Rebecca S. Linger, Ph.D. Associate Professor Parliamentary Procedure or How I learned to stop worrying and love Robert’s Rules of Order Rebecca S. Linger, Ph.D. Associate Professor

Objectives Preparing for a meeting Orders of business Procedures for running a meeting Making a motion Duties of the officers

Why do we use Parliamentary Procedure? Facilitating the “group process” Conduct business in the form of a meeting Ensuring that all have a voice in the proceedings Establishes rules that can prevent the sabotage or hijacking of a meeting Attempts to keep proceedings civil

Principles Assist in accomplishing the purpose of the group Deal with only one issue at a time Ensure equal rights for all members Majority rule Protect the rights of the minority Every matter presented can be debated by all Right of all members to request information for clarification

Preparing for a Meeting Create an agenda Items of business to be discussed at the meeting Gives the membership the “Order of Business” Request items to be included in the agenda from the membership Committee Reports Discussion of current business Votes of current business New business items should be included on the agenda

Roles of the Officers Chair (or President) Open the meeting “The meeting will be called to order” Announces agenda States and puts to vote all motions Maintains order in a debate (if order can’t be maintained, chair adjourns the meeting!) Vice-Chair (or Vice President) Serves as Chair when Chair is absent Secretary Records, maintains and reads the minutes of the meeting Prepares the order of business before each meeting Treasurer Responsible for all matters of group finances Prepares and presents Financial Reports as dictated by By Laws Prepares IRS form 990 Parliamentarian Assists Chair in Parliamentary Procedure Historian Maintains the history of the organization

Running a Meeting Establishment of Quorum Calling the meeting to order Typically 51% of voting membership, although bylaws can stipulate specific parameters of quorum Calling the meeting to order Chair calls meeting to order only after establishing quorum If no quorum, no business should be conducted and the chair should call for adjournment or recess to contact missing members to attend

Running a Meeting Order of Business Reading and approval of previous minutes Minutes can be distributed beforehand Chair can simply ask for revisions to minutes Reports (from committees and officers) Unfinished business New business Adjournment

Running a Meeting Making a motion Motions are called to generate action Members can make motions, but must be recognized by the Chair before obtaining the floor Orders of business may require a vote of the membership Chair calls for the motion: “Do I have a motion on…” Member replies: “I move that…” Another member replies: “I second that.”

Running a Meeting Ensuring the motion Calling for Discussion The Chair should work with the Secretary to ensure the verbiage of the motion The secretary should write down the motion and read it back to the assembly Calling for Discussion The Chair will ask for discussion from the assembly When debating motions Listen to the other side Focus on issues, not personalities Avoid questioning a person’s motives Be polite Changing the wording of the motion needs to include the Secretary who will revise the motion and read it back to the assembly.

Running a Meeting The Chair puts the question to the membership Must state fully the motion then, state: All in favor indicate by saying “Aye” All opposed indicate by saying “Nay” Members may ask for a different method of voting if the vote seems indecisive (RRONR, sec. 29) Challenging the ruling of the Chair must occur immediately after the ruling Wording: “I call for a division of the house.” No second is needed No vote unless someone objects The Chair will then ask for a standing vote, or ballot vote

Running a Meeting Tabling an Action In the course of debate of an issue, the body may realize that more information is needed A member could say: “I move that we table this issue until the next meeting when…” It’s a motion so it has to be voted on The motion cannot interrupt another speaker

Running a Meeting When can you interrupt the speaker? To object to a procedure or personal affront. “Point of Order!” To request information. “Point of Information!” To object to the consideration of some undiplomatic or improper matter. “I object to consideration of this question” To vote on a ruling by the Chair. “I appeal the Chair’s decision”

Running the Meeting Adjournment The Chair can call for adjournment A member can ask to be recognized by the Chair and upon gaining the floor say: “I move that we adjourn.” It is a motion and so needs to be voted on.