These rules of order allow each member to participate in decision making at Co-operative meetings. Decisions are made as follows: a proposal or motion is introduced or presented by a member, a proposal or motion is made; the motion is discussed and possibly amended; and the meeting makes a decision by voting for or against the motion. This process is governed by the following rules of order:
Each item of business is introduced by the Chairperson or presented by the sponsor (the member who asked that the item be on the agenda). The sponsor may have a specific proposal or, after some discussion, it may become apparent that the Co-operative should make a decision about the item. The sponsor, or any other member, may request the meeting to accept a proposal by "moving" it as a motion. The motion must be supported by at least one other member who agrees to "second" the motion.
Main motions should be submitted in written form if possible, to aid the Chairperson and the Secretary (This does not include Procedural Motions).
Once a motion is moved and seconded, it is debated by the members with the debate regulated by the Chairperson. Speakers should speak for or against the proposal and the Chairperson may rule a speaker out of order if his or her comments are not relevant to the motion. Speakers may ask questions about the motion which will be answered by the Chairperson or, at the discretion of the Chairperson, by the sponsor.
All remarks should be addressed to the Chairperson and not any particular member at the meeting. Each speaker may speak for a maximum of three minutes at a time unless the Chairman agrees that the speaker requires more time. At the discretion of the Chairperson present, until all those who wish to speak have done so, no member may speak more than once on the same item until all other members have spoken.
All people who wish to speak must raise their hand until acknowledged by the Chairperson. The Chairperson will keep a speakers list of all people who wish to speak and call on them to speak in order.
During debate on a main motion, amendments to the motion may be introduced. An amendment may delete part of the main motion, add to it, or change parts of it, but cannot be contrary to the intent of the motion.
An amendment must be moved and seconded. If the mover and seconder of the main motion agree to the amendment, it immediately becomes part of the main motion as a "friendly" amendment. If they do not agree, a vote must be taken on the amendment to decide if it will become part of the main motion.
Once an amendment has been moved and seconded, all speakers must address the amendment rather than the main motion. The Chairperson will keep a separate speakers list for the debate of the amendment. One amendment to an amendment (subamendment) may be made. No further amendment or subamendment maybe entertained until the amendment and subamendment are dealt with. The sub amendment is voted on before the amendment.
When the meeting is ready to vote on the amendment(s), the Chairperson will review all the amendments and then take a vote on each. Those that pass are incorporated into the main motion and debate continues on the main motion as amended, using the main speakers list, until the meeting is ready for the vote on the main motion or another amendment is proposed.
Occasionally, a member wishes to amend a motion by replacing it with a whole new motion. This is not allowed as a valid amendment. However, the member may briefly outline the substitute motion and either ask the mover to withdraw the motion on the floor or urge the meeting to defeat it so that the substitute motion can be proposed.
The mover of a motion may withdraw the motion from the floor. This would be done if the mover had decided no decision should be made at this time, or to allow a substitute motion to be made.
Once every member who wishes to speak has had a chance to speak for or against a motion, the Chairperson calls for a vote. Normally votes are taken by a show of hands, with the Chairperson asking first for all those in favour and then all those against. Members may also request a vote by way of a secret ballot. Motions are decided by simple majority unless otherwise required by the By-laws or these rules of order. The meeting may decide, by majority vote, to vote on any motion by secret ballot. The Chairperson of a General Meeting shall not vote expect in case of a tie. The chairperson of the Board of Directors meeting shall vote, and a tie vote results in the defeat of the motion.
(a) Calling the Question: During the debate of a main motion or amendment, any speaker who has not yet spoken may use their turn to call for a vote on the motion or "Call the Question" instead of speaking. This is an attempt to end debate on a motion and vote without allowing any more discussion. Because a motion to "Call the Question" may take away some members' right to speak, it should be used carefully. Before proposing to "call the question", there should be some indication that most members have made up their mind and that speakers are not contributing any new arguments.
A motion to "Call the Question" requires a seconder and may not be debated. In order to be carried, the motion to "call the question" requires a two thirds majority. If the motion is defeated, debate on the main motion or amendment continues.
If the motion to "Call the Question" is carried, then the meeting is ready to vote on the main motion or amendment on the floor. The Chairperson should take the vote with no further debate.
(b) Deferring/Referring the Motion: During the debate on a main motion or amendment, any speaker, in their turn, can move to defer the question to later in the same meeting or to a subsequent meeting. This is an attempt to postpone a decision on the proposal being considered until a future date or until after a specific action or decision has happened.
A speaker may also move to "Refer the Question" to the Board or a committee for further study or recommendations.
A motion to "Defer/Refer the Question" must be seconded. Speakers may only speak on the merits of deferring/referring the proposal. A vote on the motion is then taken. If it carries, the proposal is deferred/referred as per the motion. If it is defeated, debate continues on the main motion or amendment.
(c) Delaying Motions: The Chairperson may rule a motion out of order on the grounds that it is absurd, frivolous, obstructive, delaying, or otherwise dilatory.
Members may only speak out of turn if they wish to raise a "Point of Order" or a "Point of Information". To raise such a point, a member stands and, with as much courtesy as possible, interrupts the current speaker or the Chairperson and announces that they wish to raise a Point of Order or Information. The Chairperson may accept or reject such an Interruption at the Chairperson's discretion. If the Chairperson acknowledges the member, the point should be stated simply and briefly, and the member should sit down.
A point of order should be raised when a member feels that an incorrect procedure is being followed, there is a better procedure, the Chairperson has made an incorrect ruling, or there is a lack of quorum. Once the point of order has been stated, the Chairperson will rule on its validity and, if appropriate, act on it.
A point of information should be raised when a member feels they have an important piece of information relating to the item under consideration which may save needless debate if it is raised immediately instead of at the member's turn to speak.
In all matters of procedure, not covered in these By-laws, Bourinot's Rules are deemed to apply.