1. Basic Parliamentary Procedure
Are you puzzled?
How many times have you been to a meeting that didn’t go well?
Was the chair able to keep order?
Did it take an unusual amount of time to settle the simplest things?
Were too many people trying to talk at once? Did they wander off the subject or lose sight of what was being discussed?
Many individuals are often confused when it comes to using proper parliamentary procedure.
Parliamentary procedure is the name given to the tradition of rules and customs that has grown up in the civilized world for dealing with these problems A bit of it goes back as far as the ancient Greeks. But its basic content was mainly formed by centuries of trial and error in the English Parliament, from which the name “parliamentary procedure” comes.
This presentation is a starting point in solving the parliamentary puzzle. The basic rules and principles of parliamentary procedure that are covered in this lesson are like the border of the parliamentary puzzle. Once the border is complete, it is easier to fill in the middle section of the puzzle. Unfortunately, in the time allotted today, we won’t be able to complete the entire puzzle. You will only see the entire puzzle picture, with some additional, detailed study.
Prepared by Tracy R. Lane, Director, Tulsa County OSU Extension Service and member of the National Association of Parliamentarians since 2008

2. What is the authority for this presentation?
Answer: It is Robert’s Rules of Order Newly Revised, the 11th Edition
Published in September, 2011
The 11th and newest edition of Robert’s Rules of Order Newly Revised (RONR) was published in September, This is the only official version now. Most people will find everything they need in the brief edition for regular meetings, but anyone who aspires to actually being a parliamentarian should opt for the full edition. RONR has grown tremendously through the years as new issues were identified that were causing problems. It has always been feedback from the public that influenced the changes and additions to the book. The Robert’s Society still owns the copyright and members of the family are still involved in the creation of the book.

3. The Overall Picture Lesson objectives:
understand the importance of parliamentary procedure
recognize the basic principles of parliamentary procedure
recognize the importance of and the proper development of an agenda
identify the proper steps in processing a motion
identify and understand the use of various methods of voting
What is Parliamentary Procedure and why is it important? Parliamentary procedure is a set of rules for conduct at meetings that allows everyone to be heard and to make decisions without confusion. Use of proper parliamentary procedure is important because it is a time tested method of conducting business at meetings and public gatherings. Today, Robert’s Rules of Order Newly Revised, 11th edition, is the basic handbook of operation for most clubs, organizations, and other groups. So it’s important that everyone know these basic rules!
At the conclusion of this lesson, you will:
Understand the importance of parliamentary procedure
Recognize the basic principles of parliamentary procedure
Recognize the importance of and the proper development of an agenda
Identify the proper steps in processing a motion
Identify and understand the use of various methods of voting
Unless you turn out to be a hermit or a recluse (pleasant to contemplate but hard to achieve in an atomic age), you, yourself, in the flesh, will probably belong to a half-dozen such organizations, including at least your church, community, and professional groups. More important, it means that if you are to give your best to these organizations, and if you are to rise to a position of respect and influence in them, you will need to know something of parliamentary discussion, parliamentary law, and parliamentary strategy.
Joseph F. O'Brien, Parliamentary Law for the Layman, p. 6

4. Parliamentary Procedure
Basic rules and principles
Distribute Handout 2 – Basic Rules and Principles of Parliamentary Procedure
Parliamentary procedure, or parliamentary law, refers to the rules of democracy—that is, the commonly accepted way a group of people come together, present and discuss possible courses of action, and make decisions.
Fundamentally, parliamentary procedure defines how groups of people, no matter how formal or informal, can most effectively meet and make decisions in a fair, consistent manner—and make good use of everyone’s time. While parliamentary procedure cannot guarantee that every member of an organization is pleased with the outcome of a decision, it aims to ensure that every member is satisfied by the manner in which the decision was made, and that the organization makes decisions efficiently but with consideration for every member’s opinion.

5. Rights of the Organization
To make its own rules
Observed by all members
The rights of the organization prevail, even if in conflict with the rights of a members
Principle #1
THE RIGHTS OF THE ORGANIZATION SUPERSEDE THE RIGHTS OF INDIVIDUAL MEMBERS
The organization has the right to:
make its own rules, as long as they are not in conflict with the organization’s chosen parliamentary authority, which should be defined in it’s Bylaws
which then must be observed by all members
should a conflict arise between the rights of a member and the right of the organization to do its business, the rights of the organization prevail.

