Basic Parliamentary Procedure: A Beginner's Guide On How To Hold A Meeting in An Organized and Orderly Fashion

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Basic Parliamentary Procedure

A beginner’s guide on how to hold a meeting in an


organized and orderly fashion
What is Parliamentary Procedure

 Parliamentary Procedure is the rules of order used by


various assemblies and organizations to keep
meetings run smoothly and efficiently.
 Parliamentary procedure is a system of rules used to
conduct fair and efficient meetings and used to
facilitate group decision making.
What is Parliamentary Procedure

 Parliamentary procedure ensure that participants


leave a meeting feeling that: they had their say; their
opinion was respected, and the work got done.
 Parliamentary procedure is a code of rules for
working together in meetings.
What is Parliamentary Procedure

 Parliamentary procedure is simple in principle. It is


based largely on common sense and courtesy. It just
seems technical due to the special vocabulary used. If
the vocabulary is understood, the rules are easy.
Goals of Parliamentary Procedure

 Applying Parliamentary Procedure enables assemblies


to accomplish the following:
 Maintain orderly meetings of all sizes
 Protect the rights of the absentee, individual, minority,
majority, and all of these groups together
 Allow every opinion to be heard and considered
 Enable the mass to rule
 Expedite business
Principles of Parliamentary
Procedure

1. Only one subject may claim the attention of the assembly


at one time.
2. Each proposition presented for consideration is entitled
to full and free debate.
3. Every member has rights that are equal to every other
member.
4. The will of the majority must be carried out, and the
rights of the minority must be preserved.
5. The personality and desires of each member should be
merged into the organizational unit.
The Order of Business

 Organizations using a parliamentary procedure


usually follow a fixed order of business at their
meetings
The Order of Business

I. Call to Order – The Chair calls the meeting to order


after determining that a quorum is present.
II. Roll Call – Secretary reads the roll of the
membership.
III. Reading and Approval of the Minutes – Secretary
reads the minutes of the previous meeting and the
body approves the same
The Order of Business

IV. Officer Reports – These are often limited to a report


from the treasurer, but others may report at this
time
V. Committee Reports – First are reports from
“standing” or permanent committees; then reports
from “ad hoc” (special) committees are presented.
VI. Special Orders – Important business previously
designated for consideration at this meeting is
discussed.
The Order of Business

VII. Unfinished Business – Business left over from


previous meetings is reviewed.
VIII.New Business – Introduction of New Topics can be
made.
IX. Announcements – The Assembly is informed of
other subjects and events.
X. Adjournment – The meeting ends by a vote or
general consent.
Quorum

 The number of members that must be present for


business to be conducted legally is called a quorum.
The actual number is usually stated in the Bylaws of
the organization.
Motions

 A motion is a formal proposal by a member


suggesting that the assembly take a certain action.
Members who wish to participate in meetings do so
by making motions
Motions

 A motion has four parts:


1. Present Motion – To make a proposal (I move
that…..)
2. Second Motion – To express support for a discussion
of another member’s motion (I second the motion)
3. Debate Motion – Gives opinions on the Motion
4. Vote Motion – The Body decides on a motion
Motions

 There are 4 types of Motions


 Main Motions - Introduce subjects to the assembly for
its consideration. They cannot be made when another
motion is before the assembly. They yield to privileged,
subsidiary and incidental motions. Example: “I move
that we purchase..”
 Subsidiary Motions - Change or affect how the main
motion is handled (voted on before the main motion).
Example: “I move the question before the assembly be
amended by striking out...”
Motions

 There are 4 types of Motions


 Privileged Motions - Are most urgent… about special or
important matters not related to pending business.
Example: “I move that we adjourn…”
 Incidental Motions - Incidental Motions: Are questions
of procedure that arise out of other motions… must be
considered before the other motion. Example: “I move
to suspend the rules for the purpose of…”
Questions relating to Motions

 Is it in order?
 A motion must relate to the business at hand and be
presented at the right time. It must not be obstructive,
frivolous or against the Bylaws.

 Can a speaker be interrupted?


 Some motions are so important that the speaker may be
interrupted to make them. The original speaker regains
the floor after the interruption has been attended to.
Questions relating to Motions

 Does a motion need a second?


 Usually, yes. A second indicates that another member
would like to consider a motion. It prevents spending
time on a question which interests only one person.

