How to Facilitate a Meeting & Stay on Topic We all want to participate in productive, efficient, and well-run meetings so it is up to the leader to Facilitate the Meeting and Stay on Topic Using Parliamentary Procedures. Let’s define, What is Parliamentary Procedure? It is a set of rules for conduct at meetings which allows everyone to be heard and make decisions without confusion. What Procedures to we Follow? - Welcome to Robert’s Rules of Order! In accordance with Federation Bylaws, Robert’s Rules of Order Newly Revised is the parliamentary authority. And, Why do we use Parliamentary Procedure? To facilitate the transaction of business To promote cooperation and harmony To ensure that all members have equal rights, privileges, and obligations Ensure the majority has the right to decide, but the minority has rights which must be protected as well – everyone has a voice Don’t let parliamentary procedure scare you. Instead understand its role and use it wisely to keep discussion fair, open and efficient. Becoming familiar with parliamentary procedure in your club is a skill you can use in other parts of your life and career. Parliamentary Procedures

The Chair Preside and Maintain Order Understand Bylaws & Procedures of the Club Decide Questions of Order Announce all Business Recognize Members for Debate & Discussion Refrain from Discussion and Vote on a Motion Remain Fair and Impartial The role of the Chairperson is very important because one of her main responsibilities {CLICK} is to preside over the meeting and maintain order. In serving in a leadership role, {CLICK} it is the responsibility of the Chair to understand Bylaws & Procedures of the Club and of higher law – Region & Federation. {CLICK} Decide questions of order and {CLICK} announce all business, {CLICK} recognize members for debate & discussion and {CLICK} refrain from dominating the meeting and to operate in a diplomatic fashion. The Chair must ensure that the concerns of the officers and members are heard and that the group is able to address the issues before the organization in an expedient manner while remaining calm, {CLICK} objective, fair and impartial. (CLICK} Additionally, she is to make sure that the group is focused and that there are no irrelevant conversations during the meeting.

The Agenda Normal Order of Business Determined by the Chair 2/3 vote to alter Can specify time frames We will be talking about agendas in the Club Leadership presentation, but it is worth noting here that organizations using parliamentary procedure usually follow a {CLICK} normal order of business. The agenda is {CLICK} determined by the chair and {CLICK} requires a 2/3 vote to alter. {CLICK} An agenda can also specify time frames for agenda items. A typical agenda as shown on pages 18-19 in your Leadership Handbook includes: Call to order. Roll call of members present. Reading of minutes of last meeting. Officer’s reports. Committee reports. Unfinished business. New business. Program (optional) Announcements. Adjournment.

Quorum Half + 1 (Simple Majority) Needed for all Official Business No Quorum, No Action taken! Chairperson Recognizes Quorum or Absence of Quorum Quorum is minimum number of members necessary to conduct business (present throughout meeting). {CLICK} Quorum should be determined by bylaws – if it is a simple majority, that means half + 1 {CLICK} – Quorum is needed For all meetings – regular, special, annual, etc. {CLICK} You can begin without a quorum present, but no motions or votes may be taken except to adjourn. {CLICK} Chair should determine quorum before meeting

The Question A motion is a Question to the body Consider one “primary” question at a time Usually requires a second Some motions do not require a second {CLICK} A motion is a Question to the body {CLICK} A body may only consider one “primary” question at a time – also referred to as the Main Motion {CLICK} Usually requires a second {CLICK} Some motions do not require a second: Minutes Committee Reports NOTE: If the motion comes as a recommendation from two or more members, such as a committee, the motion does not need a second. Other motions that do not require a second include: Call for Orders (Proceed to Agenda) Raise a Question of Privilege Point of Order Withdraw a Motion Next, let’s review the Eight Steps to Action (you can follow on page 37 of the Leadership Handbook.)

1. Address the Chair 2. Wait for Recognition “President Sue” {CLICK} {CLICK} 1. Member rises and {CLICK} addresses Chair, “President Sue”? {CLICK} 2. Chair recognizes member by nodding at member or stating his or her name

3. & 4. Moving a Question I move to…. Second The Question {CLICK} 3. She makes the motion. (“I move that” not “I make a motion”) 4. Another member seconds the motion. {CLICK} So now we have the Primary Question. {CLICK} The Question

5. Chair states the motion 6. Asks for Debate “It is moved and seconded that…” {CLICK} 5. The chair states the motion. {CLICK} (“It is moved and seconded that…”) 6. If the motion is debatable, the chair asks for debate. {CLICK} (“Are you ready for the question?” or “Is there any discussion?”) “Is there any discussion?”

7. Chair takes the Vote 8. Announces the Result “The question is on the adoption of the motion to…” {CLICK} 7. The chair takes the vote. {CLICK} (“The question is on the adoption of the motion to…As many as are in favor of the motion say ‘aye’…Those opposed say ‘no.’”) (If a two–thirds vote is required: “As many as are in favor of the motion, please stand…Be seated. Those opposed, please stand…Be seated.”) {CLICK} 8. The chair announces the result. (“The motion is adopted.” or “The motion is defeated.”) “The motion is adopted”

The Question Dispose of Primary Motion first Other motions can be made that affect the content, debate, or direction of a Primary Motion. That is the streamlined version. {CLICK} No other business can be considered until the Primary Motion has been disposed of (pass, defeat, refer, withdrawn, etc.) {CLICK} However, other motions can be made that affect the content, debate, or direction of a Primary Motion.

