BACK COUNTRY HORSEMEN OF IDAHO
BOOK 2
RULES OF ORDER
BCHI Governance System
Draft | Version 11 | Last Updated October 7, 2026
Approval Authority: Convention / Delegates
About
Permanent Numbering Standard
Book 2 uses the RO-100 series. Identifiers are permanent and shall not be reused. When a provision is repealed, its identifier is retired; new material receives the next available identifier within the applicable subject group.
The Book of Rules of Order establishes the operational governance of BCHI. It defines how decisions are made, how authority is exercised, and how organizational actions are carried out between meetings of the membership, ensuring consistency, accountability, and lawful administration.
The Book of Rules explains how BCHI works day-to-day. It tells members who can make decisions, how meetings and votes are handled, and how the organization carries out its responsibilities between conventions. Its goal is to keep BCHI fair, consistent, and running smoothly.
Table of Contents
RO-101 — PURPOSE AND AUTHORITY
RO-102 — SCOPE
RO-103 — BOARD OF DIRECTORS MEETINGS
RO-104 — MOTIONS
RO-105 — RESOLUTIONS
RO-106 — PARLIAMENTARY AUTHORITY
RO-107 — BYLAW AMENDMENTS
RO-108 — RULES OF ORDER AMENDMENTS
RO-109 — POLICIES & STANDING RULES
RO-110 — CHAPTER COMPLIANCE ACTIONS
RO-111 — COMMITTEES
RO-112 — DOCUMENT CONTROL
RO-113 — FORMS AUTHORIZATION AND CONTROL
RO-114 — Appendix Authority
RO-115 — APPENDICES
RO-116 — Debate
RO-117 — APPLICATION OF VOTING AND ELECTIONS
RO-118 — CONVENTION BUSINESS AND FLOOR PRIVILEGES
RO-119 — ELECTRONIC PARTICIPATION
RO-120 — SUSPENSION OF RULES AND EMERGENCY ACTION
RO-121 — GOVERNANCE DOCUMENT CONTROL RULE
RO-122 — EFFECTIVE DATE
RO-101 — PURPOSE AND AUTHORITY
These Rules of Order are adopted and may be substantively amended only by the members acting through duly certified delegates, as provided in the BCHI Bylaws. The Board of Directors administers and implements these Rules between meetings of the delegates but may not independently make a substantive change to them.
The RO implement and clarify procedures authorized by the Bylaws and shall not conflict with:
BCHI Articles of Incorporation
BCHI Bylaws
applicable law
These Rules of Order govern the conduct of meetings.
In the event of conflict, the Bylaws shall control.
RO-102 — SCOPE
These Rules govern the conduct of meetings and related procedural matters.
They govern how authority is exercised, not how day-to-day tasks are performed.
Operational steps are contained in the Book of Procedures.
RO-103 — BOARD OF DIRECTORS MEETINGS
Section 1 – Application
These rules govern meetings of the Board of Directors and shall apply unless otherwise provided in the Bylaws.
Section 2 – Regular and Special Meetings
Regular Board meetings shall be held at the times established by the Board. A special Board meeting may be called by the President or by any other person or number of directors authorized by applicable law, the Bylaws, or a standing rule adopted by the Board.
Only business within the stated purpose of a special meeting may be acted upon unless every voting director is present and unanimously consents to consider an additional matter that may lawfully be considered without further notice.
Section 3 – Notice
Notice of a regular or special Board meeting shall state the date, time, location or electronic access method, and, for a special meeting, the purpose of the meeting. Notice shall be delivered within the period required by applicable law, the Bylaws, or an adopted policy. If no controlling period applies, notice shall be given at least seven (7) calendar days before a regular meeting and at least forty-eight (48) hours before a special meeting.
Notice may be waived only as permitted by applicable law. Attendance constitutes waiver of notice except when a director attends solely to object that the meeting was not lawfully called or noticed.
Section 4 – Agenda and Supporting Materials
An agenda shall be distributed with the notice or as soon thereafter as practicable. The agenda shall identify proposed action items and any matter for which special notice is required. Failure to include an ordinary item on a regular-meeting agenda does not prevent consideration unless the Bylaws, these Rules, or applicable law requires advance notice.
Section 5 – Consent Agenda
Routine, noncontroversial matters may be grouped on a consent agenda. Adoption of the consent agenda approves all listed items by one motion without separate debate. At the request of any voting director before the vote, an item shall be removed and considered separately. A consent agenda may not be used to conceal a conflict of interest, bypass required notice, or approve an action requiring a separate vote or greater voting threshold.
Section 6 – Voting Authority
Each voting director shall be entitled to one (1) vote. Nonvoting ex officio participants shall not vote, and an Alternate may vote only while officially replacing a Director as provided in the Bylaws.
Voting rights may be exercised only by Board members personally present or participating through authorized electronic means.
Proxy voting shall not be permitted.
Section 7 – Quorum
A quorum of the Board of Directors shall consist of a majority of the duly seated Directors.
For purposes of determining quorum:
1. Only duly certified and seated directors shall be counted;
2. Vacant directors positions shall not be counted;
3. A quorum must be present at the time business is conducted;
4. Once a quorum is established, it shall be presumed to continue unless a point of order is raised and sustained.
Section 8 – Loss of Quorum
If a quorum is not present, no business shall be conducted except to recess, adjourn, or take measures to obtain a quorum.
Section 9 – Vote Required
Unless otherwise specified in the Bylaws, action of the Board of Directors shall be determined by a majority vote of the Directors present and voting at a meeting at which a quorum is present.
Actions requiring a greater vote under the Bylaws shall meet the specified threshold.
Section 10 – Methods of Voting
Voting may be conducted by voice vote, show of hands, standing vote, ballot, roll call, or electronic means, as determined by the presiding officer or required by these Rules.
Section 11 – Electronic Participation
Board members may participate in meetings through electronic means when authorized, provided that all participants can hear and be heard and that participation is verified.
Electronic participation shall constitute presence in person for all purposes, including quorum and voting.
Section 12 – Conduct of Voting
The presiding officer shall state the question, ensure that debate has concluded, and conduct the vote using an appropriate method.
The presiding officer shall announce the result of each vote.
Section 13 – Verification and Recount
Any Board member may request verification of a vote. The presiding officer may order a recount or a different method of voting to ensure accuracy.
Section 14 – Conflict of Interest
A Board member with a conflict of interest shall disclose the conflict and shall abstain from voting in accordance with applicable policies.
Section 15 – Executive Session
The Board may enter executive session only for a lawful and stated purpose, including legal advice, personnel, confidential negotiations, investigations, safety or security, or another matter whose confidentiality is authorized or required by law or BCHI policy. Entry into executive session requires a motion approved by a majority vote unless a greater vote is required by law.
