What is a Subsidiary Motion? US Guide

In parliamentary procedure, the intricacies of Robert’s Rules of Order are crucial for effective governance, and a key element within it is the subsidiary motion. The United States House of Representatives, for example, frequently uses subsidiary motions to manage and prioritize legislative proposals during debates. A common question that arises is, what is a subsidiary motion, and understanding this ensures meetings, whether in governmental bodies or private organizations, are conducted efficiently. The National Association of Parliamentarians provides resources and training on the use of these motions, helping members navigate complex procedural scenarios.

Mastering Subsidiary Motions for Effective Meetings

Parliamentary procedure is the bedrock of effective meetings, providing a structured framework for groups to conduct business in a fair and orderly manner. Without it, chaos reigns, and decisions become arbitrary.

At the heart of this framework lies a specific class of motions known as subsidiary motions. These motions are the tools that participants use to shape, refine, or even completely alter the course of a discussion and the fate of a pending proposal.

Defining Subsidiary Motions: Modifying the Main Course

Subsidiary motions are, in essence, process-oriented motions. Their primary purpose is to directly affect the handling of the main motion.

They don't introduce new topics; instead, they act upon the existing main motion, seeking to modify it, delay it, or dispose of it altogether. Think of them as the chef's tools used to season, cook, or discard the main course.

They are not to be confused with privileged motions which concern immediate needs of the assembly or incidental motions which raise questions of procedure.

The Importance of Subsidiary Motions

The proper use of subsidiary motions is paramount to achieving effective and efficient meetings. They serve multiple critical functions:

• Maintaining Order: Subsidiary motions provide a structured way to address concerns about a main motion without derailing the overall agenda.

• Managing Debate: They offer mechanisms to control the length and focus of discussion, ensuring that all viewpoints are heard without endless repetition.

• Ensuring Efficient Decision-Making: By allowing for amendments, referrals, and other procedural maneuvers, subsidiary motions enable groups to arrive at well-considered and timely decisions. They are a form of structured collaboration.

• Protecting Minority Rights: Subsidiary motions ensure every member of an organization has the right to be heard, allows every member the ability to suggest a change, and gives every member the ability to ensure fair and equitable debate.

In short, subsidiary motions empower participants to shape the direction of a meeting and contribute to meaningful outcomes.

Robert's Rules of Order: The Guiding Authority

Understanding and applying subsidiary motions requires a reliable reference. Robert's Rules of Order Newly Revised (RONR) stands as the preeminent guide to parliamentary procedure in the United States.

RONR provides detailed explanations of each subsidiary motion, including its purpose, requirements, and proper application.

For anyone seeking to master the art of running effective meetings, RONR is an indispensable resource. It offers clarity and authority, ensuring that meetings are conducted according to established principles of fairness and order. It is the final word on all things parliamentary.

Core Concepts: Understanding the Foundation of Subsidiary Motions

To effectively wield subsidiary motions, a firm grasp of the underlying concepts is essential. These concepts provide the context and framework for understanding how these motions function within the larger system of parliamentary procedure.

The Main Motion: The Heart of the Matter

At the center of every debate lies the main motion. This is the substantive proposal presented for consideration and action by the assembly.

It introduces a new item of business or a new subject for deliberation.

The main motion sets the stage for all subsequent discussion and potential action. Without a main motion, there is nothing for subsidiary motions to act upon.

Subsidiary motions exist solely to modify, delay, or otherwise dispose of this central proposal. Therefore, a clear understanding of the main motion's content and intent is crucial before considering any subsidiary actions.

Order of Precedence: Navigating the Hierarchy

The order of precedence dictates the hierarchy of motions.

This hierarchy determines which motion takes priority when multiple motions are pending simultaneously.

Subsidiary motions occupy a specific range within this hierarchy. They always take precedence over the main motion, meaning they can be introduced and considered while the main motion is still under consideration.

