1. Parliamentary Procedure
Fairly and orderly procedure in meetings

2. Different then the Agenda
Order of Business
Different then the Agenda
1. Call to Order 2. Opening Ceremonies 3. Reading and approval of the minutes 4. Reports of Officers &/or Standing Committees 5. Reports of Special Committees 6. Special Orders - matters which demand special priority 7. Unfinished Business 8. New Business

3. Motions Main Motions Subsidiary Motions Privileged Motions
To introduce items to the membership for consideration. They cannot be made when any other motion is on the floor, and yield to privileged, subsidiary, & incidental motions
Subsidiary Motions
To change or affect how a main motion is handled, & is voted on before a main motion
Privileged Motions
To bring up items that are urgent about special or important matters unrelated to pending business
Incidental Motions
To provide a means of questioning procedure concerning other motions & must be considered before the other motion

4. Making a Motion Obtain the floor Make Your Motion
Always state a motion affirmatively Say, “I move that we…” rather than, “I move that we do not…”
Wait for Someone to Second Your Motion
Another member will second your motion or the Chair will call for a second
If there is no second to your motion it is lost
The Chair States Your Motion
The Chair will say, “it has been moved and seconded that we” Thus placing your motion before the membership for consideration and action
The membership then either debates your motion, or may move directly to a vote

5. Making a Motion Expanding on Your Motion
This is the time for you to speak in favor of your motion, rather than at the time you present it
The mover is always allowed to speak first
All comments and debate must be directed to the Chair
Putting the Question to the Membership
The Chair asks, “Are you ready to vote on the question?” or calls for further discussion
If there is no more discussion, a vote is taken

6. Some Most Used Motions Main Motion Amendments Postpone Indefinitely
To bring a matter before the assembly for discussion and action
Amendments
To modify or change a motion
Postpone Indefinitely
To reject a motion or question pending without taking a direct vote. The effect is to “kill” the main motion.
Refer to a Committee
To delay action; to give more time for consideration or study of the matter
Postpone to a Definite Time
To delay action on a proposed question to a specified time
Limit or Extend Debate
To limit by decreasing or increasing the allotted time
Call for the Previous Question
To determine whether the assembly will cut off debate and vote at once on the pending question (requires a two-thirds vote)

7. Some Most Used Motions Lay on the Table Call for Orders of the Day
To enable the assembly to put aside a pending question temporarily; can be brought back by a motion to take from the table (not intended as killing motion)
Call for Orders of the Day
To request that the prescribed rules of order be followed
Questions of Privilege (Personal & General)
To request special privilege for an individual or the assembly
Recess
To dissolve an assembly temporarily
Adjourn
To close a meeting officially
Fix Time & Place to Which to Adjourn
To provide another meeting (called “adjourned meeting”) to continue business that was not completed in present session
Point of Order
To request enforcement of the rules of order

8. Some Most Used Motions Appeal From the Decision of the Chair
To question a decision of the Chair; an effort to reverse the decision of the Chair on a point of order
Objection to Consideration
To suppress & prevent discussion of an undesirable or sensitive question (must be raised before debate begins)
Withdraw
To remove a matter for consideration without a vote upon it. (May be made by the mover or by permission of assembly)
Take from the Table
To take up a matter which has been laid on the table
Reconsider
To consider or bring back a matter previously voted. Motion to reconsider must be made by voter on prevailing side and must be made on the same day or in the same session.
Rescind
To repeal or annul action previously taken. Requires majority vote with previous noticed, two-thirds without notice
Ratify
To make legal action taken in an emergency

9. Voting on a Motion
The method of voting depends on the situation and the by-laws
By Voice
Chair asks for all those in favor to say “aye” those opposed to say “no”
Any member may move for a exact count by calling out “Division”
By Roll Call
Each member answers “yes” or “no” as their name is called
This method is used to record of each person’s vote
By General Consent
The Chair says “if there in no objection…”
Membership shows agreement by their silence, however if one member says “I object” the item must be put to a vote
This method is used when a motion is not likely to be opposed
By Division
Members raise their hands or stands
Does not require a count unless the Chair so desires
By Ballot
Members write their vote on a slip of paper
This method is used when secrecy is desired