Only persons whose participation is reasonably necessary may remain. No final binding action shall be taken in executive session unless applicable law expressly permits it. Any required final action shall be taken in open session. The minutes shall record the motion to enter executive session, the general purpose, the time entered and ended, and any action taken after returning to open session, without disclosing protected information.
Section 16 – Emergency Board Action
When delay would threaten people, animals, property, records, finances, legal rights, or continued operations, the Board may hold an emergency meeting with the notice reasonably practicable under the circumstances. Emergency status does not suspend quorum, voting thresholds, conflict requirements, or limits on Board authority. The minutes shall state the emergency and the reason ordinary notice could not be provided. Emergency officer action is governed by RO-120 and the Bylaws.
Section 17 – Minutes and Recordkeeping
Minutes shall record the meeting date, time, place or electronic format; notice or waiver; directors and authorized participants present; the presence or loss of quorum; the exact wording and disposition of each motion; vote results and counted votes when required; disclosed conflicts and abstentions; executive-session entries and exits; and adjournment. Minutes are the record of actions taken and need not be a transcript of debate.
The detailed workflow for preparing notices, agendas, voting materials, and minutes is contained in Book 4, Procedure MTG-01.
Section 18 — Order of Business
The order of business shall be:
5. Call to Order
6. Attendance and Quorum Report
7. Establishment of Quorum
8. Approval of Agenda
9. Approval of Minutes
10. Officer Reports
11. Committee Reports
12. Unfinished Business
13. New Business
14. Elections (if applicable)
15. Adjournment
RO-104 — MOTIONS
Section 1 — Definition
A motion is a proposal made during a meeting for the assembly to take action.
When adopted, motions become official decisions recorded in the minutes.
Section 2 — Authority
Any voting member may make a motion unless restricted by the Bylaws.
Section 3 — Proper Use
Motions are used to:
approve expenditures
authorize activities
adopt resolutions
adopt or amend RO or policies
direct officers
The following motions shall be recognized:
Main Motion — to introduce or direct business;
Amend — to modify a motion;
Refer to Committee — to assign further study;
Previous Question — to close debate;
Postpone — to delay consideration;
Adjourn — to close the meeting;
Recess — to temporarily pause;
Point of Order — to enforce rules;
Appeal — to challenge the ruling of the chair;
Reconsider — to revisit a previous decision.
The presiding officer shall rule on the admissibility and priority of motions in accordance with these Rules and Robert’s Rules of Order Newly Revised.
See Appendix L — Motion Types and Order of Precedence.
Section 4 — Improper Use
Motions shall NOT be used to:
amend bylaws
override governing documents
create standing rules
grant authority not allowed by bylaws
Section 5 — Processing a Motion
Unless a rule governing the particular motion provides otherwise, a motion is processed in the following order:
16. Motion Made — A member obtains recognition and states the motion;
17. Second — Another member seconds the motion to indicate support for consideration;
18. Statement of the Motion — The presiding officer restates the motion for the assembly;
19. Debate — Members may discuss the motion when recognized;
20. Vote — The presiding officer calls for a vote using an appropriate method;
21. Announcement — The presiding officer announces the result of the vote.
An amendment must be germane to the pending motion and may not convert it into a fundamentally different question. Only one primary amendment and one secondary amendment may be pending at a time. Adoption of an amendment changes the pending motion but does not adopt the motion as amended.
Section 6 — Recording
The Secretary records:
exact wording
mover
vote result
Section 7 — Order of Precedence of Motions
When more than one motion is pending, motions shall be considered in the following order of precedence, with higher-ranked motions taking priority over lower-ranked motions:
22. Privileged Motions
Adjourn;
Recess;
Question of Privilege;
Orders of the Day.
23. Subsidiary Motions
Previous Question (Close Debate);
Limit or Extend Debate;
Postpone to a Certain Time;
Refer to Committee;
Amend.
24. Main Motion
Incidental motions (such as Point of Order, Appeal, and Division of the Assembly) may be raised at any time and shall be decided immediately.
A motion of higher precedence shall be decided before a motion of lower precedence.
The presiding officer shall rule on the precedence and admissibility of motions in accordance with these Rules and Robert’s Rules of Order Newly Revised.
RO-105 — RESOLUTIONS
An adopted resolution does not amend the Bylaws or Rules of Order. A resolution may propose, recommend, or transmit an amendment, but the governing document is changed only through the formal amendment process and required notice and vote established by the Bylaws and RO-107 or RO-108.
Section 1 — Purpose
Resolutions are formal motions used to express positions, adopt authorized policies, direct actions of Back Country Horsemen of Idaho, or propose an amendment for consideration under the applicable formal amendment procedure. A resolution by itself does not amend the Bylaws or the Rules of Order.
Section 2 — Form of Resolution
Resolutions shall be submitted in written form and should include:
25. A title;
26. One or more “WHEREAS” clauses stating the background or justification; and
27. One or more “RESOLVED” clauses stating the action or position to be adopted.
Section 3 — Submission
Resolutions shall be submitted in advance in accordance with Procedures established by the Board.
Late submissions may be accepted only by a two-thirds (2/3) vote of the assembly.
Section 4 — Review
The presiding officer may refer resolutions to a committee for review prior to consideration by the assembly.
Section 5 — Consideration
Resolutions shall be presented to the assembly as main motions.
Each resolution shall be:
Properly moved and seconded;
Stated by the presiding officer;
Open to debate;
Subject to amendment in accordance with these Rules.
Section 6 — Voting
Voting on resolutions shall be conducted in accordance with the Bylaws.
Only duly certified and seated delegates may vote.
Section 7 — Amendments to Resolutions
Resolutions may be amended by motion during consideration, provided such amendments do not change the fundamental intent without proper notice, if required by the Bylaws.
Section 8. — Recording
All adopted resolutions shall be recorded in the official minutes and maintained as part of the permanent records of BCHI.
The official Book 5 forms are DC-03 — Resolution Submission Form and, for a chapter submission, CH-04 — Chapter Issue / Resolution Submission. A counted vote on a resolution shall be recorded on DC-05 — Vote Tally Sheet.
RO-106 — PARLIAMENTARY AUTHORITY
Meetings shall be conducted using Robert’s Rules of Order Newly Revised, except where superseded by BCHI Bylaws or Rules of Order.
The presiding officer rules on procedure, subject to appeal.
If a quorum is not present, the presiding officer shall announce the absence of a quorum. The assembly may recess, adjourn, or take steps to secure a quorum. No binding action may be taken.
RO-107 — BYLAW AMENDMENTS
Section 1 — Authority
Only the membership may amend BCHI Bylaws.
The Board of Directors facilitates the process.
Section 2 — Who May Propose
Bylaw amendments may be proposed by:
BCHI Chapters
Board of Directors
Authorized committees
All proposals must be in writing.
Section 3 — Submission
Proposals are submitted to the Secretary using GOV-09 — Bylaw Amendment Proposal, the official bylaw-amendment form.
