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doc16479 student-government-association-handbook.pdf
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Page 1
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"text": "Kentucky State University\nStudent Government Association"
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"text": "Senate Handbook"
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"text": "2012-2013"
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"text": "Joseph Franklin -----President/Student Regent, 2012-2013"
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"text": "Maceo Johnson First Vice President, 2012-2013"
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Page 2
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"text": "Senators are the ones who operate the senate, serve on boards, serve on committees, and come to meetings to present ideas."
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"text": "All members of the senate need to take their role very seriously. It is important for the betterment and advancement of the organization to engage all the members in active participation in all the functions of the organization."
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"text": "For an organization to progress, to be successful, and to be truly democratic, all the talents of the members need to recognized, cultivated and used. An organization shall recognize that everyone can be trained and cultivated for leadership roles in organizations."
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"text": "Members shall attend meetings, be on time, dress business casual, as well as know the rules and parliamentary procedure. Both the chairman and members need to know the parliamentary rules. Senators need to prepare themselves for leadership roles."
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"text": "Senators shall accept committee assignments and perform the tasks given to them in a timely manner. Senators need to work harmoniously with other senators even though they may disagree."
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"text": "A great wise man by the name of Henry Ford once said “Coming together is a beginning,\nKeeping together is progress. Working together is success.” Consider this expression when\nconfronted with disruptive peers and colleagues. Often, the best solutions come from when\nmembers try to resolve problems first by talking. Let's attack the impossible together and be\nsuccessful."
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Page 3
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"text": "Page One.....Introduction\n\nPage Three.....Letter From the President (Student Regent)\n\nPage Four.....Letter From the First Vice President (Chairmen of the Senate)\n\nPage Five.....Letter From the Chief Justice\n\nPage Six.....Defining Quorum\n\nPage Seven.....A Business Meeting In Action\n\nPage Eight.....All About Resolutions\n\nPage Nine.....Motion Etiquette & Debate Limitations\n\nPage Twelve.....Voting\n\nPage Fifteen.....Committees\n\nPage Sixteen.....An Overview of Motions\n\nPage Twenty Two.....Student Court",
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Page 4
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"text": "Before an organization can legally transact any business at a meeting, a quorum must be present. Quorum is a Latin word meaning “of them,” as in “do we have enough of them, the members?”"
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"text": "If the Chairman says yes, then say “Thank you” and sit down. If the president says no, remind him or her:"
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"text": "Never conduct a business meeting without a quorum present. If business is transacted without a quorum, it is null and void. It is also important that a quorum be present throughout the entire time that business transactions take place. If you notice that people have left the meeting and a quorum is no longer present, it is your duty to raise point of order by informing the presiding officer that a quorum is no longer present and any business transacted now will be null and void"
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"text": "Chairman: Thank you. Your point is well taken. Since there is no longer a quorum present, this meeting is adjourned."
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"text": "If no quorum is present and there is no hope of getting one soon, the Chairman can call the meeting to order to satisfy the Constitution requirement that the meeting is held and then announce there is no quorum and adjourn the meeting. Or, the Chairman can call the meeting to order, announce to the membership that there is no quorum, and entertain a motion to recess which enables members to try to obtain a quorum."
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"text": "If there are no corrections, the president says “the minutes are approved as read”"
},
{
"id": "p5.9",
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"text": "If there is a correction, a member says “Mr. Chairman,” and states the correction."
},
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"text": "After the secretary reads the minutes, the next order of business is to hear the reports of officers. Officers gives reports in the order that the constitution list."
},
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"type": "text",
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"text": "After the officers report, the next order of business is the reports of the committees."
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"text": "After the committee reports, the next business in order is the unfinished business and general orders. This is business that was left undecided at the last meeting, or it is business that was delayed to the current meeting by making the motion to postpone to the next meeting."
},
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"text": "If there is no unfinished business or general orders, the chairperson goes on to the next business in order, which is new business. If there is no new business listed on the agenda, the chairman can ask:"
},
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"type": "text",
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"text": "Chairman: Is there any new business?"
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"text": "Members always have a right to bring forward ideas or business for the entire membership to\ndiscuss, which they do by making a main motion. Ideas are not discussed first and then a\nmotion made, but rather a motion is made and then discussed. The principle of taking up one\nitem of business at a time especially at a time especially applies to main motions. Members can\npresent only one motion at a time. Members can continue bringing up new business by making\nmotions, discussing them, and voting on them."
