HomeMy WebLinkAbout03-08-2016 PLANNING COMMISSION AGENDA PACKETThe City of Auburn Planning Commission is an eight member advisory body that provides recommendations to the
Auburn City Council on the preparation of and amendments to land use plans and related codes such as zoning.
Planning Commissioners are appointed by the Mayor and confirmed by the City Council.
Actions taken by the Planning Commission are not final decisions; they are in the form of recommendations to the
City Council who must ultimately make the final decision.
PLANNING COMMISSION MEETING
March 8, 2016
AGENDA
I. CALL TO ORDER – 7:00 p.m., Council Chambers
II. ROLL CALL/ESTABLISHMENT OF QUORUM (Pledge of Allegiance)
III. APPROVAL OF MINUTES
A. February 2, 2016
IV. PUBLIC COMMENT
Comment from the audience on any item not listed on the agenda for discussion or public
hearing.
V. PLANNING DEPARTMENT REPORT
Update on Planning and Development Department activities.
VI. PUBLIC HEARING
No items were brought forward for public hearing.
VII. OTHER BUSINESS
A. Keeping of Domestic Fowl* (Gouk)
Summary: Staff to return with information for the Planning Commission to review
regarding the regulations of domestic fowl.
B. Modification of Rules and Procedures* (Tate)
Summary: Review and discuss modifications to the Planning Commission Rules and
Procedures.
C. Parliamentary Procedures* (Heid)
D. Pending Annual Amendments to Comprehensive Plan Map* (Dixon)
VIII. ADJOURNMENT
DRAFT
PLANNING COMMISSION
February 2, 2015
MINUTES
I. CALL TO ORDER
Chair Judi Roland called the meeting to order at 7:00 p.m. in the Council Chambers
located on the first floor of Auburn City Hall, 25 West Main Street, Auburn, WA.
II. ROLL CALL/ESTABLISHMENT OF QUORUM
Planning Commission Members present were: Chair Judi Roland, Vice-Chair Copple,
Commissioner Mason, and Commissioner Lee. Commissioner Smith is excused.
Staff present included: Assistant City Attorney Jessica Leiser; Assistant Director of
Community Development Jeff Tate; Planning Services Manager Jeff Dixon, Senior
Planner Thaniel Gouk and Community Development Administrative Assistant Tina Kriss.
Members of the public present: Shirley Chittenden
III. APPROVAL OF MINUTES
A. December 8, 2015
Commissioner Copple moved and Commissioner Smith seconded to approve the
minutes from the December 8, 2016 meeting as written.
MOTION CARRIED UNANIMOUSLY. 4-0
IV. PUBLIC COMMENT
There were no public comments on any item not listed on the agenda for discussion or
public hearing.
V. PLANNING DEPARTMENT REPORT
Assistant Director of Community Development Jeff Tate provided the following updates
to the Commission:
Auburn City Council, under Resolution No. 5188, adopted the Comprehensive
Plan on January 4, 2016. The City council had a lot of positive feedback for the
work of everyone, including, and especially the Planning Commission. The next
steps by staff are to update the development regulations to implement the
Comprehensive Plan concepts among other changes.
On January 4, 2016 City Council adopted Resolution No. 5194, establishing a
moratorium on the allowance, acceptance or processing of applications for retail
establishments of marijuana/cannabis. The moratorium does not include
processors or producers of marijuana/cannabis and related products. Under the
city’s previous regulations the City was able to issue two retail licenses in
Auburn. In the course of the last year through state legislature and through
actions of the Washington State Liquor and Cannabis Board they have removed
PLANNING COMMISSION MEETING MINUTES February 2, 2016
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the limitation on the number of retail licenses. City Council has enacted a
moratorium to not allow additional retail establishments until the city has the
ability to navigate through this issue of the potential for an unlimited number and
to determine if there are local regulations or approaches that need to be put in
place.
The city recently sent out a request to citizens, through the city’s broadcast email
outreach, GovDelivery Service, to advertise for volunteers interested in being a
Planning Commission member subject to appointment. Within 24 hours the city
received 25 interested responses. On January 4, 2016, City Council confirmed
the reappointments of Commissioners Lee and Smith for a three-year term
ending December 31, 2018.
VI. OTHER BUSINESS
A. Keeping of Domestic Fowl
Senior Planner Thaniel Gouk presented background information to the Planning
Commission regarding the Auburn City Code regulations on the city’s animal code
sections in general, and the regulations pertaining to domestic fowl, in particular. .
The Commission and staff discussed what is addressed in the current regulations for
fowl and what is not. There was discussion on several topics, such as if chicken
coops should be required, proposals for the number of domestic fowl allowed per lot
size, limitations on feeding, requirements for clean up and disposal of waste, and if
the definition of domestic fowl should be updated.
Staff explained and referred to the memo that provides information on the multiple
complaints regarding domestic fowl. After further discussion, the Commission
expressed that the variety of topics suggested for regulation is likely too much and
instead many issues can be handled within code compliance under the City’s
existing or slightly amended nuisance code and that the city may be overregulating if
too many more restrictions are added to the regulations on domestic fowl.
Commissioner Copple felt it may be beneficial to limit or cap the number of domestic
fowl allowed. Staff explained that consideration should be taken in limiting the
number within the residential conservancy zoned portion of the city that is
characterized by larger lot sizes and more rural character. The Commission asked
staff to report back to the Commission and provide copies of Auburn City Code
(ACC) 18.31.220, more information about previous complaints, the City received,
and any proposals or information on limiting or placing a cap on the number of
domestic fowl allowed.
B. Residential Heating, Ventilation and Air Conditioning Equipment
Assistant Director Tate provided background information on the issue of City’s single
family residential heating, ventilation and air conditioning appliances that are outside
and separate from the building and the regulations under the International
Residential Code (IRC) and the city’s permitting requirements. Staff also discussed
noise emanating from the residential equipment and reviewed the historical
information on complaints received regarding the noise of this equipment
PLANNING COMMISSION MEETING MINUTES February 2, 2016
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After discussing the complaints that have been received by the City of Auburn over a
period of years, the Commission explained that they do not believe the number of
complaints warrants any further code amendments. They do feel it would be
beneficial to encourage the use of sound barriers for noise reduction.
C. Election of Officers for 2016
Chair Roland called for nominations for the election of a Chairperson and of the City
of Auburn Planning Commission for the 2016 year.
Commissioner Mason nominated Commissioner Roland as the 2016 Chairperson
and Commissioner Copple as Vice-Chair. Commissioner Lee seconded the
nomination. There being no other nominations, Commissioner Roland was elected
Chairperson and Commissioner Copple was elected as Vice-Chair of the Planning
Commission by majority vote.
MOTION CARRIED UNANIMOUSLY. 4-0
D. Modification to Rules and Procedures
Assistant Director Tate provided an overview of the Rules and Procedures of the
Planning Commission; last revised April 2, 2013.
The Commission and staff discussed several sections of the Rules and Procedures
and Assistant City Attorney Jessica Leiser reviewed the Section VI. (Quorum). After
review, the Planning Commission recommended the following changes:
II. Meetings, 3. – Replace the word “Council” with “Commission” after staff
confirms the consistency with the intent of code.
II. Meetings, 1. – Add the Pledge of Allegiance Roll Call/Establishment of
Quorum (Pledge of Allegiance).
III. Election of Officers 3. – The Commission asked staff to review the
wording to ensure the language is consistent with the intent of ACC
“Planning Commission”.
VI. Quorum – Revise the language in this section so that it is consistent with
Roberts Rules regarding a quorum and voting on a motion.
IX. AGENDA – Relabel Item 4 to read “Community Development Report” and
insert it between Items numbered 6 and 7. The order of numbers 4 through
7 will change once revised.
X. Voting, E. – The Commission instructed staff to revise or add language to
clarify that “a motion to deny that fails is not an approval”.
Staff will update the Rules and Procedures and bring it back to the Commission for
review at the next meeting.
Assistant Director Tate reviewed upcoming training opportunities and asked the
Commission to let staff know if they have any specific subject matters for which they
would like further training or education. .
VII. ADJOURNMENT
PLANNING COMMISSION MEETING MINUTES February 2, 2016
Page 4
There being no further business to come before the Planning Commission, Chair Roland
adjourned the meeting at 8:28 p.m.
Memorandum
TO: Judi Roland, Chair, Planning Commission
Ron Copple, Vice-Chair, Planning Commission
Planning Commission Members
FROM: Thaniel Gouk, Senior Planner
DATE: March 1, 2016
RE: Keeping of Domestic Fowl
___________________________________________________________________________________
At the February 2, 2016 Planning Commission, City Staff brought forward some discussion
items relating to the keeping of domestic fowl (chickens, ducks, etc.) within the City. The general
consensus of the Planning Commission was that the proposed regulations were not necessary,
however, the Commission requested Staff to bring back some additional information for further
discussion. These items were:
1) Provide the current Zoning Code requirements for keeping of domestic fowl.
2) Provide the Nuisance Code to see if these regulations already have in place the
necessary enforcement provisions. If there is not enough “teeth” in this section of Code,
can modifications be made so that cleaning / maintenance requirements apply to the
keeping of all animals within the City?
3) Provide details of the 11 code complaints received related to keeping of domestic fowl
since the inception of the Zoning Code regulations (adopted August 2011).
What follows is this requested information for discussion purposes.
1) Existing Domestic Fowl (Animal) Regulations
The current Code regulations for the keeping of animals (domestic fowl, dogs, horses, etc.) are
located in Chapter 18.04 ACC ‘Definitions’ and Chapter 18.31 ACC ‘Supplemental Development
Standards’. The applicable Code text is as follows:
18.04.325 Domestic fowl.
“Domestic fowl” includes all species of chickens, turkeys, geese, and ducks.
18.04.495 Household pet.
“Household pet” means a domesticated animal of ordinary species that lives, or is commonly
known to be capable of living, within the confines of a residence. Animals considered to be
common household pets include but are not necessarily limited to the following: do
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gs, cats, rabbits, indoor birds, small rodents, and fish, miniature goats, potbelly pigs, and
domestic fowl. Animals not considered to be common household pets include but are not
necessarily limited to the following: horses, cows, goats, sheep, swine, donkeys, full-size
swine, full-size goats, endangered or exotic species and any similar species.
18.04.622 Miniature goat.
“Miniature goats” include species of goats commonly known as pygmy (Capra hircus hircus
pygmy), or Nigerian dwarf (Capra hircus hircus nigerian dwarf) and miniature goats.
18.04.742 Potbelly pig.
Miniature “potbelly pigs” are that type of swine commonly known as Vietnamese, Chinese,
or Asian potbelly pig (Sus scrofa bittatus).
18.31.220 Permitted animals.
A. Domestic Fowl. Domestic fowl may be kept as small animals if the owner complies with
the following:
1. Roosters are not permitted.
2. Structures housing domestic fowl must comply with accessory structure setbacks
applicable in the zoning district where the shelter is to be located.
3. Up to four domestic fowl can be kept on lots that are at least 6,000 gross square feet
in size. On lots that are larger than 6,000 gross square feet, one additional small lot
domestic animal may be kept per additional 2,000 gross square feet as shown in
ACC 18.31.230.
4. Please reference ACC 8.28.010 regarding noise, ACC 8.12.020 regarding
nuisances, and ACC 6.24.020 regarding slaughtering.
B. Miniature Goats. Miniature Goats may be kept as small animals if they are licensed as
follows:
1. Male miniature goats must be neutered.
2. All miniature goats must be dehorned.
3. Nursing offspring of miniature goats licensed according to the provisions of this code
may be kept until weaned, but no longer than 12 weeks from birth.
4. Shelter location must comply with accessory structure setbacks applicable in the
zoning district where the shelter is to be located.
5. Licensing must be done in accordance with ACC Title 6, Animals, which incorporates
the provisions of King County Code Title 11, Animal Care and Control.
6. Up to two miniature goats are allowed on lots that are at least 12,500 gross square
feet in size. On lots that are greater than 12,500 gross square feet, one additional
medium size domestic animal may be kept per additional 7,500 gross square feet as
shown in ACC 18.31.230.
7. Please reference ACC 8.28.010 regarding noise, ACC 8.12.020 regarding
nuisances, and ACC 6.24.020 regarding slaughtering.
C. Potbelly Pigs. Miniature potbelly pigs may be kept as a small animal; provided, that no
swine that is greater than 22 inches in height at the shoulder or more than 150 pounds in
weight may be kept in the city.
1. Nursing offspring of potbelly pigs licensed according to the provisions of this code
may be kept until weaned, but no longer than 12 weeks from birth.
2. Shelter location must comply with accessory structure setbacks applicable in the
zoning district where the shelter is to be located.
3. Licensing must be done in accordance with ACC Title 6, Animals, which incorporates
the provisions of King County Code Title 11, Animal Care and Control.
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4. Two potbelly pigs can be kept on lots that are at least 12,500 gross square feet in
size. On lots that are greater than 12,500 gross square feet, one additional medium
size domestic animal may be kept per additional 7,500 gross square feet as shown in
ACC 18.31.230.
5. Please reference ACC 8.28.010 regarding noise, ACC 8.12.020 regarding
nuisances, and ACC 6.24.020 regarding slaughtering.