6. Members have equal rights
To attend meetings
To make motions and speak in debate
To nominate
To vote
To hold office
Principle #2
ALL MEMBERS ARE EQUAL AND THEIR RIGHTS ARE EQUAL - Those rights are:
--to attend meetings;
--to make motions and speak in debate;
--to nominate;
--to vote; 
--to hold office. 

7. Quorum Are enough members present to legally conduct business?
Requirement should be included in Bylaws
Attendance sign-in or Roll call
What can be done without a quorum?
Principle #3
A quorum must be present at a meeting for action to be taken legally. The requirement of a quorum is a protection against totally unrepresentative action, in the name of the body, by an unduly small number of persons. In other words, enough of the members have to be in attendance to make decisions that represent the entire membership. The group determines the minimum number of people, called the quorum, that must be present to make a decision for the whole group.
Therefore, the first thing the chair must do at any meeting is certify that there are enough members present so that a meeting can take place. The quorum requirements should be included in the bylaws. When creating the quorum requirement, the organization should determine how many members should be expected to attend a meeting under adverse conditions. Unless the bylaws say something else, the quorum is generally a majority of the membership.
Attendance at a particular meeting can be determined by having an attendance sign-in sheet or calling roll of the membership.
Items that can be done in the absence of a quorum are:
Recess to take measures to obtain a quorum
Fix the time for an adjourned meeting, if there is important business that should not be delayed until the next regular meeting
Adjourn
If members take action informally in the absence of a quorum, they do so at their own risk. Although the assembly can later ratify their action, it is under no obligation to do so.

8. Majority rules Basic to the democratic process
A majority vote decides most actions
If an action gives rights to the members, it requires a majority vote to pass
Majority = more than half
Principle #4 -- THE MAJORITY RULES
This rule is basic to the democratic process.  
A majority vote decides most actions. The minority has the right to be heard, but once a decision has been reached by a majority of the members present and voting, the minority must then respect and abide by the decision.
If an action gives rights to the members, it requires a majority vote to pass.
A majority vote, by definition, means more than half of the votes cast (not including members who abstain) at a legally called meeting with a quorum being present.

9. Silence = Consent
Members have a right and responsibility to participate in discussion and to vote.
Members need to make sure their voice is heard.
No vote = agreement with the majority
Principle #5
SILENCE IS CONSENT
Members have a right and responsibility to participate in discussion, subject to the rules of debate, and to vote.
Members need to make sure their voice is heard.
Therefore, those members who do not vote agree to go along with the decision of the majority by their silence. 

10. Two-thirds (2/3) Vote
Required when you are changing something previously adopted
Required when you are limiting or taking away the rights of members
No “two-thirds majority”
Principle #6
TWO-THIRDS VOTE RULE
A two-thirds vote is necessary to adopt any motion that:
suspends or modifies a rule of order previously adopted (such as amendments to the Bylaws)
prevents the introduction of a question for consideration (such as Objection to the Consideration of the Question)
closes, limits or extends the limits of debate
closes nominations or the polls, or otherwise limits to the freedom of nominating or voting
takes away membership
Whenever you are limiting or taking away the rights of members or whenever you are changing something that has already been decided, a two-thirds vote is required.  In other words, this type of vote is used when voting on a matter that would impinge on the normal rights of some group or individual within the assembly’s membership.
A two-thirds vote means at least two-thirds of the votes cast (not counting members who abstain) at a legal meeting with a quorum being present, ie., at least twice as many in the affirmative as in the negative.
Remember, there is no such thing as a “two-thirds majority”!

11. One thing at a time and one person, too
Only one main motion is allowed on the floor at a time
Only one person may talk at a time
Principle #7 – One thing at a time and one person, too!
One thing at a time. Only one main motion is allowed on the floor at a time, but there is a system to put that motion aside if something more urgent comes up.
Only one subject may claim the attention of the assembly at one time.
One person, too. Only one person may talk at a time.

