Workshop on Parliamentary Procedure By: Charles R. Patton, RP Assisted By: Jill Franklin, CFP® May 2006

2. What is parliamentary procedure? It is the procedure set out in a set of rules that allows all members to be heard and to participate in decision-making without confusion or waste of time. It is a time-tested method of conducting business at public meetings and gatherings.

3. Why is parliamentary procedure important? It is important to you as a member of any organization, political, social, or religious to be effective at group meetings. It is important you know the basics of Roberts Rules because it serves as the handbook for most organizations.

“[A] very brief pocket manual, so cheap that every member of a church or society could own a copy, and so arranged as to enable one quickly to find when any particular motion could be made.” - Henry M. Robert

4. Robert’s Rules of Order The North Carolina Federation of Chapters, NARFE, has adopted Robert’s Rules of Order as its parliamentary authority. Our bylaws state that Robert’s “shall govern the Federation when they are not inconsistent with the Federation bylaws and any special rules of order adopted by the Federation.

“Roberts Rules of Order is the greatest book ever written.” - Richard J. Daley Mayor of Chicago, IL

5. Convention Standing Rules Convention standing rules may vary from Robert’s and take precedence over Robert’s. Together with Robert’s Rules, the convention rules govern the operations of the convention, your first official act as a delegate to this convention was when you adopted the convention standing rules.

“No one is to disturb another in his speech, by hissing, coughing, or spitting…” - Thomas Jefferson

6. What is a motion? A motion is a proposal that the organization or group take action on an issue. Members can: 1. Make motions 2. Second motions 3. Debate motions 4. Vote on motions

7. Four basic types of motions 1. Main motions: The purpose of a main motion is to introduce action to the members for their consideration. A main motion can not be made when any other motion is on the floor. A main motion yields to subsidiary, privileged and incidental motions. 2. Subsidiary Motions Their purpose is to change or affect how a main motion is handled. They must be voted on before the main motion is voted on.

8. Four basic types of motions continued 3. Privileged Motions Their purpose is to bring up items that are urgent about special or important matters not related to pending or important business. 4. Incidental motions Their purpose is to provide a means of questioning the procedures concerning other motions and must be considered before the other questions.

9. How to make a motion: 1. Rise and address the Chairman, saying “Mr. Chairman”, or In this Federation, “Mr. President.” 2. Wait until the Chairman recognizes you. 3. Give your name. Chapter Number, then state your motion, speaking in a loud, clear voice. 4. Wait for some other member to second your motion. 5. After a second is heard, resume your seat.

10. How a motion is handled by the assembly 1. After the motion is seconded, the Chair states the motion exactly, then indicates it is ready to be debated. He turns to the maker of the motion to see if he wants to be assigned the Floor first. 2. Members debate the motion. At this point any secondary motion can be moved and applied. 3. The main motion may now be postponed indefinitely, amended, referred to a committee, or postponed to a definite time. A motion can be made to limit or extend debate or to close debate, the previous question can be moved. If the assembly wishes to lay the motion aside temporarily this can be done by a motion to lay the question on the table.

“We are here to get at the will of the assembly. This is the only valid reason for holding a meeting, and that must be the basis of all parliamentary action.” - Henry M. Robert

11. Voting on a motion When debate appears to have closed, the Chair “puts the Question” by again stating the motion as it is to be decided by the Assembly. He then calls for those in favor to vote “aye” and those opposed to vote “no”. The chair must always ask for the negative vote and he must always announce the results of the voting.

Conclusion This concludes the slides. We will now take any questions as time allows. Thanks for coming. I hope this workshop has been of some help to you. Take as much of the handout material as is available. The books on parliamentary practice are for exhibit only. They are NOT for handout.

“The purpose of parliamentary procedure is to facilitate the transaction of business and to promote cooperation and harmony. - Alice Sturgis

1. Is it true a president can only vote to break a tie? It is not true. The President, if he is a member of the assembly, has the same rights and privileges as all other members have, including the right to speak in debate and the right to vote on all questions.

2. Can ex-officio members vote, and are they counted in determining whether a quorum is present? Without exception, ex-officio members of boards and committees have exactly the same rights and privileges as do all other members including the right to vote. They are counted in determining whether a quorum is present.

3. Is it true that, once a quorum has been established, it continues to exist no matter how many members leave during the course of the meeting? No. Once a quorum at a meeting has been established, it is presumed to exist only until the chair or some other member notices that a quorum is no longer present. Any business transacted after the absence of a quorum was noticed, can be declared invalid.

4. In determining the result of a vote, what constitutes a majority. The word “majority” simply means more than half.

5. Do abstention votes count? The phrase “abstention votes” is an oxymoron. When a member abstains from voting, there is no vote, and consequently.

6. Must debate on a motion stop immediately as soon as any member calls the question? It is a common misconception that if a member shouts “Question”, or “I call the question”, debate must immediately cease and the chair must put the question to a vote. This is simply not the case. A member wishing to force an end to debate must first obtain the floor by being recognized by the chair, then move the Previous Question. Such a motion must then be adopted by a two-thirds vote, or by unanimous consent.

7. Can something be defeated by adopting a motion to table it? Adoption of a motion to table it does not defeat the motion. The adoption of the motion to Lay on the Table simply lays a pending motion aside temporarily in order to take up something of immediate urgency.