However, certain privileged motions, which address immediate needs of the assembly (like adjourning or taking a recess), take precedence over all subsidiary motions.

Understanding this order is critical for knowing when and how to introduce a subsidiary motion effectively.

It determines which motions are in order at any given time.

For example, a motion to postpone consideration of the main motion indefinitely takes precedence over a motion to amend the main motion.

The parliamentarian knows which subsidiary motions can be introduced above other motions, thereby dictating the flow of discussion.

Here is the general order of precedence for subsidiary motions from highest to lowest priority:

1. Adjourn
2. Recess
3. Question of Privilege
4. Call for Orders of the Day
5. Lay on the Table
6. Previous Question
7. Limit or Extend Debate
8. Postpone to a Certain Time
9. Refer to Committee
10. Amend
11. Postpone Indefinitely
12. Main Motion

Subsidiary vs. Secondary Motions: A Clear Distinction

It's important to distinguish between subsidiary motions and the broader category of secondary motions.

Secondary motions include both subsidiary motions and incidental motions.

Incidental motions address questions of procedure that arise during a meeting.

They are not directly related to the main motion itself.

Examples of incidental motions include points of order, appeals, and requests for information.

Subsidiary motions, on the other hand, always relate directly to the handling of the main motion.

They seek to alter its fate in some way.

Understanding this distinction is essential for using the correct type of motion to address a specific need or concern.

Shaping the Debate: The Power of Subsidiary Motions

Subsidiary motions play a significant role in shaping and controlling the debate surrounding a main motion.

They offer mechanisms for focusing discussion, limiting its scope, or extending it when necessary.

For instance, a motion to limit debate can prevent endless repetition and ensure that a vote is taken in a timely manner.

Conversely, a motion to postpone consideration can allow more time for research and deliberation before a decision is made.

The skillful use of subsidiary motions allows participants to influence how a main motion is discussed and considered, ultimately impacting the final outcome.

They provide tools for ensuring that all viewpoints are heard.

Subsidiary motions allow participants to contribute to an efficient and effective decision-making process.

Navigating the Landscape: Key Types of Subsidiary Motions

Subsidiary motions offer a versatile toolkit for managing the flow and substance of deliberations. Each type of subsidiary motion serves a distinct purpose, enabling members to fine-tune proposals, delay consideration, or focus debate. Understanding the nuances of these motions is crucial for effective participation in any deliberative assembly.

Amendment: Refining the Main Motion

The motion to amend is arguably the most frequently used subsidiary motion. Its purpose is straightforward: to modify the wording or intent of the main motion under consideration. It allows for adjustments, improvements, or even complete transformations of the original proposal.

Types of Amendments

Amendments come in various forms, each with its specific application:

• Inserting: Adding new words or phrases to the main motion. This is useful for adding detail, clarifying points, or introducing new elements.

• Striking Out: Removing existing words or phrases from the main motion. This is appropriate when language is deemed unnecessary, redundant, or objectionable.

• Substituting: Replacing existing words or phrases with new ones. This offers the most direct way to alter the meaning of the main motion.

An amendment must be germane, meaning it must relate to the subject matter of the main motion. Amendments can be applied to the main motion. An amendment is a method for improvement, or alteration of the existing resolution.

Amendments to Amendments

The rules permit amendments to amendments, adding another layer of complexity. This allows members to refine proposed changes before they are applied to the main motion.

However, there is a limit: you cannot have an amendment to an amendment to an amendment. This prevents endless cycles of modification.

The debatability and amendability of an amendment depend on the nature of the motion it seeks to alter. Some amendments are fully debatable, while others are limited or non-debatable. The rules governing these secondary amendments are complex and require careful attention to parliamentary procedure.

Postponement: Delaying Consideration

When immediate action on a main motion is undesirable, either due to a need for more information or a lack of consensus, motions to postpone offer a means of delay. Two common forms are the motion to postpone to a certain time and the motion to lay on the table.