12. That’s Debatable! Members must be recognized by the chair
Debatable motions must receive full debate.
A member may only speak twice on a specific motion
Full debate is allowed unless the organization has adopted special rules to the contrary.
Debate can only be limited or suspended by a two-thirds vote of the members present.
Principle #8
Members may not make a motion or speak in debate until they have risen and been recognized by the chair and thus have obtained the floor.
DEBATABLE MOTIONS MUST RECEIVE FULL DEBATE - The presiding officer may not put a debatable motion to vote as long as members wish to debate it, except by order of the assembly which requires a two-thirds vote. Example, a motion to "call the previous question," is not debatable because debate would defeat its purpose, which is to cut off debate. This motion requires an immediate vote and a two-thirds vote to pass in order to close debate. An affirmative vote on the motion for the Previous Question, immediately closes debate and the vote is taken on the immediately pending motion.
Exceptions: Other secondary motions authorized in the adopted parliamentary authority, such as adjourn, recess, or lay on the table, may not allow debate because it defeats the purpose of these motions.
In debate, each member has the right to speak twice on the same question on the same day, but cannot make a second speech on the same question so long as any member who has not spoken on that question desires the floor. A member who has spoken twice on a particular question on the same day has exhausted his right to debate that question for that day.
Full debate is allowed unless the organization has adopted special rules to the contrary; such as limiting the length and number of speeches in debate. In some organizations, a rule relating to the length or number of speeches permitted each member in debate is often found necessary.
Debate can only be limited or suspended by a two-thirds vote of the members present because you are limiting or taking away the rights of a member. 

13. Only one time per meeting
The same motion, or practically the same motion, cannot be made more than once per session.
Principle #9
ONCE A QUESTION IS DECIDED, IT IS NOT IN ORDER TO BRING UP THE SAME MOTION OR ONE ESSENTIALLY LIKE IT AT THE SAME MEETING
Such motions should be ruled out of order.  (Note: There is a special class of motions which do bring a motion back to the group, called restorative motions. We will not be discussing these motions in today’s lesson.)

14. Issues are discussed, not people
The issue, not the person, is under discussion.
Personal remarks in debate are always out of order.
Motions, not motives; principles, not personalities.
All remarks are addressed to the presiding officer.
Issues
Principle #10
Issues are discussed, not people.
PERSONAL REMARKS IN DEBATE ARE ALWAYS OUT OF ORDER - The presiding officer must rule all personal remarks out of order. The issue, not the person, is under discussion. Member’s names may not be used and personal criticism is out of order.
Debate must be directed to motions and not motives; principles and not personalities.
Members must not attack or question the motives of other members. Customarily, all remarks are addressed to the presiding officer.

15. Knowing what we are going to do at the meeting
Agenda
Knowing what we are going to do at the meeting
Distribute Handout 3 – Agenda Development, prepared by Mary Short, Professional Registered Parliamentarian
The agenda makes sure that the meeting stays on track and that everyone knows what is happening and what is going to happen next. Without the agenda, things rapidly become chaotic and important business may not be completed.

