© 2011 Cengage Learning. All Rights Reserved. Appendix Parliamentary Procedure

© 2011 Cengage Learning. All Rights Reserved. E SSENTIAL S PEECH APPENDIX SLIDE 2 Parliamentary Procedure A set of rules used to govern meetings of clubs, organizations, legislative bodies, and other decision-making groups

© 2011 Cengage Learning. All Rights Reserved. E SSENTIAL S PEECH APPENDIX SLIDE 3 Parliamentary Procedure: History and Purpose Originated in the British Parliament and developed over many years Allows an organization to reach decisions that reflect the wishes of the majority while respecting the right of the minority to be heard

© 2011 Cengage Learning. All Rights Reserved. E SSENTIAL S PEECH APPENDIX SLIDE 4 Robert’s Rules of Order Used by most groups in the United States to conduct their discussions and decision- making processes

© 2011 Cengage Learning. All Rights Reserved. E SSENTIAL S PEECH APPENDIX SLIDE 5 Robert’s Rules of Order: History and Purpose First published in 1876 U.S. Army Major Henry Martyn Robert Troubled by the lack of consistent rules for how meetings should be run Created a set of procedural rules for holding meetings that was based on those used in the U.S. House of Representatives

© 2011 Cengage Learning. All Rights Reserved. E SSENTIAL S PEECH APPENDIX SLIDE 6 Robert’s Rules of Order, Newly Revised States the rules of parliamentary procedure Explains how they can be used by groups to make collective decisions that protect each member’s right to be heard and to participate fairly in an efficient decision- making process

© 2011 Cengage Learning. All Rights Reserved. E SSENTIAL S PEECH APPENDIX SLIDE 7 Bylaws Regulations that control the internal concerns of an organization Agreed to and placed in writing when an organization is founded May be amended as circumstances change

© 2011 Cengage Learning. All Rights Reserved. E SSENTIAL S PEECH APPENDIX SLIDE 8 Meeting Procedures Formal Informal

© 2011 Cengage Learning. All Rights Reserved. E SSENTIAL S PEECH APPENDIX SLIDE 9 Group Leadership Chosen in a manner established in the group’s bylaws Common offices President Vice president Secretary Treasurer Parliamentarian

© 2011 Cengage Learning. All Rights Reserved. E SSENTIAL S PEECH APPENDIX SLIDE 10 President Sets agendas for meetings Calls meetings to order in a timely fashion Recognizes officers and members who have reports to make Calls on members who wish to speak Requires that motions be made before debate begins Rules when a topic or speaker is out of order Decides when a vote should be taken

© 2011 Cengage Learning. All Rights Reserved. E SSENTIAL S PEECH APPENDIX SLIDE 11 Vice President Takes over the duties of the group’s president if the president is not able to attend a meeting May have additional duties

© 2011 Cengage Learning. All Rights Reserved. E SSENTIAL S PEECH APPENDIX SLIDE 12 Secretary Creates a written record of every meeting—minutes Determines whether enough people are present at the meeting to conduct business Counts votes when issues are decided

© 2011 Cengage Learning. All Rights Reserved. E SSENTIAL S PEECH APPENDIX SLIDE 13 Treasurer Keeps a record of the group’s financial status Makes a financial report at each meeting Prepares and circulates yearly financial statement

© 2011 Cengage Learning. All Rights Reserved. E SSENTIAL S PEECH APPENDIX SLIDE 14 Parliamentarian Makes sure that the group’s rules of parliamentary procedure are followed Serves as the final authority for how motions will be made, debates held, and votes taken

© 2011 Cengage Learning. All Rights Reserved. E SSENTIAL S PEECH APPENDIX SLIDE 15 The Meeting Purpose Accomplishments Future activities Strong leadership Observance of parliamentary procedures

© 2011 Cengage Learning. All Rights Reserved. E SSENTIAL S PEECH APPENDIX SLIDE 16 Agenda Where and when the meeting will be held A listing of reports that will be made The name and title of any special guests A listing of major topics or issues that will be discussed Unfinished business New business An indication of how long the meeting is expected to last

© 2011 Cengage Learning. All Rights Reserved. E SSENTIAL S PEECH APPENDIX SLIDE 17 Getting Started Call to order Quorum Minutes of the group’s last meeting

© 2011 Cengage Learning. All Rights Reserved. E SSENTIAL S PEECH APPENDIX SLIDE 18 Officer and Committee Reports President reports on the status of plans or actions that the group undertook at previous meetings Treasurer reports on the group’s financial status Vice president and secretary typically do not make reports Committee chairs report on progress

© 2011 Cengage Learning. All Rights Reserved. E SSENTIAL S PEECH APPENDIX SLIDE 19 Old and New Business Old business Unresolved issues Taken up by a group before new issues are addressed New business Topics or issues that have not previously been discussed Should be included on the meeting agenda

© 2011 Cengage Learning. All Rights Reserved. E SSENTIAL S PEECH APPENDIX SLIDE 20 Adjournment Formal close of a meeting Two times for adjournment When all business has been completed When a time limit has been reached Unfinished business becomes old business at the next meeting

© 2011 Cengage Learning. All Rights Reserved. E SSENTIAL S PEECH APPENDIX SLIDE 21 Making Motions Member must be recognized by chairperson Motion must be phrased correctly Motion must be seconded

© 2011 Cengage Learning. All Rights Reserved. E SSENTIAL S PEECH APPENDIX SLIDE 22 Debate Speakers are expected to Identify themselves State whether they support or oppose the motion being debated Ways to limit debate Set a specific amount of time for each member to speak Allow members to only speak once

© 2011 Cengage Learning. All Rights Reserved. E SSENTIAL S PEECH APPENDIX SLIDE 23 Voting Voice vote Show of hands Roll-call vote Secret ballot