Parliamentary Procedures Presented by: Suzy Schares, CMC City of Waterloo City Clerk

Parliamentary Procedure What is it? A set of well proven _______ designed to move business along in a meeting while maintaining order and controlling the communications. Why use it? To accomplish tasks utilizing an orderly, democratic __________.

Rules of Parliamentary Procedure The rules of Parliamentary Procedure are _______, not ________.

Where do we find the rules? State Code Chapter 380 City Legislation City Code ByLaws Document containing the basic rules for ___________ an organization. Parliamentary Authority The book adopted by an assembly to govern parliamentary procedure in meetings of the organization: e.g. Robert’s Rules of Order Newly Revised

The Chairperson The presiding officer; president, chairman, mayor or supervisor is known as the _______________. In most cities this is the Mayor

Order of Business Call to Order Role Call Adoption of agenda Approval of the Minutes Reports of Officers/Committees Unfinished Business New Business Announcements/Citizen Comments Adjournment

Agenda An established sequence of items of _________________ to be considered in a meeting is known as the agenda

Minutes The Official written record of business conducted at a ________________.

Motions Main Motion A proposal that introduces a subject to the ______________ for discussion and action or which expresses an opinion Incidental Motion Arises out of another motion that is or has just been pending and must be disposed of before the pending _______________ is acted upon

Motions ____________ Motion Unrelated to pending business but is of such importance that it takes priority over a pending motion ____________ Motion Applied to another motion for the purpose of changing it or appropriately disposing of it, temporarily or permanently

Steps in a Motion State the motion I move that …. Second the motion Chairperson restate the motion Discuss (Debate) the motion Vote on the motion Announce the result of vote

Let’s Try It!

Discussion (Debate) A member should not speak until recognized by the Chair Remarks must remain germane _______________ – Closely related; used in relation to amendments and debate Remarks should be addressed to the Chairperson No personal attacks

Voting Voice Vote (all in favor, please say aye…) Simplest and most common Roll Call Calling each members name for their vote Others Vote by standing, show of hands, ballot

Voting Majority vote – more than half Necessary for ordinance, resolutions, and motions ¾ vote Necessary to suspend the rules to pass an ___________ without two considerations before final passage Abstain Publicly ____________ from voting, usually due to a conflict of interest Adopt vote to accept or approve a __________; when the affirmative vote prevails

Let’s Try It!

Amending a motion Inserting words I move to amend by inserting the words… Striking words I move to amend by striking the words…. Striking out and inserting I move to amend by striking the words… and inserting the words…..

Let’s Try It!

Postponing and Tabling Lay on the table The highest-ranking ___________ motion that enables the assembly to set aside the pending motion temporarily to take up something more urgent Usually a motion to take from the table is done at that same meeting but can wait until the next meeting if necessary Motion to postpone Indefinitely To a certain time

Bring Back Motions Motions that bring a question again before the assembly, e.g. reconsider. _____________ A motion to consider a second time the vote on a previously adopted or defeated question

Adjourn A motion to close a _______________ immediately

References Robert’s Rules of Order Newly Revised In Brief Simplified Parliamentary Procedure, Iowa State University, revised December 2009