10. Amending a Motion
Amending a motion is to alter or modify the wording of a motion that has already been made
An amendment must relate to the same subject matter; it cannot change the original intent of the motion

11. Types of Amendments Primary Secondary
Applies directly to the main motion
Secondary
Applies directly to the primary amendment only
Only one of each may be made at one time. It is possible to have a motion, an amendment to the motion, and an amendment to the amendment before the assembly

12. Methods of Amending Insert Add (at the end) Strike out
Strike out and insert (words only)
Substitute (a paragraph)

13. Voting on Amendments Discussion and vote on secondary amendment
Discussion and vote on primary amendment as amended (if amendment carried)
Discussion and vote on main motion as amended (if amendments carried)

14. Officer &/Or Committee Reports
If the Report is given for information, no action is taken
If the Report brings a recommendation, the reporting member may bring the recommendation for action at this point or under New Business

15. Nominations & Elections
Nominations from the floor
Require no second
When the presiding officer is sure that every opportunity has been given for nominations, the presiding officer may declare the nominations closed. A member may move to close nominations; this motion requires a two-thirds vote. Nominations may be reopened by a motion and a majority vote.

16. Nominations & Elections
Usual Methods of voting for elections
Voice Vote
Nominees are voted on in the order in which they are nominated
Tellers may be appointed to assist with counting votes
The presiding officer officially announces the result and declares the election
Ballot Vote
Ballots, ballot boxes, time allotment and space is needed
Tellers should be selected carefully and instructed on correct procedure
Tellers report the result of the election at the designated time and give copies of the report to the presiding officer and the secretary

17. Accepted Procedures for Small Boards
Small board = About a dozen members
Members can raise hand instead of rising to obtain the floor
Can be seated while making motions or speaking
Motions do not need to be seconded

18. Accepted Procedures for Small Boards
Informal discussion is permitted while no motion is pending. A vote can be taken without a motion, if everyone is perfectly clear.
Unless there is a unanimous consent, all actions must be approved by vote.
Chair must restate motion before voting
Best to take vote by show of hands

19. Accepted Procedures for Small Boards
Chair can speak in informal discussion and in debate
Chair can vote on all questions
Chair can make a motion

20. Clarifications Roll Call Treasurer’s Report Unfinished Business
Usually only necessary to establish a quorum and is optional
Treasurer’s Report
A treasurer’s report is filed for audit, it is never adopted
Unfinished Business
Is business postponed or referred by motion or left unfinished from the previous meeting as recorded in the minutes ( Not referred to as “old business”)
New Business
May be introduced by the Chair or by any member. This is the time to bring new items of business by motion or resolution
Adjournment
The Chair may declare the meeting adjourned, however a motion may be made to adjourn the meeting requiring a second to the motion and a majority vote. The meeting is not adjourned until the Chair declares it is adjourned.

21. Clarifications Can the Chair/President vote?
If the president/chair is a member of the assembly, he/she has exactly the same rights and privileges as all other members have, including the right to make motions, speak in debate and to vote on all questions.
However, the impartiality required of the presiding officer of an assembly precludes exercising the above rights while presiding, and also requires refraining from voting except when the vote is by ballot or whenever their vote will affect the result.

22. Clarifications “To call for the previous question?
Any member who wishes to force an end to debate must first obtain the floor, and must then move the Previous Question. This motion must be seconded, and then adopted by a two-thirds vote or by unanimous consent.
Simply shouting out “Question” or “I call the question” does not mean the debate must immediately cease and the chair must put the pending question to a vote.

23. Clarifications Setting the Agenda/Adding an Agenda Item
For a proposed agenda to become the official agenda for a meeting, it must be adopted by the assembly at the outset of the meeting
Any member can move to amend the proposed agenda by adding any item which the member desires to add, or by proposing any other change

24. Clarifications A tie vote is a lost vote, since it is not a majority
Summarizing discussions in the minutes
Not only is it not necessary to summarize matters discussed at a meeting in the minutes of that meeting, it is improper to do so
Minutes are a record of what was done at a meeting, not a record of what was said