Parliamentary

Procedure

By: Rajiv A. Macamimis

 What is Parliamentary
Procedure?
 Parliamentary procedure is a set of rules to
help groups achieve their objectives.
 The “rules” are a code of ethics that relate to
the conduct of meetings.
 Parliamentary procedure is founded on
democratic principles.
 It teaches concepts of teamwork.
 It helps us transact business quickly,
efficiently, and in keeping with the will of the
majority.
 Parliamentary Procedure:
 A set of rules used to conduct a meeting in an
orderly manner
 3 major functions:
 1. Ensure meetings run smoothly
 2. Help group focus on issues most
important to entire group
 3. Ensure that meetings are run
according to democratic principles
 Parliamentary Procedure:
 5 basic principles:
 1. One question at a time- handle one issue
before considering another; maintain order
 2. Majority rule- simple majority = at least one
more than ½ of people who voted
 3. Protection of minority rights- minority = less
than ½ of group agrees; hear all viewpoints
 4. Equality of rights and responsibilities-
precedence
 5. Free debate- discussion where pro & con
speeches alternate
 Parliamentary Procedure
 Quorum = minimum number of members that
must be present for the group to conduct
business
 Chair/ Presiding Officer- names for person
running the meeting
 Duties:
 Maintain control- members follow parli. procedure
 Maintain order- prevent filibustering = making long
speeches to waste time to prevent vote on issue
 Act impartially- don’t take sides
 Recognize speakers impartially- precedence
 Motions
 Motion- proposal for action made by a member
 Main motions- set forth new items of business to be
considered; require a second before they can be debated
and a simple majority vote
 Subsidiary motions- allow members to change or dispose
of a main motion being discussed; proposed after main
motion to which they apply; must be debated and voted on
before group can return to main motion
 Lay on the table- temporary postponement of action; requires
simple majority
 Previous question- immediate vote to stop discussion on a motion;
requires 2/3 majority
 Limit/ extend debate- calls for time limit; requires 2/3 majority
 Amend- change wording of motion; requires simple majority
 Motions (cont.)
 Privileged motions- concern running of meeting itself
 Adjourn- calls for meeting to close; requires simple majority
 Recess- calls for a break; requires simple majority
 Question of privilege- calls for immediate action on such things as
lighting, heating, disturbances, etc.; no vote required- only approval of
chair
 Incidental motions- relate to questions of procedure
 Point of order- request info. about something in order or to point out a
violation of parli. procedure; no vote required
 Suspend the rules- allows members to do something not normally
allowed by the rules; requires 2/3 majority
 Renewal motions- get discussion reopened on decisions already
made
 Reconsider- discussion of motion already passed; requires simple
majority
 Rescind- cancellation of action taken on previous motion; requires 2/3
majority
 Take from the table- reopen discussion of a motion that had earlier been
laid on the table; requires simple majority
 Amending a Motion
 Amendment must be specific; insert, add,
strike out, strike out and insert, substitute
 Amendment must be germane to a motion;
germane = must relate to issue of original
motion
 Amendment cannot be made by inserting word
not into the main motion
 Voting
 Previous question- oral vote “Aye,” “No,” or
“Abstain”
 Abstain = member does not wish to support or
oppose motion being voted upon
 When vote is too close to call, group can call
for a division of assembly- requires chair to
call for a 2nd vote done in a different method
from one used in 1st vote
 The Order of Business
 The presiding officer determines that a quorum is present and then
calls the meeting to order by standing and clearly stating “The
meeting will come to order.”
The standard order for business meetings is as follows:

CALL TO ORDER

OPENING CEREMONY (Optional)

READING AND APPROVAL OF MINUTES
Chairperson: “The secretary will read the minutes of our last
meeting.”
Secretary: Reads the minutes.
Chairperson: “Are there any corrections or additions to the minutes?
If not, the minutes will stand approved as read.”
 The Order of Business

TREASURER’S REPORT
Chairperson: “The treasurer will present his/her report.”
Treasurer: Gives the report.
Chairperson: “Thank you.”