Section 4 — Board Review
The Board of Directors may:
verify format
check consistency
recommend clarification
The Board of Directors may not block properly submitted amendments except for illegality or incompleteness.
Section 5 — Advance Notice
Exact amendment text must be distributed to chapters and delegates per Bylaws.
Failure to provide 30 days notice invalidates the vote.
Section 6 — Vote
Bylaw amendments require a two-thirds (2/3) vote (super majority) of the duly certified and seated delegates.
Voting shall be conducted by voice vote, show of hands, standing vote, ballot, or other method as determined by the presiding officer or required by these Rules. Only duly certified and seated delegates shall be entitled to vote.
Proxy voting shall not be permitted.
Section 7 — Documentation
The amendment, notice, delegate action, vote result, effective date, and adopted text shall be preserved in BCHI’s permanent records. The operational workflow for preparing the amendment packet, updating the official Bylaws, archiving the prior version, and publishing the adopted version is contained in Book 4, Procedures DOC-01 and DOC-02.
RO-108 — RULES OF ORDER AMENDMENTS
Section 1 — Proposal
Any director, officer, affiliated chapter, or duly certified delegate may propose a Rules of Order amendment in writing.
Proposals are submitted to the Secretary using GOV-16 — Rules of Order Amendment Proposal, the official Rules of Order change form.
The proposed amendment shall be reviewed and distributed in accordance with the notice requirements established by the Bylaws and these Rules. The notice must identify the affected provision and provide the proposed language or a summary sufficient to explain its substance and effect.
Section 2 — Substantive Amendments
A substantive amendment to these Rules of Order requires approval by a majority vote of the duly certified delegates present and voting at a properly called Annual Convention or authorized membership meeting at which a quorum is present, unless the Bylaws or applicable law requires a greater vote.
The Board of Directors may review a proposed amendment and make recommendations before it is presented to the delegates, but it may not adopt, amend, repeal, or replace a substantive provision of these Rules.
Section 3 — Administrative Corrections
The Board of Directors may authorize corrections limited to typographical errors, formatting, numbering, and cross-references, provided that the correction does not alter the meaning, intent, effect, voting rights, approval authority, or other substantive requirement of these Rules. An administrative correction is not an amendment and shall be reported to the delegates at the next Annual Convention.
Section 4 — Documentation
The proposal, notice, delegate action, vote result, effective date, and adopted text shall be preserved in BCHI’s permanent records. The operational workflow for updating the official Rules of Order, recording the revision, archiving the prior version, and distributing the current version is contained in Book 4, Procedure DOC-01.
RO-109 — POLICIES & STANDING RULES
Policies and Standing Rules may be adopted or amended by Board of Directors motion as authorized by the Bylaws Article X.
Policies establish requirements.
Standing Rules govern meeting conduct.
Procedures remain separate.
RO-110 — CHAPTER COMPLIANCE ACTIONS
Section 1 — Scope and Initiation
A compliance, ethics, or disciplinary matter involving a member or chapter may be initiated by a member, chapter, officer, director, or authorized committee using the applicable Book 5 form or other written notice permitted by policy. The submission shall identify the conduct or deficiency at issue with sufficient detail to permit review.
Section 2 — Investigation and Decision Authority
The Board of Directors may authorize a disinterested officer, committee, or investigator to gather facts and make findings or recommendations. Unless authority is reserved elsewhere by law or the Bylaws, final discipline shall be imposed by the Board of Directors. An investigator or committee does not possess independent disciplinary authority unless expressly granted by a controlling governance provision.
Section 3 — Notice and Opportunity to Respond
Before final discipline is imposed, the affected member or chapter shall receive written notice of the material allegations or compliance deficiencies, the potential or proposed action, and a reasonable opportunity to submit a written response and, when required by policy or the circumstances, to be heard by the deciding body.
Section 4 — Conflicts and Recusal
A person with an actual or material conflict of interest concerning the matter shall disclose the conflict and shall not investigate, deliberate, vote, or otherwise participate in the decision except to provide requested factual information, as permitted by law and BCHI policy.
Section 5 — Available Actions
Subject to the Bylaws and applicable law, actions may include a written warning, corrective-action requirement, probation, temporary suspension of specified privileges or activities, suspension of chapter affiliation when authorized, removal from an appointed position, or a recommendation to the delegates concerning an action reserved to them. No disciplinary action may remove an elected officer or National Director except through the removal process authorized by the Bylaws and applicable law.
Section 6 — Written Decision and Record
The final decision shall identify the action taken, its effective date and duration if applicable, any corrective conditions, and the appeal right. The decision and supporting record shall be maintained in accordance with BCHI records, privacy, and confidentiality requirements.
Section 7 — Appeal
A member or chapter subject to final discipline imposed by the Board may appeal to the delegates at the next Annual Convention or at an authorized membership meeting. The appeal shall be filed within the period established by policy and shall identify the decision challenged and the basis for review. The delegates may affirm, modify, reverse, or remand the disciplinary action within their lawful authority. Filing an appeal does not automatically stay the action unless a stay is granted by the Board, the delegates, or controlling policy.
Section 8 — Forms and Procedures
CE-03 — Ethics Complaint Report, CE-04 — Disciplinary Action Record, CE-05 — Appeal Request Form, CE-06 — Whistleblower Report Form, CE-07 — Compliance Notice and Corrective Action Response, and CH-05 — Chapter Good Standing Certification shall be used when applicable. Detailed investigation, notice, hearing, appeal, confidentiality, and recordkeeping steps may be established by Book 3 policy and Book 4 procedure, but no lower-level document may expand disciplinary authority beyond the Bylaws or these Rules.
RO-111 — COMMITTEES
The President appoints committees unless otherwise provided.
Committees report to the Board of Directors.
Committees do not possess independent authority.
RO-112 — DOCUMENT CONTROL
The Secretary maintains official copies of:
Bylaws
Rules of Order
Policies
Procedures
Forms& Appendices
Only current versions are authoritative.
RO-113 — FORMS AUTHORIZATION AND CONTROL
Section 1 — Purpose
This Article establishes authority and procedures for the creation, amendment, retirement, and publication of official BCHI forms.
Forms are administrative tools used to implement these Rules of Order and the Book of Procedures. Forms do not create policy and shall not conflict with BCHI Bylaws, Rules, or Policies.
Section 2 — Official Forms
Only forms authorized under this Article shall be considered official BCHI forms.
Official forms shall be:
Listed in the BCHI Book of Forms
Assigned a unique BCHI file name
Published on the official BCHI website
Maintained as fileable PDFs and/or online submission formats and/or downloadable in a format approved by the Board of Directors
Printed copies are informational only.
Section 3 — Authority to Create or Modify Forms
The Board of Directors (Board of Directors) by majority vote is granted authority to:
Approve new forms
Amend existing forms
Retire obsolete forms
Routine administrative updates (formatting, layout, field clarification, contact information) may be approved by the President or Secretary without Board of Directors vote, provided no substantive content is changed.
