These are rules of order for members meetings. These Rules of Order are designed to allow each member to participate in decision-making at Co-op General Meetings.
The main steps in the decision-making process are as follows:
- A proposal or “motion” is introduced by its sponsor or “mover”, or by the
chairperson- A specific motion is made and seconded
- The motion is discussed, with discussion controlled by the chairperson
- The motion may be amended before a decision is taken on the motion as a whole
- Member makes a decision by voting on the motion (as presented or amended)
- If the motion is defeated a related motion can be considered, or the meeting can move on to consider other business
1. Chair
In these rules of order, “chair” means person chairing the meeting at the time that the rule applies.
- If the Board has not appointed a chair, the members can choose the president, the vice-president or anyone else to chair members meeting. A person can be appointed to chair one meeting or a series of meetings. If the Board has appointed a chair the members must approve that person to chair members meeting. If the members do not approve that person, they can appoint someone else.
- The chair makes sure that meetings run smoothly. The chair tries to make sure that members have a chance to discuss every item on the agenda fully and fairly and that the meeting comes to a clear conclusion.
- A chair who wants to make or discuss a motion must pass the chair to someone else until the meeting has dealt with all matters concerning the motion. If members do not approve of the person that the chair passed to, they can appoint someone else. Another person approved by the members can chair the meeting in the meantime.
- The chair does not vote unless there is a tie or the vote is by ballot. If there is a tie on a secret ballot, the chair cannot vote a second time the chair must be a member in order to vote.
2. Motions
The meeting can deal with an item ofbusiness on the agenda in three ways:
- The member who asked that the item be put on the agenda can ask the members to approve a proposal by “moving” it.
- The chair can present an item on the agenda, and ask if any member wishes to make a motion.
- A member can present an item for discussion without making a motion. The chair decides if a motion is needed. If so, the chair asks for a motion.
Another member must “second” a motion. Otherwise, members cannot discuss the motion. Members can only discuss one main motion at a time.
3. Speaking:
Members discuss a motion after it has been moved and seconded. The chair controls the discussion. Members speak as follows:
- They can ask questions, the chair or someone with pertaining information, or the member who moved the motion answers the questions
- They can speak for or against the motion
- They speak to the chair
- Each speaker normally speaks for 3 minutes or less. The chair can set a longer or shorter time limit
- Normally, the chair will allow a member to speak more than once on an item only after others who want to speak have done so
4. Amendments
Members can suggest an amendment to a main motion during discussion. An amendment must be moved and seconded like any other motion.
An amendment can:
- take out part ofthe main ,motion
- add to it, or
- change parts of it.
An amendment cannot:
- be unrelated to the main motion, or
- be, in the opinion ofthe chair, directly against the meaning ofthe main motion.
Speakers may discuss the amendment after it has been moved and seconded. They continue to do so until the amendment has been voted on. The chair will keep a separate speakers list for the discussion on amendments. If amendment has been passed, thee-hair will have the revised motion read.
- Friendly Amendments
A member can ask that the mover and seconder of the main motion accept an amendment as “friendly”. If they agree that it is a “friendly” amendment, it becomes part of the main motion. - More Than One Amendment
The chair can accept more than one amendment if:- the amendments have been moved and seconded
- they would change the same part of the motion, or
- a second amendment would change the tenus ofthe first one.
The chair can limit the number of amendments at anyone time. After the meeting deals with them, the chair can allow members to move other amendments.
- Order of Voting on Amendments
The order of discussion and voting on amendments is the reverse of the order in which they were moved. This means that discussion and voting begins with the last amendment moved.
Any amendment to the main motion that is passed becomes part of the main motion. When there are no more amendments to be discussed, members vote on the (amended) main motion. The amended main motion must be read before it is voted on.
An amendment must have the same majority as the motion that it amends. Therefore, an amendment to a proposed by-law must have a two thirds majority.
5. Withdrawing a Motion
The member who moved a motion can withdraw it at any time during the discussion ifthe seconder agrees.
6. Voting
The chair calls for a vote once every member who wishes to speak has spoken, or when adequate discussion in the motion has taken place.
- Majority
Motions are decided by a simple majority unless the Act or the co-op’s bylaws say otherwise.
A simple majority vote is more than half of the votes cast, without counting abstentions. A two-thirds majority is two-thirds of the votes cast without counting abstentions. Ifthe co-op votes by ballot, a spoiled ballot will not be considered a vote cast. - Chair
The chair rules on whether or not the motion has passed. Any member can request a recount ofvotes.
7. Motions about procedure
- Calling the Question
A member who wishes to end the discussion can call for an immediate vote by saying “I call the question” or “I move to end the debate”. This motion to call the question needs a seconder. The chair will immediately ask members to vote on whether they want to finish the discussion at this point. A two-thirds majority is needed.
If the motion to call the question is carried, the members then vote on the main motion or amendment.
If the motion to call the question is defeated, members can continue to discuss the main motion or amendment. - Motion to Defer, Refer, or Table a Motion
During the discussion on a main motion or an amendment, any speaker can move to- defer the question
- refer the question
- table the motion
Motion to defer the question
To defer the question means to put off discussion to another meeting, or to a later time in the same meeting. This motion needs a seconder. Members can debate it. It must state the date or time at which the members will discuss the question.Motion to refer the question
To refer the question means to give the board, a committee, or a small group the job of studying the question and of making recommendations to the members. This motion needs a seconder. Members can debate it. It must state to whom the question is referred.Motion to table the motion
To table the motion sets aside the business for an indefinite period. It is usually used when members don’t want to discuss, or to express their opinions. At another time, or at a later meeting, members may pass a motion (by a simple majority) “to take the motion from the table”. They can then continue discussion. This motion needs a seconder. Members do not debate it. - Motions that Waste Time
The chair can rule a motion out of order on the grounds that it is absurd or wasting time, and not worth the members’ attention.
8. Interruptions
Members can speak out of turn if they wish to raise:
- a point of order
Members may raise a point oforder if they think that- the meeting is following an incorrect procedure,
- or there is not a quorum
a point of order should not be used to continue a debate.
- a point of information
Points of information should always be brief.
A point of information should not be used as debate. - an appeal against the chair’s ruling
The chair does not have to resign if an appeal is supported by a majority of members. Members have the right to decide how their meetings should run. An appeal is not a vote of confidence. It is simply a way for members to control their meeting. - a question of privilege
A member who feels that there is a risk of the rights, safety or comfort of the members (or of one member) may raise a question of privilege. It may be a simple matter, such as the need to better ventilation, or for the use of a microphone. There is no need of a seconder or discussion. The chair gives a ruling on the question of privilege.
They can also speak out of turn if they wish to
Once a point of order is raised, the chair rules whether it is correct or not, and acts accordingly.
Members who have:
- an important piece of information, or
- a question which will save time in the discussion
Can raise a point of information.
Members can appeal when they think a ruling of the chair is not correct. The appeal needs a seconder, and is not discussed. Both the chair and the members who make the appeal can give their reasons. The question: “Do we confirm the decision of the chair?” is put to the vote. The chair does not vote. If the vote is tied, the chair’s ruling is confirmed.
A question of privilege does not need a seconder. It is not discussed. The chair rules on the question without calling a vote.
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