Rules and Regulations

MINUTES

The minutes of the annual meeting shall be approved by a Board of Managers committee appointed by the president. After approval, minutes will be available for review from California State PTA.

MOTIONS, DEBATING AND VOTING

1. Only properly accredited delegates may introduce motions, debate, or speak at the microphones, and vote. Voting cards must be used by delegates when voting during business meetings.
a. Motions may be made at Microphones #1 or #2.
b. Microphone #1 will be used to speak FOR a motion or amendment.
c. Microphones #2 will be used to speak AGAINST a motion or amendment.
d. Microphones #3 will be used for Priority Motions (e.g., Raise a Question of Privilege, point of Order, Parliamentary      Inquiry, Request for Information, etc.).

2. A delegate wishing to speak shall go to the appropriate microphone, present their voting card and delegate information card to the authorized microphone attendant, and then await recognition by the chair.
a. A delegate may speak once on a question and for ONLY TWO MINUTES.
b. Delegates obtaining the microphone for the purpose of debate may not at the same time move the previous question or make a secondary motion.
c. Requests for Information are used to ask a question whenever a delegate needs more information before voting.
I. Requests for information are not used to provide information to the assembly.
II. Rhetorical questions will be deemed dilatory and ruled out of order.

3. All main motions and amendments must be presented on California State PTA motion forms
a. Motion forms may be obtained at the Motion Review Station or at one of the topic hearings.
b. Motion forms must be complete, signed by the maker and presented to the Motion Review Station attendant or the hearing facilitator.
c. The Motion Review Station attendant or hearing facilitator will forward the motion to the platform for consideration.

4. Debate on motions shall be limited to four speakers on each side of the question.
a. Prior to initiation of the discussion of a business item, the chair will allow one delegate to speak in support and one delegate to speak in opposition to the item, as presented.
b. The clock will be stopped if the chair requires a counted vote to determine the outcome of an item and for parliamentary inquiry, points of order or appeal. Requests for information will not stop the clock.

5. No item of business may be on the floor for more than thirty minutes.
a. Within the thirty-minute time frame the chair shall recognize delegates FOR   and AGAINST the motion in alternating order.
b.  maximum of twenty minutes for discussion and amendments will be allowed.
c. At the end of twenty minutes, the presiding officer shall call for a vote on all pending amendments.
d. In the event there has not been discussion on the amended motion as a whole, an additional ten minutes will be allowed for discussion.
e. This ten-minute period is inclusive of all points of information and personal privilege.
f. Amendments will not be allowed during this ten-minute period of debate.
g. After the 10 minutes have elapsed, the presiding officer shall call for a vote with no further discussion.

6. All votes are given by voice.
a. If the chair is in doubt, or if a delegate requests a division, a rising vote may be taken.
b. If the chair is still in doubt, a counted vote may be taken.
c. No one will be permitted to enter the meeting room while a counted vote is being taken.

MOTIONS TO AMEND

  1. Motions to amend any of the following, as printed in the Convention Chronicle and the Convention Program Book, require written notice:
  • Legislation Platform
  • Resolutions

NOTE: Only the Resolved sections of the resolutions may be amended. The Whereas and Background sections may not be amended.

  1. Delegates who wish to make an amendment must present a Notice of Intent to Amend at
  • A topic hearing; OR
  • The Motion Review Station by the end of the first general meeting session; OR
  • Prior to the first day of annual meeting

3. A motion to amend may be permitted without the required written notice only if the amendment results from new information becoming known after the deadline or because the resolution has been changed substantially by other amendments.

4. Motions editing grammar or punctuation are not in order.

USE OF MICROPHONES

Microphones are located in specific areas for use by delegates during the general meetings. To speak at a microphone, you will need your VOTING CARD and DELEGATE BADGE.

To make a motion, the first step is to fill out a Convention Motion Form. Delegates can obtain a form at a topic hearing, the Motion Review Station, or at a microphone station. Fill out the form using a pen with a hard point and press down so all copies are legible.

Delegates will be reading from the bottom copy of the Convention Motion Form.

Microphone team members will assist you and facilitate the business of convention at each area.

  • The Speaker attends the microphone at all times, signals the chair when a delegate wishes to speak, addresses the chair, identifies the delegate and states the delegate’s business.
  • The Assistant maintains crowd control and determines the delegate’s business.
  • The Secretary records all transactions, verifies the delegate’s credentials, and secures necessary written information.
  • The Runner assists the microphone team members, as needed.

Each microphone is intended for a specific action. The delegate should determine the most appropriate station. The microphone team may direct delegates to an alternate microphone station if a prior action interferes with efficient processing of a delegate’s request.

Once a delegate has made a motion or an amendment to a motion at Microphones #1 or #2, the chair will restate the motion and the maker of the motion will be given an opportunity to speak to that motion. The chair will then open discussion from the floor by recognizing a delegate at Microphone #1, then, in sequence, delegates at Microphone #2 to ensure debate FOR and AGAINST is heard. The chair will recognize Microphone #3, as needed.