Presence of non-assembly speakers and limits

[Michael Clark]

Hi, Everyone: I'm the parliamentarian for my university senate, and often we have non-assembly speakers that want to comment on an important issue. This week we expect a lot of students to ask for time to speak. 

What are: (1) the limits we can impose on length? and (2) the powers of the presiding officer in limiting time and numbers? 

Normally, in our body, if a non-senator wants to speak, they must be recognized by a sitting senator. (Of course, with committee reports this is all set up in the agenda or orders of the day.) But such a method would just take up more time ...

Please help! And thank you! 

 

[Richard Brown]

39 minutes ago, Michael Clark said:

Hi, Everyone: I'm the parliamentarian for my university senate, and often we have non-assembly speakers that want to comment on an important issue. This week we expect a lot of students to ask for time to speak. 

What are: (1) the limits we can impose on length? and (2) the powers of the presiding officer in limiting time and numbers? . . . .

This will be a two-part answer.  The answer depends on whether these non-members want to speak in debate on pending motions or if they want to address the assembly on other matters.

In order to permit non-members to speak in debate, the rules must be suspended by a two-thirds vote to permit them to speak in debate.  They will  then be subject to the same debate rules as your members.  The rule in RONR is two speeches of ten minutes each, but your motion to permit them to speak may contain whatever restriction the assembly imposes.  The motion to  permit them to speak can be and in most situations is handled by unanimous consent, such as the chair stating: "Guest John Smith from the Audubon Society has asked to participate in debate on our motion to plant Pine trees in the Grove. Is there any objection?   Hearing none, Mr. Smith may participate in the debate along with our members."  The president (or presiding officer) has no right to arbitrarily permit guest to speak in debate on his own or to arbitrarily set time limits.

However, non-members may be permitted to address the assembly without participating in debate with a simple majority vote or,  as is usually done, by unanimous consent.  This is often a matter of custom and it is quite common for the membership to grant great deference to the chair in these matters. However, any member does have the right to object and a vote must be taken if there is an objection.   Time limits may be imposed in the same way, such as by the chair saying, "If there is no objection, Mr. Smith of the Audubon Society will be permitted to address the assembly for five minutes." 

You might consider adopting a special rule of order which permits guests to address the assembly on matters of interest for up to three minutes or whatever time seems reasonable.  For example, it is common for public bodies such as city councils, school boards and zoning boards which are subject to state open meetings laws to limit public comment to three or sometimes five minutes.   Whether your university senate is considered a "public body" is a question of law which is beyond the scope of this forum, but you may impose time limits.

Note:  Your own rules on these issues and any applicable state law will trump the rules in RONR if there is a conflict.