STANDING AND SPECIAL COMMITTEE REPORTS
Chairperson: “Are there any committee reports?” or
“The ____________ committee will present their report.”
Committee: (Usually the committee chairman reads
the report.)
 The Order of Business

UNFINISHED BUSINESS
Chairperson announces any unfinished
business that was pending/postponed from
the previous meeting. The chair does NOT ask
for unfinished business, but rather, states the
question on the item to be placed on the floor.
 The Order of Business

NEW BUSINESS

PROGRAM (Optional)
Speaker, film, etc. May come before the
business part of the meeting if necessary.

ADJOURN
 Committee Reports
 A committee is a small number of persons appointed to give a task
more detailed attention.
 STANDING COMMITTEES perform a continuing function and
remain in existence permanently.
 SPECIAL COMMITTEES are appointed to carry out a specific task.
 Sample Program Committee Report
The program committee is pleased to report that our special guest
speaker for our next meeting will be Dr. Jim Koeninger, Executive
Director of National HOSA, whose topic will be “Leadership 2005.”
 The Main Motion
 The main motion brings business before the assembly and/or introduces a new
subject. This motion can only be made when no other business is pending.

Chairperson “Is there any new business to come before this meeting?”
Member #1 Seeks recognition
Chairperson Recognizes member
Member #1 “I move that _________________”
Member #2 “Second.” If none, the president should ask “Is there a
second?”
Chairperson “A motion has been made and seconded that (repeats
motion made by member #1). Is there any discussion?
Member #1 Seeks recognition - debates motion if desired
Chairperson “Is there any further discussion? (No answer.) “If not, are you ready
for the question?” (Still no answer.) “All those in favor of (read the
motion if members need to be reminded) say aye.” (Pause) All opposed
say no.” (pause) The ayes (or noes) have it, the motion carries (fails.) We
will (or will not) _________.
 Subsidiary Motions
 Subsidiary motions assist the group in treating or disposing of a main
motion, and sometimes other motions.
 Subsidiary motions have rank, which means that one subsidiary motion
can be made while another subsidiary motion is pending, if it has higher
rank.
Rank order

Lay on the Table

Previous Question
Limit or Extend Limits of Debate
Postpone to Certain Time
Commit or Refer
Amend
Postpone Indefinitely
Privileged Motions: Adjourn
 PURPOSE - It closes a meeting immediately.
 Note: It is only a privileged motion if there is already another meeting
scheduled, and no time for adjourning has already been set. It does not matter if
a question is pending or not.
 MAY INTERRUPT: No
 SECOND: Yes
 DEBATABLE: No
 AMENDABLE: NO
 VOTE NEEDED: Majority
 EXAMPLE:
Member A “Mr./Madam Chairperson. I move to adjourn.” (Second)
Chairperson “It is moved an seconded to adjourn. As many as are in favor,
say aye, etc.”
 Incidental Motions
 Incidental motions deal with questions of procedure
arising out of another pending motion, or sometimes
another item of business.
 Most are undebatable and must be decided immediately.
Incidental Motions: Point of Order
 PURPOSE - It is used when a member thinks the rules of the assembly
are being violated. When a member makes a “point of order”, the chair
must make a ruling.
 MAY INTERRUPT: Yes
 SECOND: No
 DEBATABLE: No (But with the chair’s consent, the member raising
the point may explain his/her position.)
 AMENDABLE: No
 VOTE NEEDED: None. It is ruled on by the chair.
 EXAMPLE:
Member A (Without waiting to be recognized.) “Point of Order.”
Chairperson “State your point.”
Member A “There was no second to the motion just made.”
Chairperson “You are correct. Is there a second to the motion that. ..?”
Incidental Motions: Division of the Assembly
 PURPOSE - It is used when a member doubts the results of a voice vote
or show of hands, thereby requiring that the vote be taken again by
rising.
 MAY INTERRUPT: Yes
 SECOND: No
 DEBATABLE: No
 AMENDABLE: No
 VOTE NEEDED: None.
 EXAMPLE:
Chairperson “The ayes have it, the motion carries.”
Member A (Without waiting to be recognized.) “Division!”
Chairperson “A division has been called. All those in favor of ______
please stand. Thank you. All opposed please stand. Thank
you. The affirmative has it and ....”
 Incidental Motions: Requests and Inquiries
 PURPOSE - In connection with a meeting, members may wish to ask a
question or have something done that requires the permission of the
assembly. Two types of questions include: 1) Parliamentary inquiry and
2) Point of Information
 MAY INTERRUPT: Yes (if necessary)
 SECOND: No
 DEBATABLE: No
 AMENDABLE: No
 VOTE NEEDED: None.
 EXAMPLE:
Member A (Without waiting to be recognized.) “Madam/Sir
Chairperson, I rise to a parliamentary inquiry.”
Chairperson “The member will state the inquiry.”
Member A “Is it in order to move the previous question?”
 Elections of Officers
 The by-laws of the cooperative usually specify
the procedure for the election of its officers.
However, if this is not applicable to your
cooperative, then the following procedures
may be used.
 NOMINATIONS

