1. Rebecca S. Linger, Ph.D. Associate Professor
Parliamentary Procedure or How I learned to stop worrying and love Robert’s Rules of Order
Rebecca S. Linger, Ph.D.
Associate Professor

2. Objectives Preparing for a meeting Orders of business
Procedures for running a meeting
Making a motion
Duties of the officers

3. Why do we use Parliamentary Procedure?
Facilitating the “group process”
Conduct business in the form of a meeting
Ensuring that all have a voice in the proceedings
Establishes rules that can prevent the sabotage or hijacking of a meeting
Attempts to keep proceedings civil

4. Principles Assist in accomplishing the purpose of the group
Deal with only one issue at a time
Ensure equal rights for all members
Majority rule
Protect the rights of the minority
Every matter presented can be debated by all
Right of all members to request information for clarification

5. Preparing for a Meeting
Create an agenda
Items of business to be discussed at the meeting
Gives the membership the “Order of Business”
Request items to be included in the agenda from the membership
Committee Reports
Discussion of current business
Votes of current business
New business items should be included on the agenda

6. Roles of the Officers Chair (or President)
Open the meeting “The meeting will be called to order”
Announces agenda
States and puts to vote all motions
Maintains order in a debate (if order can’t be maintained, chair adjourns the meeting!)
Vice-Chair (or Vice President)
Serves as Chair when Chair is absent
Secretary
Records, maintains and reads the minutes of the meeting
Prepares the order of business before each meeting
Treasurer
Responsible for all matters of group finances
Prepares and presents Financial Reports as dictated by By Laws
Prepares IRS form 990
Parliamentarian
Assists Chair in Parliamentary Procedure
Historian
Maintains the history of the organization

7. Running a Meeting Establishment of Quorum Calling the meeting to order
Typically 51% of voting membership, although bylaws can stipulate specific parameters of quorum
Calling the meeting to order
Chair calls meeting to order only after establishing quorum
If no quorum, no business should be conducted and the chair should call for adjournment or recess to contact missing members to attend

8. Running a Meeting Order of Business
Reading and approval of previous minutes
Minutes can be distributed beforehand
Chair can simply ask for revisions to minutes
Reports (from committees and officers)
Unfinished business
New business
Adjournment

9. Running a Meeting Making a motion
Motions are called to generate action
Members can make motions, but must be recognized by the Chair before obtaining the floor
Orders of business may require a vote of the membership
Chair calls for the motion: “Do I have a motion on…”
Member replies: “I move that…”
Another member replies: “I second that.”

10. Running a Meeting Ensuring the motion Calling for Discussion
The Chair should work with the Secretary to ensure the verbiage of the motion
The secretary should write down the motion and read it back to the assembly
Calling for Discussion
The Chair will ask for discussion from the assembly
When debating motions
Listen to the other side
Focus on issues, not personalities
Avoid questioning a person’s motives
Be polite
Changing the wording of the motion needs to include the Secretary who will revise the motion and read it back to the assembly.

11. Running a Meeting The Chair puts the question to the membership
Must state fully the motion then, state:
All in favor indicate by saying “Aye”
All opposed indicate by saying “Nay”
Members may ask for a different method of voting if the vote seems indecisive (RRONR, sec. 29)
Challenging the ruling of the Chair must occur immediately after the ruling
Wording: “I call for a division of the house.”
No second is needed
No vote unless someone objects
The Chair will then ask for a standing vote, or ballot vote

12. Running a Meeting Tabling an Action
In the course of debate of an issue, the body may realize that more information is needed
A member could say: “I move that we table this issue until the next meeting when…”
It’s a motion so it has to be voted on
The motion cannot interrupt another speaker

13. Running a Meeting When can you interrupt the speaker?
To object to a procedure or personal affront. “Point of Order!”
To request information. “Point of Information!”
To object to the consideration of some undiplomatic or improper matter. “I object to consideration of this question”
To vote on a ruling by the Chair. “I appeal the Chair’s decision”

14. Running the Meeting Adjournment The Chair can call for adjournment
A member can ask to be recognized by the Chair and upon gaining the floor say: “I move that we adjourn.”
It is a motion and so needs to be voted on.