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"text": "The next order of business is adjournment. Members can make a motion to adjourn unless there is a fixed time in which the meeting is to end."
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"text": "\"Coming together is a beginning. Keeping together is progress. Working together is success.\"\nHenry Ford",
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Page 6
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1 · FIGURE
2 · HEADING
3 · TEXT
4 · TEXT
5 · TEXT
6 · FOOTER
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"text": "All About Resolutions",
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"text": "A resolution is a formal way of presenting a motion. It is a main motion, needs a second, and is\nhandled like any other main motion except that it is always presented in writing. The name of\nthe organization is mentioned in the resolution, and the word “resolved” is always italicized. A\nresolution can be as simple as:"
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"text": "Resolved, That the Behavior & Social Science Club sponsor a “Black History Expo” on February 21 to honor past African Americans."
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"text": "Sometimes a resolution includes a preamble. A preamble enables members to give background information and to state the reasons why the motion should be adopted. However, a preamble to a resolution is usually not necessary. In fact, a preamble should be used only when the maker of the resolution wants to give little known information or wants to present important points regarding the adoption of the motion if there is some doubt about whether it will pass. A preamble contains whereas clauses that communicate the important background information to the assembly; the actually resolution then follows."
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Page 7
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1 · HEADER
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12 · TEXT
13 · TEXT
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"text": "Motion Etiquette & Debate Limitations",
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"text": "No motion is in order that conflicts with federal, state, or local law; with the rules of a parent organization; or with the organization's constitution or bylaws or other rules of the organization. Even if a unanimous vote adopts the motion, it is null and void if it conflicts with the previously mentioned rules.",
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"text": "A motion that proposes action outside the scope of the organization's object is not in order unless the members vote to allow it to be considered. Doing so takes a two-third vote.",
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"text": "A main motion is not in order if it conflicts with a motion that was previously adopted by the assembly and that is still in force. However, the assembly can decide to rescind the action or amend something previously adopted.",
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"text": "A main motion is not in order when it presents substantially the same question as a motion that was rejected during the same session. However, members can bring up the motion at another meeting, and this is known as renewing the motion.",
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"text": "Before you present a motion, make sure that it contains all the pertinent information, including who, what, where, and when. Word the motion in the positive, not in the negative."
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"text": "Member: Mr. Chairman or Mr. Vice President"
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"text": "Member: I move that... or I move to..."
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"text": "Another member seconds the motion by calling out:"
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"text": "The chairman moves members to the option to have the motion debated or discussed. When the discussing is finished, the motion is put to a vote. The results of the vote are announced and the motion is adopted or carried out."
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"text": "The person who makes the motion has the first right to speak to the motion. After the member is done, he or she sits down so that someone else can speak to the motion either for or against it. In discussing the motion everyone must wait his or her turn. A member can speak to a motion only when no one else is assigned the floor. The chairman designates who should speak."
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"text": "In debate, members address all remarks through the chair. Cross talk between members is not allowed, and mentioning other member's names is avoided as much as possible. All remarks should be made in a courteous tone."
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"text": "Members can speak multiple times as long as someone who has not spoken is given a chance. A member is not permitted to speak against his or her own motion. However, if the member changes his or her mind after hearing the motion discussed, the member may vote against the motion. When speaking for or against the motion, start out stating:"
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"text": "I speak for the motion.....or I speak against the motion."
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"text": "This way, the assembly knows which side of the issue you are supporting. It also helps the chairman keep a balance of the debate. In debate, everyone has the right to speak, and the chairman must be just and impartial in assigning the floor, allowing all sides of the issue to be heard."
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"text": "Each member can speak for ten minutes on each turn. Debating must be germane (relevant) to the motion. In controversial issues, the discussion is focused on ideas, not on personalities. Member must not use inflammatory statements. Profane language is also prohibited. In debate, speakers refer to officers by title and avoid mentioning other members' names. Instead, they should refer to the members by identifiers."
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"text": "During a debate, a member cannot talk against a previous action that is not pending, unless one of the motions to rescind, reconsider, or amend something previously adopted is pending; or unless the member concludes his or her remarks with one of these motions. During debate, members should take care not to disturb the assembly by whispering, talking, walking across the floor, or causing distractions."
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"text": "Members can put limits on debates and even stop the debate altogether. To do so, members must make a motion. The chairman cannot cut off the debate as long as one member wishes to rise and speak."