- Nominations can be secured in several ways.

The two most common are nominations from
the floor and nominations by committee.
 Procedure for the floor nominations
 The chair declares the floor open for the nominations and any
member may nominate another member. NO SECOND is
required for a nomination.

Chairperson: “Nomination are now in order for the

chairmanship.”
Member: “I nominate Ms. A.”
Chairperson: “Ms. A is nominated. Are there any further
nominations for the chairmanship.”

 The chair proceeds in this manner through all offices in the

order the offices are listed in the by-laws, until nominations
have been made for each office.
 Procedure for committee nominations
 If a nominating committee is used, it used be
elected by the members of the organization or
the executive committee.
 Sample Treasurer’s Report
 ABC COOPERATIVE Treasurer’s Report

For the year ending June 30, 2004

Balance on hand, July 1, 2003 $1253.25

Receipts
• Dues $200
• Car Wash $900
Total Receipts $1100

Disbursements
• NLC $1200
• Plaques $100
Total Disbursements $1300

Balance on hand, July 1, 2004 $1053.25

 Sample Minutes
The regular monthly meeting of ABC Cooperative was held on Thursday,
July 15, 2004 at the Holiday Inn in Smithtown, the Chairperson being in
the chair and the secretary being present. The minutes of the last
meeting were approved as read.
The treasurer's report was presented.
The report of the fundraising committee was received and placed on file.
Lorie moved that we invite a guest speaker to talk about leadership styles.
The motion carried. The Chairperson asked the program committee to
contact potential guest speakers and bring a report to the next meeting.
The meeting adjourned at 6:00 pm.

Will Smith
Secretary
 Notes about the Minutes
 The minutes should contain an introductory paragraph.
 The body of the paragraph contains a separate paragraph for each
subject matter.
 The name of the mover is included with important motions. The name
of the person who seconds the motion DOES NOT need to be given.
 The name of a guest speaker can be given, but no effort should be
made to summarize the speaker’s remarks.
 The last paragraph should contain the hour of adjournment.
 Minutes should be signed by the secretary. The words “respectfully
submitted” are not necessary.
 The minutes are normally read and approved at the beginning of the
next meeting.
 Corrections, if any, and approval of the minutes are usually done by
unanimous consent.
 The Gavel and a Few Other Points
 Robert’s Rules of Order, Newly Revised, does not address the use of the
gavel when calling a meeting to order.
 Two taps of the gavel calls the chapter meeting to order. When a main
motion has been passed or rejected, one tap of the gavel should follow the
announcement.
 The gavel is also the instrument for maintaining order during chapter
meetings. If at any time members engage in differences of opinion or for
other reasons distractions occur, a sharp tap or a series of sharp taps should
restore order on such occasions.
 Adjournment is signaled by a single rap of the gavel.
 Members may address only the presiding officer, or may address others
through the presiding officer.
 The presiding officer must remain impartial.
 Before a vote, the presiding officer may ask “Are you ready for the
question?” as a last call before voting.
 The presiding officer may vote to make or break a tie.
 Closing Thoughts. . .
 Parliamentary Procedure can be a useful tool for
the Cooperative chapter - and for the individual
who learns the skills to participate in a group. The
application of Parliamentary skills can be simple -
or very complex, depending up the desires of the
group.
 The Cooperative Parliamentary Procedure
competitive event develops leadership skills,
thinking skills, speaking skills and sense of
camaraderie among team members. While a great
deal of hard work, study and practice is required
for national success, the long term benefits are. .