See also NASA Bylaws

The object of any code of procedure, or any ruling of a Chair on procedure should be to allow an assembly to conduct its business by majority vote on a full understanding of the business, and in a sequence that allows proper consideration of all the options that the business at hand presents.

While that sounds very formal and complicated, it means something very simple. When any group of people get together to act as an assembly - be it Parliament, the U.S. Congress, or Reps Council - the sole object is to conduct business and then take a vote. A vote, representing the majority opinion, is the end result. That vote should not be stampeded either by a minority or by not having all the facts and options.

There is no one single manual that has satisfactory procedures, and still fewer that work well for a body as small and informal as Reps Council. The rules that NASA adopted were the American Roberts Rules of Order - designed to suit the 535 members of the U.S. Congress with all the diverse things they consider and do.

The snapshot presented here is not comprehensive, nor detailed. Reps Council has never been particularly formal, and such formality would benefit few. We do however, need to be aware of how meetings should be conducted and try to stay close to these tried and tested methods of producing sound decisions.

Main Motions

All business is conducted around one or more Main motions. This is a resolution designed to produce action. Examples of this would be - to recommend that 'x' be done, or to approve a Plan, or even to ask Person 'y' for a report on something. All other motions are ancillary to these main motions.

Obviously it is now important to know how a main motion is considered, and what other motions may be considered prior to voting on the main motion. The main motion may be moved forward and voted on in four ways: by an amendment; by limiting the time available for debate; by limiting the number of times a member may speak; or by resolving that it should be voted on immediately.

Amendments

Amendments are intended to refine and improve a motion. They must therefore be consistent with the motion they amend. No more than two or three amendments should ever be on the floor at one time, and these are usually considered in reverse order (i.e. most recent first).

Time Limits

When necessary, some limits or restrictions on members can be moved and imposed.

Moving the Question

A motion to close debate is not debatable. When put, it either succeeds or fails. Calls of question should not be deferred to (otherwise debate would be cut off by a vocal, impatient, irascible, or hawkish minority). The consensus of the assembly is the important consideration.

Other Motions

Motions can be tabled, postponed, or sent to a committee. It is also possible to move to the next item of business without finishing with the motion at hand, deferring it for later on.

Motions that are Deferred

The difference between tabling and postponing is a date. A motion that is tabled can be brought back at any time (for example when an expert arrives, when something else has happened, etc.), but motions that have been postponed come back at a certain time or date.

Reconsideration

Events and new information may overtake an assembly. Someone who wishes to reconsider a motion should usually be a person who voted in favour of the original motion, and should give notice of the reconsideration. As this is a motion in itself, it is usually raised under Other or New business.

Committees

Motions that are referred to committees may be referred with a set time limit. If a new committee is being created full debate about its composition and terms of reference should occur. Working committees will report back to the main assembly. Any committee is allowed a full review of its work, and particular recommendations should be put forward as motions. If the committee is composed of members the Chair (or reporting member) does not require a seconder to put motions on the floor.

The Chair

The Chair of an assembly is responsible for the management of business in the meeting (the agenda, debate, etc.) As the Chair is required to make procedural rulings, it is possible that a voting member will disagree with one of these rulings. The members may wish to appeal (or challenge) the Chair. The Chair should then state the reasons for the ruling, and the members their reasons for the appeal. The issue is then voted on without debate to either support the ruling of the Chair or, by majority vote, against the Chair. The ruling of the Chair would be overturned. Where a vote is tied it is convention that the Chair votes against and the motion fails.

Council Meetings

Council normally meets once a month except during the summer months. Meetings without quorum can be adjourned over for one week (or cancelled to the following month). At least 5 days notice shall be given for such reconvened meetings. Normally new items should not be placed on the agenda of an adjourned meeting.Members are entitled to be protected from surprise and hasty consideration. While some assemblies do not permit debate on any matter that is not a formal motion, some items are considered informally prior to a formal motion being made. The current quorum of the Council is 10 members or 20% of the membership (which ever is greater).

A List of Priorities

An Appeal from a procedural ruling of the Chair, a Motion to set a time for the next meeting, or to adjourn the current meeting Motion to table or defer the motion a Motion to vote immediately a Motion to move to the next item of business a Motion to limit debate a Motion to refer to a committee a Motion to amend a Motion a Motion to reconsider. Note: Everything is subject to a ruling from the Chair. Rulings from the Chair are limited by a majority vote. Majority votes can not overturn legal rights and duties.

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