Basic Parliamentary Procedure Rules to Govern Organizations Based on Robert’s Rules of Order.11th Edition

Workshop Objectives State the purposes of following parliamentary procedure. Recognize the five basic principles of parliamentary procedure. Identify steps involved with presenting a motion. Recognize various methods of voting. Differentiate the types of motions.

What is Parliamentary Procedure? Parliamentary procedure refers to the rules of democracy—that is, the commonly accepted way in which a group of people come together, present and discuss possible courses of action, and make decisions.

What is Parliamentary Procedure? Fundamentally, parliamentary procedure defines how groups of people, no matter how formal or informal, can most effectively meet and make decisions in a fair, consistent manner—and make good use of everyone's time. Even a basic background in parliamentary principles can help you and your organization hold more efficient meetings.

Objectives of Parliamentary Procedure Establishes the purpose and structure of organizations; Defines membership classifications, rights, and obligations; and Defines rules and procedures for conducting business.

Purposes of Parliamentary Procedure To give every member a chance to be heard. To allow everyone to participate. To establish and maintain order in a meeting. To prevent confusion when discussing meeting’s agenda. To keep meeting moving.

Principles of Parliamentary Procedure Discuss one subject at a time. Allow full and free discussion of each idea presented. Treat all members with justice and courtesy. Carry out the rule of the majority, and respect the rights of the minority. Bring together the wishes of all group members to form a cooperating, united organization.

Who uses Parliamentary Procedure? Government and civic organizations U.S. Congress State legislatures City and county councils School boards Neighborhood and homeowners' associations Corporations Board of directors Shareholder meetings Non-profit organizations Charitable organizations Fraternal organizations Churches Clubs Professional organizations

Who is this Robert Anyway? Official Rule Book is Robert’s Rules of Order, Newly Revised. Written by U.S. Army general Henry Martyn Robert. “Where there is no law, But every man does what is right in his own eyes, there is the least of real liberty.” -Henry M. Robert

What is Robert’s Rules of Order? Robert's Rules of Order Newly Revised is the most widely used parliamentary authority in the United States, this book (often abbreviated RONR) was first published as the Pocket Manual of Rules of Order for Deliberative Assemblies in 1876. Since then, the book has been expanded and updated several times, incorporating solutions for countless meeting situations and acknowledging both societal and technological changes that affect the way business is conducted. The current edition of this book is Robert's Rules of Order Newly Revised, 11th edition (2011).

Rules That Govern an Organization These rules form a hierarchy, with higher-ranking classes of rules superseding those of a lower rank. Federal, state, and local laws Articles of Incorporation Constitution Bylaws Special rules of order Standing rules Parliamentary authority Custom

Parliamentary Procedure Basics

Parliamentary Procedure Terms What is a quorum? Minimum number of members that must be present at a meeting for legal business to be transacted. What is a majority? ½ of members present at any meeting plus 1. Minimum number of members that must vote for a motion for it to pass.

Parliamentary Procedure Basics Presiding Officer referred to as: Mr./Madam President Mr./Madam Chairperson Everyone gets a chance to voice their opinion or debate. Everyone gets the chance to vote.

Parliamentary Procedure Basics There are five common methods of voting. Voice Standing Roll Call Secret Ballot (Not accepted on public boards) Electronic Voting

Parliamentary Procedure Basics Only one topic at a time can be discussed. The person who makes a motion has the right to discuss it first.

Parliamentary Procedure Basics The Gavel A symbol of power and authority. Used by the presiding officer to give instructions to the members. The number of taps have a specific meaning.

Taps of the Gavel One Tap Two Taps Three Taps Series of Taps Follows the announcement of adjournment. Completion of a business item. Members to be seated. Two Taps Call the meeting to order. Three Taps All members to stand. Series of Taps Restores order to a meeting.

Parliamentary Procedure in motion

Obtaining 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 his name and identification.) The member remains standing and awaits recognition by the chair. The chair recognizes the member by announcing his name or title, or, in a small assembly, by nodding to him.

Bringing a Motion Before the Assembly 1. The member makes the motion: "I move that (or 'to')..." and resumes his seat. 2. Another member, without rising, seconds the motion: "I second the motion," or "I second it" or even just "second." 3. The chair states the motion: "It is moved and seconded that .... Are you ready for the question?" (Chair can at times with more detailed motion request the Clerk to restate the motion.)

Discussion and Debate Discussion, or debate in parliamentary terms, is how an assembly decides whether a proposed course of action should be followed. Disagreement is healthy, and helps the organization make the best decision if discussion is approached fairly and consistently: Before speaking in debate, members obtain the floor. The person who makes a motion may speak on it first, if he expresses the desire to do so. All remarks are addressed to the chair, not to other members. Debate is confined to the merits of the motion currently under consideration. Debate can only be closed by order of the assembly (2/3 vote), or by the chair if no one seeks the floor for further debate.

Considering the Motion 1. Members debate the motion. 2. The chair puts the motion to a vote. The chair asks: "Are you ready for the question?" If no one rises to claim the floor, the chair proceeds to take the vote. The chair says: "The question is on the adoption of the motion that... As many as are in favor, say 'Aye". (Pause for response.) Those opposed, say 'No'. (Pause for response.) 3. 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 noes have it, and the motion is lost."

Types of Motions

Motions The most commonly used motions belong to the thirteen ranking motions. Classes of Motions Main motion Subsidiary motions Privileged motions Incidental motions Motions that bring a question again before the assembly, or bring-back motions, are a special type of main motion that permit the assembly to consider business that was previously disposed of.

