Basics of Parliamentary Procedure

Origins of Parli-Pro In the 16th century disputes between the King of England and parliament developed This led to the development of parliamentary law First formal publication was written between 1562 and 1566 by Sir Thomas Smyth. Today we have Robert’s Rules of Order

Basic Rules One subject at a time Each side must be given the opportunity to voice their opinion Rights of the minority Voting must include both a positive and a negative Must have a quorum of members to conduct business

Other Important Info Quorum- What is it? Minimum number of members that must be present at a meeting for legal business to be transacted 1/2 of members in a club plus 1 Majority- What makes a majority? 1/2 of members present at any meeting plus 1 Presiding Officer referred to as: Mr./Madam President Mr./Madam Chairperson

Use of the Gavel One Tap – To sit down and follows the announcement of a vote Two Taps - Calls meeting to order Three taps – means to stand Series to taps – used to restore order

Methods of Voting Voice Vote - Yea or Ney Rising Vote Secret Ballot Raise of Hands Standing to be counted Secret Ballot Roll Call

Agendas Agendas are an established order of business that should be followed at every chapter meeting. The chapter secretary is responsible for preparing an agenda for meetings.

Order of Business Standing Special Opening ceremonies Minutes of previous meeting read or presented in writing Officer reports Special features (guest speakers) Unfinished business Committee reports Standing Special New Business Degree & Installation ceremonies ( only one time per year) Closing ceremonies Recreation, refreshments, entertainment, etc

Committees Two most frequently used committees are: 1. Standing committees – committees found in the Program of Activities 2. Special Committees – those appointed by the President or contained in a motion presented by a member.

Nominations Nominations may be made by: Nominations may be closed by : committee From the floor by a member Nominations may be closed by : A two-thirds vote-requires a second and not debatable. General consent

Five steps in making Nominations Member rises, receives recognition from President and says, “Mr. President, I nominate….” No second required President announces name of member nominated and asks for other nominations Secretary keeps list of nominees When nominations are complete, President calls for a vote Results of election announced.

Elections Candidates are voted on in the order they were nominated It is not enough to receive the most votes, an individual must receive a majority of all votes cast. If three candidates are running for an office and not one receive a majority of the votes, the one that received the least amount of votes would be dropped and a runoff would exist between the remaining two.

Role of the President or Chairman To Preside over the meeting. Avoids expressing opinion of pending question A President/chairman does not vote unless to: Break a tie (tie votes automatically fail unless the President wants to break the tie by voting. Create a tie, making a motion fail Can vote during a secret ballot

Qualities of a Good Chair Have self confidence Have knowledge of Parliamentary Procedure Always be democratic Gave a well developed voice Be able to think quickly Have a good memory Be skillful in leading people Have neat appearance

What if a President wishes to voice an opinion during a meeting? He can announce,”Will the Vice-President assume the duties of the chair?” When business is concluded that the President wanted to conduct, the V-P at first opportunity should say, “Will the President please resume the duties of the chair.”

Qualities of Good members Knowledge of your organization Display orderly conduct Participation in the meetings Ability to think quickly Know parli pro Attend meetings Leave out personalities to conduct business Be able to accept group decisions Cooperate as a team member

Handling Main Motions Member addresses the Chair (Mr/Madam chairman/chairperson Member is recognized Member presents a motion“I move that…” Motion must be seconded by another member (** Motion dies without a second) The chairman makes the motion pending by restating the question Motion is debatable Chairman takes vote on the motion Chairman announces results of vote

Withdrawing a Motion A motion can be withdrawn if the member who seconded the motion consents to the withdrawal of the motion. The motion is cleared from the minutes as if it never happened. A motion can not be withdrawn after voting has started.

General Consent The transaction of business is sometimes expedited by the President requesting approval by “general consent”. Only works if there are not objections Avoids formality of motions, voting on routine business and questions of little importance.

Adjourn End of a meeting “I move to adjourn”

Recess Call an intermission “I move we recess until….”

Lay on the Table Suspend further consideration of an issue “I move we table the motion….”

Previous Question Motion used to bring the assembly to an immediate vote on one or more pending questions Requires a second Not Debatable or Amendable 2/3 Vote Terminates Discussion

Calling for Question This is a method that allows members to know you are finished with discussion without going through the formality of a motion. Procedure: You can simply say, “question”, without being recognized and without stopping discussion. It informs the group of your position.

Limit Debate Gives a time limit or topic limit of debate “I move the debate be limited to….”

Refer to Committee Used to send a pending motion to a small group for further study Requires a second Amendable Debatable Majority Vote

Amendments 5 Ways: By striking out By inserting By adding to By striking out and inserting By dividing motion into two or more motions, so as to get a separate vote on any part The purpose of an amendment is to change the intent or purpose of the original motion

Amendments (continued) Members may do the following with the motion and amendment: Accept both the amendment and original motion Reject the amendment and accept original motion Reject both amendment and original motion

Postpone Indefinitely Kills the main motion “I move to postpone indefinitely”

Rise to a Point of Order Seeks to avoid the breaking of any parliamentary rule and to insist on enforcement of rules Member does not have to be recognized. The President listens to member and decides if point is sustained or not sustained. If decision is unacceptable, member can appeal from the decision of the chair.

Parliamentary Inquiry Obtain advise on parliamentary procedure “I raise a parliamentary inquiry”

Point of Information Requests information from the maker of a motion Must be in the form of a question “Point of information…”

Division of the House A member may call for a division of the house when he/she disagrees with the vote as announced by the President Does not require a second Must be called for immediately after the voice vote A rising vote is then required.

Suspend the Rules Temporarily stop a specific rule “I move to suspend the rules so that….”

Motion to Reconsider Purpose: to secure another vote by allowing further consideration of a question(item of business) 2nd required Debatable Majority vote

Quiz (7 Points) Name the motion one would make to stop debate and proceed to a vote Name the motion one would make to ask advise on parliamentary procedure Name the motion one would make to kill a main motion If an organization has 50 members, how many would have to be present for a quorum? If I voted against a motion that ended up passing, can I move to reconsider the vote? A Point of Information must be in the form of a _______________. Name of the motion one would give for a short intermission.

Parli-Pro In Everyday Life