18.31.230 Table of allowed districts.
The allowable numbers of animals permitted outright, provided the minimum lot size is met,
are detailed in the following table. The specified minimum lot sizes are absolute
requirements. No variances, waivers, and/or modifications under the Auburn City Code may
be granted. The keeping of animals that require lesser lot size is allowed to be cumulative,
when lot size requirements have been met. Licensing of pets and animal control is governed
by ACC Title 6, Animals, which incorporates the provisions of King County Code Title 11,
Animal Care and Control.
RC R-1 R-5 R-7 R-10 R-16 R-
20 RO C-1 C-2 C-3
Goats Y Y Y Y C* C* C* N N N Y
Pigs Y Y Y Y C* C* C* N N N Y
Chickens Y Y Y Y C* C* C* N N N Y
Y = Yes
N = No
C = Conditional
*Permitted as an outright use if more than 50 percent of the property is not covered with
impervious surface. If the property is more than 50 percent covered with impervious surface
then the applicant must apply for an administrative use permit pursuant to Chapter 18.64
ACC. These applications will not be processed as conditional use permits.
Type of Animal Maximum Number of Animals Permitted
Outright
Household pets: dogs, cats, rabbits, caged
indoor birds, small rodents, and if weighing
less than 10 pounds any nonvenomous
reptiles and amphibians.
4* per dwelling or commercial building regardless of
lot size. A pet license is required for each cat or
dog.
Domestic fowl. 4 on lots that are at least 6,000 gross sq. ft. in size.
On lots that are larger than 6,000 gross sq. ft., 1
additional small lot domestic animal may be kept
per additional 2,000 gross sq. ft.
Medium size animals: potbelly pigs, and
miniature goats that are smaller than 24
inches at the shoulder and/or not more than
150 pounds in weight.
2 on lots that are at least 12,500 gross sq. ft. in
size. On lots that are greater than 12,500 gross sq.
ft., 1 additional medium lot domestic animal may be
kept per additional 7,500 gross sq. ft.
Large size animals: horses, ponies, donkeys,
cows, standard size goats, llamas, oxen,
standard size pigs.
2 on lots that are at least 1 gross acre in size. On
lots that are larger than 1 gross acre, 1 additional
large lot domestic animal may be kept per
additional 21,780 sq. ft.
*Includes foster animals.
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If Planning Commission feels that these Code provisions are adequate, Staff would still like to
propose a cleanup and merge of Sections 18.31.220 and 18.31.230 for better usability.
2) Existing Nuisance Code Regulations
The Public Nuisance Code Section is in Chapter 8.12 ACC, and specifically the Code text for
requiring cleaning and maintenance for animals reads as follows:
8.12.020 Nuisances affecting public health and safety.
Acts or omissions, places, conditions and things or uses that injure or endanger the safety,
health, welfare, comfort or general well being of the general public or the environment, are
declared to be public nuisances. Public nuisances include, but are not limited to, the
following:
J. Any putrid, unsound or unwholesome bones, meat, hides, skins or the whole or any part
of any dead animal, fish or fowl, butchers’ trimmings or offal, or any waste, vegetable or
animal matter in any quantity, garbage, human excreta or other offensive substance;
provided, nothing in this subsection shall prevent the temporary retention of waste in a
manner approved by the mayor or designee;
After speaking with Code Enforcement they believe that the above Code provision is adequate
for them to enforce proper cleaning and maintenance for properties that have animals.
3) Summary of Code Enforcement Complaints
As discussed in the previous Planning Commission meeting, the current regulations for the
keeping of domestic fowl were adopted in August of 2011 and Staff provided a table
summarizing the Code complaints received that were related to domestic fowl, using keywords
such as “chicken”, “fowl”, “poultry”, etc., with the total number of complaints being 11. The
Planning Commission then asked for Staff to provide details on these complaints which Staff
has provided as follows:
Case No. VIO12-0143
Complaint by neighbor about the keeping of chickens. Code Enforcement investigated and
determined that the property was in compliance. Case closed.
Case No. VIO13-0146
Complaint by neighbor about “chicken smell” emanating from the subject property. Code
Enforcement contact the property owner who indicated he would be more cognizant of the smell
and the case was closed.
Case No. VIO13-0189
Complaint by neighbor about the keeping of chickens. Code Enforcement investigated and
determined that the property was in compliance. Case closed.
Case No. VIO13-0234
Property owner was keeping chickens on a 4,700 sq.-ft. lot while the Code requires at least
6,000 sq. ft. to have chickens. The property owner removed the chickens in about a week.
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Case No. VIO14-0055
Complaint received that chickens were being kept on-site, but none were observed. In either
event, chickens would have been allowed.
Case No. VIO14-0105
Complaint by neighbor about the keeping of chickens. Code Enforcement investigated and
determined that the property was in compliance. Case closed.
Case No. VIO14-0394
Property owner had 4 too many chickens/ducks on the property. Code Enforcement talked with
the owner and 4 of the animals were removed within a week and the property brought into
compliance. Case closed.
Case No. VIO15-0086
Complaint of smell and noise from chickens and shed/coop too close to the property line. Code
Enforcement noticed a faint smell but no noise and the shed was moved to meet 5-ft. setback.
The property was in compliance with the Code requirements for keeping chickens. Case closed.
Case No. VIO15-0243
Complaint by neighbor about the keeping of chickens. Code Enforcement investigated and
determined that the property was in compliance. Case closed.
Case No. VIO15-0419
Same complaint from VIO15-0089. Complaints of smell and noise from chickens; Code
Enforcement investigated, conferred with the Planning Director and City Attorney and it was
determined that the property is in compliance. Case closed.
Case No. VIO15-0589
Property owner had too many chickens on the property. Code Enforcement worked with the
owner and the chickens were removed within a month. Case closed.
Conclusion
Staff would like the Planning Commission’s direction on if any Code amendments should be
pursued related to the regulation of domestic fowl. At a minimum, Staff recommends that
Sections 18.31.220 and 18.31.230 be cleaned up and merged for usability.
MEMORANDUM
TO: Judi Roland, Chair, Planning Commission
Ron Copple, Vice-Chair, Planning Commission
Planning Commission Members
FROM: Jeff Tate, Assistant Director of Community Development
DATE: March 1, 2016
RE: Planning Commission Rules and Procedures
During the February 2, 2016 Planning Commission meeting the Commission’s Rules
and Procedures were handed out and discussed. It was agreed that staff would
transmit suggested amendments for the Planning Commission to consider during their
March 8, 2016 meeting. Attached as Exhibit A are staff’s recommended modifications.
Section VI. QUORUM:
Eliminate the language that allows Planning Commission business to continue in the
event the meeting begins with an adequate quorum, but falls below that required for a
quorum during the meeting. The existing language is not consistent with commonly
accepted protocols for conducting business when a quorum is not present.
Section IX. AGENDA:
Establish new item 6 “Community Development Report” at the end of the agenda so
that audience members are not required to sit through a report when they are their for a
public hearing or presentation.
Eliminate item 4 “Staff Comments and Reports” because “Public Hearings” already
includes procedures outlined in Section X for when staff will present their report.
Section X.9.E VOTING:
Provide clarifying language for how a motion to “deny” or “not accept” is handled in the
event of a tie vote.
Planning Commission – Rules of Procedure
CITY OF AUBURN
PLANNING COMMISSION
RULES OF PROCEDURE
ADOPTED NOVEMBER, 1983
REVISED NOVEMBER, 1988
UPDATED APRIL, 2000
REVISED FEBRUARY, 2007
REVISED APRIL 2, 2013
REVISED MARCH 8, 2016
Planning Commission – Rules of Procedure
2 | Page
PLANNING COMMISSION - RULES OF PROCEDURE
TABLE OF CONTENTS
SECTION SUBJECT PAGE
I. NAME..........................................................1
II. MEETINGS.................................................1
III. ELECTION OF OFFICERS.........................2
IV. CHAIR.........................................................2
V. SECRETARY..............................................3
VI. QUORUM....................................................3
VII. ABSENCE OF MEMBERS..........................3
VIII. ACTIONS DEFINED...................................3
IX. AGENDA.....................................................4
X. PUBLIC HEARING.....................................4-6
XI. CONFLICT OF INTEREST.........................6-7
XII. AMENDMENT............................................7
Planning Commission – Rules of Procedure
3 | Page
CITY OF AUBURN PLANNING COMMISSION
RULES OF PROCEDURE
We, the members of the Planning Commission of the City of Auburn, do hereby adopt,
publish, and declare the following Rules of Procedure:
I. NAME:
The official name of the City of Auburn advisory planning agency shall be "The
City of Auburn Planning Commission." The membership and terms of office of the
members of the Planning Commission shall be as provided in Chapter 2.45 of the
Auburn City Code (ACC).
II. MEETINGS:
1. All meetings will be held at the Auburn City Hall, Auburn, Washington,
unless otherwise directed by the Secretary or Chair of the Planning
Commission.
2. Regular meetings shall be held on the Tuesday following the first Monday
of each month, and shall be open to the public. The meeting shall
convene at 7:00 P.M. unless otherwise directed by the Secretary or the
Chair.
3. If the first Monday of the month is a legal holiday, the regular meeting shall
be held on the following Wednesday. If a regular meeting day (Tuesday)
falls on a legal holiday or on the November General Election, the
Commission will convene on the following Wednesday.
4. Special meetings of the Planning Commission shall be at the call of the
Chair. Special meetings of the Planning Commission may also be called
by any three members of the Council A minimum notice of 24 hours shall
be provided for special meetings in accordance with State law.
5. If no matters over which the Planning Commission has jurisdiction are
pending upon its calendar, a meeting may be canceled at the notice of the
Secretary or Chair provided at least 24 hours in advance.
6. Except as modified by these rules of procedure, Robert's Rules of Order,
Newly Revised, most current version, shall govern the conduct of the
meetings.
7. Meetings of the Planning Commission shall be conducted in conformity
with the requirements of the Washington State Open Public Meetings
Planning Commission – Rules of Procedure
4 | Page
Act, Chapter 42.30 of the Revised Code of Washington (RCW).
Executive sessions can only be held in accordance with the provisions
of Section 42.30.110 RCW.
8. The Planning Commission may conduct business in closed session as
allowed in conformity with Section 42.30.140 RCW.
9. An agenda shall be prepared in advance of every regular and special
meeting of the Planning Commission. Meeting agendas and materials
on items on an agenda for a regular meeting shall be provided to
members of the Planning Commission not less than five (5) days in
advance of the regular meeting. Meeting agendas and materials on
items on an agenda for a special meeting shall be provided to members
of the Planning Commission as promptly in advance of the meeting as
can reasonably be accomplished.
III. ELECTION OF OFFICERS:
1. The officers of the Commission shall consist of a Chair and Vice Chair
elected from the appointed members of the Commission and such other
officers as the Commission may, by the majority vote, approve and
appoint.
2. The election of officers shall take place once each year at the
Commission’s first regular meeting of each calendar year. The term of
office of each officer shall run until the subsequent election.
3. The vacancy of the Chair or Vice-Chair during his or her term of office
shall be filled for the remaining term of office by the Mayor and
confirmed by the City Council. The Chair would be replaced by the
Vice-Chair or the Vice-Chair would be elected by the vote of the
Planning Commission.
IV. CHAIR:
1. The Chair shall preside over the meetings of the Commission and may
exercise all the powers usually incident of the office. The Chair shall be
considered as a member of the Commission and have the full right to
have his/her own vote recorded in all deliberations of the Commission.
Unless stated otherwise, the Chair's vote shall be considered to be
affirmative for the motion.
2. The Chair shall have power to create temporary committees of one or
more members. Standing committees of the Commission shall be
created at the direction of the Commission and appointed by the Chair.
Standing or temporary committees may be charged with such duties,
examinations, investigations and inquiries relative to one or more
Planning Commission – Rules of Procedure
5 | Page
subjects of interest to the Commission. No standing or temporary
committee shall have the power to commit the Commission to the
endorsement of any plan or program without the approval at the regular
or special meeting of the Commission.
3. The Vice Chair shall in the absence of the Chair, perform all the duties
incumbent upon the Chair.
4. In the event of the absence of the Chair and Vice Chair, the senior
member of the Commission present shall act as Chair for that meeting
or may delegate the responsibility to another member.
V. SECRETARY:
The Planning and Development Director (“Director”), or his/her appointee,
shall act as the Secretary for the Planning Commission and shall keep a
record of all meetings of the Commission and its committees. These records
shall be retained at the Planning and Development Department.
All public hearings shall be electronically recorded verbatim and may be
transcribed upon request of the Director, City Attorney, the majority of the
Commission, or City Council. Transcriptions may be requested by other
parties, in which case, the costs of transcription shall be borne by the
requesting party.
VI. QUORUM:
A simple majority of the appointed members shall constitute a quorum for the
transaction of business. A simple majority vote of the quorum present shall be
sufficient to take action on the matters before the Commission; provided that
once a meeting of the Planning Commission has commenced with a quorum,
the meeting may continue even if the members in attendance fall below that
required for a quorum, and a vote on a majority of those in attendance shall be
sufficient to take actionif at any time during the meeting, a quorum is no longer
present, the meeting may only continue for the time and duration necessary to
fix a time for adjournment, adjourn, recess or take measures to obtain a
quorum.
