1. Introduction to Parliamentary Procedure For Community Leaders
Richard D. Hayes
Professional Registered Parliamentarian
Hayes, Berry, White & Vanzant, LLP
Attorneys at Law
512 W. Hickory, Suite 100
Denton, Texas 76201
(940)
Red Rock Water Supply Corporation
August 15, 2011
Double Oak, Texas

2. IMPORTANCE AND OBJECTIVES OF PARLIAMENTARY PROCEDURE

3. WHAT IS PARLIAMENATRY PROCEDURE?
Parliamentary procedure: refers to the rules of democracy – that is, the commonly accepted way in which a group of people come together, meet effectively, present and discuss possible courses of action, and make decisions in a fair, consistent manner

6. DOMINANT PARLIAMENTARY AUTHORITY

7. RULES OF AN ASSEMBLY Handout Pg. 3 RULE CONTENT VOTE TO ADOPT
VOTE TO AMEND
VOTE TO SUSPEND
CORPORATE CHARTER
As required by State law.
Majority
Should be provided in State law or Charter
Cannot
CONSTITUTION
Contains the most essential provisions relating to the organization’s structure (i.e. Name, Object, Members, Officers, and Meetings).
Should be provided for in the document and always a larger vote to amend than the Bylaws
Only specific provisions may be suspended if the Constitution so specifies
BYLAWS
Contains its own basic rules relating principally to itself as an organization rather than to the parliamentary procedure that it follows.
Unless otherwise specified, previous notice and two-thirds vote or a majority vote of the membership
Only specific provisions may be suspended if the Bylaws so specify
SPECIAL RULES OF ORDER
Supersede Rules in Rules of Order with which they conflict
Two-thirds
RULES OF ORDER
Contain written rules of parliamentary procedure relating to the orderly transaction of business and the duties of officers in that connection.
Majority with notice, or two-thirds, or majority vote of the membership
Two-thirds (Except where a rule protects a minority of less than one-third)
STANDING RULES
Contain rules related to the details of the administration of a society rather than parliamentary procedure.
CUSTOM
Unwritten rules of the organization.
Not Formally Adopted
Do not Formally Amend
Point of Order
Richard D. Hayes * Hayes, Berry, White & Vanzant, LLP * (940) *

8. Basic Principles of Parliamentary Procedure
Only one main motion to be considered at a time and only one motion to be discussed at any one time.
The majority rules but the minority has the right to have its say.
Absentee members also have rights.
There must be free and impartial debate within a reasonable amount of time.
Equal justice to all members from other members and the Chair.
Courtesy to and from others at all times.
Meetings are to be conducted as efficiently as possible.
The Society has the right to protect itself from unruly, obnoxious members.

9. RULES OF SPEAKING

10. RULES OF SPEAKING
Handout Pg. 5
Only members have the right to speak (make motions, second, debate, ask questions, etc.
A member must be recognized by the chair prior to speaking to a debatable motion.
3. All remarks are addressed to the chair (not to other members.
4. The maker of a motion has the right to be the first to speak to it.

11. RULES OF SPEAKING (Con’t)
5. Each speech must be limited to ten minutes. (unless have adopted different rule).
6. A member shall speak no more than twice on the same question on the same day.
7. No member shall speak a second time to a motion as long as another is seeking recognition to speak their first time.
8. All remarks must be limited to the merits of the subject immediately pending before the assembly.

12. RULES OF SPEAKING (Con’t)
9. Debate should alternate between those speaking for and those opposed to the motion.
10. Personal remarks should be avoided. The motives of members must not be questioned; the motion, not the person, is the subject of debate.
11. Members may not speak against their own motion, however, they may vote against it.
12. Debate may be closed only by order of the assembly (2/3 vote) or by the Chair if no one seeks the floor for further debate.

13. Participation in an Effective Meeting
Or How to Get Home
Before Midnight!

14. At each meeting, have: bylaws and other rules parliamentary authority
list of all standing and special committees and their members
order of business (agenda)

15. THE AGENDA & ORDER OF BUSINESS

16. Convene is to cause to come together
CONVENE MEETING
Convene is to cause to come together

17. Establish a Quorum
A Quorum is the minimum number of members who must be present to conduct business
Attendance Sign-In
Have Secretary take Roll as members arrive
Roll call

18. Call to Order
On time
One rap of gavel
“The meeting will come
to order.”

19. Minutes Minutes are approved in chronological order
No motion is required
The Chair asks: Are there any corrections to the minutes?
Minutes are adopted as presented, mailed, corrected, etc.

20. Reports Officers report in the order listed in the bylaws
-- Treasurer’s Report is received, not approved
Board of directors reports next
Standing committees report in the order listed in the bylaws
Reports are not voted upon – only recommendations that may be included in the report.

21. Special Committee Reports (Ad Hoc)
Special committees report in the order they were established
Special committees cease to exist after their final report

22. Special Orders
Items postponed from the previous meeting by a 2/3 vote, may be considered at a specific time, and may interrupt business
Items required by the bylaws to be handled at a particular meeting
Special Orders set for last meeting but not reached
Special Orders pending at last adjournment

23. Unfinished Business and General Orders
Items on the agenda and not completed at the last meeting
Items postponed from the last meeting
Unfinished business not reached at last meeting
General orders set for this meeting
Motions that may have been tabled at last meeting can be taken from the table (if someone wishes to make a motion to do so)

24. HOW TO HANDLE A MOTION

25. Another member seconds the motion The chair states the question
Handout Pg. 23
After obtaining and being assigned the floor, these are the six steps in handling a motion:
A member makes a motion
Another member seconds the motion
The chair states the question
Members debate the motion
The chair puts the question to a vote
The chair announces the result of the vote