Section 4 — Substantive vs Administrative Changes
Secretary maintains official forms
Board approves substantive changes
Administrative edits do not require formal action
Substantive changes include:
Adding or removing required information
Changing approval authority
Altering reporting obligations
Modifying legal or compliance language
Substantive changes require Board of Directors approval.
Administrative changes include:
Typographical corrections
Layout improvements
Field resizing
Branding updates
Administrative changes do not require Board of Directors approval.
Section 5 — Adoption and Publication
Forms become effective upon posting to the official BCHI website document library.
Superseded forms shall be archived and marked “SUPERSEDED – DO NOT USE.”
Section 6 — Relationship to Other Governing Documents
Forms are subordinate to BCHI Bylaws, Rules of Order, Policies, and Procedures.
In the event of conflict, governing documents prevail.
Section 7 — Review
The Book of Forms shall be reviewed annually by the Secretary or Administrator and presented to the Board of Directors for confirmation of accuracy and completeness.
RO-114 — Appendix Authority
Section 1 — Purpose
The Appendices to the Rules of Order are established to identify and reference official forms and implementation tools necessary to carry out the governance functions of Back Country Horsemen of Idaho (BCHI).
Appendices do not create independent governing authority but serve as administrative references supporting these Rules of Order.
Section 2 — Hierarchy
In the event of conflict:
28. The BCHI Bylaws shall control.
29. The Rules of Order shall control over any Appendix.
30. The Book of Forms governs template format and required fields.
31. Appendices shall not amend, supersede, or conflict with the Bylaws or the Rules of Order.
Section 3 — Form Control
All forms referenced in the Appendices are maintained exclusively in the BCHI Book of Forms.
The Book of Forms governs:
Format
Required fields
Numbering
Version control
Submission process
Only the current version published in the Book of Forms is official.
Section 4 — Amendment
Any substantive amendment to an Appendix incorporated into these Rules of Order requires delegate approval under RO-108. The Board of Directors may authorize only non-substantive administrative corrections and updates to references identifying current Book 5 forms, provided that no governing requirement is changed.
Changes to form structure or content shall be made within the Book of Forms consistent with applicable governance authority.
RO-115 — APPENDICES
Section 1 — Adoption
The following Appendices are hereby adopted as part of these Rules of Order and are binding upon all BCHI officers, directors, chapters, and members.
Appendices may contain standardized operational tools, compliance requirements, templates, and procedural references authorized by these Rules.
Section 2 — Authorized Appendices
The following Appendices are established as official references to forms maintained in the BCHI Book of Forms & Appendices:
Appendix A — Motion & Resolution Forms Reference
Appendix B — Compliance Notice Forms Reference
Appendix C — Emergency Action Forms Reference
Appendix D — Standing Rule Proposal Forms Reference
Appendix E — Meeting Minutes & Recording Forms Reference
Appendix F — Delegation & Authorization Forms Reference
Appendix G — Disciplinary Action Forms Reference
Appendix H — Financial Authorization Forms Reference
Appendix I — Insurance & Risk Management Forms Reference
Appendix J — Membership Administration Forms Reference
Appendix K — Records Management Forms Reference
Appendix L — Motion Types and Order of Precedence
All templates, formats, and required fields are maintained exclusively in the BCHI Book of Forms & Appendices. Only the current version published in the Book of Forms is official. Printed or locally saved copies may be outdated.
Revisions to Forms & Appendices shall be made in accordance with the Book of Forms and applicable Rules of Order.
Section 3 — Amendment Authority
Any substantive amendment to an Appendix incorporated into these Rules of Order requires approval by the delegates under RO-108. The Board of Directors may make only the administrative corrections and form-reference updates authorized by RO-114.
Appendices shall not conflict with Bylaws or these Rules.
Section 4 — Status
Appendices are subordinate to these Rules of Order and are intended to support implementation.
RO-116 — Debate
Section 1. Purpose
Debate shall allow fair and orderly discussion of motions while ensuring efficient conduct of business.
Section 2. Recognition
Members wishing to speak must first be recognized by the presiding officer.
No member may speak without recognition.
Section 3. Priority of Speakers
Members who have not spoken on a motion shall be given priority over those who have already spoken.
At meetings of delegates, duly certified delegates shall have priority over non-delegates.
Section 4. Speaking Limits
No member may speak more than two (2) times on the same motion while others who have not spoken wish to be heard.
Section 5. Time Limits
Each speech shall be limited to two (2) minutes unless extended by a vote of the assembly.
Section 6. Relevance of Debate
All remarks must be confined to the motion under consideration.
The presiding officer shall rule a speaker out of order if remarks are irrelevant, repetitive, or not germane to the motion.
Section 7. Control of Debate
The presiding officer shall enforce the rules of debate and may:
Direct a speaker to conclude remarks;
Rule a speaker out of order;
Refuse recognition to a member who persists in improper debate;
Restore order if multiple members attempt to speak at once.
Section 8. Limiting or Closing Debate
Debate may be limited or closed by a motion requiring a two-thirds (2/3) vote.
Section 9. Interruptions
Members shall not interrupt a speaker except:
To raise a Point of Order;
To raise a Question of Privilege;
When recognized by the presiding officer.
Section 10. Decorum
All members shall conduct themselves in a respectful manner.
Personal attacks, disruptive behavior, or repeated violations of these rules may result in loss of speaking privileges for that motion, as ruled by the presiding officer and subject to appeal.
RO-117 — APPLICATION OF VOTING AND ELECTIONS
The rules governing voting shall apply to all meetings of BCHI, including meetings of delegates at the Annual Convention and meetings of the Board of Directors, unless otherwise specified in the Bylaws.
Section 1 — Convention Voting:
At meetings of delegates, only duly certified and seated delegates shall be entitled to vote.
Section 2 — Board Voting:
At meetings of the Board of Directors, each Board member shall be entitled to one vote.
Section 3 — Majority vs. Supermajority
Unless a greater vote is required by applicable law, the Articles of Incorporation, the Bylaws, or these Rules, ordinary action by either the delegates or the Board of Directors shall be approved by a majority of the votes cast by those entitled to vote and present and voting at a meeting at which a quorum is present.
The following voting thresholds apply:
Adoption, amendment, repeal, or replacement of the Bylaws requires a two-thirds (2/3) vote of the delegates;
Adoption or substantive amendment of the Rules of Order requires a majority vote of the delegates;
Election of an officer requires a majority vote of the delegates;
Removal of an officer elected by the delegates requires a two-thirds (2/3) vote of the delegates;
Approval of a merger or dissolution requires a two-thirds (2/3) vote of the delegates unless applicable law or the Articles of Incorporation require a greater vote; and
Suspension of the Rules of Order, limitation or closure of debate, waiver of required notice when permitted, and any other action expressly identified in the Bylaws or these Rules as requiring a two-thirds (2/3) vote require a two-thirds (2/3) vote.