VII. ABSENCE OF MEMBERS:
In the event of a member being absent for two (2) consecutive regular
meetings, or being absent from 25% of the regular meetings during any
calendar year, without being excused by the Chair, the Chair may request that
the Mayor ask for his or her resignation. To be excused, members must inform
the planning commission’s secretary in advance if they cannot attend a
scheduled meeting.
Planning Commission – Rules of Procedure
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VIII. ACTIONS DEFINED:
The rules of the Commission impose different requirements according to the
type of action before the Commission.
1. Legislative actions are those which affect broad classes of people of the
whole City. These actions include adopting, amending, or revising
comprehensive, community, or neighborhood plans, or other land use
planning documents or the adoption of area wide zoning ordinances or
the adoption of a zoning ordinance amendment that is area wide in
significance.
2. Quasi-judicial actions of the Planning Commission are those actions
which determine the legal rights, duties, or privileges of specific parties
in a hearing or other contested case proceeding. Quasi-judicial actions
include actions that would otherwise be administrative or legislative if
applied more widely or city-wide, rather than affecting one or a small
number of persons or properties. Quasi-judicial actions do not include
the legislative actions adopting, amending, or revising comprehensive,
community, or neighborhood plans or other land use planning
documents or the adoption of area-wide zoning ordinances or the
adoption of a zoning amendment that is of general or area-wide
significance.
3. Organizational actions are those actions related to the organization and
operation of the Commission. Such actions include adoption of rules,
directions to staff, approval of reports, election of officers, etc.
IX. AGENDA:
An agenda shall be prepared for each meeting consisting of the following
order of business:
1. Roll Call/Establishment of Quorum.
2. Approval of Minutes.
3. Public Comment
4. Staff Comments and Reports
54. Public Hearings.
65. Other Business Items as Appropriate.
6. Community Development Report
7. Adjournment.
Additional items may be added to the agenda by the Planning Commission. The
Chair shall have the discretion to amend the order of business.
Planning Commission – Rules of Procedure
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X. PUBLIC HEARINGS:
The procedure for conducting all public hearings will be as follows:
1. Chair opens the public hearing and establishes whether the proponent,
if applicable, is in attendance.
2. Staff Report.
3. Testimony of Proponent, if applicable.
4. Chair calls for other testimony, either for or against. Testimony must be
called for three times. The Chair shall have the discretion to set time
limits on individual public testimony.
5. Questions of staff or persons presenting testimony.
6. Chair closes public hearing.
7. A public hearing may be reopened by motion to accept additional
testimony.
8. Deliberation.
9. Voting:
A. Any member, including the Chair, not voting or not voting in an
audible voice shall be recorded as voting in favor of the motion.
B. The Chair, Secretary, or upon request from a Commission
member, may take a roll call vote.
C. It is the responsibility of each member of the Planning
Commission to vote when requested on a matter before the full
Commission. However, a member may abstain from discussion
and voting on a question because of a stated conflict of interest
or appearance of fairness.
D. If any member of the Planning Commission wishes to abstain,
from a vote on the motion, that member shall so advise the Chair
and, if there is no objection to the abstention, shall remove and
absent himself/herself from the deliberations and considerations
of the motion, and shall have no further participation in the
matter. Such advice shall be given prior to any discussion or
participation on the subject matter or as soon thereafter as the
member perceives a need to abstain, provided that, prior to the
time that a member gives advice of an intent to abstain from an
Planning Commission – Rules of Procedure
8 | Page
issue, the member shall confer with the City Attorney to
determine if the basis for the member's intended abstention
conforms to the requirements hereof. If the intended abstention
can be anticipated in advance, the conference with the City
Attorney should occur prior to the meeting at which the subject
matter would be coming before the Planning Commission. If that
cannot be done, the member should advise the Chair that he/she
has an "abstention question" that he/she would want to review
with the City Attorney, in which case, a brief recess would be
afforded the member for that purpose before proceeding further.
E. If a tie vote exists, after recording the Chair's vote, the motion
fails. However, a motion for denial that fails on a tie vote shall
not be considered an approval.
8. Continuing an Item:
If the Commission wishes to continue a public hearing item, the Chair
should open the public hearing, solicit testimony, and request a motion
from the Commission to continue the public hearing item to a time,
place, and date certain. If any matter is tabled or postponed without
establishing a date, time, and place certain, the matter shall be
scheduled for a hearing pursuant to Auburn City Code (ACC) Section
18.68.040 before the matter may be considered again.
9. Findings of Fact:
The Commission should adopt findings of fact and conclusions for
actions taken involving public hearing items. The findings and
conclusions may be approved by any one of the following methods:
A. The Commission may adopt in whole, in part, or with
amendments, the written findings prepared by staff. Motions to
approve the staff recommendations shall be deemed to
incorporate such findings and conclusions unless otherwise
indicated. Such findings and conclusions do not have to be read
in order to be deemed a part of the record.
B. The motion to take action may adopt oral finding statements
made by Commission members or staff during the hearing or
deliberation.
C. The motion to take an action may direct that additional written
findings and conclusions be developed based on the hearing and
deliberation of the Commission.
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9 | Page
D. Findings and conclusions may be approved or amended at any
time by the Planning Commission, but all such actions shall be
based on the record of the matter at hand.
10. Order of Hearings:
Normally the order of hearings shall be as published in the agenda.
However, the Chair in order to avoid unnecessary inconvenience to
people wishing to testify, or the late arrival of a proponent, may change
the order as may be necessary to facilitate the meeting. If the
proponent does not appear at the public hearing, the Planning
Commission may continue the public hearing until the next meeting in
order to ensure adequate consideration of the proposal. However, in
such case the Chair shall take whatever testimony that may be given
before accepting a motion to continue pursuant to Section (8).
XI. CONFLICT OF INTEREST:
A. Any member of the Commission who in his or her opinion has an
interest in any matter before the Commission that would tend to
prejudice his or her actions shall publicly indicate, step down and leave
the meeting room until the matter is disposed. A member need only be
excused from legislative or organizational action if the potential conflict
of interest is direct and substantial.
(1) No member of the Planning Commission may use his or her
position to secure special privileges or exemptions for himself,
herself, or others.
(2) No member of the Planning Commission may, directly or
indirectly, give or receive or agree to receive any compensation,
gift, reward, or gratuity from a source except the employing
municipality, for a matter connected with or related to the
officer's services as such an officer unless otherwise provided for
by law.
(3) No member of the Planning Commission may accept
employment or engage in business or professional activity that
the officer might reasonably expect would require or induce him
or her by reason of his or her official position to disclose
confidential information acquired by reason of his or her official
position.
(4) No member of the Planning Commission may disclose
confidential information gained by reason of the officer's position,
nor may the officer otherwise use such information for his or her
personal gain or benefit.
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10 | Page
(5) No member of the Planning Commission may take any action
that is prohibited by Chapter 42.23 RCW or any other statutes
identifying conflicts of interest.
B. Appearance of Fairness:
Commission members shall strive to follow, in good faith, the
Appearance of Fairness Doctrine as established under Washington
State Law as it applies to quasi-judicial decisions (RCW 42.36) even for
legislative actions before the Commission. The doctrine includes but is
not limited to the following:
1. Members shall avoid communicating in respect to any proposal
with any interested parties, other than staff, outside of public
hearings. Written communication from an interested party to a
member may be permitted provided that such communication is
made part of the record.
2. Members shall avoid drawing conclusions regarding decisions
until after the public hearing is closed.
3. Members shall avoid participating in decisions which affect their
or any family member's property, personal or business interest,
or organization.
4. Members shall avoid participating in decisions in which a
preconceived bias or conclusion has been formed in the mind of
the member prior to the hearing.
5. If any concern relating to Items 1 through 4 should arise, the
affected member shall declare at the start of the public hearing
on the matter, the extent of such concern and whether the
member's decision has been influenced. If the member has
been influenced, or if the extent of the concern is significant, the
member shall be excused by the Chair from the meeting room
and his vote recorded as an abstention.
If, under these rules, a quorum would be excused from the meeting, the
Chair in order to establish a quorum, shall under the rule of necessity,
permit sufficient members (beginning with those who are least affected
by these rules) to participate in the decision.
No member may participate in any decision if the member had not
heard the testimony presented at the hearing on the matter. Such
member may, however, listen to the recording of the hearing in order to
satisfy this requirement.
Planning Commission – Rules of Procedure
11 | Page
These rules are intended to be consistent with RCW 42.36. In the case
of any conflict, RCW 42.36 or applicable case law shall govern.
XII. AMENDMENT:
The Rules of Procedure may be amended at any regular meeting of the
Commission by a majority vote of the entire membership. The proposed
amendment should be presented in writing at a preceding regular meeting.
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PRIMER ON PARLIAMENTARY PROCEDURE
Daniel B. Heid
Auburn City Attorney
It is not unusual for city councils or other city boards and commissions, or other city
related groups, to have procedural rules to be used in conducting their meetings. Often,
these rules include elements that define the unique character of an organization and
address its particular needs. But for the ordinary procedural issues, it is not uncommon
for these rules to adopt or reference Robert’s Rules of Order or Robert’s Rules of Order,
Newly Revised (the current version is the 11th Edition). Certainly, Robert’s Rules of
Order, Newly Revised is one of the most common resources available for parliamentary
procedure.
HISTORICAL BACKGROUND
The words “parliamentary procedure” are generally considered to have been derived
from the procedure used by the English Parliament. However, the “parliamentary”
process actually has origins that date back to the Angles [from Angeln] and the Saxons
[from Saxony], Germanic tribes as early as the 5th century, who recognized a need for
some type of ground rules for conducting meetings. When the Anglo-Saxon tribes
migrated to the British Isles, they brought with them their system of procedures used to
conduct their village assemblies and (in England) their Shire-courts. After the Norman
Conquest of Britain in 1066, the French developed a Great Council made up of feudal
barons who advised the king, and in doing so built upon the procedural approach of the
Anglo-Saxons. Though not initially a democratic organization, as the king had
paramount say in the feudal system, how they conducted their Great Council meetings
formed the basis for the procedural workings of Great Britain’s current democratic
parliament.
American colonists, familiar with England’s procedural approach, incorporated it into
their assembly and meeting structure. This approach provided a pattern used also by
the new federal government governmental assemblies after the American Revolution.
The first book about parliamentary procedure in America (the United States) was
Thomas Jefferson's Manual of Parliamentary Practice, published in 1801. While serving
as Vice President and Presiding Officer of the Senate, Jefferson noted that the Senate
did not have a codified set of rules of order. Instead, the presiding officer was allowed
wide latitude in applying rules as things went along. Motivated by concern that this
power could easily be abused in the future, and being aware that the absence of rules
could lead to inconsistent results, Jefferson sought to design parliamentary rules for the
Senate, based on the procedures of British Parliament.
Then along came Henry M. Robert.1 He was an engineering officer in the regular U.S.
Army who when asked to preside over a public meeting in his community, realized
pretty quickly, and to his embarrassment, that he did not know how to do so. That event
(his failure to manage the meeting) left him determined never to attend another meeting
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without some knowledge of parliamentary law. It also prompted him to study the few
resources then available on the subject. Ultimately based loosely on how he saw the
rules of procedures operating in the U.S. Congress, Henry M. Robert wrote his Pocket
Manual of Rules of Order for Deliberative Assemblies—a collection of rules regarding
parliamentary procedure, first published in 1876, Robert's Rules of Order, as it came to
be called.
PURPOSE OF PARLIAMENTARY PROCEDURE
The purpose of parliamentary rules of order is to help people make group decisions
after a full, fair, and free discussion. The rules of parliamentary procedure are built upon
four fundamental principles, as follows:
1. One Speaker Speaks at a Time.
2. One Question Is Decided at a Time.
3. The Speaker Must Be Respectful.
4. The Rights of the Members and the Organization are to be Protected.
1. One Speaker Speaks at a Time. In order to maintain order at meetings, the rules
of parliamentary procedure give the chair - the person presiding over the meeting -
control over who has the floor to speak and when a speaker may be interrupted,
This stems from the simple concept that if any of the members are to be heard then
only one member should speak at a time. If someone is speaking - has the floor -
others should be quiet. There are times when something else needs to be
addressed by a speaker who does not then have the floor. The rules also identify
those instances when (those topics for which) another speaker may interrupt the
speaker who has the floor.
2. One Question Is Decided at a Time.2 Questions or issues are most typically
brought before the assembly through a motion. With that, the members need to
know what issue is being discussed and when and how it is to be decided. Motions
are discussed, considered and decided in order of their relative priority ranking.
The ranking of motions in a certain order is made to avoid confusion about which
question the group is discussing and deciding. If one question is being debated but
another question surfaces that would have an important impact on the first question,
the rules provide a way for the subsidiary question to be decided before the main
question. Also, when important questions arise that are not about the main question
but must be asked and answered before the group can continue, these privileged
or incidental questions may be considered while the main or subsidiary question is
pending, with motions decided in order of rank. There are also instances when a
motion is made or a question raised on which debate is not permitted. Likewise,
although generally motions may be amended, there are some motions that cannot
be amended.
