Parliamentary Procedure, Papers, and Definitions
Preparing for a conference can seem a bit overwhelming at first. FIRST OF ALL, DON'T PANIC!!! If this sounds horrendously confusing and complicated, that is only because it is very difficult to explain in simple terms; it is much easier to show you than to explain. Come to one of our meetings to see this process of parliamentary procedure in action, and we assure you that you will begin to understand it quickly and painlessly.
When you begin a committee session, the first goal is to set a topic. Normally, in our club debates we will set a topic before the actual debate, and at competitions you will have two or three topics to research, and your first order of business is going to be to pick which topic you feel is most urgent and agree as a committee. Let’s just say that you have two topics that you have researched for a competition. When you arrive in committee the first motion is going to be a motion to open a speaker’s list in order to set the topic. (Suggested wording, Motion to open a speakers list with a _______ speaking time in order to set the topic.) This motion takes a simple majority vote to pass, for more information about how a speaker’s list works, see below. After each country presents it’s opinion, and there has been enough time to debate the topics and which is more important, the next step is to go into voting procedure. To table the topic and go into voting for a topic to discuss, you "Motion to close the speakers list in order to enter voting procedure." This motion takes two speakers for the motion and two speakers against. Basically, what happens is that two delegates tell why they think it is a good idea to go into voting, and two delegates say why they feel it isn’t the correct time to enter voting. Unless there has been a motion for another type of vote, voting is simply raising your placard. The chair will announce the choices of the vote and at the topic you would like to vote for, raise your placard. Different types of voting will be discussed later. A simple majority is all that is needed for a topic to be selected.
Once a topic has been decided on, the committee needs another motion to open the speaker’s list, because the pervious one was closed when you entered voting procedure. During debate there are several options, they are going to be discussed below.
*!* Note, the chair may rule any motion to be out of order. *!*
Speakers List ~A list of countries wishing to speak during discussion. It is opened by a delegate’s motion, the delegate who does the motion also sets the speaking time and the number of questions to follow. (Suggested wording, motion to open the speaker’s list with a ___ minute speaking time and __ questions after.) A suggested speaking time is between one minute and 2 minutes and 30 seconds, and for questions, around two or three. If you wish to be added to the speaker’s list send a note to the chair notifying them. A simple majority vote is needed to open or close the speaker’s list.
Moderated Caucus ~ A period of time of shorter speaking time and delegates are called on by the chair. If you wish to speak, raise your placard. A motion from a delegate opens a Moderated Caucus; the delegate also sets the duration of the caucus and the speaking time. A good duration for your caucus is between 5 and 10 minutes and for speaking time between 30 seconds and 1 minute and 30 seconds. (Suggested wording, motion to open a ___ minute moderated caucus with a ___ speaking time.) To be recognized by the chair to speak during a moderated caucus, you raise your placard. At the end of the allotted time, debate returns to the speaker’s list. If a delegate wishes to extend the moderated caucus, they simply raise their placard when the chair asks if there are any points or motions on the floor, between the end of the moderated caucus and the return to the speakers list. If you wish to extend a moderated caucus, the suggested wording is, motion to extend the moderated caucus by _____ minutes. Another vote will be taken, if there is a majority, then the caucus will be extended.
Unmoderated Caucus ~ an unmoderated caucus is a period of time where formal debate is suspended. Unmoderated caucuses are a good time to work on working papers, which will be discussed later. During an unmoderated caucus, you can get up and talk with other delegations, and exchange ideas. To open an unmoderated caucus, the wording is, motion for a _____ minute unmoderated caucus. The vote that is needed is a simple majority. At the end of the unmoderated caucus, debate returns to the speakers list, unless a delegate motions to extend the unmoderated caucus. (Motion to extend the unmoderated caucus by _____ minutes.) Again, a simple majority is needed. At the end of the given time, debate returns to the speakers list.
The ideal result of a committee session is to produce and pass at least one resolution. A resolution is a document that the committee members write, creating a solution to the problem at hand (the topic of debate.) A working paper (as it is called until it is passed by a vote) must have at least three sponsors. Sponsors are the delegates who actually wrote the working paper. Working papers may have signatories, who are delegations who agree with what is written in the working paper and will consider voting for that paper. Here is a guide to writing a working paper, in the format that a working paper would take:
Committee Name: (no abbreviations)
Official Name of Sponsoring Countries
Topic: (optional)
Skip two lines
The General Assembly (or other group)
Recalling that five spaces should be indented before each perambulatory phrase,
Recognizing that one line should be skipped after the title and before every phrase,
Gravely concerned that delegates may forget to use a comma at the end of perambulatory phrases,
Aware that the format may be changed by the chair,
- Nevertheless recognizes that this format is used at most conferences and in club debates;
- Welcomes clear simple wording, and splitting complex ideas into sub-operatives:
- With a colon introducing the first sub-operative;
- With one line between each sub-operative;
- With no underlining within the sub-operative;
- With a semi-colon at the end of each sub-operative and operative;
- Observes that a resolution, being only one sentence, always ends with a period.