Section 4 — Conflict with Bylaws
In all cases, voting requirements established in the Bylaws shall control over these Rules.
Section 5 — Voting Methods
Voting may be conducted by voice, unanimous consent, show of hands, standing count, roll call, written ballot, or secure electronic method. The presiding officer shall select a method reasonably suited to the question, subject to any method required by the Bylaws or these Rules and subject to the assembly’s right to order a counted vote or ballot as permitted by parliamentary authority.
Proxy voting is prohibited. An abstention is not a vote cast unless applicable law or a controlling governing provision states otherwise.
Section 6 — Elections
Officer and National Director elections shall be conducted at the Annual Convention by duly certified and seated delegates. Nominations may be made by a nominating committee and from the floor, and a nominee must consent to serve.
An uncontested election may be conducted by voice vote or unanimous consent. A contested election shall be conducted by secret ballot unless the delegates unanimously authorize another method consistent with the Bylaws. Election requires a majority of votes cast. If no candidate receives a majority, additional ballots shall be taken in accordance with the announced election rules until a candidate is elected. EL-01 — Election Ballot is the official paper-ballot form.
The tellers’ report shall state the number of votes cast, votes necessary for election, votes received by each candidate, illegal or blank ballots when relevant, and the result announced by the presiding officer. TEL-01 — Tellers Report shall document election results, and DC-05 — Vote Tally Sheet shall document counted votes. Detailed ballot preparation, teller instructions, counting, recount, and retention steps are contained in Book 4, Procedure MTG-02.
RO-118 — CONVENTION BUSINESS AND FLOOR PRIVILEGES
Section 1 – Convention Authority and Business
The Annual Convention is the regular meeting of BCHI’s members acting through duly certified and seated delegates. The Convention may conduct all business within delegate authority under the Bylaws, including elections and properly noticed amendments.
The Credentials Committee shall report the chapters eligible for representation, certified delegates and alternates, delegates seated, and whether quorum exists. The assembly shall determine any disputed credential or seating question, subject to the Bylaws and adopted credential rules. CH-02 — Chapter Delegate Authorization and DC-01 — Delegate Certification Form shall document chapter authorization and delegate certification. DC-02 — Credentials Committee Report and DC-06 — Credentials Committee Report and Quorum Certification shall document review, seating, and quorum. Detailed certification and seating steps are contained in Book 4, Procedure MTG-02.
Section 2 – Special Meetings of Delegates
A special meeting of the delegates may be called only as authorized by the Bylaws. Notice shall state the date, time, location or electronic access method, and each purpose for which the meeting is called. Only business within a stated purpose may be acted upon.
Notice shall be provided at least fourteen (14) days before the meeting unless applicable law or the Bylaws require a longer period. A special-meeting notice involving removal, amendment, merger, dissolution, or another specially regulated action shall include the information required by the controlling provision.
Section 3 – Convention Agenda and Consent Agenda
The proposed agenda shall be distributed in advance and presented for adoption after the credentials report and determination of quorum. The delegates may amend the agenda subject to required notice and any special order previously adopted.
Routine reports, approval of prior minutes, and other noncontroversial matters may be placed on a consent agenda. At the request of any seated delegate before the vote, an item shall be removed and considered separately. A consent agenda may not be used for elections, bylaw or Rules of Order amendments, removal, merger or dissolution, or another matter requiring individual consideration, special notice, ballot, or a greater vote.
Section 4 – Order of Business
Unless the delegates adopt a different agenda consistent with required notice, Convention business shall proceed in this order: call to order; credentials report; determination of quorum; adoption of agenda; approval of minutes; consent agenda; officer and committee reports; unfinished business; new business; elections; announcements; and adjournment.
Section 5 – Convention Minutes
Convention minutes shall contain the information required by RO-103, Section 17, adapted to a delegate meeting, and shall also record the credentials report, chapters represented, number of certified and seated delegates, quorum determination, election results, and the text and disposition of amendments and resolutions. Detailed preparation and retention steps are contained in Book 4, Procedure MTG-02.
Section 6 – Privileges
Only duly recognized participants shall be entitled to speak during meetings.
32. At meetings of delegates (the convention)
Duly certified and seated delegates shall have full speaking and voting rights. Members who are in good standing and who are not delegates, once recognized may be granted the privilege of the floor by the presiding officer but shall not represent a chapter or vote.
Board members shall speak in their capacity as directors and shall not represent the official position of a chapter unless also serving as a duly certified delegate.
33. At meetings of the Board of Directors,
Duly certified Board members shall have full speaking and voting rights.
Non certified participants may be granted the privilege of the floor by the presiding officer but shall not vote or participate in deliberations except when recognized.
34. No individual shall speak on behalf of a chapter or represent the position of a chapter unless serving as a duly certified and appointed member of that chapter for that meeting.
Section 7 – Floor Control
The presiding officer shall recognize all speakers.
Duly certified Directors shall have priority in recognition.
Non-delegates may speak only with permission of the presiding officer of the assembly.
Delegates do not vote at Board meetings.
Before speaking, all speakers shall state their
Name,
chapter and
If they are speaking for themselves or the chapter
RO-119 — ELECTRONIC PARTICIPATION
Section 1 – Authorization
Meetings of BCHI may permit participation by electronic means when authorized by the presiding officer or Board of Directors.
Section 2 – Presence
Members participating through approved electronic means shall be considered present in person for purposes of quorum, debate, and voting.
Section 3 – Participation Requirements
Electronic participants must be able to:
Hear the proceedings in real time;
Be heard by the assembly when recognized;
Participate in debate;
Vote when entitled.
Section 4 – Verification
The identity of each electronic participant must be verified prior to recognition and voting.
Section 5 – Voting
Voting by electronic participants shall be conducted using methods that ensure accuracy, transparency, and the ability to verify results.
Section 6 – Technical Failure
If a participant’s connection is lost, they shall be considered absent for the duration of the disconnection.
If a widespread technical failure occurs affecting the meeting, the presiding officer may recess or adjourn until participation can be restored.
Section 7 – Authority of the Chair
The presiding officer may deny or limit electronic participation if the requirements of this Rule cannot be met.
Section 8 – Operational Administration
Platform selection, access instructions, identity checks, roll calls, electronic ballot setup, test votes, technical support, vote verification, and preservation of electronic records shall be performed under Book 4, Procedure MTG-03. EL-02 — Electronic Voting Record and Verification Log shall be used for an electronic vote; DC-05 — Vote Tally Sheet shall record the official count; and TEL-01 — Tellers Report shall also be used for an election. GOV-15 applies only to an authorized electronic Board action without a meeting and is not a substitute for an electronic-meeting voting record. Those operational steps and forms may not reduce any participation, quorum, notice, or voting requirement established by the Bylaws or these Rules.