3. The Speaker Must Be Respectful. Common sense dictates that in order for an
organization to be able to function in a meeting setting, the members must be
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respectful of the other member, so that the assemblage can make decisions in an
efficient, expedient and fair a manner, considering the size of the group and the
urgency of the question. Decorum is a significant factor in helping questions be
decided expeditiously, ethically, and impartially. Decorum embodies the concept that
each member of a group has an equal right to attempt to persuade the other
members that his or her position on a question is the best course for the group to
follow. The efforts to persuade the group of such is debate. Actions that are
disrespectful of other members unfairly impede the rights of the disrespected to
persuade the group. The chair has the duty to call to order any member who is being
disrespectful. And if that is not done, any member may raise a point of order to call
to order another member who breaches decorum.
4. The Rights of the Members and the Organization are to be Protected. The rules of
parliamentary procedure are created to preserve, protect and balance the rights of
all members. The interests balanced by the rules are those 1) of the majority, 2) of
the minority, 3) of the individual member, 4) of the absentee members, and 5) of the
organization (all of the membership collectively). For example, the simple majority
vote for most main questions protects the rights of the majority to get business
done. A two-thirds majority vote protects the rights of a minority larger than one-
third when certain significant questions are considered. The rules as to when a
“second” is required protect the rights of the individual or of the minority to consider
or prevent consideration of certain questions. The rules of quorum and notice
protect the absentee members. The rules, when balanced by the intentions of
parliamentary procedure, protect the rights of the organization to conduct its
business meetings and thus function as an entity.
All the rules of parliamentary procedure relate directly to one or more of these four
fundamental principles. With these underlying principles in mind, when conducting
meetings, the members should be able to fairly have their say while questions are
debated and decided in an efficient manner. Each of these principles and their
derivative rules are important enough that if a member thinks that they (any of them) are
being violated, that member is entitled to ask the chair to address the Point(s) of Order
or at least inquire about the concern. The chair should assist the member in clarifying
the point or question and, if necessary, assist the member in formulating the proper
particular motion to make the point or question appropriate to consider. The ability to do
so will be enhanced with familiarity with the rules, an awareness of the reasons behind
the rules and a bit of common sense.
RIGHTS OF PARLIAMENTARY PROCEDURE
As noted above, the concepts of parliamentary procedure are built on recognition of
rights of the various members and the organization. The rights of the minority must be
protected, but the will of the majority must prevail. Persons who don't share the point of
view of the majority have a right to have their ideas presented for consideration, but
ultimately the majority will determine what the organization will or will not do. In order for
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the rules to work, the various rights must be recognized. Stated simply, the various
rights can be described as follows:
1. The Rights of the Organization Supersede the Rights of Individual Members. The
organization has the right to make its own rules which then must be observed by all
members. Should a conflict arise between the rights of a member and the rights of
the organization to do its business, the rights of the organization should prevail.
2. All Members are Equal and Their Rights are Equal. Those rights include:
• to attend meetings;
• to make motions and speak in debate;
• to nominate;
• to vote;
• to hold office.
3. A Quorum Must be Present to do Business. A quorum is the number of members
who must be present to legally transact business. The number for a quorum is often
stated in the bylaws. In city parlance, a majority of the city or town council generally
constitutes a quorum. See RCW 35.14.030, 35.23.270, 35.27.280 and
35A.12.120.See also Endnote 3. In a committee or a small board, the quorum is
regularly a majority of its members. The purpose of a quorum is to prevent an
unrepresentative group from taking action in the name of the organization.
4. The Majority Rules. This rule is basic to the democratic process. The minority has
the right to be heard, but once a decision has been reached by a majority of the
members present and voting, the minority must then respect and abide by the
decision.
5. Silence is Consent. Those members who do not vote agree to go along with the
decision of the majority by their silence.
6. There are Times when a Two-Thirds Vote is Required. A two-thirds vote is
generally necessary whenever the action to be taken would limit or take away the
rights of members or whenever the decision would change something that has
already been decided. For instance, when a debatable motion is before the
assembly, it takes a two-thirds vote of the members present for a motion to pass that
seeks to suspend or limit debate because such motion would take away the right of
members to (further) debate, a right they would otherwise have.
7. Only One Question may be Considered at a Time and Only One Speaker may
Speak at a Time. No motion is in order which does not directly relate to the question
under consideration. In addition, once a member has been recognized, he or she
has been granted "the floor" and another member may not interrupt him or her
without a permissible basis.
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8. Debatable Motions Must Receive Full Debate. The presiding officer may not put a
debatable motion to vote as long as members wish to debate it. As noted above,
debate can only be suspended by a two-thirds vote of the members present.
9. Once a Question has Been Decided, it is Not Generally in Order to Bring the
Same Motion up or One Essentially Like it at the Same Meeting. Such motions
should be ruled out of order. (Note: There is a special class of motions which do
bring a motion back to the group, called restorative motions.)
10. Personal Remarks in Debate are Always Out of Order. The presiding officer
must rule all personal remarks out of order. Debate must be directed to motions and
not motives; principles and not personalities.
LIMITATIONS ON DEBATE
The membership of an organization may place limitations on debate and may even stop
debate altogether. To do so, members must make a motion. The presiding officer
cannot cut off the debate as long as one member wishes to rise and speak. Likewise,
one member cannot stop the debate by yelling out "Question" or "It's time to take a
vote."
Only the motion to limit debate can limit debate; and debate can be closed only by the
motion previous question or close debate. These motions need a second, are not
debatable, and, because this motion would curtail the right of members to debate, they
require a two-thirds vote for passage. A rising (but not counted) vote is appropriate in
this instance, at least (especially) for assemblies with larger membership numbers.
DEBATABLE MOTIONS AND NON-DEBATABLE MOTIONS
Not all motions are debatable. Some motions are debatable in some situations and not
in others. It would be helpful to be acquainted with the various motions to understand
where each motion fits, and to appreciate the reasons some motions are debatable and
some are not. The following is a list of debatable and non-debatable motions.
DEBATABLE MOTIONS
1. Main motion
2. Postpone indefinitely
3. Amend
4. Refer to a committee
5. Postpone to a certain time
6. Appeal from the decision of the chair
7. Rescind
8. Amend something previously adopted
9. Reconsider Recess (as an incidental main motion)
10. Fix the time to which to adjourn (as an incidental main motion)
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NON-DEBAT ABLE MOTIONS
1. Limit or extend the limits of debate
2. Previous question (close debate)
3. Lay on the table
4. Take from the table
5. Call for the orders of the day
6. Raise a question of privilege
7. Recess (as a privileged motion)
8. Adjourn
9. Fix the time to which to adjourn (as a privileged motion)
10. Point of order
11. Withdraw a motion
12. Suspend the rules
13. Object to consideration of the motion
14. Division of the assembly
15. Division of the question
16. Incidental motions relating to voting, when the subject is pending
17. Dispense with the reading of the minutes
VOTING
In democratic societies, citizens have the right to assemble, the right to speak, and the
right to vote. The right to assemble allows people of common interests to join together
to accomplish a goal or common purpose. The right to speak allows members of that
assembly to voice their opinions and concerns and to persuade others that their
opinions and concerns are valid and to take action. The right to vote is the assembly's
way of allowing all members to decide an issue, in a democratic manner, after they
have assembled and heard their fellow members' opinions and concerns.
The right to vote is essential in preserving democracy in organizations and elected
bodies. There are three principles that require consideration when a vote is taken:
• Is the vote taken in a fair and impartial manner?
• Does everyone who wants to vote get to vote?
• Does the announced result represent the way the members voted?
These principles underlie the parliamentary procedures for voting; indeed, the specific
rules of voting are designed to uphold them. Attention is given to voting rules and the
situations in which they are violated. It is also valuable to look at the procedure for
taking a vote and the concept of majority rule and what defines a majority vote. It is also
helpful to look at the numerous ways a vote can be taken and the appropriate actions to
take when the result of a vote is doubted.
THE MAJORITY RULES
As mentioned above, a fundamental principle of parliamentary procedure, and for that
matter, of democratic societies, is that the majority wins. But the rights of the minority
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and of individual members are also to be protected. Most business is adopted by a
majority vote of members who are voting at a meeting, so long as a quorum is present.
However, to protect the rights of the minority and absent members, some motions
require a two-thirds vote.3 The principle generally used to determine when to take a two-
thirds vote is based on the rights of the members or the assembly. Whenever a
proposed action takes away members' rights, a two-thirds vote is necessary.
Motions that require a Two-Thirds Vote include (but are not limited to) the following:
Motions to limit or extend debate
Motions to close debate
Motions to make a motion a special order
Motions to rescind an action - when no previous notice is given
Motions to suspend or modify a rule or order previously adopted
Motions that close nominations or the polls
Motions to deprive membership of rights or a member’s office
Motions to prevent the introduction of a motion
The two-thirds vote is typically taken by a rising vote. If the chair is uncertain whether
there is a two-thirds vote in the affirmative, he or she should count those voting.
Some actions are so important (for example, amending the bylaws and other governing
documents, or removing a member from office or membership) that they require both
previous notice and a two-thirds vote.
If an organization wants to require that votes on certain issues are greater than a
majority or a two-thirds vote, or it wants to require that previous notice of a vote be
given, it should include these requirements/qualifications by clear stated and defined
language in the organization’s bylaws. However, requiring a vote greater than a majority
or a two-thirds vote can allow a minority to rule instead of the majority, as the minority
may be able to prevent passage of measures that would otherwise only call for a
majority votes. Similarly, a unanimous vote would end up essentially allowing one
person to rule. Whatever the (more than a majority) vote requirement is intended to be,
it should be stated in clear, unambiguous terms, such as: a majority of the entire
membership; two-thirds of the members in attendance; three-fourths of the entire
membership of the organization; 60% of the entire membership; 80% of the members in
attendance, etc. Less specific terms, such as "super majority" should not be used
unless defined.
Majority Vote Defined
Unless defined differently, a majority vote simply means that more than half of those
voting approve a motion. More specifically, it means that more than half of the votes
cast by persons legally entitled to vote at a properly called meeting with a quorum
present approve a motion. Blank ballots or abstentions do not count. By this definition,
the number of members voting - not necessarily the number of those present -
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determines the majority. For example, if 15 members are present at the meeting and 12
members vote, the majority is 7, because, again, the majority is determined by the
number of members voting, not by the number present.
The Tie Vote
A tie vote occurs when 50% of the votes cast are in favor and 50% are against. Neither
side receives a majority vote. If the tie vote cannot be broken, the motion is lost. If the
presiding officer has not voted and is a member of the assembly (entitled to vote),4 he
or she can vote to make or break the tie. He or she can also vote to make a two-thirds
vote or to reject a two-thirds vote. If 50 members vote for the motion and 49 members
vote against the motion, the presiding officer can state that he or she votes no, meaning
that the vote is a tie and the motion is therefore lost. The presiding officer cannot vote
twice, however - once as a member and once as the presiding officer. For example, if
the presiding officer votes in a ballot vote with the other members and the result is a tie,
the officer can't break the tie as the presiding officer. In this case, the motion is lost
because the vote is a tie vote.
Ways the Vote can be Taken
There are numerous ways a vote can be taken: by voice (viva voce), by a show of
hands, by standing, by written ballot, by roll call, and by general consent. Generally, the
chair or presiding officer decides whether to take the vote by voice, by show of hands,
by standing, or by general consent. However, the assembly must order a vote by ballot
or roll call. It is also possible that an organization may want to employ votes by mail. In
large international organizations, some homeowners and condo associations, or
organizations whose members are not centrally located or where it is otherwise
inconvenient for the membership to attend a meeting, a mail ballot is a common practice
to elect officers and amend the bylaws.
An organization's bylaws should state that it can use a mail ballot. Likewise, the
organization should adopt procedures on how to handle the mail ballot so that ballots
can be processed in a way that gives confidence to the results of the ballot and affords
a measure of secrecy where needed. These may call for processes to be followed by
the officials handling the ballots, and methodology for ballot documents and envelopes,
and for returning and counting the ballots.
Taking a Vote by E-mail
Procedure for voting by mail can be adapted, for some organizations, to e-mail voting.
For instance, the appointed person (the person who collects the ballots) could send out
e-mail ballots to all eligible voters. It would make sense to have the sender use an e-
mail program that requests a return receipt from the recipient. Doing so would show that
members received the ballot and that the return ballot comes from the member to whom
the e-mail was sent. Balloting instructions should tell how to fill out the ballot and how to
return it to the organization (“reply to sender”). Drawbacks to e-mail voting may be that
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members give up their right to have a secret vote, as the people who tabulate votes will
know how each member voted, and it is also possible for hackers to break into e-mail
systems.
Taking a Vote by General or Unanimous Consent
General consent is a very effective way to take care of noncontroversial issues or
motions for which it looks like there will be no objection. General consent does not
mean that everyone is necessarily in favor of the motion. It may mean that the
opposition feels that discussing or voting on the issue is useless [because of the strong
support for the motion - and because it is less contentions or controversial] and
therefore decides to keep silent and accepting the results. General consent should not
be confused with a unanimous vote in which all the votes are the same, whether in favor
of or in opposition to some issue.
In taking the vote by general consent, the chair asks: “Is there any objection to . . . ?” If
no objections are voiced, the chair may move the issue forward; “Hearing none [hearing
no objections], . . . will be done.”
