1. CONDUCTING AN EFFECTIVE MEETING
Jacquelyn Deeds

2. Why Do You Need to Know Parliamentary Procedure
Setting Agenda’s
Taking proper minutes
Helping to keep the meeting on track
Personal use in other organizations
Others

3. Quiz--True and False
A new main motion may be made before the previous motion is voted on.
The maker of a motion has the first right to debate. The motion to suspend the rules requires a simple majority vote.
A simple majority is 51% of those voting.
The motion to lay on the table may not be debated.
To make the motion to reconsider the maker of the motion must have voted on the prevailing side of the issue.
An amendment can not be amended.
Some one who abstains from voting is counted on the negative.
The motion Division of the House requires a counted vote.
Parliamentary Procedure is designed to protect the rights of the minority while allowing majority rule.

4. Factors for Effective Meetings
An effective agenda process
Adequate leadership
Length of debate or discussion is controlled
There is a spirit of cooperation within the board or council
Procedural Ordinance/Meeting Rules/Rules of Order

5. Objectives Discuss why parliamentary procedure is used.
List the rules that govern parliamentary procedure.
Identify the taps of the gavel.
Discuss how votes may be taken.
Identify the types of motions.

6. WHAT IS PARLIAMENTARY PROCEDURE
Systematic and Democratic way to get things done
Majority Rules
Rights of the Minority Protected.
Based on the Rules of British Parliament
Thomas Jefferson used the rules for Congress.
Henry M. Robert wrote the first edition in 1876

7. Standard Agenda Call to order--opening ceremonies Secretary's minutes
Officer reports
Treasurer
Other officers as needed
Committee reports
Unfinished business
New business --items not previously discussed
Special features **
Closing--adjournment

8. Steps In Presenting A Main Motion
Member seeks recognition
Presiding officer grants recognition
Member states the motion
Motion is seconded
Presiding officer states the motion for the body

9. Steps Continued Discussion of the motion/subsidiary motions
Presiding officer takes the vote
Presiding officer announces the vote

10. Types Of Motions Main motions Bring business to the floor
Lowest in precedence
Start with “i move that”
Must be positively stated

11. Types Of Motions Subsidiary Modify of dispose of main motion
Require a second
Debatable based on purpose
Some amendable
Most require majority vote

12. Types Of Motions Privileged motions Not connected with the main motion
Relate to the conduct of the meeting
Most require a second
Usually not debatable
Majority vote

13. Types Of Motions Incidental motions
Not directly related to the main motion
Parliamentary procedure oriented
Higher order of precedence
Usually not debatable
Votes vary

14. Types Of Motions Unclassified - restorative motions
Deal with motion disposal
Require seconds
Usually majority vote

15. Taking The Vote Plurality Majority One more than half Not 51%
Majority rule-minority protected
Plurality
Most votes of the votes cast
Used in elections
Committee elections

16. Taking The Vote Two-thirds Chair should plan ahead and figure 2/3
Matters of great importance- changing rules/ ending debate/ constitutional changes
Must be a counted vote

17. Taking The Vote A. Hand vote Don't designate hand
Keep them up to be seen
Voting cards
B. Voice
Yes and no
Aye and nay/ not like sign
Don't use on close issues
Chair is in doubt/ counted vote

18. Taking The Vote C. Secret ballot Elections Membership Sensitive issues
D. Division of the house
Standing vote/move to the sides
Not appropriate if a counted vote has already been taken.
Called after the vote is announced not before. Don't recognize until announced

19. Motion To Refer To A Committee
A. Number on the committee
Odd numbers are best
Not to large--gets out of hand
Committee of the whole
B. How appointed
By the chair
Volunteers
Elected

20. Motion To Refer To A Committee
C. When to report
At a specific date and time
Before as specific date
Other wise it could be endless
D. Powers of the committees
1. Investigate and report
Power to act

21. Taps Of The Gavel One tap -- sit, motion passed or failed, adjourn
Two taps -- call to order
Three taps -- stand

22. Writing Correct Minutes
Opening paragraph
1. Name of the organization
2. Date, time and place
3. Type of meeting-special/regular etc
4. Presiding officer
5. Secretary
May include number present or names of excused--

23. The Downtown Business Association meeting was called to order by Julie Davenport at 8:05 a.m. March 5, 2002 in the conference room of AmSouth Bank. Jason Johnson served as secretary.

24. Writing Correct Minutes
Officer reports--
1. Minutes read and approved or what corrections were made
2. Treasurer's report--total of income, expenses and beginning and ending balance
3. Other officer reports in brief--recommendations or potential new business

25. Writing Correct Minutes
Committee reports--
Main point of reports--any suggestions for action or potential new business
Full reports should be filed or attached

26. Writing Correct Minutes
Unfinished business--
How the business was disposed of--motions only
New business
Any items that result from reports should be handled first
Who made and seconded
Motions that passed/failed

27. Writing Correct Minutes
May include information about special features--name and topic of speakers-- brief notes
The time the meeting adjourned
Signed by the secretary