RO-120 — SUSPENSION OF RULES AND EMERGENCY ACTION
Section 1 — Suspension
Only a Rule of Order that relates solely to parliamentary procedure for the conduct of the pending meeting may be suspended, and only by a two-thirds (2/3) vote when suspension is not otherwise prohibited.
No rule may be suspended if it implements or protects a requirement of applicable law, the Articles of Incorporation, or the Bylaws, or if it governs notice, quorum, voting or delegate rights, elections or removals, conflicts of interest or recusal, due process or appeals, financial or contracting authority, records retention or access, document-control authority, emergency-authority limits, merger, dissolution, or another substantive right or safeguard. A suspension may not create authority that BCHI or the assembly does not otherwise possess.
Section 2 — Emergency Officer Action
Emergency authority may be exercised only as provided in the Bylaws. An emergency action must be reasonably necessary, limited in duration and scope, documented promptly, and presented to the Board of Directors for ratification within the time required by the Bylaws.
Emergency action may not amend or suspend the Articles of Incorporation, Bylaws, or Rules of Order; alter delegate representation or voting rights; exercise a power reserved to delegates; elect or remove an officer or director; approve merger or dissolution; or exceed authorized financial limits.
The person invoking emergency authority shall use GOV-13 — Emergency Action Declaration, Authorization, and Ratification Record and follow the documentation, notification, expenditure, ratification, and records steps in Book 4, Procedure EMG-01. Failure to complete an operational form does not expand emergency authority or validate an action that was otherwise unauthorized.
RO-121 — GOVERNANCE DOCUMENT CONTROL RULE
The official governance books shall contain only the clean, current text. Proposed amendments, redlines or side-by-side comparisons, adoption records, revision logs, and superseded versions shall be maintained as separate records. A superseded version shall be clearly marked as not current and retained in the official archive.
The binding requirements for approval authority, notice, voting, effective dates, and administrative corrections are established by the Bylaws and the applicable governance provision. Document preparation, comparison format, version numbering, publication, and archiving steps are governed by Book 4, Procedure DOC-01.
RO-122 — EFFECTIVE DATE
These Rules of Order become effective upon adoption by the members acting through duly certified delegates at a properly called Annual Convention or authorized membership meeting at which a quorum is present. A subsequently adopted amendment becomes effective upon delegate approval unless the adopting motion specifies a later effective date.
END OF RULES OF ORDER
APPENDIX A — MOTION & RESOLUTION FORMS REFERENCE
Purpose
This Appendix identifies forms used to submit, document, consider, vote upon, and preserve motions, resolutions, and other formal actions.
Referenced Forms
DC-03 — Resolution Submission Form
Used to submit a formal resolution for consideration by the appropriate BCHI body.
CH-04 — Chapter Issue / Resolution Submission
Used by a chapter to formally submit an issue or proposed resolution for state-level consideration.
GOV-16 — Rules of Order Amendment Proposal
Used to propose a new Rule of Order or a substantive amendment, repeal, or administrative correction to an existing rule under RO-108.
GOV-04 — Board Action Without Meeting
Used when an authorized Board action is taken without conducting a regular meeting.
GOV-15 — Electronic Board Action Without Meeting (Written Consent)
Used to document authorized electronic written consent or Board action without a meeting.
DC-05 — Vote Tally Sheet
Used to record the wording or description and result of a motion when an official counted vote must be documented. Ordinary motions are otherwise recorded in the minutes and do not require a separate submission form.
Official Source
Current versions are maintained in Book 5 — Forms & Appendices.
APPENDIX B — COMPLIANCE NOTICE FORMS REFERENCE
Purpose
This Appendix identifies forms used to document compliance concerns, ethics matters, conflicts of interest, complaints, corrective actions, and appeals.
Referenced Forms
CE-01 — Code of Conduct Acknowledgment Form
Documents acknowledgment of BCHI conduct requirements.
CE-02 — Conflict of Interest Disclosure
Documents an actual, potential, or perceived conflict of interest.
CE-03 — Ethics Complaint Report
Used to formally report an alleged ethics or conduct violation.
CE-04 — Disciplinary Action Record
Documents formal disciplinary or corrective action.
CE-05 — Appeal Request Form
Used to request review or appeal of an authorized decision.
CE-06 — Whistleblower Report Form
Used to report suspected wrongdoing or other protected concerns.
CE-07 — Compliance Notice and Corrective Action Response
Used to give formal notice of a compliance deficiency, identify the required corrective action and response date, and document the response and disposition. It does not replace CE-04 when disciplinary action is imposed.
CH-05 — Chapter Good Standing Certification
Documents chapter compliance with applicable BCHI requirements.
Official Source
Current versions are maintained in Book 5 — Forms & Appendices.
APPENDIX C — EMERGENCY ACTION FORMS REFERENCE
Purpose
This Appendix identifies forms used when immediate action is required because of an emergency, safety condition, incident, or other circumstance requiring expedited organizational response.
Referenced Forms
PC-04 — Incident Report
Used to document accidents, injuries, incidents, near misses, property damage, or other significant occurrences.
RM-04 — Event Risk Assessment
Used to identify and evaluate risks associated with BCHI events and activities.
EVT-01 — Event Approval Request
Used when an event or activity requires organizational approval.
EVT-02 — Event Approval Form
Documents event approval, including safety, insurance, compliance, and authorization considerations.
EVT-03 — Event Planning Checklist
Provides the pre-event checklist for safety, emergency planning, insurance, waivers, logistics, and required documentation.
GOV-13 — Emergency Action Declaration, Authorization, and Ratification Record
Documents the declaration, required officer concurrence, temporary authority, actions taken, and two-thirds Board ratification.
GOV-04 — Board Action Without Meeting
GOV-15 — Electronic Board Action Without Meeting (Written Consent)
May be used when circumstances require expedited Board action and such action is authorized by BCHI governing documents and applicable law.
Important Limitation
Use of an emergency or expedited process does not authorize an officer, director, chapter, or committee to exceed authority granted by BCHI governing documents.
Official Source
Current versions are maintained in Book 5 — Forms & Appendices.
APPENDIX D — STANDING RULE PROPOSAL FORMS REFERENCE
Purpose
This Appendix identifies forms used to propose, consider, approve, revise, and document standing rules governing BCHI meeting conduct.
Referenced Forms
DC-04 — Standing Rule Proposal Form
Primary form for proposing a new standing rule or amendment to an existing standing rule.
DC-05 — Vote Tally Sheet
Used when a counted vote on a standing rule must be documented.
GOV-10 — Governance Interpretation Request
May be used when clarification is required concerning the relationship between a proposed standing rule and existing BCHI governance requirements.
Official Source
Current versions are maintained in Book 5 — Forms & Appendices.
