1. A call to order PARLIAMENTARY PROCEDURE

2. General History of Parliamentary Procedure Parliamentary Procedure arose out of the early days of English Parliamentary Law. Formalized by an individual named General Henry M. Roberts 19th century US Army Engineer Found in Robert’s Rules of Order

3. Basic Principles of Parliamentary Procedure Three basic principles The right of the majority to rule The right of the minority to be heard The equal right of each individual to be heard and represented If used properly, business proceeds in an orderly manner with only one issue considered at a time and all members given the opportunity to participate.

4. The meaning of simple majority This means 51% or more – the rule of simple majority When more than a simple majority is required the minority is given the opportunity to defeat the majority. Since the primary objective is to determine the will of the majority and execute its will, a simple majority must be used.

5. The equal rights and guarantees of Parliamentary Procedure Business is transacted in the most efficient and democratic manner All members have equal rights, privileges, and obligations Rules regarding rights and privileges must be applied impartially. The presiding officer should be strictly impartial. All members receive these rights, and are obligated to respect the same rights of other members. Guarantees the right of the majority to decide The rights of the minority are respected by Parliamentary Procedure. The right to be heard and oppose are the rights of the minority. The simplest and most direct route to accomplishing the will of the majority should be employed. Each member has an equal right to propose a motion, debate, ask for information, and vote. Each member must know what question is on the floor. Definite guidelines regarding motions guarantee that each question is fully discussed. All motions have a definite order and precedence. Only one question can be considered at one time. Any motion restricting the rights of members to speak or vote must be passed by a 2/3 majority vote.

6. Agenda A list of all of the work to be considered at the meeting – order of business. Contains: Call to Order Taking roll Reading of the minutes Treasurer’s Report Report of Officers Standing Committee Reports Special Committee Reports Unfinished Business New Business Program Adjournment

7. Call to order Done by the Chair or acting Chair with a rap of the gavel

8. Taking of roll by the secretary Call names Members sign in on a list The purpose is to have an official record of members present and voting at each session

9. Reading of the minutes from the previous meeting Refresh members on the topics that were covered and the issues still pending The president gets a copy. The chair asks for any corrections or additions. If there are, they are made by the secretary. If there are no corrections or additions, the chair states, “The minutes are approved as read.” If there are corrections, the minutes are “approved as corrected.” Minutes should contain: the kind of meeting – regular or special (a meeting called to discuss a single question and no other), date of the meeting, place of the meeting, who presided, and whether the minutes were read and approved; should contain the member introducing a motion, but not the one who seconds, unless there is a reason; the purpose of the minutes is to report what was done, not what was said; should include a counted vote – the number is recorded.

10. Treasurer’s report Informs members of money spent (disbursements) and money taken in (receipts) since the last meeting. Reports are kept in a file for audit at end of year Not approved, just accepted

11. Report of officers These are reports that are given at times by the officers on issues that might affect the organization.

12. Standing committee reports Committees that are part of the yearly functioning of the organization, such as membership, fund raising, etc. Handle only one aspect of club procedure. Reports of the standing committees are just that, the current status of that committee – they may be informational or may make a motion to be acted upon by the members. Have the same term of office as the officers – usually one year.

13. Special committee reports Those set up for a specific function, activity, or purpose that is not an annual event. Again, reports may be informational or may make a motion to be acted upon by the members.

14. Rest of Agenda Unfinished business New business Program (Optional) Adjournment The agenda is decided on by the chair, in advance of the meeting.

15. Officers President, Chair, Chairman, Presiding Officer Secretary Treasurer Historian Parliamentarian Sergeant at Arms

16. Rules of a Club Constitution – the basic rules guiding a club The name of the club Its purpose The requirements of membership The officers and how to elect them The time and place of meetings The ways of changing anything by amendment Bylaws – a set of rules of procedure – more specific than the constitution. For example, bylaws state specific numbers that make a quorum. Quorum: the minimum number of members needed to transact business legally; a quorum is a majority of the entire membership

17. Skills necessary to successfully use Parliamentary Procedure Obtaining the Floor Stand Address the chair Receive recognition If two or more people rise to seek recognition at the same time, the member who rose and addressed the chair first (after the floor was yielded) is usually recognized first.

18. Skills necessary to successfully use Parliamentary Procedure Introducing Business (Making a Motion) Stand and obtain the floor State the motion, “I move that...” The statement must receive a second: “I second the motion.” If no second is received, the motion dies. A motion made by a committee requires no second, since the committee introduces it into the assembly after receiving a majority. The Chair repeats the motion verbatim, placing it before the assembly for debate. The Chair asks if there is any further debate or discussion The Chair asks, “Are you ready for the question?” – meaning, “Are you ready to vote?”

19. Skills necessary to successfully use Parliamentary Procedure Rules of Debate Every member has a right to speak on any debatable motion Cannot be interfered with except by a motion to limit debate. All discussion pertains to the question at hand – if not, the speaker is out or order. While debate is in progress, amendments, etc. can be introduced and disposed of accordingly Debate cannot last any longer than 10 minutes, unless the assembly votes otherwise. No member can speak twice on the same motion No member can attack or question the motives of another member. The maker of the motion, although allowed to vote against the motion, is not allowed to speak against it. The presenter of the motion should be the first person to debate, if they wish.

20. Skills necessary to successfully use Parliamentary Procedure Amendments After the chair has restated a motion, the only way to change the motion would be by making an amendment. Amendments are made by adding, deleting, and changing a motion. Only two amendments may be pending on a main motion at any time (primary and secondary, or First and Second Degree). The motion to amend is made in the same way as for any main motion. The secondary amendment is made to the primary amendment. Amendments must be germane to the question under consideration. Germane: relevant to a subject under consideration

21. Skills necessary to successfully use Parliamentary Procedure Voting Unless special rules apply, a simple majority decides. Unless otherwise provided for, voting is by voice vote. If the presiding officer is a member of the assembly, he or she can vote as any other member does when the vote is by ballot. Any member may request a division of the assembly if there is uncertainty as to the true result of the vote. Types of votes: voice, rising vote or showing hands, call vote, ballot vote, general consent (not a form in the strictest sense. “Shall we pass by general consent?”), plurality vs. majority vote, null and void, division of assembly (a call to count the exact number of votes for and against a motion)

22. Officer duties President Conduct meetings according to the chapter bylaws and standing rules Take the leadership role when working with officers and members Develop the Program of Work and coordinate activities with the chapter advisor Keep chapter meetings and activities on task Appoint committees

23. Officer duties Vice President Assist the president in all leadership functions Preside over chapter activities in the absence of the president Assume the duties of president should the office be vacated Coordinate all committee work

24. Officer duties Secretary Prepare the minutes of meetings, chapter correspondence, and reports Help develop meeting agendas with the president Record the roll at all chapter meetings Work with the treasurer in maintaining membership data Read minutes and communications at chapter meetings

25. Officer duties Treasurer Maintain efficient management and documentation of chapter funds Help collect club dues Keep financial records neat and accurate Assist in preparing the chapter budget The treasurer’s report is always filed with the secretary. It is never approved or adopted by the assembly.

26. Officer duties Historian Maintain a history of local club activities throughout the year – they may want to save this in a notebook or make a slide show

27. Officer duties Reporter Maintain written records of chapter successes and achievements Submit articles to local newspapers Coordinate the publication of chapter newsletters

28. Officer duties Parliamentarian watches over the meeting and enforces the use of correct parliamentary procedure

29. Officer duties Sergeant at Arms helps to maintain order