26. Obtaining the Floor Member rises and addresses the chair
Mr/Madam President
Mr/Madam Chairman
The member remains standing and
awaits recognition by the chair

27. Assigning the Floor Chair recognizes the member
Calls member by name or title
Nods to the member (in a small assembly)
If two or more rise about the same time, the member who rose and addressed the chair first after the floor was yielded is entitled to be recognized

28. Bringing the Motion before the Assembly
1. A member makes a motion:
“I move that (to)…” or
“Resolved, That…”

29. Second 2. Another member seconds the motion. “I second the motion.” or

30. State the Question 3. The chair states the question.
“It is moved and seconded that (to)…

31. Considering the Motion
4. Members debate the motion:
Discussion or debate is how an assembly decides whether a proposed course of action should be followed

32. Put the Question 5. The chair puts the question to a vote.
The chair asks, “Are you ready for the question?”
If no one rises to claim the floor, the chair proceeds to take the vote.
The chair says, “The question is on the adoption of the motion that (to)… [repeating the motion].”

33. “Those in favor of the motion, say aye. [Pause]
“Those opposed, say no. [Pause]”

34. 6. The chair announces the result of the vote
ANNOUNCE RESULT
6. The chair announces the result of the vote
Which side has it
Whether adopted or lost
Effect of the vote
Where applicable, announcement of the next item of business

35. The next item of business is…” The next item of business is…”
For Example:
Or:
“The noes have it, the motion is lost, and a check will not be written.
The next item of business is…”
“The ayes have it, the motion is adopted, and the treasurer will issue the check.
The next item of business is…”

36. After obtaining and being assigned the floor, these are the six steps in handling a motion:
A member makes a motion
Another member seconds the motion
The chair states the question
Members debate the motion
The chair puts the question to a vote
The chair announces the result of the vote

37. METHODS OF VOTING

38. Viva voce
Regular method for motion not requiring more than a majority vote for adoption
“Those in favor of the motion, say aye.” [Pause]
“Those opposed, say no.” [Pause]

40. Rising
Most often used when a voice vote has been taken with an inconclusive result
Normal method of voting when a 2/3 vote is required for adoption of a motion
“Those in favor of the motion will rise. Thank you, be seated.”
“Those opposed will rise. Thank you, be seated.”

41. Unanimous Consent Also called general consent
Used where there seems to be no opposition in routine business
Can be used without stating the question or putting it to vote
Can also be used without the formality of a motion at all
“If there is no objection…”

42. MOTIONS

43. Know Your Motions
There are 5 classes of Motions you may encounter in meetings:
A. Main motions
B. Subsidiary motions
C. Privileged motions
D. Incidental motions
E. Motions that bring a question again before the assembly

44. Handout Pgs. 13 & 14

45. A COMMON DISORDER BROUGHT ON BY PARLIAMENTARY PROCEDURE.
MOTION SICKNESS

46. 1. Main motion “I move to (that)…” or “Resolved, That…”
A. Main Motion
If you want to bring business before the assembly, make a:
1. Main motion
“I move to (that)…” or
“Resolved, That…”

47. If you want to reject a main motion or “kill” it for the session, move to:
2. Postpone indefinitely

48. If you want to change a motion, move to:
3. Amend by
inserting or adding words or a paragraph
striking out words or a paragraph
striking out and inserting words or substituting a paragraph

49. If you want to send a pending question to a small group for further study and/or recommendation, move to:
4. Commit or refer

50. If you want to delay action or a decision until later in the same or the next meeting, move to:
5. Postpone to a certain
time (or definitely)

51. If you want to change the rules of debate, move to:
6. Limit or extend the limits of debate
If you want to close debate, move the:
7. Previous question

52. If you want to set aside the pending question temporarily, move to:
8. Lay on the table

53. To request any privilege (usually having to do with comfort level, or the ability to make an informed decision):
10. Raise a question of privilege

54. To take a short break in the meeting, move to:
11. Recess
To close a meeting, move to:
12. Adjourn

55. To set a time to continue the business to another day without adjourning the present meeting, move to:
13. Fix the time to which to adjourn

56. To reverse or question a decision of the chair on a parliamentary question:
Appeal

57. Division of the Assembly
To question a voice vote or vote by show of hands as announced by the chair and require a standing vote, call for a:
Division Or
Division of the Assembly

58. To obtain information about
parliamentary law or rules of the
organization, make a:
Parliamentary Inquiry

59. To request information relevant to the business at hand, make a: Point of Information

60. To enforce the rules, rise to a
Point of order

61. To do something during a meeting that it can not do without violating one or more of its parliamentary rules:
Suspend The Rules

62. E. Motions that Bring a Question Again Before the Assembly
Permits the assembly to consider business that was previously disposed of
Sometimes called bring back motions
Enable the assembly to reopen a completed question by
Taking up a motion temporarily disposed of
Changing something previously adopted
Do not have rank

63. To consider an item that was laid on the table at the same or previous meeting, move to:
Take from the table

64. Amend something previously adopted
If you no longer think a motion is a good idea, and it is not impossible to undo, move to:
Rescind or
Amend something previously adopted

65. If you voted on the prevailing side and changed your mind about a vote, at the same meeting move to:
Reconsider

66. How Do I Find Out More? National Association of Parliamentarians
parliamentarians.org
Texas State Association of Parliamentarians
parliamentarians.org/tx
American Institute of Parliamentarians
aipparl.org
Membership Examination
300questions.org

67. QUESTIONS

68. THANK YOU