Discussion Other Topic OUT OF ORDER PRIMARY QUESTION The Question {CLICK} So what if there is Discussion? {CLICK} We start with the Primary Question {CLICK} If debatable, every member has right to debate Chair refrains from debate while presiding Proposer of motion has first right of debate (CLICK} Must be related (germane) only to motion {CLICK} If it is not related or within the scope of the original motion, {CLICK} it is ruled out of order {CLICK} Robert’s Rules state that members should only speak to a question once. The Question DISCUSSION

Subsidiary Motions -Amendments {CLICK} We have a motion on the floor, and a Subsidiary Motion – also known as an amendment is offered. {CLICK} Now we want to tweak the main motion. {CLICK} We started with the Main Motion A motion may be amended by any of the following methods: To insert (inside the motion) To add (at the end) To Strike out To strike out and insert (words only) To substitute (a paragraph) {CLICK} Since we decided to tweak the Main Motion it is set aside for possible surgery (or repair) {CLICK} A Primary Amendment is introduced and is Applied to Main Motion The Amendment now becomes the new Primary Question PRIMARY QUESTION

Amending the Amendment PRIMARY QUESTION Amending the Amendment {CLICK} Someone decides to tweak it some more; an amendment can also be amended. A second is needed. {CLICK} We set aside the primary amendment {CLICK} The Secondary amendment is now applied to primary amendment No more amendments may be offered to the amendment until the new secondary amendment is disposed of. Members should only discuss amendment to the amendment. Discussion on the amendment and the original motion will follow a vote on the amendment to the amendment. The QUESTION being asked is whether the body agrees to CHANGE the AMENDMENT that was already offered.

MOTION TO AMEND THE AMENDMENT ORIGINAL MOTION MOTION TO AMEND Vote on amendments in reverse order Deal with the motion to amend the amendment first {CLICK} If the amendment to the amendment passes, {CLICK} Now you vote on the amended motion which seeks to amend the original motion. If the motion to amend passes, now you vote on the amended original motion If It passes, you have adopted the amended question. MOTION TO AMEND THE AMENDMENT PRIMARY QUESTION

MOTION TO AMEND THE AMENDMENT ORIGINAL MOTION MOTION TO AMEND Let’s look at another scenario still voting on amendments in reverse order Secondary then primary Deal with the motion to amend the amendment first {CLICK} If it fails, go back to the motion to amend {CLICK} If the motion to amend fails, go back to the original motion You have now adopted (or defeated) the original motion. MOTION TO AMEND THE AMENDMENT PRIMARY QUESTION

The Question Options : Vote on the Question Table the Question Postpone the Question Object to Consideration of Question Divide the Question {CLICK} Members have several {CLICK} options available to them regarding each question that is posed to them. {CLICK} Vote on the Question {CLICK} Table the Question {CLICK} Postpone the Question {CLICK} Object to Consideration of Question {CLICK} Divide the Question

Motions with NO Debate Object to Consideration Call the Question Lay the Motion on the Table There are motions that allow No Debate which means you go straight to a vote on that motion. {CLICK} Object to Consideration - Avoid the motion altogether. (2/3 vote) {CLICK} Call the Question - End debate on the motion under consideration. (2/3 vote) {CLICK} Lay the Motion on the Table – To postpone consideration of the question until another time. (Simple Majority)

Vote Duty Only abstain for specific reasons. If seeking to be excused from voting must do so before Roll Call vote is taken. Can vote against own motion, but cannot speak against own motion. {CLICK} A few comments about voting: {CLICK} All members have a duty to vote. {CLICK} Members should only abstain for specific reasons. {CLICK} A member seeking to be excused from a vote must do so before a Roll Call vote is taken. {CLICK} A member can vote against their own motion, but cannot speak against their own motion.

Vote Majorities are determined by the number of members present, so long as a quorum is present. Votes requiring a 2/3 majority would be based on number of members present under a quorum. {CLICK} Most majorities are determined by the number of members present, so long as a quorum is present. {CLICK} Votes requiring a 2/3 majority would be based on number of members present under a quorum. {CLICK}

Tie Vote A tie vote will defeat a motion. Chair has options under a tie: Refrain from voting - motion defeated. Vote nay to force a tie and defeat a motion. Vote aye, allowing motion to succeed. {CLICK} So how does the chair handle a tie vote? {CLICK} A tie vote will defeat a motion. {CLICK} Chair has options under a tie: Refrain from voting, allowing motion to be defeated. Chair can vote nay to force a tie and defeat a motion. Chair can vote aye, allowing motion to succeed.

You’ve Got This! There are a lot more procedures that we don’t have time to delve into, but if you look at pages 8-9 in the red “a-b-c’s of Parliamentary Procedures that you were given, you will see a chart with some items that are helpful to be aware of. Please use this resource as a good reference guide. These are basic rules that help facilitate a meeting in a planned and well-thought-out way to accomplishing a productive business meeting. You don’t have to be an expert on parliamentary procedure to be an effective board or club member. What matters is common courtesy and a culture that encourages honest, open and fair dialogue and deliberation. You’ve Got This!