16. Standard Order of Business
Minutes
Reports of officers, boards and standing committees
Special committee reports
Special orders
Unfinished business
New business
The standard order of business is easily remembered with the memory device MRS SUN. This tells the major items that will be covered as well as the order in which they will be covered.
You may notice that the “Call to Order” is not an actual part of the agenda itself. It is the signal that the agenda will now begin.
Most organizations have some kind of opening ceremonies that get everyone together and ready to start the business of the meeting. However, if that is not the tradition in your organization, this is not required. Opening ceremonies are optional and are not a part of the Standard Order of Business according to parliamentary rules.
MRS. SUN – The Standard Order of Business begins with the Minutes.
Minutes are the official record of the meeting and include what done at the meeting, not what was said. Remember, minutes should be long enough to cover the necessities, but short enough to be interesting. Minutes are approved in chronological order. To save time, minutes can be sent out to the members prior to the meeting for members to read. It is not necessary for the chair to ask for a motion to approve the minutes; followed by a second and then a vote. This just takes time. The chair asks for corrections and those that are required are then made. The minutes can then be accepted by unanimous consent. The chair says, “If there is no objection, the minutes will be adopted as presented (or as corrected).” The chair pauses to see if there is an objection and then says, “Seeing no objections, the minutes are adopted.”
Reports of officers, boards and standing committees may be oral or written. In some organizations where the number and length of the reports would require too much time, the report is given in written form to all the members and the officer or committee simply says that everything is in the written report and may make special comments about particular items that are important or were too new to be included. At regular meetings these reports, including the Treasurer’s Report, are filed. Only the Auditor’s Report at the Annual Meeting is adopted or approved.
Special committees were created for a particular purpose. Once they give their final report and whatever recommendations are appropriate, they automatically cease to exist since they don’t have a function any more. Motions that come from recommendations from committee reports, whether standing or special committees, do not require a second as long as the committee had more than one member since it is clear that more than one person supports the making of the motion.
Special orders can become a very complicated item that is not too common in the real world of actual meetings. There are some special orders that may be required in the bylaws. (e.g. that something must be done at the annual meeting, such as election of officers) To fully understand special orders and even THE special order, please consult RONR.
Unfinished business is the agenda item where those things that are “left over” from previous meetings are handled. The organization should take care of this business before starting on new things. Unfinished business is items that have not been finished although they have been started or included on an earlier agenda and postponed to this meeting because there was not enough time at the previous meeting or because of a motion to postpone that was adopted. One common error is to call the Unfinished business category “Old Business.” This is a mistake since it can result in long discussions about what is new and what is old. Also, do not “call” for Unfinished Business; you should know what it is and include any “unfinished” business on the agenda.
New Business is where business is started. Any new item of business can be introduced when no other business is pending. A main motion is introduced to start this process. Each item is completed before the next one is started, but each item is completed in the same manner by starting with a main motion on a particular issue. Next we will discuss how a motion is processed.
When the standard order of business is completed, there are some other items that the organization may need to accomplish at the meeting. This is usually where announcements can be made and where the program or educational lesson may be included. According to parliamentary rules, the business meeting is recessed in order to have the scheduled educational program. After the program is completed, there may be other customary closing activities or additional announcements and then adjournment. The chair remains in control of the meeting from beginning to end. You do not “turn the meeting” over to anyone!
MRS. SUN

17. Processing A Motion Making a motion Seconding a motion
State the motion
Discuss the motion
Put the motion to a vote
Announce the result
Distribute Handout 4 – Steps in Processing a Motion
A motion is a basic part of parliamentary procedure. A motion allows the group to discuss and take action on an idea. The six steps for handling a motion are:
Step 1 – Making a motion
A member needs to seek recognition from the presiding officer, typically by raising their hand or standing. After the presiding officer recognizes the member, they are free to make their motion by stating, “I move that…”.
Step 2 – Seconding the motion
To second a motion is to publicly agree that the motion should be considered, it doesn’t necessarily mean that the member agrees with the motion. The purpose of this step is to make sure that at least two members want to discuss this issue before the group spends time on it. If no member is willing to second the motion, the process stops at that point. The group can then proceed to the next item of business.
Step 3 – The chair states the motion
Proper restatement of the motion by the presiding officer helps make sure everyone has heard the motion exactly as it was proposed. The chair states, “It has been moved and seconded that…”.
Step 4 – Members discuss the motion
“Is there any discussion?” Step 4 is the time for members to talk about the motion and fix it by amendment, if necessary. Members may spend time discussing, negotiating and compromising before they are ready to take a vote. The discussion must be limited to the specific motion that is being considered. If this principle is followed, the debate portion of the motion process will not only stay focused, but it will usually take far less time than it otherwise would. If the members begin to stray from the subject matter, bring them back on task by asking, “Is there any further discussion on the motion to…?”
Step 5 – Putting the motion to a vote
When it is clear that the members are finished discussing the motion, it is time to vote. The presiding officer should restate the motion to remind members of the exact issue they will be voting on. “We will now vote on the motion to …” The simplest form of voting is a voice vote; the presiding officer might say, “All those in favor say ‘Aye’. All those opposed say ‘No’.” A majority vote decides most actions, except in cases of suspending the rules, previous question, limit or extend debate and amend a previously adopted motion, which require a 2/3 vote.
Step 6 – Announce the result
It is the responsibility of the presiding officer to determine whether the motion passed or failed and then to announce that determination to the members. The announcement of the results of the voting should include the following four elements:
Which side has the vote. “The ‘ayes” have it” or “The ‘nos’ have it”.
Whether the motion passed or failed. Simply state either “The motion is adopted” or “The motion is lost.”
Effect of the vote. If the motion was to purchase a computer and it passed, this part might sound like, “And we will be purchasing a computer.”
The next step. Where applicable, announce the next item of business.
The four steps of the complete announcement of the vote lend closure to an issue and prepare the group to move on to the next item of business.