Doubting the Result of a Ballot Vote or Roll Call Vote
If the members doubt the result of a ballot vote or roll call vote, a member must make a
motion to recount the teller's tabulation. This motion takes a majority for passage unless
the organization has a rule that states differently. After a ballot vote, if there is no
possibility that the assembly may order a recount, a motion should be made to destroy
the ballots; or they can be filed for a specified time with the secretary and then
destroyed. Record the result of every ballot and roll call vote in the minutes.
MOTIONS
Motions are tools that enable an organization to accomplish business efficiently and
smoothly. They are the means of bringing business before the assembly, disposing of it
quickly, and resolving matters of procedure and urgency. Motions can conveniently be
broken down into five classes of motions.
Five Classes of Motions
Main Secondary Other
1. Main Motions
2. Subsidiary Motions
3. Privileged Motions
4. Incidental Motions
5. Motions Bringing a Matter Back to the Assembly
The first class of motions - main motions - is used to present new business. The
secondary motions - subsidiary, privileged, and incidental motions - can either help
pass the main motion or help business move forward according to the members'
wishes. The last class of motions returns a motion to the assembly for reconsideration,
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return, review or re-vote. Each class of motions has a certain purpose and is assigned
an order in which it can be brought up in a meeting. This assigned order is called
ranking motions and follows the principle of taking up business one item at a time. The
better the members understand how to use motions correctly to expedite the
organization's business, the shorter the meetings and the happier the members
because they have accomplished their business in a minimum amount of time.
Main Motions
There are two forms of a main motion. The first form introduces new business to the
assembly. The other form is the incidental main motion, which deals with procedural
questions arising out of pending motions or business; it does not introduce a new topic.
Motions that Introduce New Business
A main motion that brings new business before the assembly is made while no business
is pending. It is made to bring before the assembly, for its consideration, any particular
subject. Of the various types of motions this is of the lowest rank or precedence. It
cannot be introduced unless there are no other motions before the assembly, and it
cannot be voted upon unless and until all other types of motions have been voted upon
or disposed of. It does need a second, is debatable and amendable, and takes a
majority vote for passage and can be reconsidered. When a main motion is tabled -
laid on the table or postponed (removing it from then being considered any further), it
carries with it all pending subsidiary motions connected to it, however, if a main motion
is referred to a committee it carries with it only the pending amendments.
A main motion is phrased in the positive. Usually when the members don't want to do
something, making a motion is not necessary. For example, if an organization received
a request to donate money to the parade fund, and the members don't want to do this,
they don't make a motion. It's not necessary for a member to make a motion stating "we
will not give money to the parade committee." However, there is an exception to this
rule. If a subsidiary body (for example, a board of directors) has the ability to give the
donation without membership approval, it is then appropriate to make a motion to refrain
from giving money to the parade committee. Therefore, the board cannot give money,
because the membership specifically voted not to do that. A board cannot rescind what
the members have voted to do, or not to do in this case.
Only one main motion can be pending at a time. (Pending refers to a motion placed
before the assembly for discussion by the chair.) A main motion is the lowest ranking of
all the motions. This means that any secondary motion is discussed and voted on
before a pending main motion. An important point to remember in presenting business
and making a main motion is that of ownership - who owns the main motion. When a
member makes a main motion, it belongs to the maker of the motion until it is repeated
by the chairman and placed before the assembly. Before the chair repeats the main
motion, the person making the main motion can withdraw it or modify it without asking
permission of the assembly.
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After the chair places the main motion before the assembly, it belongs to the entire
assembly, not to the maker of the motion. The assembly now decides what happens to
the motion. It can be killed, delayed, or altered to suit the assembly's wishes. The
assembly may make changes of which the maker of the motion disapproves. This is
part of the democratic process: the right of the assembly to decide what affects it as a
whole body. Therefore, after the motion is placed before the assembly, no one has to
ask the maker of the motion for permission to make any changes.
Incidental Main Motions
An incidental main motion is also made while no business is pending, but it does not
introduce new business. Instead, it deals with procedure. An example of a main motion
is: "I move to buy a new computer and a laser printer." After this motion is passed, an
incidental main motion is: "I move that the finance committee be in charge of
purchasing the computer and the laser printer." This incidental main motion is
debatable and amendable. It is related to the main motion because it deals with who
is going to carry out the adopted action of the main motion. Therefore, the motion is
incidental to the motion from which it arises. Key words to use to identify incidental
main motions include ratify, adopt, limit, and recess. For example, a member may
make an incidental main motion to adopt proposals made in a committee report, ratify
action taken in the absence of a quorum, or recess when no business is pending.
The Motion to Ratify is a useful motion when the assembly has to confirm action taken
when there was no quorum present; when the assembly has to take emergency action
without a quorum present; when officers, committee members, or delegates have acted
in excess of their instructions; or when a local unit needs the approval of the state or
national organization before something can be done. A Motion to Ratify needs a
second, is debatable, and needs a majority vote for passage. The assembly can only
ratify what it would have had the right to do in advance. It cannot ratify something that
goes against the bylaws or other governing documents or regulations.
Secondary Motions
In the five classes of motions, three are considered secondary motions: subsidiary,
privileged, and incidental motions. Secondary motions help the assembly decide what
to do with the main motion or how to get things done in the meeting. Secondary motions
enable more than one motion to be pending at a time but still follow the principle of
taking up business one item at a time. In parliamentary terminology, pending means "a
motion that is stated by the chair and placed before the assembly for discussion and
has not yet been disposed of by the assembly." While a main motion is pending, a
member can propose a secondary motion. Secondary motions are taken up in the order
that they are made. As each secondary motion is proposed, it is considered the
immediately pending motion. The assembly discusses the most recently proposed
secondary motion instead of the main motion or a previously pending secondary motion.
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Secondary motions are assigned an order, called a ranking of motions (see "The Ladder
of Motions" herein), in which they are proposed, discussed, and voted on.
Members can make motions of higher rank while a motion of lower rank is pending; but
members can't make a lower-ranking motion while a motion of higher rank is pending.
As each higher-ranking motion is proposed, members stop discussing the lower-ranking
motion and immediately discuss the higher-ranking motion, which now becomes the
pending motion. The following explains how the subsidiary, privileged, and incidental
motions fit into this hierarchy of motions.
Subsidiary Motions
Subsidiary motions help the assembly dispose of the main motion. Passing a
subsidiary motion always does something to the main motion. Through these subsidiary
motions, the original motion may be modified (amended), action may be postponed, or
it may be referred to a committee to investigate and report, etc. Subsidiary motions
may be applied to any then pending main motion. W hen they are made, they have
precedence over the main motion and must be decided before the main motion can be
decided or acted upon.
Subsidiary motions are assigned an order of precedence or rank so that the
organization can take up business one item at a time. The following list shows
subsidiary motions ranked from top to bottom. The highest-ranking subsidiary motion is
lay on the table and the lowest is postpone indefinitely.
1. Lay on the Table
2. The Previous Question (vote immediately)
3. Postpone Definitely
4. Commit or Refer to a Committee
5. Amend
6. Postpone Indefinitely
When one of the subsidiary motions is the immediately pending question, every motion
above it is in order and every one below it is out of order.
Privileged motions
Privileged motions do not relate to the pending main motion. Instead, they relate to
special matters of immediate importance that may come up in the business meeting.
Because these are usually urgent matters, the organization must take them up
immediately. Thus, privileged motions are of higher rank and take precedence over
subsidiary motions. They are non-debatable, but some are amendable. After they have
been made and seconded, the chair takes a vote without discussion. Like subsidiary
motions, privileged motions are assigned an order in which they can be made and voted
on. Privileged motions or actions, while not relating to the pending question, are of so
great importance as to require them to take precedence over all other questions, and
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due to this high privilege they are not debatable. They cannot change any subsidiary
motions applied to them except to amend the motions to adjourn.
When a motion of lower rank is pending, only a higher-ranking motion can be made. As
the below list shows, the highest-ranking privileged motion is fix the time to which to
adjourn. (This is the highest ranking of both privileged and subsidiary motions.) If this
motion is made while any other subsidiary or privileged motion is pending, the members
must vote on it first.
1. Fix the Time to Which to Adjourn
2. Adjourn
3. Recess
4. Question of Privilege
5. Orders of the Day
Incidental Motions
Incidental Motions are actions that arise from another question, which is pending, and,
therefore, take precedent, but they do not affect the pending business, otherwise. They
must be decided before the question or motion out of which they arise; or they are
incidental to a question that has just been pending and should be decided upon before
any other business is originated. An incidental motion is in order only when it is
legitimately incidental to business at hand. It then takes precedence over any other
motions pending. They are usually not debatable, and they really have no rank because
they are to be taken up immediately when made. Below are some typical incidental
motions:
1. Points of Order
2. Appeals
3. Suspension of the Rules
4. Objections to the Consideration of a Question/Motion
5. Division
6. Leave to W ithdraw a Motion
7. Leave the Chair’s Station
Motions That Bring a Matter Back Before the Assembly
The purpose of the last class of motions is to bring a motion back before the assembly
for its consideration. For example, a motion that was laid on the table (temporarily set
aside) is brought back by the motion take from the table. When members want to
change their minds about a motion that was just voted on, they can reconsider the vote.
If members are unhappy with action taken at a previous meeting, they can rescind the
action or amend something previously adopted. One other motion in this category is to
discharge a committee. Discharging a committee takes a motion out of committee
before the committee has made its final report and puts it back into the hands of the
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assembly. All these motions are made when no other business is pending. They need a
second and are debatable except for take from the table, which is not debatable. If no
previous notice has been given, rescinding or amending something previously adopted
requires a two-thirds vote. (With prior notice, a majority vote would suffice.) This
“notice” requirement protects the rights of the members who are not at the meeting to
vote against the change.
Previous Notice of Motions
Some motions are so important that the membership has the right to know beforehand
that they are going to be presented at the meeting. Doing so is called giving previous
notice. Examples of motions that need previous notice are amending the bylaws and
rules of order. Organizations may state in their bylaws that previous notice must be
given for selling and buying property or for spending large amounts of money. Giving
previous notice when a member wants to rescind or change a previously passed motion
allows a majority vote to adopt it (adopt the change). Previous notice protects the rights
of members by alerting them that such action will be taken. Those who voted in favor of
the action are sure to attend the meeting to support the decision they have already
made.
Members can give previous notice in several ways. If a member submits a written notice
to the secretary, the secretary is obligated to put it into the call letter to the meeting. Or,
members can give notice orally at the previous meeting. The person giving previous
notice may simply state the intent instead of giving the entire motion, unless the
organization has rules stating differently. For example, a member can say, "I will be
making a motion at the next meeting to rescind ________________."
The Ranking of Motions
The principle of taking up one item of business at a time requires that main motions,
subsidiary motions, and privileged motions are assigned a rank. If one thinks of this
rank of motions as a ladder, it is as if the Main Motion is the bottom rung. The following
chart, "Ladder of Motions in Order of Rank," illustrates this idea. When the Main Motion
is pending (being discussed), someone can make a motion of a higher rank [on a higher
rung of the ladder]. For example, someone can make the Motion to Amend. As the
ladder chart shows, Amend is two steps up the ladder from Main Motion. Amend
becomes the pending question because it is a higher-ranking motion than the Main
Motion. Discussion is now on the Motion to Amend and not on the Main Motion. A
member could then make a higher-ranking motion than Amend, but no one can make
the Motion to Postpone Indefinitely because it is a lower-ranking motion than Amend.
When making the motions, the maker goes up the ladder, and when voting on the
pending motions, you go backward down the ladder. For example, say the following
motions have been made and are pending:
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In taking the vote, the president starts with the motion to recess. If passed, the
members take a recess and begin discussing postpone to a certain time when they
return. They then vote on it. If passed, the proposed amendment and main motion are
put off until a later time. When the time arrives to take up this main motion and
amendment, the members begin the meeting with discussing the amendment. After the
amendment is voted on, the members vote on the main motion.
LADDER OF MOTIONS IN ORDER OF RANK
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Using Subsidiary Motions to Help Pass a Main Motion
It is appropriate to look at each subsidiary motion and how it can help move the main
motion forward until the assembly arrives at its final decision. The discussion begins
with the lowest-ranking subsidiary motion, which is postpone indefinitely, and explains
each motion in turn, through lay on the table, which is the highest-ranking motion. The
purpose of each motion, its restrictions (whether it needs a second, is amendable, is
debatable, and so on), and the result of that subsidiary motion on the main motion are
outlined at the beginning of each section.
Postpone Indefinitely
The motion postpone indefinitely is the lowest-ranking of the subsidiary motions, which
means that members can make a higher ranking motion while this motion is pending. In
addition, the main motion can be amended, referred to a committee, postponed to a
certain time, or laid on the table. If the main motion is referred to a committee while
postpone indefinitely is pending, postpone indefinitely does not go to committee with the
main motion. By referring the motion to a committee, it means that the members don't
want to kill it; they want to consider it further.
Members can close debate or limit or extend debate on postpone indefinitely without
affecting the main motion.
Motion to Amend
If passed, the proposed change becomes part of the pending motion.
The purpose of this motion is to change the main motion. There are four ways to
amend:
1. Insert words within a motion.
2. Add words at the end of a motion.
3. Strike out words.
4. Strike out and insert words.
Any member can make the motion to amend. The amendment must be germane, or
related, to the motion it is amending. In the House of Representatives, members are
allowed to attach anything to a bill, but this is not the case in deliberative assemblies,
which follow adopted parliamentary authorities. Anytime there is a question about
whether an amendment is germane, the president can let the members decide by a
vote.