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"text": "Only the motion to limit debate can limit debate; and debate can be closed only by the limit debate motion or close debate motion. Both motions needs a second, are not debatable, and require two-thirds vote to adopt.\nNot all motions are debatable. Some motions are debatable in some situations and not in others. The following is a list of debatable and no debatable motions."
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Page 10
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"text": "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 follow members' opinions and concerns."
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"text": "The Student Government Association uses both a Majority Vote and a Two-Thirds Vote depending on the matter at hand."
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"text": "A fundamental principle in democratic societies is that the majority rules, but the rights of the minority and individual members are also protected. 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. Kentucky State University Student Government Association qualifies a majority vote by adding the phrase in their constitution: \"a majority of the entire membership\""
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"text": "The Tie Vote",
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"text": "A tie vote occurs when 50% vote in favor and 50% vote against. No one receives a majority vote. If there is no way to break the tie vote, the motion is lost."
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"text": "If the presiding officer has not voted and is a member of the assembly, he or she can vote to make or break the tie."
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"text": "There are numerous ways a vote can be taken: by voice, by show of hands, by standing, by ballot, by roll call, and by general consent. The chair or presiding officer decides on which method in taking the vote."
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"text": "It is the presiding officer's duty to announce the results of the vote, and the way he or she announces it determines the action taken. If the members do not immediately doubt the results of the vote, the chair's declaration stands as the decision of the assembly. The members have the right to doubt the results of the vote until the chair states the question of another motion."
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"text": "“Coming together is a beginning. Keeping together is progress. Working together is success.”\nHenry Ford",
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"text": "If a member thinks that the vote is too close to call or that the noes have it, and the chair announces the ayes have it, the member can call out"
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"text": "Member: Division. Or"
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"text": "This should not be used as a dilatory tactic to delay the proceedings when it is apparent which side has won."
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Page 13
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"text": "Committees are created to investigate a question, it is important that all the different views of the membership be reflected in the committee members. The practice allows many differences to be resolved in the committee instead of at the assembly meeting where they take up a lot of time."
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"text": "The committee chairman is the most important member of a committee of a committee. He or she is responsible for calling the committee meetings, overseeing all the work, and completing the work."
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Page 14
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"text": "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 help the members accomplish what they come to the meeting to do. There are five classes of motions:"
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"text": "Motions that bring a question again before the assembly",
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"text": "Main Motions"
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"text": "The first classes of motions are main motions used to present new business. The secondary motions are subsidiary, privileged, and incidental motions can either help adopt the main motion or help business move forward according to the members' wishes. The last class of motions returns a motion the assembly for reconsideration. Each class of motions has a certain purpose and is assigned an order in which it can be brought up in the meeting. These assigned orders are called ranking motions and follows the principle of taking up business one item at a time."
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"text": "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 the pending motions or business; it does not introduce a new topic."
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"text": "A main motion that brings new business before the assembly is made while no business is pending. It needs a second, is debatable and amendable, and takes a majority vote to adopt. 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."
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"text": "Only one main motion can be pending at a time. 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 the 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 to make any changes."
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"text": "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 an incidental main motion is “I move that the Finance committee be in charge of purchasing the furniture for the SGA office.” 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."
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"text": "The motion to ratify us 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 stage or national organization before something can be done. A motion to ratify needs a second, is debatable, and needs a majority vote to adopt. The assembly can only ratify what it would have the right to do in advance. It can ratify something that goes against the bylaws or constitution."
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"text": "The motion to ratify can be amended by substituting the motion to censure. Censure is a way for the members to show displeasure with a member's or officer's conduct. Instead of ratifying an action, member's cam censure officers or committee members for taking action without getting prior approval. Censure shows the assembly's indignation without going so far as expulsion or removal from office. The motion to censure is debatable. The person being censured can debate the motion but cannot vote on the motion."
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Page 16
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1 · HEADER
2 · HEADER
3 · HEADER
4 · TEXT
5 · TEXT
6 · HEADING
7 · TEXT
8 · LIST
9
10
11
12
13
14
15 · HEADING
16 · TEXT
17 · FOOTER
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"text": "In the five classes of motions, three are considered secondary motions: subsidiary, privileged and incidental. Secondary motions help the assembly to 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. 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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"text": "Secondary motions are assigned an order, called a ranking of motions, 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."
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"text": "Subsidiary motions help the assembly dispose of the main motion. Adopting a subsidiary motion always does something to the main motion. 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."