Motion to Postpone to a Certain Time

This motion allows the assembly to delay consideration of a main motion to a specific, designated date and time.

For example, if a proposal requires further research that can be completed in a week, a motion to postpone to the next meeting allows time for that research to be conducted and presented. This ensures that a more informed decision can be made later.

Motion to Lay on the Table

The motion to lay on the table is a means of temporarily setting aside a main motion. It's often used when the assembly needs to address a more pressing issue or lacks sufficient information to proceed.

This motion is usually not debatable. It should not be used as a way to kill a motion without debate.

However, its use is subject to limitations. The motion to lay on the table is intended for temporary postponement only, and the tabled motion should be taken up again at a later point in the meeting or at a subsequent meeting.

Referral (to Committee): Delegating Detailed Review

Some main motions require in-depth study or specialized expertise that the assembly as a whole may lack. In such cases, referring the motion to a committee is a valuable tool.

Referral allows for detailed investigation and analysis by a smaller group with relevant knowledge.

Committees have the power to investigate, gather information, and formulate recommendations regarding the referred motion. They may hold hearings, consult with experts, and prepare reports outlining their findings and proposed actions.

The committee then reports back to the assembly, which can then consider the motion with the benefit of the committee's expertise.

The Previous Question: Cutting Off Debate

The motion for the previous question is a powerful tool for ending debate and forcing an immediate vote on the pending motion.

It is usually only allowed after a reasonable time for discussion has elapsed. Because it limits free discussion, it requires a supermajority, typically two-thirds of the votes cast.

Adoption of the previous question effectively shuts down further debate and requires an immediate vote on all pending motions.

Motion to Limit or Extend Debate: Managing Discussion Time

The motion to limit or extend debate allows the assembly to control the length and scope of discussion on a particular issue. This is particularly useful when dealing with controversial or time-sensitive matters.

A motion to limit debate might specify a maximum time limit for each speaker or set a deadline for the end of the debate. Conversely, a motion to extend debate could allow for more time for discussion if needed.

When limiting debate, it's crucial to consider fairness and inclusivity, ensuring that all viewpoints have an opportunity to be heard. Arbitrary or overly restrictive limits can stifle dissent and undermine the legitimacy of the decision-making process.

The Players: Roles and Responsibilities in Subsidiary Motions

Effective use of subsidiary motions hinges not only on understanding the rules themselves but also on recognizing the distinct roles played by individuals within a deliberative assembly. Each participant—from the presiding officer to the individual member—has specific responsibilities that contribute to the smooth functioning of the meeting and the fair consideration of proposals.

The Presiding Officer: Guardian of Procedure

The presiding officer, whether titled chair, president, or moderator, is the central figure in any meeting governed by parliamentary procedure. Their primary responsibility is to ensure that the meeting adheres to the established rules and that all participants are treated fairly.

This includes:

• Recognizing members who seek to speak or make a motion. The presiding officer must be impartial in granting the floor, typically following a principle of alternating between those who support and oppose the pending motion.
• Stating the motion. Clearly articulating the motion on the floor is crucial for clear understanding. This is essential before debate commences.
• Ensuring proper procedure is followed in the making, seconding, debating, and voting on subsidiary motions. This involves knowing the order of precedence and the specific rules applicable to each type of motion.
• Maintaining order during the meeting. This may involve ruling motions out of order, calling members to order for disruptive behavior, and ensuring that debate remains focused and relevant. The presiding officer must be prepared to exercise their authority firmly but fairly to preserve decorum and productivity.

The presiding officer's impartiality and knowledge of parliamentary procedure are vital for fostering a productive and equitable environment.

The Member: Voice and Vote

Every member of an assembly has the right to participate in the deliberative process, including proposing and seconding subsidiary motions, engaging in debate, and casting their vote.