APPENDIX E — MEETING MINUTES & RECORDING FORMS REFERENCE
Purpose
This Appendix identifies forms used to create and preserve the official record of BCHI meetings and formal actions.
Referenced Forms
BD-01 — Board Meeting Minutes Template
Standard template for recording Board of Directors meeting proceedings and actions.
DC-02 — Credentials Committee Report
Records delegate credential information for the Convention.
DC-05 — Vote Tally Sheet
Documents counted votes.
DC-06 — Credentials Committee Report and Quorum Certification
Documents credentials and establishment of the required Convention quorum.
TEL-01 — Tellers Report
Documents election or ballot results reported by the tellers.
EL-01 — Election Ballot
Official paper ballot for an election.
EL-02 — Electronic Voting Record and Verification Log
Documents voter-eligibility verification, the electronic method used, opening and closing times, the official tally, verification, irregularities, and the location of retained electronic records.
GOV-14 — Officer Report Form
Provides a standardized written officer report that may be received as part of the meeting record.
Records
Approved minutes and required supporting records shall be retained according to BCHI records-management requirements.
APPENDIX F — DELEGATION & AUTHORIZATION FORMS REFERENCE
Purpose
This Appendix identifies forms used to establish and document authority delegated to officers, committees, chapters, or other authorized representatives.
Referenced Forms
GOV-01 — Delegation of Authority
Defines the scope and limits of authority delegated to an officer or other authorized person.
GOV-02 — Organizational Authorization
Documents formal organizational authorization.
GOV-07 — Committee Appointment
Documents appointment and authority of a BCHI committee.
CH-02 — Chapter Delegate Authorization
Documents a chapter’s authorization of its Convention delegates.
DC-01 — Delegate Certification Form
Certifies delegates for participation in the Annual Convention.
CP-01 — Cooperative Project Agreement / Memorandum of Understanding Record
Documents authorized responsibilities when BCHI works with another organization.
Principle
No form by itself grants authority that BCHI does not possess or that has not been authorized under the Bylaws, Rules of Order, or applicable policies.
APPENDIX G — DISCIPLINARY ACTION FORMS REFERENCE
Purpose
This Appendix identifies forms used to document complaints, investigations, disciplinary actions, corrective measures, and appeals.
Referenced Forms
CE-03 — Ethics Complaint Report
CE-04 — Disciplinary Action Record
CE-05 — Appeal Request Form
CE-06 — Whistleblower Report Form
CE-02 — Conflict of Interest Disclosure, when relevant to the matter.
Due Process
Use of these forms shall be consistent with applicable BCHI notice, review, hearing, appeal, confidentiality, and due-process requirements.
A form does not independently authorize discipline.
APPENDIX H — FINANCIAL AUTHORIZATION FORMS REFERENCE
Purpose
This Appendix identifies forms used to authorize, document, approve, and report BCHI financial transactions.
Referenced Forms
FN-01 — Purchase Authorization
FN-02 — Expense Reimbursement Request
FN-03 — Check / Disbursement Authorization
FN-04 — Annual Financial Summary
FN-05 — Asset Inventory Record
FN-06 — Financial Report Form
FD-01 — Dispute Report Form
Additional grant, event, raffle, and restricted-fund forms maintained in Book 5 shall be used when applicable.
Financial Control
Completion of a financial form does not substitute for required budget authority, Board approval, spending limits, dual-control requirements, grant restrictions, or other BCHI financial policies.
APPENDIX I — INSURANCE & RISK MANAGEMENT FORMS REFERENCE
Purpose
This Appendix identifies forms used to evaluate risk, document participant acknowledgment, manage incidents, and verify appropriate safety and insurance considerations.
Referenced Forms
RM-01 — Liability Waiver and Equine Activity Release (Idaho)
RM-04 — Event Risk Assessment
RM-05 — Parent / Guardian Consent and Release (Youth Equine Activities)
PC-01 — Participant Waiver
PC-04 — Incident Report
EVT-01 — Event Approval Request
EVT-02 — Event Approval Form
EVT-03 — Event Planning Checklist
Requirement
Event organizers shall use the forms applicable to the particular activity and shall verify insurance, land-management, waiver, safety, and emergency requirements before conducting the activity.
APPENDIX J — MEMBERSHIP ADMINISTRATION FORMS REFERENCE
Purpose
This Appendix identifies forms used for chapter and member administration that support BCHI governance.
Referenced Forms
CH-01 — Chapter Annual Report
CH-02 — Chapter Delegate Authorization
CH-03 — Chapter Activity Report
CH-05 — Chapter Good Standing Certification
DC-01 — Delegate Certification Form
CE-01 — Code of Conduct Acknowledgment Form, when required for a particular position or activity.
Other membership-specific forms subsequently approved and placed in Book 5 shall automatically be referenced by this Appendix when designated for membership administration.
Privacy
Membership information shall be handled in accordance with BCHI privacy, records-management, and access requirements.
APPENDIX K — RECORDS MANAGEMENT FORMS REFERENCE
Purpose
This Appendix identifies forms and records used to preserve BCHI’s official organizational history and establish accountability for official actions.
Referenced Records and Forms
BD-01 — Board Meeting Minutes Template
GOV-04 — Board Action Without Meeting
GOV-15 — Electronic Board Action Without Meeting (Written Consent)
DC-03 — Resolution Submission Form
DC-05 — Vote Tally Sheet
DC-06 — Credentials Committee Report and Quorum Certification
TEL-01 — Tellers Report
FN-04 — Annual Financial Summary
FN-05 — Asset Inventory Record
Other official forms and supporting records shall be retained according to the records-retention requirements applicable to their subject matter.
Records Custody
The Secretary is responsible for official governance records unless responsibility for a particular record is assigned elsewhere.
The Treasurer is responsible for official financial records within the Treasurer’s assigned duties.
Superseded forms and governance documents shall be clearly identified and archived according to BCHI records-management requirements.
Records subject to an audit, investigation, litigation hold, or other preservation requirement shall not be destroyed until authorized.
APPENDIX L — MOTION TYPES AND ORDER OF PRECEDENCE
Purpose and Use
This Appendix is a meeting reference for the motions recognized by RO-104 and the adopted parliamentary authority. It explains when each motion is used, the usual method for making it, and its relative parliamentary rank. It does not replace the Bylaws, these Rules of Order, or Robert’s Rules of Order Newly Revised.
Order of precedence means the sequence in which pending motions are considered. A higher-ranked motion is handled before a lower-ranked motion; rank does not mean that its subject matter is more important.
