Introduction to Parliamentary Procedure May 2007 Leadership Revision Committee Modified by CTAE Resource Network, 2010

What is it? Parliamentary Procedure is: Parliamentary Procedure is: The correct rules for conducting or running a successful meeting.

Purpose Ensures that: Ensures that: - One item is addressed at a time - Courtesy is given to every member - The majority rules - The rights of the minority are protected

Use of the Gavel One tap: One tap: Be seated Be seatedOr… Follows: Follows: Announcement of adjournment Announcement of adjournment Completion of a business item Completion of a business item Two taps: Calls the meeting to order Two taps: Calls the meeting to order Three taps: Stand on the third tap Three taps: Stand on the third tap Series of taps: Restores order Series of taps: Restores order

The Chair The person in charge-conducts the meeting The person in charge-conducts the meeting Presiding Officer referred to as: Presiding Officer referred to as: Mr/Madam President or Mr/Madam Chairman Mr/Madam President or Mr/Madam Chairman Chairperson refers to self in the third person Chairperson refers to self in the third person “The chair rules…” “The chair rules…” “The chair will entertain a motion.” “The chair will entertain a motion.” Never says “I” Never says “I” Alternates debate between opposing and supporting sides Alternates debate between opposing and supporting sides

Responsibilities of The Chair Speak up and speak clearly Speak up and speak clearly Be respectful Be respectful Be impartial Be impartial Do not say “I” Do not say “I” Know correct parliamentary procedure Know correct parliamentary procedure

Responsibilities of the Members Discuss when called upon Discuss when called upon Respect other members and chair Respect other members and chair Speak up when discussing Speak up when discussing Know Parli. Pro. Know Parli. Pro.

Conducting Business Quorum Quorum 1/2 of members in a club plus 1 1/2 of members in a club plus 1 Minimum number of members that must be present at a meeting for legal business to be transacted Minimum number of members that must be present at a meeting for legal business to be transacted Types of Votes: None None Decided by chair Decided by chair Majority Majority 1/2 of members present at any meeting plus 1 1/2 of members present at any meeting plus 1 Minimum number of members that must vote for a motion for it to pass Minimum number of members that must vote for a motion for it to pass Used to vote on most motions Used to vote on most motions Two-Thirds Two-Thirds  A two thirds vote is required when a motion will limit the rights of a member or members  This means that two thirds of the voters must be in favor of the motion for it to pass

Ways to Vote Voice Vote: saying “aye” or “no” Voice Vote: saying “aye” or “no” Standing Vote: standing or a show of hands Standing Vote: standing or a show of hands Secret Ballot: a written vote Secret Ballot: a written vote Roll Call: each member speaking their vote when the secretary calls their name Roll Call: each member speaking their vote when the secretary calls their name

Basic Rights Everyone gets the chance to voice their opinion Everyone gets the chance to voice their opinion Everyone gets the chance to vote Everyone gets the chance to vote Must take yes and no votes Must take yes and no votes Only one topic at a time can be discussed Only one topic at a time can be discussed Whoever makes a motion has the right to discuss it first Whoever makes a motion has the right to discuss it first The Chairperson makes or breaks a tie The Chairperson makes or breaks a tie

Classifications of Motions Main Motions: bring business before the meeting Main Motions: bring business before the meeting Subsidiary Motions: treats or disposes of a main motion; always applied to another motion while it is pending Subsidiary Motions: treats or disposes of a main motion; always applied to another motion while it is pending Privileged Motions: take precedence over all other motions; don’t have to relate to pending business Privileged Motions: take precedence over all other motions; don’t have to relate to pending business Incidental Motions: related to pending business or other business; almost always must be decided before business can continue Incidental Motions: related to pending business or other business; almost always must be decided before business can continue Unclassified Motions: these are typically motions that bring a question again before the assembly Unclassified Motions: these are typically motions that bring a question again before the assembly

How to State a Motion A properly stated motion: A properly stated motion:  begins with “I move that…”  NOT, “I make a motion to…”

Main Motions Used to introduce ideas to the group Can not be in negative form Only one main motion at a time Require a second Amendable Can Be Changed Debatable Can be talked about Majority Vote Can be voice The person who makes a motion can not talk against it, but can vote against it The person who makes a motion can not talk against it, but can vote against it Can not interrupt another speaker

How to Handle a Main Motion Stand Stand Ask to be recognized by President Ask to be recognized by President President recognizes you by name President recognizes you by name Motion is correctly stated Motion is correctly stated Motion is seconded Motion is seconded Motion is repeated by President Motion is repeated by President Motion is discussed Motion is discussed President restates motion President restates motion Motion is voted on Motion is voted on Results of vote announced by President Results of vote announced by President