 Is a motion debatable?
 Parliamentary procedure guards the right to free and
full debate on most motions. Some privileged and
incidental motions are not debatable.
Questions relating to Motions

 Can a motion be amended?


 Some motions can be altered by striking out or inserting
(or both at once). Amendments must relate to the
subject as presented in the main motion.

 What vote is needed


 Most motions require only a majority vote, but motions
concerning the rights of the assembly or its members
need 2/3 vote to be adopted.
Questions relating to Motions

 Can a motion be reconsidered?


 Some motions can be re-debated and re-voted to give
members a chance to change their minds. The move to
reconsider must come from the winning side.
How to Present a Motion

1. Obtain the Floor:


a. A member rises and addresses the presiding
officer. The officer should be addressed as Mr.
President or Mr. or Madame Chairman.
b. The member is recognized by the presiding
officer. When a member has been recognized, the
member is the only member entitled to present or
discuss a motion.
How to Present a Motion

2. Make the Motion:


a. Speak clearly and concisely
b. State you motion affirmatively. Say, “I move that
we…instead of “I move that we do not…”
c. It is not permissible to discuss the merits of the
motion either prior to or immediately following
the formal proposal of the motion.
d. Avoid personalities and stay on the subject.
How to Present a Motion

3. Wait for a Second:


a. The member simply states "I second the motion"
b. Alternatively, the chair will call for a second
c. If there is none, he may declare "The motion is
lost for want of a second"
How to Present a Motion

4. The Presiding officer states the motion to the


assembly
a. When a motion has been properly proposed and
seconded, the chairman repeats the motion to
the assembly.
b. It may then be spoken of as a "question", a
"proposition", or a "measure."
How to Present a Motion

5. Expand on the motion:


a. The assembly discusses or debates the motion. To
speak, a member must obtain the floor in the
same manner as when presenting a motion.
b. The presiding officer should show preference to
the proposer of the motion.
c. A member who has not spoken has prior claim
over one who has already spoken.
How to Present a Motion

5. Expand on the motion:


d. The presiding officer should alternate between
proponents and opponents of the motion.
e. The presiding officer should recognize a member
who seldom speaks in preference to one who
frequently speaks.
f. DISCUSSION MUST BE CONFINED TO THE
QUESTION THAT IS "BEFORE THE ASSEMBLY"
How to Present a Motion

6. Putting the question


a) The presiding officer takes the vote on the
motion.
b) Before taking the vote, the chairman ask, "Is
there further discussion?" or "Are you ready for
the question?"
How to Present a Motion

6. Putting the question


c) The Chairman can ask for a vote by voice (Viva Voce) or by
show of hands, by roll call, by ballot, or by general consent
i. By Voice. The chairperson asks those in favor to say “aye” and
those opposed to say “no”. (For majority votes only.) A member
may move for an exact count (to call for a division of the house)
ii. By show of hands. Members raise their hands as sight verification
of or alternative to a voice vote. It does not require a count. A
member may move for exact count. (to call for a division of the
house)
iii. By roll call. Each member answers “Yes” or “no” as his or her
name is called when a record of each person’s vote is needed.
How to Present a Motion

6. Putting the question


c) The Chairman can ask for a vote by voice (Viva Voce) or
by show of hands, by roll call, by ballot, or by general
consent
iv. By ballot. Members write their vote on a slip of paper. This
is done when secrecy is desired.
v. By general consent. When a motion isn’t likely to be
opposed, the chairperson says, “If there is no
objection…”Members show agreement by their silence. If
someone says, object,” the matter must be put to a vote.
How to Present a Motion

6. Putting the question


d) A question (motion) is pending when it has been stated by
the chair but not yet voted on. The last motion stated by the
chair is the first pending. The main motion is always the last
voted on.
e) A motion to table is often used in an attempt to “kill” a
motion. There is always the option to “take from the table”
any motion for reconsideration by the assembly.
f) A motion to postpone indefinitely is a parliamentary
strategy. This allows members to dispose of a motion
without making a decision for or against it. It is useful in
case of a badly chosen main motion for which either “yes”
or “no” vote would have undesirable consequences
Amending a Motion

 The purpose of the motion-to-amend is to modify a


motion that has already been presented in such a
manner that it will be more satisfactory to the
members.
Amending a Motion

 The following are common methods of amending:


 By addition or insertion to add something to the motion
which it did not contain.
 By eliminating or striking out to subtract or eliminate
something from the original motion.
 By substitution to eliminate something from the original
motion and substitute something else in its place.
Amending a Motion

 AN AMENDMENT MAY BE HOSTILE, BUT IT MUST BE


GERMANE. A hostile amendment is opposed to the
spirit of the motion to which it is applied. To be
germane, an amendment must have direct bearing on
the subject of the motion to which it is applied. An
amendment may nullify the original motion, but if it
relates to the same subject matter, it is germane.
Amending a Motion

 TYPES OF AMENDMENTS:
 Amendment of First Rank – An amendment to the
Motion
 Amendment of Second Rank – An amendment to an
amendment, that modifies and relates directly to the
amendment, and NOT the original motion.
Amending a Motion

 NO AMENDMEND BEYOND THE SECOND RANK IS


POSSIBLE.
 If it is desired to amend two separate and unrelated
parts of a motion, then it must be done with two
amendments of the first rank. Until an amendment of
the second rank is voted on no other amendment of the
second rank is in order. Until the amendment of the first
rank is voted upon, no other amendment of the first
rank can be proposed.
Order of Voting on Amendments

 Amendments are voted upon in inverse order of


proposal
 Discussion is held and the vote is taken upon the
amendment to the amendment.
 Discussion is called for and the vote is taken upon the
amendment to the motion.
 When the vote on the amendment has been taken up,
discussion on the motion as amended is opened and
when completed, a vote is taken upon the motion as
amended.
The Chair

 The Chairman or presiding officer. "Addressing the


Chair" means speaking to the presiding officer. Being
"Recognized by the Chair" means being given
permission to speak further.
The Power of the Chair

 Power of the Chair – the Chairman has the following


authority.
 to decide in what order speakers shall be recognized
 to refuse to recognize members offering dilatory,
absurd, or frivolous motions
 to restrain speakers within the limits of the rules
The Power of the Chair

 Power of the Chair – the Chairman has the following


authority.
 to enforce good decorum
 to appoint committees
 to decide points of order
 to vote in cases where the vote would make or break a tie
 The chair should avoid influencing a vote by his own comment
on a motion.
 In cases where there is a tie, it is parliamentary tradition that
the chairman votes in a manner that encourages debate and
not to silence it.
 Actions of the Chairman are subject to appeal
The Power of the Chair

 Power of the Chair – the Chairman has the following


authority.
 to vote in cases where the vote would make or break a
tie
 The chair should avoid influencing a vote by his own
comment on a motion.
 In cases where there is a tie, it is parliamentary tradition
that the chairman votes in a manner that encourages
debate and not to silence it.
 Actions of the Chairman are subject to appeal
The Secretary

 The role of the Secretary is to support the Chair in


ensuring the smooth functioning of the organization.
The Responsibility of the Secretary

1. Ensuring meetings are effectively organized and


minuted
 Liaising with the Chair to plan meetings
 Receiving agenda items from Meeting Attendees
 Circulating agenda and reports
 Taking minutes (unless there is a minutes secretary)
 Circulating approved minutes
 Checking that agreed actions are carried out.
The Responsibility of the Secretary

1. Ensuring meetings are effectively organized and minuted


 Secretaries should maintain a “rolling schedule” of
business for the forthcoming session and beyond. This
will include recurrent items, and one-off items which a
committee has specified should be reviewed again at a
particular time. This system will enable draft agendas to
be drawn up in advance and help identify papers which
may require early planning and extensive preparation
The Responsibility of the Secretary

2. Maintaining effective records and administration


 Keeping up-to-date contact details (i.e. names,
addresses and telephone numbers) for the members of
the organization.
 Filing minutes and reports
 Compiling lists of names and addresses that are useful
to the organization, including those of appropriate
officials or officers of voluntary organizations.
 Keeping a record of the organization's activities
 Keeping a diary of future activities
The Responsibility of the Secretary

3. Communication and correspondence


 Responding to all committee correspondence
 Filing all committee correspondence received and
copies of replies sent
 keeping a record of any of the organization’s
publications (e.g. leaflets or newsletters)
The Responsibility of the Secretary

3. Communication and correspondence


 Reporting the activities of the organization and
future programs to members, the press and the
public (unless there is Information or Publicity
Officer).
 Preparing a report of the organization’s activities
for the year, for the Annual General Meeting.
Questions?
Thank You

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