A. Ranked Motions — Highest to Lowest
| Rank | Motion | When Used | How to Use / Usual Vote |
| 1 | Adjourn | End the meeting immediately when no higher matter is pending. | After recognition, say, “I move to adjourn.” Requires a second; not debatable; majority vote. It may not interrupt a speaker. |
| 2 | Recess | Pause the meeting for a stated time or until called back to order. | Say, “I move to recess for ___ minutes.” Requires a second; not debatable; the length may be amended; majority vote. |
| 3 | Question of Privilege | Address an urgent matter affecting safety, comfort, audibility, confidentiality, or the assembly’s ability to proceed. | State, “I rise to a question of privilege,” then briefly identify the problem. The chair rules or entertains an appropriate motion. It may interrupt only when genuinely urgent. |
| 4 | Orders of the Day | Require the assembly to follow its adopted agenda or scheduled order of business. | State, “I call for the orders of the day.” No second, debate, or vote is normally required. Setting the orders aside requires a two-thirds vote. |
| 5 | Previous Question / Close Debate | End debate and amendment on the immediately pending question and proceed to a vote. | Say, “I move the previous question.” Requires a second; not debatable or amendable; requires a two-thirds vote. The chair then votes on the pending question. |
| 6 | Limit or Extend Debate | Change the number or length of speeches or set a time to close debate. | State the exact limit or extension. Requires a second; not debatable; amendable; requires a two-thirds vote. |
| 7 | Postpone to a Certain Time | Delay the pending motion until a specified time, meeting, or point in the agenda. | State when consideration will resume. Requires a second; debatable as to postponement; amendable as to time; majority vote. |
| 8 | Refer to Committee | Send the pending matter to a committee or designated group for study, drafting, or recommendation. | Identify the committee, task, deadline, and reporting instruction. Requires a second; debatable; amendable; majority vote. |
| 9 | Amend | Modify the wording or effect of a pending motion without changing it into a fundamentally different question. | State the exact words to insert, strike, or substitute. Requires a second; debatable when the underlying motion is debatable; majority vote. One primary and one secondary amendment may be pending. |
| 10 | Main Motion | Introduce new business or propose that BCHI take a specific action. | After recognition, say, “I move that…” and state a complete, actionable proposal. Usually requires a second; debatable and amendable; majority vote unless a controlling rule requires more. |
B. Incidental Motions — No Fixed Rank
Incidental motions arise from the business or meeting process. They are decided when the issue occurs, before the assembly continues with the pending business.
| Motion or Request | When Used | How to Use / Usual Vote |
| Point of Order | Identify a violation of the Bylaws, Rules, agenda, or parliamentary procedure. | State, “Point of order,” and briefly identify the rule. No second or debate. The chair rules; the point should be timely. |
| Appeal | Ask the assembly to decide whether the chair’s ruling should stand. | State, “I appeal from the decision of the chair.” Requires a second. It is debatable unless the underlying question is not debatable; majority vote is required to overturn the chair’s ruling. |
| Division of the Assembly | Require a more reliable standing or counted vote when the result of a voice vote is doubtful. | Call, “Division.” No second, debate, or vote is required. The chair retakes the vote by a method that can be verified. |
| Parliamentary Inquiry | Ask how to proceed correctly under the governing rules. | Address the chair and ask a concise procedural question. No second, debate, or vote. The chair answers; the inquiry itself is not a motion. |
| Request for Information | Request factual information needed to understand the pending matter. | Address the request through the chair. No second, debate, or vote. It may not be used to make a speech or debate indirectly. |
| Suspend the Rules | Temporarily set aside a procedural rule for a stated purpose when suspension is permitted. | Identify the exact rule and purpose. Requires a second; not debatable or amendable; requires a two-thirds vote. The Bylaws, law, fundamental rights, and rules that protect absent members may not be suspended. |
| Withdraw or Modify a Motion | Allow the maker to withdraw or change a motion before final action. | Before the chair states the motion, the maker may change or withdraw it. After it is pending, permission of the assembly is required; handle promptly without debate. |
C. Motions That Bring a Question Back
| Motion | When Used | How to Use / Usual Vote |
| Reconsider | Reopen a vote taken earlier at the same meeting because the assembly may need to correct or reassess its decision. | A member who voted on the prevailing side moves to reconsider. Requires a second; debatable when the original motion was debatable; majority vote. Use only at the same meeting under BCHI’s current rule. |
| Rescind or Amend Something Previously Adopted | Cancel or change a prior continuing action that has not been fully completed and may lawfully be changed. | State the exact prior action and proposed change. Requires a second; debatable and amendable. Majority vote with previous notice; otherwise two-thirds, unless a controlling rule requires more. |
| Take from the Table | Resume consideration of a motion previously laid on the table. | Identify the tabled motion. Requires a second; not debatable or amendable; majority vote. It must be timely under the parliamentary authority. |
| Lay on the Table | Temporarily set aside a pending matter because urgent business requires immediate attention. | Requires a second; not debatable or amendable; majority vote. It is not used merely to avoid or kill a motion. |
D. Rules for Choosing and Making a Motion
Use a main motion when no other business is pending and the assembly needs to take a new action.
Use an amendment to change a pending proposal; vote on the amendment first and then on the main motion as amended.
Use a higher-ranked motion only for its proper purpose. A motion may not be used to evade notice, voting thresholds, conflicts-of-interest requirements, or authority reserved by the Bylaws.
State motions in complete, specific language identifying the action, responsible party, limit or amount, and effective date when applicable.
The chair determines whether a motion is in order and its precedence, subject to appeal. When this Appendix is silent, RO-104 and the adopted parliamentary authority control.
E. Voting Threshold Reminder
| Action | Required Vote |
| Ordinary delegate or Board action | Majority of votes cast by those present and voting at a meeting with quorum |
| Bylaw amendment | Two-thirds of delegate votes cast |
| Rules of Order amendment | Majority of delegate votes cast |
| Officer election | Majority of delegate votes cast |
| Removal of an elected officer | Two-thirds of delegate votes cast |
| Merger or dissolution | Two-thirds of delegate votes cast unless law or the Articles require more |
| Suspend the Rules; close, limit, or extend debate | Two-thirds of votes cast |
F. Recording the Action
The minutes shall record the exact wording and disposition of each main motion, the vote result, and any counted vote when required. Procedural motions need not be recorded verbatim unless they materially affect the action taken, are required by these Rules, or are necessary to explain the meeting record. Use the current Book 5 motion, resolution, vote-tally, teller, and minutes forms when a separate record is required.
GENERAL FORM-CONTROL PROVISION FOR APPENDICES A–K
These Appendices identify the function and location of official BCHI forms.
They do not reproduce the forms themselves.
All official form templates shall be maintained in Book 5 — Forms & Appendices.
The Book 5 version controls:
form identification number;
official title;
required fields;
instructions;
signatures and approvals;
revision date;
version number;
submission requirements; and
retention information.
Only the current approved version of a form shall be used.
When Book 5 adds, renumbers, replaces, or retires a form, the Secretary shall update the applicable Appendix reference as an administrative cross-reference correction, provided the change does not alter substantive authority or requirements.