The rights of members include:

• Proposing subsidiary motions. Any member in good standing can introduce a subsidiary motion at the appropriate time, following the established order of precedence.
• Seconding motions. Before a motion can be debated or voted on, it typically requires a second, indicating that at least one other member believes the motion warrants consideration.
• Participating in debate. Members have the right to express their views on pending motions, subject to any time limits or restrictions imposed by the assembly.
• Voting. Each member typically has one vote on any motion before the assembly, and their vote contributes to the final decision.

It is each member’s responsibility to be informed about the motions and to debate effectively.

Members should also be well versed on the impact of their votes.

The Parliamentarian: Expert Advisor

While not always a formal role, the parliamentarian serves as a valuable resource for ensuring that meetings are conducted according to parliamentary procedure. A parliamentarian is an expert in the rules and can provide guidance to the presiding officer and other members on complex procedural matters.

The value of consulting with a parliamentarian includes:

• Providing expert advice on the interpretation and application of parliamentary rules.
• Offering guidance on the proper wording and timing of subsidiary motions.
• Helping to resolve procedural disputes that may arise during the meeting.
• Ensuring that the meeting adheres to the principles of fairness and impartiality.

While the presiding officer is ultimately responsible for making procedural rulings, consulting with a parliamentarian can help ensure that those rulings are well-informed and consistent with established practices.

The Secretary: Recorder of Actions

The secretary plays a crucial role in documenting the proceedings of the meeting, including all motions made, seconded, and voted on. This record, known as the minutes, serves as an official account of the meeting and provides a valuable resource for future reference.

The secretary's responsibilities include:

• Accurately recording all subsidiary motions, including the exact wording of the motion, the name of the member who made the motion, and the name of the member who seconded it.
• Documenting the outcome of each vote on subsidiary motions, including the number of votes for and against, and any abstentions.
• Preparing the minutes of the meeting and distributing them to members for review and approval.
• Maintaining the official records of the organization, including the minutes of past meetings.

Accurate and complete minutes are essential for ensuring transparency and accountability in the decision-making process. They serve as a historical record of the organization's actions and provide a basis for future deliberations.

Resources and References: Mastering Parliamentary Procedure

To truly master subsidiary motions, it's essential to go beyond a basic understanding of the rules. Cultivating a deep familiarity with parliamentary procedure involves utilizing a range of resources and references that provide both theoretical knowledge and practical insights. From the definitive guide itself to real-world examples, these resources offer invaluable support for navigating the complexities of effective meeting management.

Robert's Rules of Order Newly Revised (RONR): The Definitive Guide

Robert's Rules of Order Newly Revised (RONR) stands as the primary authoritative resource on parliamentary procedure in the United States.

It's more than just a rulebook; it's a comprehensive guide detailing the principles and practices that ensure fair and efficient decision-making in deliberative assemblies.

Every serious student and practitioner of parliamentary procedure should own and regularly consult the latest edition of RONR. Consider it the ultimate source to resolve doubts, understand nuances, and refine your understanding of subsidiary motions.

Supplementary Tools: Websites and Apps

In today's digital age, numerous websites and mobile applications offer supplementary support for understanding and applying parliamentary procedure. These resources can provide quick access to key rules, definitions, and examples.

However, it's crucial to exercise caution when using online resources. Always verify the accuracy and reliability of the information, as not all sources are created equal.

Prioritize those that are explicitly based on RONR and authored by reputable parliamentary experts.

Meeting Agendas: Setting the Stage

The meeting agenda serves as a roadmap for the proceedings, outlining the items to be discussed and acted upon. Subsidiary motions play a vital role in managing these agenda items.

For example, a motion to postpone an item might be used to reorder the agenda or to allow for more information to be gathered before a decision is made.

Understanding how subsidiary motions interact with the agenda is crucial for effectively participating in and shaping the direction of a meeting.

Minutes of Previous Meetings: Learning from the Past

The minutes of previous meetings provide a valuable record of past actions and decisions. Reviewing these minutes can offer insights into how subsidiary motions have been used in the past, the outcomes they produced, and the precedents they set.