18. Voting methods Voice vote Show of hands Simple rising vote
Counted rising vote
Ballot vote
Unanimous consent
The ayes have it, and we will…..
Distribute Handout 5 – Voting Methods
Six possible voting methods are available to vote on motions or other business conducted in a meeting. The voting method used is largely determined by the type of business in question at that point in the meeting.
Methods of Voting
Voice vote – A vote by voice is the regular method of voting on any motion that does not require more than a majority vote for its adoption. The chair asks those in favor of the motion to say “Aye”. Those who are opposed are asked to say “No.” The president should not ask those who are opposed to “respond with the same sign” because it can be confusing to the members.
Show of hands – As an alternative to voting by voice, a vote by show of hands can be used as the basic voting method in small boards or in committees, and it is used in some assemblies. An inconclusive voice vote is also sometimes verified by this method. Use of voting by show of hands in assemblies should be limited to very small meetings where every member can clearly see every other member present.
Simple rising vote – The simple rising vote, in which the number of members voting on each side is not counted, is used principally in cases where a voice vote has been taken with an inconclusive result and as the normal method of voting on motions requiring a two-thirds vote for adoption. The chair asks those in favor of the motion to rise and then be seated. The chair then asks those opposed to rise, and then be seated. Unless the vote is close, the chair should be able to determine at a glance whether there were more votes in the affirmative than in the negative or vice versa.
Counted rising vote – This method is often used on motions requiring a 2/3 vote or when an “uncounted” rising vote or show of hands is too close to call. The chair asks those in favor of the motion to rise. After counting, these members are asked to sit. The chair then asks those opposed to rise and after counting to be seated.
Ballot vote – This method involves writing a vote on a slip of paper or prepared ballot. This is a good way to vote on controversial motions and is the prescribed method to vote for officers.
Unanimous consent – In cases where there seems to be no opposition in routine business or on questions of little importance, time can often be saved by the procedure of unanimous consent. The method of unanimous consent can be used to adopt a motion without the steps of stating the question and putting the motion to a formal vote. To obtain unanimous consent, the chair states that “If there is no objection…,” the action that he mentions will be taken. If any member objects, the chair must state the question on the motion, allow any desired debate, and put the question in the regular manner. The correction and approval of minutes is an example of business that is normally handled by unanimous consent.

19. Guiding principle….
“Parliamentary law should be the servant, not the master, of the assembly.”
--Henry M. Robert,
author of Robert’s Rules of Order
“Parliamentary law should be the servant, not the master, of the assembly.” -- Henry M. Robert, author of Robert’s Rules of Order.
This quote is meant to put this whole topic in context. When we understand WHY we advocate the use of parliamentary procedure, the actual rules make more sense and don’t seem arbitrary at all. Sometimes we find that people come to the study of parliamentary procedure because they wish to force others to accept their viewpoints. In contrast, parliamentary procedure is all about fairness, equality, justice, consistency and efficiency.

20. What is NAP?
The National Association of Parliamentarians has adopted the following mission statement: NAP is a society dedicated to educating leaders throughout the world in effective meeting management through the use of parliamentary procedure.
NOTE TO PRESENTER: For further resources and study, consult the National Association of Parliamentarians (NAP). The website address is:
The National Association of Parliamentarians is an organization dedicated to educating people just like you in effective meeting management through the use of parliamentary procedure.
The NAP website, is a valuable source of information and education for the public and for parliamentary organizations and individual parliamentarians. NAP also awards credentials for those who demonstrate appropriate knowledge to earn them, such as membership in NAP, or the credentials of Registered Parliamentarian or Professional Registered Parliamentarian.

21. A puzzle is not complete until all the pieces are in place
Each part of the whole is one piece of the puzzle
All the pieces together make the organization and the meeting work well
You learn and place one piece at a time
Parliamentary Procedure is based on proven methods that have worked for hundreds of years. Whether you are a leader or a participant in a meeting, having a basic understanding of each piece of the parliamentary puzzle will make meetings run more smoothly, and you will feel as if you accomplished your goals. Having a working knowledge of parliamentary procedure is a vital skill that is used in a wide range of meetings, including OHCE, school boards, neighborhood associations, professional associations, county fair boards, 4-H clubs, and many more.

22. Questions?
Prepared by Tracy R. Lane, Director, Tulsa County OSU Extension Service and member of the National Association of Parliamentarians since 2008