Parliamentary Procedure 101 Brett Bruner Director of Persistence & Retention Fort Hays State University 2013 NACA SG-East Institute | Norfolk, VA

Overview Outcomes & goals of presentation What Bugs Me Most About Meetings Is ____ ! What is Parliamentary Procedure? Parli Pro Lingo Agendas General Rules Motions Voting Helpful Hints Mock Meeting Challenge!

Outcomes & Goals Delegates will: Define parliamentary procedure Understand the key ingredients to running an effective meeting Describe & discuss the reasons for using parliamentary procedure in a meeting Recognize the importance of the use of an agenda Identify methods of voting Practice running a mock meeting via parliamentary procedure

What Bugs Me Most about Meetings is _____________!

What is Parliamentary Procedure?

Set of “rules” used to conduct business Governed by Robert’s Rules of Order Guidelines – not laws System that allows an organization to conduct business in a fair & democratic manner Why do we use Parliamentary Procedure?

Focus on 1 item of business at a time All members have an opportunity to participate in discussion Observe the rule of the majority – no group decision is granted without majority Ensure the rights of the minority – all members have equal access to decision making

Parli Pro Lingo Motion Main Motion Motion to Lay on the Table Motion to Take from the Table Point of Order Previous Question Friendly Amendment Motion to Adjourn Majority Vote Quorum

Agendas Very important!!! Formal listing of business that is to be conducted at a meeting Usually developed by chair/presiding officer and distributed to membership well in advance for review Must be approved by the membership at the start of meeting A well-planned agenda is CRITICAL to well run, organized meeting

Sample Agenda I. Call to Order II. Roll Call (if appropriate) III. Adoption of the Agenda IV. Approval of Minutes from Previous Meeting V. Reports of Officers VI. Reports of Committees VII. Unfinished Business VIII. New Business IX. Announcements X. Adjournment

Sample Agenda Emporia State University (KS) I. Call to Order II. Roll Call III. Approval of Agenda IV. Approval of Minutes V. Presidential Remarks VI. Vice Presidential Remarks VII. Committee Reports A. Fiscal Affairs B. Senate Operations C. Student Rights & Special Projects D. University Affairs E. Big Event Ad-Hoc F. Campus Spirit Advisory Ad-Hoc

Sample Agenda (continued) Emporia State University (KS) VIII. Staff Reports A. Treasurer B. Executive Assistant C. Legislative Director D. Marketing & Public Relations Director E. President Pro-Tempore IX. First Readings A. SB Recognition of ESU Society of Public Historians X. General Order A. Recognition of HPER Club XI. Third Readings XII. Good of the University XIII. Final Roll Call XIV. Adjournment

Role of the Secretary Keep accurate records of the discussion & motions Identify who makes & seconds a motion Assist presiding officer in clarifying discussion &/or points relative to appropriate business May assist the presiding officer in counting votes Serves as the keeper of all official actions of the group (minutes of the meeting)

Role of the Members Establish & maintain effective meeting structure Participate in meetings & process of parliamentary procedure Educate themselves regarding the constitution & bylaws of the organization Be involved in discussion! – Strong group discussion leads to strong decisions being made

General Rules Wait to be recognized by the presiding officer before speaking Always address the presiding officer when speaking Do not talk or move around while another member has the floor Do not be afraid to ask for clarification if you do not understand something

General Rules: Use of the Gavel 1 tap = Members to be seated, follows the completion of an item of business, announces adjournment 2 taps = Calls a meeting to order 3 taps = Members to stand Series of taps = Restores order to the room

Motions: Making a Motion When a member wishes to bring specific business before the assembly Steps to making a main motion: 1. Be recognized by the presiding officer 2. Stand & state the motion in the form “I move…” After a main motion has been made, it must be seconded A member does not need to be recognized to second a motion Main motions that do not receive a second are not considered

Motions: Debating a Motion The presiding officer will restate the motion Once restated, the motion is passed to the assembly & debate is opened Debate is sometimes handled in Pro/Con format The maker of the motion has the option to speak first in favor of the motion

Motions: Debating a Motion Other types of motions can occur during debate: Amendments Commit or Refer to a Committee Lay on the Table Point of Information Point of Order Postpone Definitely Postpone Indefinitely Previous Question

Motions: Debating a Motion Amendments Must relate to the subject of the main motion, cannot change the main motion Additions, substitutions or striking out content Wording: “I move to amend the motion by…” Commit or Refer to a Committee Used to gain more information on a motion before voting Wording: “I move to refer this motion to a committee to report at our next meeting.”