Now, don’t freak out if you didn’t understand that, it is really quite simple. The first indented lines are called perambulatory phrases, they are mainly courtesies, giving a little information about the topic at hand. The numbered lines are called operative clauses. They are where you express the idea you have for a solution. You can have as many of them as you need to get your point across, but please try to make it short and to the point. Here is an example of a resolution that our club passed last year.
United Nations General Assembly
Sponsors: Iraq, Russian Federation (there are only two because of the small size of our club)
Signatories:
1.1
The General Assembly, Reaffirming the sacred principles of the United Nations charter, which includes an obligation to establish and preserve world peace and cooperation,
Recognizing the importance of multilateralism and the dangers of unilateral action,
Further recognizing the danger posed by biological and chemical weapons,
Recalling the execrable loss of life on both sides during the pervious Middle East conflict,
Further recalling the previous UN resolutions outlawing the development of biological and chemical weapons in Iraq,
Taking into consideration, the suffering of the Iraqi people, partially as a result of sanctions,
Alarmed by the use of chemical weapons by the nation of Iraq on the Kurdish minority in that country
Further taking into consideration the reports of pervious UN weapons inspections
- Condemns any unilateral attack against Iraq by the United States;
- Urges all Security Council nations not to sponsor any resolution legitimizing the use of force against Iraq;
- Demands that Iraq hold firm with its agreement to allow unfettered weapons inspections to continue;
- Requires that the issue of Iraqi sanctions be reevaluated by a special committee appointed by the General Assembly of no less than seven nations of which no more than two of the same continent on compliance with operative clause three.
To make you life easier, you are normally given a list of both Preambulatory and Operative Phrases at each meet, but for our in club debates, here is a list of commonly used phrases
Preambulatory Phrases
Affirming Alarmed by Approving Aware of Bearing in mind Believing
Confident Contemplating Convinced Declaring Deeply Concerned
Deeply Conscious Deeply Convinced Deeply Regretting Desiring Emphasizing
Expecting Expressing its appreciation Expressing its satisfaction Fulfilling
Fully aware Fully Believing Further deploring Further Recalling Guided By
Having adopted Having Considered Having Considered further Having Devoted Attention
Having Examined Having Heard Having Relieved Having Studied Keeping in Mind
Noting Further Noting With Approval Noting With Deep Concern Noting With Regret
Observing Reaffirming Realizing Recalling Recognizing Referring Seeking
Taking into Consideration Taking into Account Taking Note Welcoming
Operative Phrases
Accepts Affirms Approves Authorizes Calls Calls Upon Condemns Confirms
Congratulates Considers Declares Accordingly Deplores Designates Emphasizes
Encourages Endorses Expresses its Appreciation Expresses its Hope Further Invites
Further Proclaims Further Recommends Further Reminds Further Requests
Further Resolves Have Resolved Notes Proclaims Reaffirms Recommends Regrets
Reminds Requests Solemnly Affirms Strongly Condemns Supports Takes Note of
Trusts Urges
If you are entirely lost, don’t worry, it is a lot easier to do than to explain. A working paper is passed by a simple majority vote.
Next, there are two ways to vote. The first is the way assumed by the chair unless there is a motion otherwise. In this case, the chair will say something like, all in favor of passing resolution 1.1 please raise your placards. If you are supporting you will raise your placard at this point, then the chair will say all opposed, and if your country is opposed to the resolution then you raise your placard at this point. The other type of vote is called a role call vote. If a delegate wishes they may motion to have a roll call vote (motion for a role call vote,) where the chair calls out the name of each country and one delegate from that delegation will answer either yea, or nay (yes or no.) However, a vote is required in order to have a roll call vote, it is a normal vote where you raise your placard. A simple majority is all that is needed.
Additional information you may wish to know:
Yields
During a delegate’s speech, if they have remaining time, they may yield to the chair, to another delegate or to questions.
Suspending and Closing Debate
It is appropriate to suspend debate in order to have lunch, motion for a caucus, and other actions which is in the chair’ discretion. If there is a motion to close debate, all resolutions come to an immediate vote. There will be two speakers against this motion and a two-thirds majority is required.
Point of Order
Used to question a matter of procedure. (Raise your placard and when called on you say point of order, then what ever your question is)
Point of Personal Inquiry
A delegate may use this to question the chair of an uncertain matter pertaining to the relevant topic. (please note, not all schools will recognize this motion)
Quorum
A committee may go into session when one third of the participating delegates are present and accounted for.
Please Note:
~ These rules are subject to change depending on the chair
~ And the chair may rule a motion out of order at any time.
Position Papers- a position paper basically tells of your country's position on the issues you will be discussing. While they are not required for all committees they look very good because they show that you have put some effort into your research. Your position paper should start out with a brief bit of the recent history of your country, including the political, social, and economic aspects of the society. Then have a section on each of the issues you will be debating. Remember to include you'd countries involvement in the issue, their opinion, and some suggestions for solutions. Do this for the remaining issues. Also it is helpful to have a cover page with the flag of your country, your name, school, country, and committee. It is also recommended that you double space your paper. If you have any questions contact a Sr. Member
If you still have any questions feel free to contact any of the "veteran" members of the club. We are more than willing to help you.
|
