Parliamentary Procedure … why Your meetings and Minutes Matter Wilma Johnson Wilbanks Parliamentarian

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Parliamentary procedure provides ORDER COURTESY

Parliamentary Law is common sense used in a gracious manner -General Henry M. Robert

Parliamentary procedure allows an organization to: Transact business smoothly Keep the focus on the issues Ensure the rights of members Protect itself from litigation

Follow your own Rules !

Lead by example

Presidential pointers

Five Obligations of a Member To Be Prompt To Be Attentive To Speak Your Opinions To Vote your Convictions To Graciously Abide by the Will of the Majority

Five Obligations of a Member To Be Prompt On Time In Appointed Place Equipped with everything needed

Five Obligations of a Member Attentiveness Electronic Devices Optimal Meeting Length Mind and Body in same room

Five Obligations of a Member To Speak Your Opinions Appropriate time to Debate Debate Guidelines May disagree without being disagreeable

Five Obligations of a Member To vote your convictions A NO vote can be a positive thing Refrain from abstain

Five Obligations of a Member To Graciously Abide by the Will of the Majority The vote is the voice of the group Actively support the decision of the group

Agenda

Call to Order Opening Ceremonies-invocation, pledge to flag, organizational creed, etc. (Optional) Roll call Presentation and approval of Minutes Reports of Officers Financial report E-votes report Committee reports Special Orders-nominations and elections, ad hoc committee reports Unfinished business New Business Announcements Adjournment

Order of Business

The Chair’s Guide: What to Say When Call to Order The presiding officer after determining that a quorum is present, rises, waits or signals for quiet, and says: The meeting will come to order. Opening Ceremonies (optional) Please rise and remain standing for the invocation, which will be given by . . . And the Pledge of Allegiance to the Flag of the United States of America which will be led by . . . If all given, the invocation, the national anthem, and the Pledge of Allegiance to the Flag of the United States of America in that order. Roll Call (if customary) The secretary will call the roll or take the roll in the manner agreed upon by the group.

Reading and the Approval of the Minutes The secretary will read the minutes. (The minutes were e-mailed to you…..)The presiding officer sits down. Except in the smallest meetings, the secretary stands to read the minutes. Are there any additions or corrections to the minutes? (Pause) There being none, the minutes are approved as read (presented). With corrections, the chair says: If there is no objection, the secretary will make the correction(s). . . If there are no further additions or corrections, the minutes are approved as corrected.

Reports of Officers, Boards, and Standing Committees The next business in order is hearing reports of the officers, boards, and standing committees. Officers and standing committees are called on in the order they are listed in the bylaws. The chair usually calls on only those who have reports to make. The secretary may be called on to read correspondence and the treasurer is usually called on to make a report. May we have the financial report? A financial report is never adopted. An auditor’s report, usually made annually, is adopted. The question is on the adoption of the auditor’s report. All in favor say “Aye.” (Pause) Those opposed, say “No”. The ayes have it and the auditor’s report is adopted. The secretary or other reporting member of a board and the chairman or other reporting member of a committee reports for the board or committee. You have heard the recommendation of the committee (or board). Is there discussion? (Standard voting procedure) . . . (implement any recommendation(s) of the board or committee.

Special Orders (announce only if there are special orders) Reports of Special Committees (announce only if such committees are prepared or instructed to report) The next business in order is hearing reports of special committees. The committee appointed to . . . will now report. Special committees are called on in the order in which they were appointed. The reporting member (usually the chairman) says: On behalf of (or by direction of) the committee. I move the adoption of the motion to . . . Special Orders (announce only if there are special orders) The next business in order is the consideration of special orders. At the previous meeting, the motion relating to . . . was postponed to this meeting and made a special order. The question is on the motion that . . . Are you ready for the question? Unfinished Business and General Orders Any questions previously introduced and not finished or any postponed to the present meeting are under this heading. The first item of business is the motion relating to . . . That was pending when the previous meeting was adjourned. The question is on the adoption of the motion that . . .Are you ready for the question?

New Business Announcements Program Adjourn Is there any new business? The chair has the following announcement(s) . . . Are there other announcements? Program The chair does not “turn the meeting over” but announces: The program committee will now present the program or . . . will introduce our speaker. Adjourn Is there any further business? (Pause) There being no further business, the meeting is adjourned. If a motion to adjourn is made and adopted, the chair would declare the meeting adjourned. A single rap of the gavel may be used.

Procedure for Handling a Main Motion Assigning the Floor A member rises when no one else has the floor and addresses the chair; Mr./Madam President, Mr./Madam Chairman or by other proper title. In a large assembly, the member gives name and identification. The member remains standing and awaits recognition by the floor. The chair recognizes the member by announcing his name or title, or in a small assembly by nodding to him.

How the Motion is Brought Before the Assembly The member makes the motion: I move that (or “to”) . . . and resumes his seat. Another member without rising, seconds the motion: I second the motion or I second it or even second. The chair states the motion: it is moved and seconded that . . . Is there discussion?

Consideration of the Motion Members can debate the motion. Before speaking in debate, members obtain the floor as stated below. The maker of the motion has first right to the floor if he claims it promptly. All remarks must be addressed to the chair. Debate must confined to the merits of the motion. Debate can be closed only by order of the assembly (2/3 vote) or by the chair if no one seeks the floor for further debate.