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"text": "Lay on The Table-set aside temporarily",
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"text": "Privileged motions do not relate 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 un-debatable, but some are amendable. After they have"
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Page 17
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12 · TEXT
13 · LIST
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20 · CAPTION
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"text": "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. When a motion of lower rank is pending, only a higher-ranking motion can be made. As the following list shows, the highest ranking privileged motion is fix the time to which to adjourn. If this motion is made while any other subsidiary motion or privileged motion is pending, the member must vote on it first. The following list shows privileged motions ranked from top to bottom."
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"text": "Incidental motions deal with questions of procedure arising from the pending business, but they do not affect the pending business. Examples of rising a question about parliamentary procedure in the meeting, asking a question about the motion under discussion, or pointing out that a very important rule was broken or ignored. Incidental motions are usually not debatable and must be decided upon immediately. They have no rank because they are taken up immediately when made. The purpose of Incidental motions is to bring a motion back before the assembly for its consideration. The following list shows incidental motions ranked from top to bottom."
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Page 18
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"text": "Every organization has the right to enforce its rules and expect ethical and honorable conduct from its members. Most organizations have discipline problems from time to time. A discipline problem may be something as simple as a member misbehaving at a meeting or an officer overstepping the boundaries of his or her office. If the problem is not corrected when it arises, it can escalate into something more serious, requiring that someone be removed from office or membership. However, the organization can often solve discipline problems by taking the member or officer aside and talking with him or her about it, which saves both the member and the organization embarrassment. Many problems that cause difficulties in organizations are the result of inflated egos, personality conflicts, or ignorance of proper procedures. If egos or personalities are the root cause, it takes diplomacy, patience, and skill to solve the problems."
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"text": "If the assembly wants the member to leave the hall while they discuss the penalty, someone must present this option in the form of a motion, which takes a majority to adopt. If the assembly does not ask the member to leave during the discussion, it should allow that person to speak briefly in his or her defense. Any penalty other than expulsions requires a majority vote to adopt; expulsions takes a two-thirds vote."
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"text": "Anyone attending a meeting can be removed from the assembly hall. The chair has the power to remove a nonmember at any time during a meeting, and this person has no right to appeal the chair's decision. However, a member can make an appeal on behalf of the nonmember. If a person is asked to leave the assembly hall and refuses, the chair should take the steps necessary to see that order is enforced."
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"text": "To censure a member or a class officer is to warn him or her that if a certain behavior continues, the next step is removal for the duration of the meeting. This is an incidental main motion and can be made only when no business is pending. The member or officer being censured may come to his or her own defense during the debate, but we cannot vote."
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"text": "A Student Court having authority specified under the \"Student Judicial Review Process Hearing Procedures\" Section 2 is established.",
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"text": "A special Student Court may be appointed by the Office for Student Affairs for the summer session. The Student Court will be composed of seven students appointed by the President of the Student Government Association and confirmed by the Office of Student Affairs. The students appointed by the President of the Student Government Association must have been in full-time attendance at the University for at least one full semester prior to their appointment, must have a clear conduct",
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"text": "Student Court and he/she will meet with the other Justices and court members weekly to review cases. 6. He/she would be well versed in Student Court rules and regulations. 7. He/she will announce at the commencement of any hearings the rules that govern the conduct of the hearing. 8. He/she will inform the student of his/her right to appeal an adverse decision to the All-University Court."
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"text": "Prosecutors for the Student Court and All-University Court will be appointed by the Vice President for Student Affairs. Prosecutors may include faculty, staff and/or students appointed by the Vice President for Student Affairs must have been in full time attendance at the University for at least one full semester prior to their appointment, must have a clear code of conduct record with the Office of Student Affairs, and must have and maintain a cumulative and semester grade-point average of at least 2.5. The duties and responsibilities of the prosecuting officers will be as follows. 1. He/she will be well versed in the rules and regulations of the Student Court. 2. He/she will be well versed in the rules and regulations of the University. 3. He/she will prosecute students before the appropriate court or council to the best of his/her ability. 4. He/she will prepare and summon witnesses for the prosecution. 5. He/she will prepare evidence for the prosecution. 6. He/she will keep any conferences with students strictly confidential."
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"text": "“Coming together is a beginning. Keeping together is progress. Working together is success.”\nHenry Ford"
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"text": "The Chief Justice/Chairperson of each judicial body may select additional officers and staff as needed. These officers must have been in full-time attendance at the University for at least one full semester prior to their appointment, must have a clear conduct record with the Office of Student Affairs, and must have and maintain a cumulative and semester grade-point average of at least 2.5. These officers or staff persons shall be non-voting."
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