An amendment can be hostile to the main motion and still be germane. For example, if
a member were to make a motion to increase the organization’s budget for a certain
project, say adding $1,000, another member may propose an amendment to strike out
"increase" and insert "decrease." So, if passed, the motion would be "to decrease the
organization’s budget for project XXX by $1,000."
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An amendment can be amended. The first amendment is a primary amendment, and it
applies to the main motion. Its amendment is called a secondary amendment and
applies only to the primary amendment. The secondary amendment must be germane
to the primary amendment. It needs a second and is debatable. Debate is on the
merits of the secondary amendment. An amendment to the third degree is not
allowed at the same time. Only one set of primary and secondary amendments can be
pending at the same time.
Members can apply the motion to amend to any motion that has a variable. This
includes some subsidiary motions as well as some privileged motions.
For that matter, amendments may be made in a few different ways. Some
parliamentarians break down the amendment process into five different methods. Those
five ways to modify a motion are as follows:
1. Between the time that a motion is made and before the chair states the motion,
any member may informally offer modifying suggestions to the maker of the
motion. The maker may accept or reject that member's recommendations.
2. After the chair has stated the motion, the maker of the motion may request
unanimous consent from the members to modify the motion. The reason that this
takes the consent of the members is that once the chair has stated the motion,
the motion is deemed to belong to the assembly, not the original maker of the
motion.
3. By means of the subsidiary motion to amend, any member may propose changes
to the motion, before the motion is voted upon. These proposed changes must
be seconded and may be amended and/or debated. In this case, there would
first be a vote on the amendment, and then a vote on the main motion, either as
amended or (if the amendment was unsuccessful) as it originally existed.
4. If a motion requires further study, the members may vote to Refer the Main
Motion to a Committee. When the committee returns the motion to the assembly,
the committee normally proposes amendments for the assembly to vote upon.
5. Sometimes the motion is so complex or the changes sought are so
comprehensive that the only way to do it justice is for a member to urge rejection
of the original language and replace it with (completely) different language, with
the new version being a Substitute Motion. The Motion to Substitute needs a
second and is debatable. It is considered a primary amendment, and members
cannot make it when another primary amendment is pending. Debate can focus
on the merits/differences of both the original main motion and the substitute.
Through debating, the membership decides which motion is/becomes the main
motion.
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Refer to a Committee
The purpose of the motion refer to a committee is to obtain information by referring the
pending motion to a small, selected group of members for investigation. When making
the motion to refer to a committee, the motion should state to which committee the
motion should go, what the committee is to do with it, and when the committee is to
report back to the membership. If these things are not done, particularly setting a date
when the committee is to report, the motion may die in committee.
Postpone to a Certain Time
The Motion Postpone to a Certain Time should not be confused with a Motion to Lay on
the Table. The Motion to Postpone has certain time limits. A motion should not be
postponed beyond a reasonable (quarterly?) time interval or the next regular business
meeting (whichever comes first). Likewise, members can't use the Motion to Postpone
to a Certain Time as a motion to kill. If the Motion Postpone to the next meeting is
passed, the motion in question appears on the agenda under unfinished business and
general orders.
Limit or Extend the Limits of Debate
If an assembly has no special rule of order about how long or how many times a
member can speak in debate, a member may speak twice to a motion and up to ten
minutes each time. If a member wishes to extend or limit the debate, he or she makes
this motion. Conventions have standing rules that regulate how long each motion or
topic can be considered. If this is the case, when the time has arrived to go on to the
next business in order, a member can make the motion to extend the limits of debate. A
two-thirds vote is needed to pass because the motion alters the rights of the individual
members.
Previous Question (Close Debate)
The Motion “Previous Question” may be one of the most misunderstood or misused
motions in meetings. There is only one way to stop debate: A member must move the
Previous Question. Because it takes members' rights away, this motion requires a two-
thirds vote to close debate.
Many people do not understand “previous question,” seemingly thinking that if they yell
out (someone yells) the words "Question" or “Call for the Question,” the chair should
stop debate and take a vote on the motion. The chair never has the authority to close
debate as long as one member wants to discuss the motion. The chair can close debate
when members pass the Previous Question motion.
The time to make a Motion for the Previous Question is when a member thinks the
debate on the motion has become tedious. The member who calls for the Question
wants to close debate and wants a vote taken on whether debate should stop so the
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assembly can vote on that question so that the membership can move on to other
business.
This motion applies only to the immediate pending motion, and if passed (by a 2/3rds
vote), debate ceases and the vote is immediately taken on the pending question. The
previous question may be made on all pending questions or on consecutive pending
questions.
Note: Even though this is one of the highest-ranking subsidiary motions, it is not proper
to make this motion before everyone has had the right to debate. If a controversial issue
is presented to the membership, it is unfair to close debate before someone in the
opposition has the right to speak. This was one of the fundamental concepts espoused
by Henry Robert, in his book Parliamentary Law. In what he called a great lesson for
democracies to learn, Henry Robert advised that the majority must give the minority a
full, free opportunity to present its side of the case, and then (if unsuccessful in winning
the support of a majority) the minority must gracefully submit and recognize the action
as that of the entire organization, and willingly assist in carrying out the wishes of the
majority until they can secure a reversal of that direction.
Lay on the Table
The purpose of this motion is to set the main motion aside temporarily in order to take
up something of immediate urgency. The intent is not to kill the motion or to put it off to
the next meeting. It does need a second, is not amendable and requires a majority
to pass. This motion cannot be reconsidered. If passed, members are taking from the
table the main motion and any of its subsidiary motions, and if it passes, it stays on the
table until someone moves to take it from the table. If it is defeated, members can make
the Motion to Lay on the Table again after debate has progressed and something more
urgent comes up again.
The motion “Lay on the Table” is also one of the most misused motions. Members either
"table it" to kill a motion or "table it" to postpone a motion. In essence, the motion lay on
the table takes away the members' right to debate with a majority vote, instead of a
two-thirds vote.
When lay on the table is passed, it allows the members to immediately halt
consideration of the motion without debate. When a motion is laid on the table, and if
the meeting adjourns before the motion is taken from the table, it is not put on the
agenda for the next meeting. A member must take it from the table at the next meeting
before discussing it again. Because the members moved to lay it on the table, only the
members can take it from the table. Therefore, this motion is reserved for an immediate
urgency only. When a member makes this motion and does not state the reason for
making the motion, the chair should ask the member to state his or her reason for
making the motion. If it is apparent that the member wants to kill the motion, the chair
should rule the motion out of order and explain to the member that the proper motion is
postpone the motion indefinitely, if it is in order at that time; or, the chair can take the
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liberty to place the motion before the assembly as postpone it indefinitely and ask for
discussion.
A member should state the reasons he or she makes this motion. A member cannot lay
a motion on the table and then make another motion that conflicts with the motion laid
on the table. If the motion is not used correctly, the chair should rule it out of order and
then state the proper procedure. If the chair does not do this, a member should rise to a
point of order and explain the correct procedure.
When a main motion is laid on the table, all adhering subsidiary motions go with it. For
example, if a main motion and its subsidiary motions amend and refer to a committee
are pending, these go to the table with the main motion.
The motion lay on the table is recorded in the minutes, but it is not put on the agenda. A
member must remember to make the motion take from the table. If a motion is laid on
the table and is not taken from the table by the end of the next meeting, it dies. After it
dies, a member has to present it as a new main motion.
Legitimate Uses of the Motion to Lay on the Table
The motion Lay on the Table is reserved for circumstances when an urgent matter that
can't wait must be introduced. Members should not use the Motion to Lay [a motion] on
the Table to kill a motion or even to put it off to a later time. The chair is allowed to rule
whether the matter is urgent and whether the motion will be entertained. If the chair
rules, that ruling could be challenged (appealed) and overridden by a majority of the
members. The motion to Lay on the Table should be used sparingly in meetings, if at
all. This motion cannot be used during a special meeting that has been called to
address a specific issue.
Using Privileged Motions
Privileged motions are those motions that do not relate to the pending motion but that
are special matters of immediate importance arising in the meeting. It is appropriate to
look at motions, beginning with the lowest-ranking privileged motion - call for the orders
of the day - and proceeds to the highest-ranking one - fix the time to which to adjourn.
The purpose of each motion, its restrictions (whether it needs a second, is amendable,
and so on).
Call for the Orders of the Day
The Purpose of a Call for the Orders of the Day is to make the assembly conform to
the agenda or order of business, or to make the assembly take up a general or
special order. Any member can call for the orders of the day, and it does not require
a second. It is not amendable or debatable. No vote is taken unless the members
want to set aside the orders of the day, in which case a two-thirds vote is required.
Also, the decision cannot be reconsidered. The result of a call for the Orders of the
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Day is that it stops whatever the assembly is doing and the meeting proceeds to the
orders of the day (the agenda).
When the agenda isn't being followed or a motion that was made a special order is not
being taken up at the right time, one member can call for the orders of the day. This
motion does not require a second. It is not debatable. The chair must immediately go
to the orders of the day or take a vote to set aside the orders of the day. If the chair
assumes a motion to set aside the orders of the day, a two-thirds vote in the negative is
required for passage. If a member moves to set aside the orders of the day, it requires a
two-thirds vote in the affirmative for passage.
Raise a Question of Privilege
Purpose of raising a Question of Privilege is to permit a member to make a request or
a main motion relating to the rights and privileges of the assembly or of an
individual member and to consider it immediately, because of its urgency, while
other business is pending. It does not require a second, and it is not debatable. The
chair rules on the request.
The result of a Question of Privilege is that the chair is asked to rule on the request.
That ruling determines the outcome. A common question of privilege deals with noise or
temperature in the assembly room. Questions of privilege may concern the assembly or
may concern the individual. Of the two, privilege of the assembly has a higher priority.
Madam President, I rise to a question of privilege concerning the assembly. . . . It
is too hot in here. Can we have the heat turned down?
Madam President, I rise to a question of personal privilege. . . . I can't hear the
speaker.
Recess
The purpose of a Motion for a Recess is to take a short break/intermission and then
(after the break) resume the meeting/business where the members left off. As a
privileged motion, members make a motion to recess when other business is pending.
However, the motion does need a second. Additionally, the length of the Recess is
amendable, but not debatable. It requires a majority vote to pass and it cannot be
reconsidered, but it can be made again after some progress in the meeting.
Adjourn
The purpose of a Motion to Adjourn is to end the meeting immediately. It does need a
second, and it is neither amendable nor debatable. This motion requires a majority
vote to pass, and it cannot be reconsidered, but if the motion is not approved,
members can make it again after some progress in the meeting. Obviously, if the Motion
is passed, it would cause the meeting to end, and the business halts at the point where
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the members adjourned. If the members are in the middle of discussing a motion, that
motion will come up at the next meeting under unfinished business.
As a privileged motion (one that can be made when other motions are pending), a
Motion to Adjourn takes precedence over all other motions, except the Motion to Fix the
Time to Which to Adjourn. However, if the Motion to Adjourn is passed, but before the
chair announces the adjournment, members can rise to make announcements, give
previous notice about a motion to be made at the next meeting, make motions to
reconsider (to be considered at the next meeting, or bring a Motion to Fix the Time to
Which to Adjourn.
Fix the Time to Which to Adjourn
The purpose of a Motion to Fix the Time to Which to Adjourn is to set a later time to
continue the present meeting before the next regular meeting. In parliamentary termi-
nology, it sets the time for an adjourned meeting. It does need a second. The time and
date of the adjourned meeting are amendable, though not debatable. This motion
requires a majority vote for passage and it may be reconsidered. The result of its
passage is to set the date, place, and time for the meeting to continue.
As a privileged motion, a Motion to Fix the Time to Which to Adjourn is the highest-
ranking motion. An adjourned meeting is a legal continuation of the present meeting.
This motion never adjourns the present meeting; it sets the time and date for another
meeting.
However, when no business is pending, the Motion to Fix the Time to Which to
Adjourn is an incidental Main Motion. The difference between the motion as an
incidental main motion and as a privileged motion is that, as an incidental main motion,
it has all the characteristics of a main motion, which includes the right to debate.
Points of Order
The Purpose of a Point of Order is to correct a breach in the rules, either when the
presiding officer does not correct it, or when the presiding officer makes the breach of
the rules him or herself. It does not require a second, and it is not debatable. The
presiding officer rules on the Point, and it cannot be reconsidered. The Result of a
Point of Order is that the Chair makes a determination on the issue of whether there is a
breach in the rules and whether it shall be corrected. The chair's ruling stands unless
someone appeals it.
The person raising a Point of Order can interrupt the speaker who has the floor. A
Point of Order should be made at the time of the infraction. But if the infraction is of a
continuing nature, members can make a Point of Order at any time.
An infraction of a continuing nature is:
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• An adopted main motion that conflicts with the bylaws; corporate charter;
governing documents of a parent organization; or federal, state, or local laws.
• An adopted main motion that conflicts with a main motion previously adopted and
still in force. For the motion to be valid, members have to rescind or amend
something previously adopted.
• Any action that is in violation of basic parliamentary principles.
• Any action that is in violation of rules that protect either absent members or
individual members.