Consideration of the Motion The chair puts the motion to a vote. The chair asks. Is there further discussion? There being none, we will vote. (If no one rises to claim the floor, the chair proceeds to take the vote.) The chair says: (Pause for response.) The question is on the adoption of the motion that . . . All in favor, say “Aye”. (Pause for response.) Those opposed, say ‘No”. (Pause for response.)

Consideration of the Motion The chair announces the result of the vote. The ayes have it, the motion is adopted, and . . . (indicating the effect of the vote) or The nays have it and the motion is lost.

Content and Format of Minutes Minutes are the official historical record of the proceedings of any organization, so it is crucial that the minutes are both accurate and complete. The following are helpful guidelines to recording proper minutes of a meeting: 1. The first paragraph should contain: A. The name of the organization B. The date, time, and place of the meeting C. The type of meeting (regular, special, board, etc.) D. The name of the presiding officer and the Recording Secretary (or the names of their substitutes) E. Documentation that the minutes of the previous meeting were either approved as read, or approve as corrected.

2. Following the opening paragraph, each subject addressed and acted upon during the course of the meeting should be contained within its own paragraph. 3. All main motions must be recorded in the minutes, with the exact wording of the motion, as well as the name of the person making the motion. The name of the person seconding the motion should not be recorded in the minutes. 4. The disposition and fate of all main motions must be recorded in the minutes, including any amendments or secondary motions involved in dealing with the main motion.

5. The financial report given by the Treasurer should be recorded in the minutes. The financial report does NOT require a motion for approval. 6. All business conducted at the meeting should be recorded in chronological order in the minutes. This business includes: A. The text of any committee recommendations and any action taken. B. Names of persons elected or appointed and titles of positions to which they are elected/appointed. C. Membership changes reported by the Recording Secretary. D. Unfinished business taken up prior to new business.

7. The last paragraph should contain the hour of adjournment and the date of the next meeting. 8. The ACTION taken on an issue is recorded in the minutes, NOT the discussion. No details of the debate are included in the minutes. 9. Action on the minutes must be taken at every meeting. Whether read aloud, mailed or e- mailed to the membership in advance, or distributed at the beginning of the meeting, the minutes of the prior meeting should be approved at the next meeting.

10. The Recording Secretary keeps a book of the official minutes of an organization. This is the only official record of the proceedings of the organization. The Recording Secretary makes any corrections in the right hand margin of the minutes, and signs and dates the minutes in the lower left hand corner. The Recording Secretary designates the minutes as “approved” after the body has approved the minutes. 11. Although minutes may be distributed to the membership for perusal prior to the meeting, the minutes in the Recording Secretary’s notebook are the only official minutes of the organization. 12. The presence of a guest speaker should be noted in minutes, but it is not necessary to describe the content of the presentation.

13. Committee or Board recommendations do not require a second since they are submitted by a body of two or more members. 14. All reports of importance presented at the meeting should be attached to the minutes. 15. To recap, minutes should be: A. Factual B. Concise C. Devoid of descriptive detail D. Action-oriented

Effective Meeting Management and Parliamentary Procedure Tips Always stand to preside. Members should always stand when speaking. Use an agenda. Keep concise, accurate minutes. Blackberries, cellular telephones, pagers, and other communication devices must be turned off, set to silent mode, or, better yet, not brought into a meeting at all. The optimal time limit for a productive business meeting is approximately one hour.

Effective Meeting Management and Parliamentary Procedure Tips Always speak or debate in the 3rd person FOLLOW THE RULES AND PROCEDURES OF THE ORGANIZATION, AND NEVER DEVIATE FROM THEM. It is often not the decision that is made, but rather how the decision is made, that is important. Debate ideas, not personalities. Business is business. Using parliamentary procedure encourages ORDER and COURTESY in meetings.

Effective Meeting Management and Parliamentary Procedure Tips A organization president acts simply as an impartial facilitator, ensuring that all items of business are handled efficiently. Officers serve at the pleasure of the membership; they are a part of the membership, not apart from it. Member education regarding parliamentary procedure, as well as bylaws , standing rules, and policies, is essential and increases organizational efficiency.

Effective Meeting Management and Parliamentary Procedure Tips The physical arrangement of a meeting room must be carefully considered, as it can either aid or hinder the transaction of business in a meeting. If adjournment is the final agenda item, then there is no need for a motion to adjourn. The vote is the voice of the group, and is binding on all members. The president may vote either to break a tie or to create a tie.

Effective Meeting Management and Parliamentary Procedure Tips Parliamentary procedure allows an organization to transact business smoothly, keep the focus on the issues, ensure the rights of all its members, and to protect itself from litigation. Motions are carried, minutes are approved, and resolutions or recommendations are adopted. Motions should be stated in the positive voice. All decisions and actions of the group must conform to the bylaws, standing rules, and policies of the organization. The financial report is heard at each meeting, but is never approved. An annual audit requires approval when presented.

Effective Meeting Management and Parliamentary Procedure Tips The president must always be impartial, calm, and fair. Preparation prior to a meeting is essential for all officers, directors, and chairmen. All materials for distribution among the members, such as agendas, minutes, and reports, should be completed well in advance of the beginning of the meeting and checked for factual, spelling, and grammatical errors. Professionalism among officers, directors, and chairmen enhances organizational efficiency.

Make Meetings memorable

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