Main Motion Main motion is the basis of all parliamentary procedure. All business to be considered by an assembly is introduced by a main motion. This type of motion may only be considered if no other business is pending.

Main Motion Privileged Motions Subsidiary Motions Main motion

Subsidiary Motions Subsidiary motions are those that may be applied to another motion for the purpose of modifying it, delaying action on it, or disposing of it.

Subsidiary Motions (Privileged Motions) (Main Motion) Lay on the Table Previous Question Limit or Extend Limits of Debate Postpone to Certain Time (Definitely) Commit (Refer to a Committee) Amend Postpone Indefinitely (Main Motion) SUBSIDIARY

Privileged Motions Privileged motions are motions that are unrelated to the current motion, but are of such urgency or importance that they are considered immediately. These motions are related to members, the organization, and meeting procedure rather than the item of business being considered.

Privileged Motions Fix the Time to Which to Adjourn Adjourn Recess Raise a Question of Privilege Adjust the temperature of the room Call for the Orders of the Day

Incidental Motions Incidental motions are motions that are related to, or incidental to, the business being considered, but do not directly modify the pending motion.

Incidental Motions (NO Ranking) Point of Order Appeal From a Decision of the Chair Suspend the Rules Object to the Consideration of a Question Division of the Assembly Parliamentary Inquiry Request for Information

Bring-back Motions (NO Ranking) Motions that bring a question again before the assembly, or bring-back motions, are a special type of main motion that permit the assembly to consider business that was previously disposed of. Take From the Table Rescind/Amend Something Previously Adopted Reconsider

Motions “I MOVE……” Thirteen ranking motions: The main motion, subsidiary motions, and privileged motions all have rank relative to one another. “I MOVE……”

Thirteen Ranking Motions

Agenda Call to Order Opening Ceremonies (optional) Roll Call (if customary) Reading and Approval of Minutes Reports of Officers, Boards, and Standing Committees Reports of Special Committees (announced only if such committees are prepared or instructed to report) Special Orders (announced only if there are special orders) Unfinished Business and General Orders New Business Announcements Program (if a program or a speaker is planned for the meeting) Adjourn

Which Motion Should I Use? Statement Answer I have an idea that I think our Board should try. Main Motion

Which Motion Should I Use? Statement Answer I could go for this motion if we could just make a little change. Amend

Which Motion Should I Use? Statement Answer I wish we could wait on this vote until John and Chris can be here. I know they’re coming to the next meeting. There is no good reason we can’t wait until then. Postpone to a Set Time

Which Motion Should I Use? Statement Answer This discussion is going nowhere. Sometimes I think some of these people just talk to hear themselves! Let’s get this vote taken now. Previous Question

Which Motion Should I Use? Statement Answer Why are we arguing about this question now? We don’t have enough information. We need to get a group together to look into the matter. Refer to Committee

Which Motion Should I Use? Statement Answer This motion is really none of our business. If we took a stand on this issue either way it would positively damage our reputation in the community. Postpone Indefinitely Or Object to Consideration

Issues of Particular Importance to School Boards A good school board uses parliamentary procedure as a tool to assist in the efficient transaction of business, not as a weapon to frustrate the opposition. Courtesy and service Agreement of parliamentary principles before problems develop

Issues of Particular Importance to School Boards Assuring good public input does not mean that patrons can interrupt the meeting at any time they wish to. The members of board are the only ones with a right and responsibility to speak and vote at meetings. Public input is a privilege granted by the board in open meetings, not a right held by patrons.

Issues of Particular Importance to School Boards When a motion is offered, be particular about the wording. The item of business before the assembly is the wording, not the concept. Avoid “I so move” or “So moved.” After a report by a superintendent or staff member, a full and complete motion should be offered.

Issues of Particular Importance to School Boards When desiring to change the substance of a motion before the board, remember that amendments are “changes in wording” and not conceptual changes.

Issues of Particular Importance to School Boards Agree in advance on any special rules or order to be used by the board outside of the ordinary parliamentary rules. RONR11, Page 487 indicates the following “simplified rules for small boards and committees.” These adjustments to the normal rules should be used only on the advanced agreement of the board adopted in a board policy. Members are not required to obtain the floor before making motions or speaking, which they can do while seated. Motions need not be seconded. There is no limit to the number of times a member can speak to a question, and motions to close or limit debate generally should not be entertained.

Issues of Particular Importance to School Boards Informal discussion of a subject is permitted while no motion is pending. Sometimes when a proposal is perfectly clear to all present, a vote can be taken without a motion's having been introduced. Unless agreed to by unanimous consent, however, all proposed actions of a board must be approved by vote under the same rules as in other assemblies, except that a vote can be taken initially by a show of hands, which is often a better method in such meetings. The chair need not rise while putting questions to vote. The chair can speak in discussion without rising or leaving the chair; and, subject to rule or custom within the particular board (which should be uniformly followed regardless of how many members are present), he usually can make motions and usually vote on all questions.

Issues of Particular Importance to School Boards Using “consent agenda” works well, if the items on them are REALLY routine and non-controversial. Minutes: Be sure to accurately record “what was done and NOT what was said” in the minutes of a board meeting. Also be sure to approve all minutes at the next meeting. Using informal consideration can ease the process of coming to agreement and then allow for the board to move back into formal consideration.

Thank you! Remember : The rights of the minority are protected and the will of the majority prevails!

Norfolk Public Schools Norfolk Education Foundation Questions? Carlos Clanton Executive Director Norfolk Public Schools Norfolk Education Foundation 800 E. City Hall Avenue Norfolk, VA 23510 757-628-1172 cclanton@norfolkedfound.org