Parliamentary Procedures Effective Meeting Skills

Unmanaged meeting problems will result in wasted time, frustration, and a general dread of attending meetings in which these problems occur unchecked.

Productive meetings are the responsibility of everyone, not just the formal leader.

Parliamentary Procedure (rules) provides formal, well-defined structure for groups.

Robert’s Rules of Order used by estimated 80% of organizations, government bodies and associations.

Parliamentary Procedure (rules) provides formal, well-defined structure for groups. Robert’s Rules of Order used by estimated 80% of organizations, government bodies and associations. Sturgis Standard Code of Parliamentary Procedure, used by about 15% of groups (particularly physicians and dentists).

Parliamentary Procedure (rules) provides formal, well-defined structure for groups. Robert’s Rules of Order used by estimated 80% of organizations, government bodies and associations. Sturgis Standard Code of Parliamentary Procedure, used by about 15% of groups Unions and legislatures sometimes use others.

Robert’s Rules help advance the decision-making process.

Robert’s Rules help advance the decision-making process. Robert's 'Rules of Order' are the rules of a fight; they are intended to prevent unfair advantage and to give the minority a fighting chance.

Robert’s Rules helps advance the decision-making process. Use them whenever a meeting mangler threatens to derail a meeting.

Robert’s Rules helps advance the decision-making process. Use them whenever a meeting mangler threatens to derail a meeting.

Robert’s Rules helps advance the decision-making process. Use them whenever a meeting mangler threatens to derail a meeting.

Robert’s Rules helps advance the decision-making process. Use them whenever a meeting mangler threatens to derail a meeting.

Robert’s Rules helps advance the decision-making process.

Agenda Setting

Robert’s Rules helps advance the decision-making process. Agenda Setting Order of Business

Robert’s Rules helps advance the decision-making process. Agenda Setting Order of Business Protecting minority views

Robert’s Rules helps advance the decision-making process. Agenda Setting Order of Business Protecting minority views Nearly every meeting possibility.

Committee reports are often for information only. In such instances, no motion is necessary following the report.

Motion not always needed. A motion “to adopt” or “to accept” a report is appropriate when the report is to be published in the name of the organization.

On the other hand, the reporting member should end by making a motion if the committee has a specific recommendation for action.

The Treasurer’s Report In contrast to common practice, treasurers’ reports seldom require action.

The motion to close debate is just another motion. A person wanting to close debate must be recognized by the chair. “The Previous Question” requires a second. While the motion to close debate is not debatable, a two-thirds vote is required. Only the assembly decides when to end debate.

Many matters can be resolved through “general consent” or “unanimous consent.” Under this method, the presiding officer asks, “Is there any objection to... ?” For example, “Is there any objection to ending debate?” If no one objects, debate is closed. * If a member objects, the matter should be resolved with a motion and vote.

The chair is the servant of the assembly, not its master. Put another way, the chair can only get away with what the assembly allows. During a meeting any member can raise a “Point of Order” if it is believed that the rules of the assembly are being violated. This motion can interrupt a speaker and does not require a second. The Chair must now rule on the Point of Order. If the Chair doesn’t know how to rule, the question can be submitted to the assembly for a vote.

The chair can only get away with what the assembly allows. If a member is not happy with the Chair’s ruling, any two members can Appeal from the decision of the chair. By one member making and another members seconding the Appeal, any question of parliamentary law can be taken from the chair and given to the assembly for decision. The assembly is the ultimate decider of procedural questions during a meeting.

Informal Meetings Members are not required to obtain the floor and can make motions or speak while seated. Motions need not be seconded. There is no limit to the number of times a member can speak to a question Motions to close or limit debate are generally not used. The chair usually can make motions and vote on all questions.

Members must be recognized by the presiding officer before speaking. Members are to identify themselves before speaking, particularly in large assemblies where a microphone is required. A motion to take action must precede any discussion of an issue. Motions must be proposed, considered, and disposed of in a priority of order known as precedence. Motions must be seconded. Members may not speak a second time on a motion until all who wish to speak a first time have spoken Members may only speak to a specific motion twice in one day. The presiding officer does not participate in debate.

Summary of Steps in Handling a Motion 1. A member rises and addresses the presiding officer. 2. The presiding officer recognizes the member. 3. The member states the motion. 4. Another member seconds the motion. 5. The presiding officer restates the motion, thus placing it before the assembly for consideration. 6. The assembly may discuss the motion if it is debatable and amend the motion if it is amendable. 7. The presiding officer takes the vote. 8. The presiding officer announces the result.

Appoint a “parliamentarian”, if you don’t yet have one. He or she is responsible for “checking the rulebook” if necessary, having a copy of the bylaws and Robert’s Rules always at the ready. An alternate member is a good choice for this position.