By studying past minutes, members can gain a better understanding of the organization's procedural norms and adapt their strategies accordingly.

Professional Organizations: NAP and AIP

For those seeking in-depth training and certification in parliamentary procedure, the National Association of Parliamentarians (NAP) and the American Institute of Parliamentarians (AIP) are excellent resources.

These organizations offer educational programs, workshops, and credentialing opportunities that can elevate your expertise in parliamentary law and practice.

NAP and AIP provide a structured path for individuals to become recognized experts in the field.

Real-World Application: Membership Organizations

Ultimately, the best way to master subsidiary motions is to apply them in real-world settings. Active participation in membership organizations that utilize parliamentary procedure provides invaluable hands-on experience.

By observing and engaging in the deliberative process, members can develop a practical understanding of how subsidiary motions work in practice and how to use them effectively to achieve desired outcomes.

Best Practices: Using Subsidiary Motions Effectively

To wield subsidiary motions effectively requires more than just knowing the rules. It involves strategic timing, precise wording, and a commitment to fairness. Mastering these best practices ensures that subsidiary motions enhance, rather than hinder, the decision-making process.

Strategic Timing and Wording

The timing of a subsidiary motion can significantly impact its success and the overall flow of the meeting. Consider these points:

• Making a Motion at the Right Moment: Introduce a subsidiary motion when the main motion is under discussion but before a vote is taken. Introducing it too early may be confusing, too late is pointless.

• Strategic Interruption: Interrupting the speaker should always be avoided. Wait for a pause in the debate to be recognized by the chair.

The wording of a subsidiary motion must be clear, concise, and directly related to the main motion. Vagueness can lead to confusion and procedural challenges.

• Precision in Language: Use precise language to avoid ambiguity.

• Reference the Main Motion: Clearly identify the main motion that the subsidiary motion is intended to affect.

Avoiding Common Pitfalls

Several common errors can undermine the effective use of subsidiary motions. Being aware of these pitfalls can help you avoid procedural missteps.

• Improper Wording: Ambiguous or unclear wording can lead to confusion and misinterpretations. Craft your motions carefully.

• Premature Introduction: Introducing a subsidiary motion before the main motion is properly stated and understood can be disruptive and confusing.

• Failure to Second: Remember that most subsidiary motions require a second to be considered. A motion without a second dies for lack of support.

• Ignoring the Chair: Address all remarks to the chair. A key job of the chair is to maintain order.

Fairness, Transparency, and Inclusivity

Subsidiary motions should never be used to stifle dissent or manipulate the outcome of a vote. Maintaining fairness, transparency, and inclusivity is paramount.

• Ensuring Equal Opportunity: Avoid using motions like The Previous Question prematurely to cut off debate and prevent dissenting voices from being heard. All points of view should be considered.

• Open Communication: Ensure that all members have a clear understanding of the motions being considered and their potential impact.

• Respectful Debate: Encourage respectful dialogue and avoid personal attacks. Focus on the merits of the arguments rather than the individuals presenting them.

Voting Rights and Quorum Requirements

Understanding voting rights and quorum requirements is crucial for ensuring that subsidiary motions are adopted fairly and legitimately.

• Majority Vote: Many subsidiary motions, such as Amend and Postpone, require only a simple majority vote for adoption.

• Two-Thirds Vote: Certain motions, such as The Previous Question and motions to limit debate, typically require a two-thirds vote due to their potential impact on the deliberative process.

• Quorum: Ensure that a quorum is present before any vote is taken. Without a quorum, the vote is invalid. The default rule is that a quorum exists if a majority of members are present.

By adhering to these best practices, you can effectively use subsidiary motions to facilitate productive discussions, make sound decisions, and ensure that your meetings are conducted fairly and efficiently.

So, there you have it! Understanding what is a subsidiary motion might seem a little daunting at first, but with a bit of practice, you'll be navigating those meetings like a pro. Hopefully, this guide has cleared things up and given you the confidence to participate more effectively. Good luck!