Motions: Debating a Motion Lay on the Table (Table) To postpone a motion to the next meeting Motion must be taken from the table at a future meeting to be discussed Wording: “I move to lay this motion on the table.” Point of Information When something is unclear, a member may wish to ask a question The presiding officer will answer the question immediately & business will resume Simply stand & ask for a “Point of Information!”

Motions: Debating a Motion Point of Order Used when one believes a parliamentary error has been made Wording: “I rise to a point of order.” The presiding officer will immediately handle the point of order & correct the actions of the assembly Postpone Definitely The motion by which action on a pending motion can be put off, within limits, to a definite day, meeting or hour, or after a certain event Different from tabling: “I move to postpone this discussion until…”

Motions: Debating a Motion Postpone Indefinitely Kills the motion under consideration When this motion is adopted, debate on the floor is ended & the matter is dropped Wording: “I move to postpone the motion indefinitely.” Previous Question Used to bring debate to an immediate vote on a pending motion. When a motion to previous question is adopted: Debate on the pending motion is closed immediately & voted on. Wording: “I move the previous question.”

Ending Debate Most Common Ways to End Debate No members wish to debate further A motion of Previous Question is passed A time limit on debate has been set & reached A motion to Postpone Definitely, Postpone Indefinitely, Commit or Refer to a Committee, or Lay on the Table has been passed

Voting Ways to Vote Voice Vote Rising Vote (show of hands) Ballot Vote Roll Call Vote What are the pros & cons to using each of these methods?

Helpful Hints Don’t become overwhelmed by the list of motions Concentrate on those that will be used on a regular basis Modify parliamentary procedure to meet the needs of your organization Educate members of your organization Include a parliamentary procedure session at your retreat Run a mock meeting Invite the “campus expert” Create a fill-in-the-blank script Practice, practice, practice!

Mock Meeting Challenge! Your challenge: Your SGA will be discussing the development of an all-student service project. Some of you have been given cards to give you guidance in playing a specific role within your meeting. If you don’t have a specific role, you are yourself. Have fun!

Putting it All Together Rate yourself as a participant of a meeting with the following questions: Do I… Typically know the purpose of the meetings I attend? Have a clear understanding of my role in meetings I attend? Confirm my attendance in advance of the meeting? Complete required assignments such as looking up information or studying proposals?

Putting it All Together Do I… Arrive at meetings before they are scheduled to begin? Ask questions when I am not sure about something? Engage in side conversations while the meeting is in progress? Leave meetings for reasons such as non-emergency phone calls? Typically remain open to ideas of others? Practice good listening skills?

Putting it All Together Do I… Actively participate in discussions when there is something worthwhile to contribute? Help others stay on the subject? Take agreed-upon action following meetings? Contribute to improving meetings by giving feedback to meeting leaders? Inform people not attending the meeting about what was discussed & the outcome(s)?

Putting it All Together Rate yourself as a leader of a meeting with the following questions: Do I… Have clear objectives for the meeting? Select & invite participants carefully? Prepare an agenda & distribute it in advance of the meeting? Arrive early enough to check the arrangements & seating? Start the meeting promptly, regardless of who is present?

Putting it All Together Do I… Follow the agenda? Manage time & conclude the meeting on schedule? Encourage all attendees to participate? Assist in the resolution of conflicts? Maintain proper control of the discussion? Summarize accomplishments at the end of the meeting & clarify any action which needs to be taken? Oversee the distribution of minutes in a timely manner?

Putting it All Together Do I… Request evaluative feedback from the participants? Take action I agreed upon? Follow up on action to be taken by others?

Putting it All Together How did you do? What did you discover about yourself? What will you change now that you know the basics of parliamentary procedure?

Resources NACA Digital Library “Parliamentary Procedure” by Billy Dahlgren (2009). Other Resources Northeast/College_Home/Departments/Student_Services/SS _StudentLifeActivities/How%20To's/ParliPro2.pdf Northeast/College_Home/Departments/Student_Services/SS _StudentLifeActivities/How%20To's/ParliPro2.pdf The Complete Idiot’s Guide to Robert’s Rules

Parliamentary Procedure 101 Brett Bruner Director of Persistence & Retention | Fort Hays State University 2013 NACA Student Government East Institute | Norfolk, VA