The a-b-c’s of Parliamentary Procedure

What is Parliamentary Procedure? It’s a SET OF RULES for conducting meetings. It allows EVERYONE to be heard and to make decisions…without confusion.

Why Use Robert’s Rules of Order? Provides a standard order of business for meetings to function effectively. Ensure fairness in all decision-making processes.

Parli Pro has a LONG HISTORY IT ORIGNINATED in the early English Parliaments (discussions of public affairs) It came to America with the first settlers.

It became UNIFORM in 1876, when Henry M It became UNIFORM in 1876, when Henry M. Robert published his manual on Parliamentary Law. TODAY… Robert’s Rules of Order Newly Revised is the basic handbook of operation for most clubs, organizations and other groups.

Why is Parliamentary Procedure Important? Because it’s a time-tested method of conducting business at meetings and public gatherings.

Basic Principles Someone has to facilitate the discussion and keep order. All members of the group have the right to bring up ideas, discuss them, and come to a conclusion. Members should come to an agreement about what to do. Members should understand that the majority rules, but the rights f the minority are always protected by assuring them the right to speak and to vote.

Quorum of Members The minimum number of members needed to have a meeting Can be set by the bylaws; otherwise, a simple majority (50+1). If no quorum exists a meeting can not be called to order; however, the only acceptable action are -Adjourn -Recess and take measures to obtain a quorum

Order of Business Call to order Roll Call Approval of Agenda Approval of the Minutes Reports of Officers and Advisor Unfinished Business New Business Announcements Adjournment

Role of the Chair Obligation to run an orderly meeting Before a member can make any motion, or speak, they must be “recognized” by the Chair. If more than one person wants to speak, the Chair chooses the speaker. Do not vote except for a tie and not to participate in debate

Role of the Chair Be on time and start on time Be organized and prepared Take control of the floor Be impartial Be precise Be focused

But how do members get their say? MOTIONS are means by which to present business to the members at a meeting

Members can… PRESENT motions (make a proposal) SECOND motions (express support for discussion of another member’s motion.)

Members can… DEBATE motions (give opinion on the motion) VOTE on motions (make a decision)

There are 4 general types of motions

MAIN motions introduce subjects (new business) to the assembly for its consideration. They cannot be made when another motion is before the assembly. They yield to the other 3 types of motions. Lowest ranking Needs a second Is Debatable Is amendable Takes a majority vote to adopt Example: “I move to allocate $300 to purchase club T-shirts.”

SUBSIDIARY motions change or affect how the main motion is handles (voted on before the main motion). Example: Main motion on the table: “I move to allocate $300 to purchase club T-shirts.” Subsidiary motion: “I move that the motion be postponed indefinitely” “I move to amend the motion by increasing the allocation to $500.”

Take precedence (priority) over subsidiary motions. Not debatable PRIVILEGED motions are most urgent…about special or important matters not relate to pending business. Take precedence (priority) over subsidiary motions. Not debatable After they have been made and seconded, the chair takes a vote without discussion. Example: “I move we adjourn the meeting.”

INCIDENTAL Their purpose is to provide a means of questioning procedure concerning other motions and must be considered before the other motion. Examples are raising a question about parliamentary procedure in the meeting, asking a question about the motion under discussion, or pointing out that a very important rule was broken or ignored. Not debatable Must be decided upon immediately They have no rank because they are taken up immediately when made. Example Point of order (that’s against the rules).

How do I present my motion? OBTAIN THE FLOOR Wait until the last speaker is finished. Rise and address the chair. 2. MAKE YOUR MOTION Speak clearly and concisely. State your motion affirmatively. Say, “I move that we do not…” Avoid personalities and stay on the subject.

3. WAIT FOR A SECOND Another member will say, “I second the motion.” Or the chair will call for a second. If there is not second, your motion will not be considered. 4. CHAIR STATES YOUR MOTION The chairperson must say, “it is moved and seconded that we…. After this happens, discuss or voting can occur. Your motion is not “assembly property” and you can’t change it without consent of the members.

5. EXPAND ON YOUR MOTION Mover is allowed to speak first. Direct all comments to the Chair Keep to the time limit for speaking. You may speak again after all other speakers are finished. e. If there is not more discussion, a vote is taken. The chairperson announces the results.

Voting By General Consent BY VOICE The chairperson asks, all those in favor say “aye” and those opposed say “no” By General Consent When a motion isn’t likely to be opposed, the chairperson says, “If there is not objection…” Members show agreement by their silence. If someone says, “I object,” the matter must be put to vote. By show of hands By Roll Call By Ballont

Some Questions Is it in order? Your motion must relate to the business at hand, and be presented at the right time. It must not be obstructive, frivolous, or against the bylaws. Do I need a second? Usually, yes. A second indicates that another member would like to consider your motion. It prevents spending time on a question which interest only one person.

May I interrupt the speaker May I interrupt the speaker? Some motions are so important that the speaker may be interrupted to make them. The original speaker regains the floor after the interruption has been attended to. Is it debatable? Parliamentary procedures guards the right to free and full debate on most motions. Some privileged and incidental motions are not debatable.

Designed to help, not hinder, decision making According to Robert, “The assembly meets to transact business, not to have members exploit their knowledge of parliamentary law.”