Appeal from the Decision of the Chair (Appeal)
As used in parliamentary parlance, the purpose of an Appeal is to disagree with the
chair's ruling and let the members decide the disagreement by taking a vote. It does
need a second, and the motion (to Appeal) must be made at the time the ruling was
made. It is generally debatable, however, it is not debatable if it relates to rules of
speaking, the priority of business (order of business), or a ruling on a non-debatable
motion. An Appeal is not amendable. A majority or tie vote sustains the decision of the
chair, though it can be reconsidered.
The chair has the first opportunity to speak to the appeal. After members of the
assembly have spoken to the appeal, the chair has the last right to speak before
taking the vote. A majority vote is needed to sustain the decision of the chair. In an
Appeal, the question before the assembly is, "Shall the decision of the chair be
sustained?"
If the members vote for the decision of the chair, business continues in accordance with
the chair's ruling. If the members vote against the decision of the chair, the action
thereafter is in accordance with the position of the person who brought the appeal.
Inquiries and Information
Requests and inquiries, which do not require motions, help members obtain information.
One way to obtain information is to ask for parliamentary information. This request is
called a parliamentary inquiry. The chair answers the inquiry.
Another way to obtain information is to ask for information about the subject being
discussed, which is called a point of information. Requests and inquires are always
directed to, or through, the chair.
Members can make other requests besides those listed previously. For example, if a
member wants to read extracts from a paper to support his or her arguments, he or she
must ask permission of the assembly to do so. If no one objects, he or she can proceed
to read from the written materials. However, if someone objects, the presiding officer
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places the request as a motion before the assembly. It takes a majority vote to grant
permission to read from a paper or book.
OTHER MISCELLANEOUS MOTIONS
Request for Permission to Withdraw or Modify a Motion
The purpose of a Request for Permission to Withdraw or Modify a Motion is to withdraw
or modify a motion without taking a vote. It does not need a second if the action is
asking permission to withdraw the motion. A second would be required if the action is
to modify the motion. The motion is not debatable.
Only a negative vote in withdrawing the motion can be reconsidered. If the action is to
modify the motion, the vote can be reconsidered. W hen withdrawn, it is as if the motion
had never been made. If modified, it is presented to the assembly in the modified form.
Before the chair states the motion, it belongs to the maker of the motion and he or she
can withdraw it or modify it without the permission of the assembly. After the chair
states the motion, it belongs to the assembly and the maker must ask permission to
modify or withdraw it.
Note: If the chair has not stated the motion, the member who made the motion can
withdraw it without permission of the person who seconded it. If the member modifies
the motion and the person who seconds it withdraws his or her second, someone else
must second the motion. However, after the chair states the motion, the motion belongs
to the assembly and not to the maker of the motion. The assembly, not the person who
seconded the motion, must give permission to withdraw the motion or modify it.
Request to be Excused from a Duty
When the bylaws assign certain compulsory duties to the members and a member can't
fulfill the duty, he or she must make a formal request to the assembly to be excused
from a duty. This request motion would allow a member, with the consent of the
assembly, to be excused from duties assigned in the bylaws. It needs a second when
moved formally by the person asking to be excused. However, if another member
makes the motion, it does not need a second. This motion is amendable and is
debatable. If a vote is taken, passage requires a majority vote, though this is often
settled by general consent. Only a negative vote can be reconsidered.
Object to Consideration of a Question
The purpose of an Object to Consideration of a Question is to prevent the main motion
from being considered. It does not require a second and it is not debatable. It takes a
two-thirds vote in the negative not to consider. . Anyone can object to consideration,
including the presiding officer. The matter is put to the assembly along the following
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lines: “Shall the question be considered?” Only a negative vote, not an affirmative vote,
can be reconsidered.
If two-thirds of the members vote in the negative (not to consider the question), the
motion cannot be considered for the duration of the meeting. However, members can
propose that the matter be considered again at another meeting.
Division of the Assembly
If after a vote is taken and the chair announces the results (e.g., a voice vote) a member
who doubts or questions the results of the vote may ask for a Division of the
Assembly - asking for a re-count of the results. No second is required and it is not
debatable. The result of this is that a new vote is immediately retaken - in a different
way than it was originally taken.
Division of the Question
The purpose of Division of the Motion is to separate - divide - a motion that has
several topics that can stand as separate motions. This can be applied to main motions
and their amendments. It does require a second, and it is amendable, though not
debatable. Passage requires a majority vote, and the vote cannot be reconsidered.
The result of this motion is divided into its separate parts and the assembly considers
each part individually without affecting the other parts. This is a good tool to assure that
motions are being passed based on the merits of what is being decided. For instance, if
a motion that has separate, unrelated parts is being considered by the assembly,
without a division of the motion, it may not be able to be known whether a vote
approving the motion would have majority support for its component parts, e.g.,
whether, if segregated, the assembly would approve part A and would approve part B. It
may be that if voted on separately, both would fail, but if voted together, the members
supporting part A PLUS those supporting part B, when combined, constitute a majority.
See also Endnote 2.
Suspend the Rules
The purpose of a Motion to Suspend the Rules is to set aside a rule of the assembly
(suspending an ordinary standing rule,* not bylaws, the corporate charter, fundamental
principles of parliamentary law, or rules that protect the absent members or basic rights
of individual members). It does need a second and it is neither debatable nor
amendable. This motion requires a two-thirds vote to suspend a parliamentary order
or order of business; it needs a majority vote to suspend a standing rule, and it cannot
be reconsidered.
* Standing rules of the society are rules that do not have to do with parliamentary
procedure but with the policies of the society, time of the meetings, or something
of an administrative nature.
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The result of passage of the motion is that rules are set aside so that members can do
something contrary to or inconsistent with the rules. This motion is used primarily to
take up a particular item of business out of its regular agenda order or to set aside a
procedural rule or an ordinary standing rule (not by-laws or corporate charters).
When the members dispose of the motion for which the rules were suspended, they
return to the place in the agenda where they left off.
MOTIONS THAT BRING A QUESTION AGAIN BEFORE THE ASSEMBLY
There are just a few ways to bring a motion back before the assembly. One way is
called renewing a motion: If a motion is defeated, a member can reintroduce it as new
business at the next meeting. Other ways include motions to Take from the Table
(regarding matters laid on the table), Reconsideration, and Rescind and Amend
Something Previously Adopted. These motions are available when no other business is
pending.
Take from the Table
The purpose of a Motion to Take from the Table is to bring back to the assembly a
motion that had been laid on the table. See Lay on the Table, page 15. This motion
needs a second, and it is not debatable. This motion requires a majority vote for
approval and cannot be reconsidered. Also, this motion is inappropriate when any
other business is pending. Any member can make this motion.
The result of this motion is to take a motion from the table (that had been laid on the
table), which then becomes the immediate pending business. When a motion is laid on
the table (set aside temporarily), members must typically take it from the table by the
end of the next meeting or it dies. Often, the motion to Lay on the Table only briefly sets
the motion aside, and it is revisited after the business that was sought to be taken up,
prompting the motion to lay the motion on the table in the first place.
Reconsider
The purpose of a Motion to Reconsider is to revisit (and re-vote on) the vote on a
particular motion. Only a member who voted on the prevailing side can make the
motion. This motion does need a second. It is debatable if the type of motion it seeks
to have reconsidered is debatable. A majority vote is required for approval. A Motion to
Reconsider cannot be reconsidered. This motion can be made, but not considered,
when other business is pending.
If approved, the result is that the original motion is placed back before the assembly as
if it had not been previously voted on. The Motion to Reconsider allows the assembly to
change its mind about how the membership voted on a motion. In assemblies whose
meetings last one day, members must make this motion at the same meeting in which
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the vote was taken. In conventions or sessions of more than one day, members can
reconsider a motion voted on at one meeting the next day. If time has run out on the
motion to reconsider, the Motion to Rescind the Action or Amend Something Previously
Adopted may be the available option to bring the matter back before the assembly. If
the Motion to Reconsider was defeated at the previous meeting, a member can renew
the motion by reintroducing it as new business (new Main Motion).
A Motion to Reconsider is an unusual motion; as making the motion to reconsider
suspends all action until the Motion to Reconsider is taken up or terminates. Therefore,
to prevent its dilatory use by the losing side, only a member that voted on the prevailing
side can make the motion, although anyone can second it. A member who makes this
motion should state that he or she voted on the prevailing side. If the member doesn't
state this, it is the chair's duty to ask the member whether he or she voted on the
prevailing side. Typically, if there is no business pending before the assembly, the
motion is taken up immediately. If business is pending, the chair should tell the
secretary/clerk to make a note that the motion to reconsider has been made, in which
case, it would be taken up when no other business is pending, which could be at the
next meeting. There are, however, some limitations relating to Motions to Reconsider.
Members cannot reconsider a motion in the following cases:
• When the provisions of the underlying motion have been partially carried out
• When a vote on the underlying motion has caused something to be done that
cannot be undone
• When a contract has been made and the other party has been notified of the vote
(e.g., where the underlying motion approved the contract)
• When some other parliamentary motion can obtain the same result
Rescind and Amend Something Previously Adopted
The purpose of a Motion to Rescind and Amend Something Previously Adopted is to
change something previously adopted either by striking out the entire action or by
changing part of it. It does need a second. It is amendable and debatable.
If no previous notice is given, either a two-thirds vote or a majority of the entire
membership is needed, whichever is more practical to obtain. If previous notice is
given, a majority vote is sufficient for passage. Only a negative vote can be
reconsidered. The result of the passage of this motion is that the previously adopted
motion is reversed or changed.
Actually, there are two (separate) motions involved here. Both Rescission and
Amendment are not necessarily included in each. The rules concerning the two motions
to Rescind [Motion to Rescind Something Previously Adopted] and Amend [Motion to
Amend Something Previously Adopted] something previously adopted by the assembly
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are very similar. However, similar to Reconsideration, there are some limitations on
when these may/may not be used. A motion cannot be rescinded or amended:
• If someone makes the motion to reconsider the vote and it can be called up.
• If action on the motion has been carried out, and it is impossible to undo.
• When a resignation is acted upon and the person notified.
• When a person is elected to membership or expelled from membership and
notified. (If expelled from membership, this person has to reapply according to
the bylaws.)
• When an officer is elected to or removed from office and notified. (If a person is
elected to office and the members want to rescind the action, they can do so if
the bylaws permit this action.)
ITEMS NOT ADDRESSED HEREIN
There are a number of issues that are included and addressed in Robert’s Rules of
Order or Robert’s Rules of Order, Newly Revised that are not specifically addressed or
included in this paper. That is not to minimize the application or importance of these
items/issues. Rather, the major focus of this paper is on addressing the issues more
commonly confronting assemblies related to parliamentary issues at meetings, and that
translates to motions and actions regularly related to the functioning of meetings.
Charter, Constitution and Bylaws
Electronic Meetings
Ex Officio Officers and Members
Meeting Agendas
Member Discipline (e.g., motion to censure)
Member Resignations
Nominations and Elections
Selection of a Presiding Officer
Also not addressed herein are the requirements and limitations of the Washington State
Open Public Meeting Act, Chapter 42.30 of the Revised Code of Washington.
If any of these [non-included] issues surface in a parliamentary setting, it would be
helpful to evaluate them in terms of the specific facts involved and how Robert’s Rules
of Order, Newly Revised would address the issues. However, notwithstanding the
common/regular application of Robert’s Rules of Order, the more important thing is to
apply common sense to the needs of the assembly. Again, the focus of Robert’s Rules
of Order is to accommodate the functioning of organizations with a recognition of the
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rights of the organization (supersede the rights of individual members), and that all
members are equal and their rights are equal, with those rights including the right to
attend meetings; to make motions and speak in debate; to nominate; to vote; and to
hold office. Obviously, a quorum must be present to do business, and the majority rules.
But the rights of a minority member and minority members must be protected in
implementing the parliamentary processes. However these things can be handled with
common sense, and if that is the intended approach, many parliamentary issues will
take care of themselves. Robert’s Rules of Order sets the stage and provides the
guidelines, and is a valuable tool for organizations that want their meetings to function
reasonably, efficiently and effectively.
PARLIAMENTARY MOTIONS CHART
With any review of Robert’s Rules of Order, a significant part of its parliamentary
procedure involves Motions. As noted above, in parliamentary terms, motions have a
priority ranking which makes a difference on whether a certain motion could be
brought at a particular time, depending on what is already before the assembly.
Additionally, some motions/actions may be amended and others may not; some require
a simple majority for passage and others require more (something different); some are
debatable and others cannot be debated; some require a second and others no not;
the maker of some may interrupt a speaker who otherwise has the floor and others
may not; and some motions/actions are able to be reconsidered and others are not.
There are also different classes (categories) of motions that relate to how the motions
are used or how they relate to the business of the assembly. These include those
related to main motions, those that are incidental to main motions, those that involve
privileged motions or issues and those that bring a matter back to the assembly for
re-vote.
Keeping track of all of these factors can be challenging. A common tool employed by
parliamentarians is a Chart indicating how the factors relate to particular motions or
actions. Many of the Motion Charts have similar themes, as the issues and factors they
include are drawn from a common source, Robert’s Rules of Order. But these Charts
are often quite different in terms of how they set out their information, and what they
include or address. Charts/Tables that include everything that is included in Robert’s
Rules of Order, Newly Revised (the current version, the 11th Edition), take up forty-eight
pages, a number of pages that may be unwieldy for convenient, quick use. That points
to the difficulty with these charts; including the information/material that is most helpful
yet not being too lengthy.
