Meeting time; or, to get rid of it altogether without coming directly to a vote upon it. It is either for a specified time, or for a period indefinite. A. Its rank among privileged questions, It holds the same rank with the previous question, the motion to commit, and the motion to amend, and cannot be superseded by any of these unless it be lost; in which case the pending proposition is subject to the applica- tion of these other motions. B. Interrupted proposition. A proposition which has been interrupted by the passage of a motion to postpone is removed, with all matters pertaining to it, from before the assembly. C. Motion to postpone may be amended. lf a motion is offered to postpone to a specified time, it may be amended by substituting a different time. D. Aim of motion for indefinite postponement. Its object is to get rid of a proposition altogether with- out coming directly to a vote upon it; for, when de- cided affirmatively, the effect is to eliminate the propo- sition entirely. It is generally held to be incapable of debate or of amendment. If a motion to postpone is decided in the negative, the result has no effect upon the pending proposition ; which is then to be treated in all respects as if no such motion had been made. 9. The Motion to Commit.—If the matter of a proposition meets the approval of the assembly Privileged Questions 61 and its form is objectionable, it is usual to refer the subject to a committee. The matter goes properly to a standing committee ; if there be none, a select commit- tee is raised for that purpose. A. How submitted. The assembly may appoint a select committee for any given subject, though there already be a standing committee. If there be any doubt or hesitancy in the matter, then the motion to refer to the standing committee should be first sub- mitted to a vote of the assembly. B. Motion to commit subject to amendment. It may be amended by substituting one committee for another; by increasing or lessening the number of members proposed; or by adding instructions regard- ing the subject committed. C. The motion to commit is debatable. D. Rank of motion to commit. It has the same rank as the previous question and the motion to post- pone, and cannot, therefore, be superseded by either of them. It has the precedence, however, over a mo- tion to amend. E. Effect of an affirmative decision of a motion to commit. The motion to commit, with an affirma- tive decision, removes the subject under consideration from before the meeting. If decided negatively, how- ever, the subject remains before the assembly, and may then, if desirable, be subjected to the operation of the previous question, the motion to postpone, or to amend. 62 How to Organize and Conduct a Meeting 10. Motions to Amend.—These are the most complicated of all the privileged questions. The principal object of the motion to amend is to change the question before the meeting so that it will be in the best possible shape before it comes to vote, and hence may meet the wishes of the members. A. Primary and legitimate use of motion to amend, As the term implies, it is so to correct or improve the form, or statement of a proposition as to aid it in reaching the object which it aims to accomplish. A motion to amend, therefore, is properly an act friendly to the proposition to be amended. ok: we vhan eh ae eenes 10Q—III Resolved, ordered, and voted. itn ae scenes kins Core eee eee 30 Review; Outlines. LOM. oe cia nn oh wh oe heen lars 18, 24, 42, 75, 76, 86 Rights: of (the Hoon. weve cave snes such kane cy epee cue 16 Index 147 IGUtS EBM {COULIES) Offs MEMDETS: wees ory ces dce utes hie siee Gue 14-18 Pea eCOUem Lar Olds: hore ee sash haan sere swe eke cee I Rules, motion for suspension of.............00. riya (a) tera 73 BCSHCLMOLURE rT ReC Ce soe cet atest crc ehcr cet caeee ee reuae 106 IR ULUCSIMINDECIONC cai cas since rcce viseuse Can iaeatee ws ae 28 ECON DETO AWE MOTION pi cee cae ce ibe ca ating hele create ts 20 PRCCYeLAL VME Ges cates tie cee Wine a wes aiscd dock cehied vee 80 DECTeLAnymUUtCSE Ole owen ected “el gin a oe wi at syle 21, 22 Secretary in committee of the whole...................- 80 ECletary A COLTESHONCING Sore dice ici i rate ens cuelelemepeaie at 99 PIPIOCUMCLITITNOCO NS Te et eee a ule bee icik’s cle b's aie siaceme ee 77 Society, Addisonian, constitution of the................. Q7 PMICIETICUMCODALITIC Sr umre aa ht lsc eig ee sed ehiole s cic subnets eantete 2 Bocieties aebating, OuUarantee Is csc eves ues veene ves aa ieee 2 CSTD MOP MAILE CG a eal eal a a ate x Gil dole eit aes smlal sine lat s ave talt) tam 45 DS OCAKGrIMMINLERTUtiilien Ava so sine cade cscs davectins pe siever ne sis 44 Speaker MODEMINE DLIVICLES LORG oc cise aeale sls aise teaeees's s 14 SSCA Or MmrOcenichiOnerOlra mi tees auine cb eta re iiedinwere sso 6 45 SENECA MTCOMITIILCE | ss a cee hs celine oe cee cs A da dtd ae eNO ee 78 Lancome COMMILCCEG MRL. Valeo r Cob pclick rahe ra Us eant ae nue 77 PIALeMentenMemocicalsy. Geccnest es vals cece eure dwieics¢ 47 BPRUSTITLLCOMMPOMICIA ee artes fates ee ee ee eiaiie es wales ks catete 23 SUSpension OF Tiles; MOtiON | fOf. cee sc ceers pes saiess's a's s\6 59 FUABLELEMOTION STO LAYTON. cast scice ve eden tae tebecets se 51 EVEIMNOLALY OLPallizatiONvestiontclew vcore ee ele kee an ilen ape II SL ECASUIE OT ues ete ah inlgietaty a Cale idee had eee dew ede eae aed ties 23, 114 PPT EASUTEr TOUTES lca tisiste Cee alee Nv s'alc'els Slee neha a aiela cease « 23 SCR RESIDENT Ico stay Seteicsalsigcaie scecuice dee dere ses Vales 20 IRE ME ATISS FOLEL Vor g otic tatelale thcinip atanrate clo Wicd Welavens Rie ya wiels'a: el so: 6 26 PVCS SDILITALIC Vg ecreaiee via lpinlareinre rin Ga wala ote Meta vee s O's er etp 26 IV OTE. Siac DANOt wCITTETENCE; Of es voce cules c de clea eave at's cs» 30 WOLEd A TESOIVEd Hand (OTGerediss cu cvevniacs veer eevelswins 30 OTE WETTER SPITS AGS cluiee claic egialerals Ciameiitt ete. ate GAO ibot dual niall. « 32 SN UID ORUIALOLY Va ioe Cn ree Gla bale ctereictet e's a ale ee are a's hs sige 32 MV ORDS A DISORDERLY 12) dulce sie yislscaee's were uae wens POC sbi 16 VU Ole COMMITEE OF a EGS iad isis elats Wace ane nate paisie det 78, 79 We TELET CP UIOCUCE aye nc Lolth Se ielet'ers nisataleie diy ower ene Oe oaths 84 EAS TANT NAYS, QUESTION, BY i200 ches Ses oe sbws wees see thie Shurter’s The Science atid Art of Effective Debating A complete treatise in simple lan- ae guage, discussing the various ways fm ESSE eof convincing and persuading in- BRRRR) cv