Basic Parliamentary Procedure What is it? How do you use it? Rules of Order Basic Parliamentary Procedure What is it? How do you use it? Created by The University of North Texas in partnership with the Texas Education Agency

Objectives: Be able to conduct an orderly meeting Be able to establish an organization Be able to elect officers Be able to establish committees UNT in partnership with TEA, Copyright © All rights reserved

History of Parliamentary Procedure Parliamentary procedure also known as Rules of Order comes from the rules and customs of the British Parliament. In 1876 Major Henry M. Roberts a United States Army engineer wrote the most popular book on parliamentary procedure, Roberts Rules of Order. UNT in partnership with TEA, Copyright © All rights reserved

Forming an Organization 1st Step is to call a meeting and select a presiding officer and an acting secretary, who start keeping a record of the processing's. 2nd Step is to establish Bylaws and the Bylaws will define the characteristics of the organization and how it will operate. Bylaws can later be changed after discussion and voting takes place. UNT in partnership with TEA, Copyright © All rights reserved

Officers President- presides over all meetings, supervises other officers and committees and represents the organization. Secretary- notifies members of meetings, keeps and reads minutes and handles correspondence. Treasurer- keeps records, handles income and expenses and helps prepare the budget. UNT in partnership with TEA, Copyright © All rights reserved

Other Officers (If needed) Vice President- aids the president and takes the place of the president when the President can not be present. Historian- will keep permanent records of activities. Sergeant at Arms- maintains order during the meeting. Parliamentarian- advises the president on matters of procedures. UNT in partnership with TEA, Copyright © All rights reserved

Electing Officers Two Methods Nominating Committee- this group will select candidates for each office and will present the names to the membership for vote. The president may also take nominations from the floor. Nominations from the floor- the presiding officer declares that “nominations are in order” and he or she will accept nominations from the floor. (It is suggested that votes be taken by secret ballot to avoid embarrassing any member) UNT in partnership with TEA, Copyright © All rights reserved

Two types of committees Standing Committees- deal with regular and continuing matters, such as membership and finance. Term is usually one year. Special Committees- may be selected any time to deal with special matters. UNT in partnership with TEA, Copyright © All rights reserved

(Series of commonly accepted steps) Holding Meetings A meeting starts when a quorum is present. (A quorum is a majority of the group’s membership.) Order of Business (Series of commonly accepted steps) Call to Order- at the appointed time and quorum present. Read, correct and approve minutes of previous meeting. Hear report of officers. Hear report of standing committees Hear report of special committees Consider unfinished business Consider new business Hear announcements that require no formal action. Adjourn. UNT in partnership with TEA, Copyright © All rights reserved

Minutes Minutes are accurate records of all actions Minutes- do not summarize the discussions that take place during a meeting. They simply state the actions proposed and what the organization decided to do about each one. Records of Minutes- secretary should record in a book. Each set of minutes begins with the date and place of the meeting and the name of presiding officer. After the minutes have been presented & approved by the membership, the approval date should be noted and the minutes filed. UNT in partnership with TEA, Copyright © All rights reserved

Motions A motion is brief statement of a proposed action Steps of a Motion Motion Made- a member may make a motion after being recognized by the Chair. Second the Motion- another member may second the motion so it may be discussed before the group. Debate of Motion- each member who wants to speak has an opportunity. Vote of Motion- after debate the motion can be voted on or it could be tabled and assigned to a committee for further study and voted on at a later date. UNT in partnership with TEA, Copyright © All rights reserved

Summary Rules of Order CTSO’S- should use parliamentary procedures in conducting chapter business meetings. It not only provides a orderly way of conducting your chapter’s business, but it aides you in being successful in the business world that relies on parliamentary procedures everyday. Basic Rules of Order- This slide program has presented a very basic introduction to the use of parliamentary procedures in conducting a chapter meeting. For a more in depth study you may want to purchase a copy of ROBERT’S RULES OF ORDER. UNT in partnership with TEA, Copyright © All rights reserved