Assembly Procedures

Section 3 Assembly Procedures

Ad Hoc Guidelines Committee Approved 24 May 23

3. Assembly Procedures

Guiding Principles in developing the Group Conscience of an Assembly:

- Our Assemblies are guided by the 36 spiritual principles from AA’s 3 legacies of Recovery (Steps), Unity (Traditions) and Service (Concepts)
- Everyone has the right to understand and participate in how the Assembly forms a group conscience.
- All attending an Assembly are invited to join the discussion. However, all who wish to speak will be heard before anyone may speak a second time.
- Only Voting Members have the right to make or second a motion and vote;
- Only urgent matters, such as a Point of Order (see Section 3.4) may interrupt the discussion.
- Only one thing (the motion on the table) can be discussed at a time.

Quick Reference (For Agenda setting, see Section 2)

3.1 Motions

When an item of New Business on an Assembly Agenda is presented to the attendees of the Assembly, the item is presented as a Motion. A motion is the topic under discussion (e.g., I move that we add a coffee break to this meeting). A motion requires a second to be considered. Each motion must be disposed of (passed, defeated, tabled, referred to committee, or postponed).

3.2 Simple Changes

When the idea of a motion being discussed can be improved with simple word changes, then do the following:

After recognition by OIAA Chair, move to amend by:

- adding words,
- striking words or
- striking and inserting words.

The original motion maker and the seconder must agree to the changes.

3.3 Beyond Simple Changes

When the idea of a motion being discussed can be improved with more than simple word changes, then do the following:

After recognition by OIAA Chair, move to amend the motion by providing your changes to the original motion. An amendment may be in any of the following forms:

- to insert;
- to strike out;
- add (i.e. place at the end of);
- to strike out and insert, (i.e. substitute)

Amendments must be directly related to the main motion and cannot change the wording in such a way that it changes the intention of the motion that it seeks to amend. No independent new matter can be introduced under cover of an amendment. Motions to amend require a 2/3 majority.

3.4 A Point of Order

When confused about a procedure in use and want clarification, without recognition, call for a Point of Order to the person designated by the Chair to receive them. The OIAA Chair will ask that the question be stated and the Chair will attempt to clarify the situation.

3.5 Motion Removal

A motion that does not have a second can be withdrawn by the motion maker. A motion that appears on the agenda belongs to the Assembly. The motion maker, with the consent of the seconder, may request the motion be removed by a simple majority vote.

3.6 Minority Opinion and Motion to Reconsider-

3.6.a After the results of a vote have been announced, the Chairperson will ask for “Minority Opinion.” The minority opinion must come from the side that lost the vote. The chairperson asks if anyone would like to change their vote. If there are no changes the vote stands and no reconsideration is needed.

3.6.b Following minority opinion, a member from the side that won the vote may make a motion to reconsider the vote. This motion requires a second which can come from any side. There is no discussion, and the chair requests a vote from the body. A simple majority is required from the voting assembly. If the motion to reconsider passes, then the original vote is set aside and discussion on the motion is reopened.

3.7 A Motion to Postpone

A move to postpone to a definite time or date provides more time to study the proposal.

3.8 Motion to Suspend

A move to suspend a motion may be made any time during the discussion without additional comment. The motion may be returned for discussion at any time during the meeting. If the motion is not returned for discussion by the end of the next meeting, it is ended. To suspend a motion requires a simple majority.

3.9 Returning a Motion for More Information

If more study and/or investigation is required for the idea being discussed, then move to send the motion back either to the motion maker or to a specific committee. Requires a 2/3 majority.

3.10 Making a Motion During the Assembly

To bring up a new idea before the Assembly, a motion can be made at any time but will only be considered after all the Assembly business has been completed. After recognition by OIAA’s Chair, the motion maker is given two (2) minutes to present the rationale for it. The motion requires a second from a Voting member. After the motion is made, the Chair will ask if a Voting Member desires to decline to consider the motion.

3.11 Declining to Consider a Motion Made During an Assembly

A Voting Member may make a motion to decline to hear a motion made during an Assembly. There must be a second to the motion and it must pass by a 2/3 majority.

3.12 Ending the Discussion

Any member may make a motion to end the discussion and proceed directly to a vote. Any member may second the motion. There is no discussion and a 2/3 majority is required to end the discussion.

If the motion to end discussion passes, the chairperson calls for a vote on the original motion.

3.13 Summary of Assembly Procedures

The Summary of Procedure chart is a new visual aide being included with the updated Motion section. This chart will be available to all participants on the website.

Type of Motion	Comments	Requires a Second?	Is Debatable?	Vote Required For Approval	Minority Opinion Heard?
3.1 Motion	Reviewed by the Board	YES	YES	Two-thirds	YES
3.2 Simple Changes	No vote required	YES By Seconder	No	n/a	n/a
3.3 Beyond Simple Changes	Changes voted on	YES	YES	Two-thirds	YES
3.6a Minority Opinion	After the results of a vote have been announced, the Chairperson will ask for “Minority Opinion.” The minority opinion must come from the side that lost the vote. The chairperson asks if anyone would like to change their vote. If there are no changes the vote stands, and no reconsideration is needed	YES	NO	Simple Majority	NO
3.6.b Motion to Reconsider	Following minority opinion, a member from the side that won the vote may make a motion to reconsider the vote. If the motion to reconsider passes, then the original vote is set aside and discussion on the motion is reopened.	Yes	NO	Simple Majority	NO
3.7 Motion to Postpone	Made without comment	YES	NO	Simple Majority	NO
3.8 Motion to Suspend	Made without comment	YES	NO	Simple Majority	NO
3.9 Returning a Motion for More information	Made without comment	YES	YES	Two-thirds	NO
3.10 Making a Motion During an Assembly	Made without comment	YES	NO	n/a	n/a
3.10 (Continued) Voting on a Motion During an Assembly	Maker is given two (2) minutes to present. Considered after all new and old business is concluded.	n/a	YES	Two-thirds	YES
3.11 Declining to Consider a Motion Made During an Assembly	Made without comment	YES	NO	Two-thirds	NO
3.12 Ending the Discussion	Made without comment	YES	NO	Two-thirds	NO