For simplicity and convenient use, some charts may not include certain parts. The
challenge in developing the various motions charts is this including what is helpful yet
keeping the chart succinct and easy to use.
Attached below (the last page of this paper) is a Parliamentary Motions Chart that
attempts to include the major motions (the most common motions) in their priority
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ranking, identifying those for which the maker may interrupt, those that require a
second, those that are debatable, those that may be amended, those that require a
majority vote (or something else) for passage, and those that may be reconsidered.
The Chart also endeavors to distinguish the various classes of motions: main motions,
incidental motions, privileged motions and those that bring a matter back to the
assembly for re-vote.
Note that among the classes of motions, three are considered secondary motions:
subsidiary, privileged, and incidental motions. The below Chart does not include
identification of subsidiary motions, as that description does not necessarily relate to
how the particular (subsidiary) motions are acted upon.
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ENDNOTES
1 Not necessarily as widely appreciated, as his writings on parliamentary procedure, during the Pig War,
Henry M. Robert built the military fortifications on San Juan Island. The Pig War was a confrontation in
1859 between the United States and the British Empire over the boundary between the US and British
North America. The territory in dispute was the San Juan Islands (present-day Washington State). The
Pig War was so called because it was triggered by the shooting of a pig. With no human casualties, this
dispute was a bloodless conflict, perhaps in part because of the fortifications built by Henry M. Robert.
2 Akin to the one subject at a time rule, were multiple issues before the deciding body at the same time,
the votes would be blurred. The Washington State Constitution, Art. 2, § 19 similarly provides that “[n]o
bill shall embrace more than one subject.... As noted by Dustin Buehler his law review article,
Washington's Title Match: The Single-Subject and Subject-In-Title Rules of Article II, § 19 of the
Washington State Constitution, 81 Wash. L. Rev. 595 (2006), the Purpose of the Single-Subject Rule is to
Prevent Logrolling. Ensuring that each legislative subject passes on its own merits is the purpose behind
the Article II, Section 19 single-subject rule. See State Fin. Comm. v. O'Brien, 105 W n. 2d 78, 88, 711
P.2d 993, 998 (1986). Single-subject provisions have sought to prevent the pairing of unpopular subjects
with popular legislation since Roman times, See Robert Luce, Legislative Procedure 548-49 (1922), and
the vast majority of American states have enacted such provisions. See Brannon P. Denning & Brooks R.
Smith, Uneasy Riders: The Case for a Truth-in-Legislation Amendment, 1999 Utah L. Rev. 957, 1005-25,
note 1, at 1024-25.The language of Article II, section 19 is similar to the provisions of other states
(Compare, e.g., Wash. Const. art. II, § 19 (“No bill shall embrace more than one subject, and that shall be
expressed in the title.”), with Cal. Const. of 1879, art. IV, § 24 (“Every act shall embrace but one subject,
which subject shall be expressed in its title.”), and Minn. Const. of 1857, art. IV, § 27 (“No law shall
embrace more than one subject, which shall be expressed in its title.”)), and thus the purpose behind
Washington's provision is likewise similar to the provisions of other states--the prevention of logrolling.
See State ex rel. Wash. Toll Bridge Auth. v. Yelle, 32 Wn. 2d 13, 24-25, 200 P.2d 467, 472-73 (1948);
Wash. Water Jet Workers Ass'n v. Yarbrough, 151 Wn 2d 470, 493-501, 90 P.3d 42, 53-57 (2004).
3 Under Washington law, RCW 35.18.170, a majority of the councilmembers shall constitute a quorum for
the transaction of business. In most cases, a majority of that quorum is all that is needed to pass council
action. See, for instance, RCW 35.18.120 and 35A.13.130 (The city manager shall be appointed for an
indefinite term and may be removed by a majority vote of the council.) See also, RCW 35.23.021 (the
council may enact an ordinance providing for the appointment of the city clerk, city attorney, and treasurer
by the mayor, which appointment shall be subject to confirmation by a majority vote of the city council);
RCW 35.85.020 (Any such [assessment district improvements] ordinance may be passed upon majority
vote of the council).
There are, however, specific statutes that dictate that more than a majority of the quorum is necessary for
council action. See, for instance, RCW 35.18.180 (No ordinance, resolution, or order, including those
granting a franchise or valuable privilege, shall have any validity or effect unless passed by the affirmative
vote of at least a majority of the members of the city or town council). See also, RCW 35.32A.020 ([The
appointment of the budget director is] subject to confirmation by a majority of the members of the city
council); 35A.12.100 ([The Mayor shall] cause any legal proceedings to be instituted and prosecuted in
the name of the city, subject to approval by majority vote of all members of the council); and RCW
35.43.070 (A local improvement] ordinance must receive the affirmative vote of at least a majority of the
members of the council.) For that matter, RCW 35.43.070 also provides that charters of cities of the first
class may prescribe further limitations. In cities and towns other than cities of the first class, the ordinance
must receive the affirmative vote of at least two-thirds of the members of the council.
In Buckley v. City of Tacoma, 9 Wash. 269, 270-71, 37 Pac. 446 (1894), the court notes that “[n]othing is
more common in legislative bodies than the passage of orders in [viva voce votes*], for, so long as a
quorum is maintained, a majority of viva voce votes . . . will prevail. But in no case where a fixed
proportion of members must vote to carry a measure is it possible to ascertain the result by the viva voce
plan.” Accordingly, per Buckley v. Tacoma, whenever more than a simple majority of the council quorum
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is called for, the presiding officer should employ measures to verify that the vote met the necessary
standard - standing vote, show of hands, etc.
*Viva voce voting is voting by speech, as distinguished from voting by a written ballot
4 See RCW 35A.12.100 (The mayor shall preside over all meetings of the city council, when present, but
shall have a vote only in the case of a tie in the votes of the councilmembers with respect to matters other
than the passage of any ordinance, grant, or revocation of franchise or license, or any resolution for the
payment of money.); RCW 35.23.201, RCW 35.23.845 and RCW 35.27.280 (The mayor shall have a vote
only in the case of a tie in the votes of the councilmembers.); and RCW 35A.12.070 ([The] mayor in a
mayor-council code city [may cast] a tie-breaking vote relating to a [mayoral/council salary] ordinance:
PROVIDED, That if the mayor of such a city does not cast such a vote, his or her salary may be
increased during his or her term of office.)
Robert's Rules of Order - MOTIONS CHART
(§ indicates the section number from Robert's Rules of Order)
Part 1, Main Motions. These motions are listed in order of precedence/rank. A motion can be introduced if it is higher on the chart than the pending (or lower) motion.
§ MOTION - How to Say Motion: PURPOSE OF MOTION: INTERRUPT? 2ND? DEBATE? AMEND? VOTE?
§22 I move that after this meeting adjourns we next meet … * # Set next date to continue considering business No Yes No No Majority
* NOTE: Robert's Rules of Order calls this a Motion to “Fix the Time to Which to Adjourn,” a motion that may be brought after a Motion to Adjourn but before the chair adjourns.
§21 I move to Adjourn Close a meeting No Yes No No Majority
§20 I move to Recess for ... Take a break No Yes No Yes Majority
§19 I rise to a Question of Privilege Register a complaint or ask a question Yes No No No None
§18 I call for the Orders of the Day # Make the assembly follow the agenda Yes No No No None
§17 I move to Lay the question on the Table Lay a motion aside temporarily (table motion) No Yes No No Majority
§16 I move the Previous Question Close debate No Yes No No 2/3rds
§15 I move that we Limit Debate to ... # Limit or extend debate No Yes No Yes 2/3rds
§14 I move to Postpone the Motion to ... (date/time certain) # Postpone consideration to a certain date & time No Yes Yes Yes Majority
§13 I move to Refer the Motion to ... #(unless the committee started work) Refer to a committee No Yes Yes Yes Majority
§12 I move to Amend the Motion by ... # Modify wording of motion No Yes Yes Yes Majority
§11 I move that the motion be Postponed Indefinitely # + Kill a main motion No Yes Yes No Majority
§10 I move that [or "to"] ... [Main Motion] # Bring business before the assembly No Yes Yes Yes Majority
Part 2, Incidental Motions. No order of precedence. These motions arise incidentally and are decided immediately.
§ MOTION - How to Say Motion: PURPOSE OF MOTION: INTERRUPT? 2ND? DEBATE? AMEND? VOTE?
§23 I rise to a Point of Order … Enforce rules Yes Yes No No Nome
§24 I Appeal from the decision of the chair # Submit matter to assembly Yes Yes Varies No Majority
§25 I move to Suspend the Rules Suspend rules No Yes No No 2/3rds (usually)
§26 I Object to the Consideration of the Question # - Avoid acting on the main motion altogether Yes No No No 2/3rds
§27 I move to Divide the Question Divide motion No Yes No Yes Majority
§29 I move for a Rising Vote (standing vote) Demand a rising vote Yes No No No None
§33 I rise to a Parliamentary Inquiry Parliamentary law question Yes No No No None
§33 I rise to a Point of Information Request for information Yes No No No None
Part 3, Motions That Bring a Question Again Before the Assembly. No order of precedence. Introduce only when nothing else is pending.
§ MOTION - How to Say Motion: PURPOSE OF MOTION: INTERRUPT? 2ND? DEBATE? AMEND? VOTE?
§34 I move to Take from the Table ... Bring matter (previously tabled) back to assembly No Yes No No Majority
§35 I move to Rescind ... # - Cancel previous action No Yes Yes Yes 2/3rds or Majority with notice
§37 I move to Reconsider ... Reconsider a motion ** (See # below) No Yes Varies No Majority
** NOTE: Under Robert's Rules of Order, a Motion to Reconsider - §37- may be made only by a member who voted on the prevailing side.
# Indicates motions/actions that may generally be reconsidered. [# + indicates reconsideration of affirmative vote only, # - indicates reconsideration of negative vote only]
Part 4, Privileged Motions - Motions That Bring up a Matter of Urgency or Importance Unrelated to any Pending Business.
A Privileged Motion is granted precedence over ordinary business because it concerns matters of great urgency or importance. Such motions are not debatable, although in case of a
Questions of Privilege, the chair may feel the need to elicit relevant facts from members. The maker of the Motion may interrupt the speaker who has the floor.
15-33
Page 1 of 6
Memorandum
To: Judi Roland, Chair, Planning Commission
Ron Copple, Vice Chair, Planning Commission
Planning Commissioners
From: Jeff Dixon, Planning Services Manager
CC: Jeff Tate, Assistant Community Development Director
Date: February 29, 2016
Re: Discussion Topic: Pending Annual Amendments to Comprehensive Plan
Map
BACKGROUND
Annually the City amends its Comprehensive Plan. These are the “annual amendments”
that the city considers routinely each year as distinguished from the major update of the
Comprehensive Plan, that was recently completed and required by state law. There are
two sources for these annual amendments; that the City processes.
1) City – initiated amendments in response to items that are identified by staff or
“docketed” (text or map) and 2) private–initiated amendments in response to
applications that are submitted. In response to the public notification of the time period
for receipt of applications, the City has received private – initiated comprehensive plan
amendment for map amendments.
The City also previously received two applications for adjacent sites that were submitted
by the same Applicant. These applications were submitted without the necessary
environmental checklist application (required pursuant to the State Environmental Policy
Act (SEPA)) and the Applicant agreed to defer the city’s consideration of the applications
until the missing applications were submitted and processed.
The purpose of this agenda item is an introductory discussion of the pending map
amendments. The city staff is currently conducting the necessary associated
environmental review (SEPA decisions) process for all these items.
When the environmental review process is completed, city staff will advertise and
schedule a public hearing for the Planning Commission.
Page 2 of 6
DISCUSSION
At the March 8, 2016 Planning Commission meeting, staff would like to introduce and
discuss:
1. Comprehensive Plan Map Amendments
• CPM #1- Request to amend the map designation of the northern 2 of 4
parcels under the same ownership totaling 5.9 acres from the current
designation of “Light Commercial” to “Light Industrial”. The southern two
parcels were recently changed to “Light Industrial” by the Major
Comprehensive Plan Updated completed at the end of 2015. The
properties are vacant, contain existing single family residences, or contain a
business office. The properties are located on the east side of East Valley
Highway (A ST SE) in the 54XX-56XX block (between Lakeland Hills
Boulevard and Lake Tapps Parkway)
• CPM#2- Request to amend the map designation of a 2.27-acre parcel from
the current designation of “Single Family Residential" to “Commercial”.
The vacant property is located northwest of the intersection of Lake Tapps
Parkway SE and 182nd Avenue E (east of Lakeland Hills South area, at the
southeast corner of the city).
• CPM#3- Request to amend the map designation of an 8-acre parcel from
the current designation of “Single Family Residential “to “Moderate Density
Residential”. The vacant property is located northwest of the intersection of
Lake Tapps Parkway SE and 182nd Avenue E (east of Lakeland Hills South
area, at the southeast corner of the city).
Page 3 of 6
CMP #1
Page 4 of 6
CMP #2
Page 5 of 6
CMP #3
Page 6 of 6
Legend