WHAT CAN YOU SEE?
WHAT CAN YOU SAY?
THANK YOU!
PARLIAMENTARY
PROCEDURE
WHAT IS PARLIAMENTARY PROCEDURE?
“
It is a set of rules for conduct
at meetings, that allows
everyone to be heard and to
make decisions without
confusion.
WHY IS PARLIAMENTARY PROCEDURE
IMPORTANT?
1. Helps an organization achieve its purpose. Business
conducted in meetings focuses on
purposes stated in the bylaws.
2. Provides equal treatment for all. Each member has
the right to speak; rules determine how
many times and for how long one can speak.
3. Expedites business and saves time. Attendees are not
allowed to introduce dilatory issues;
the skilled presiding officer keeps the meeting
moving.
WHY IS PARLIAMENTARY PROCEDURE
IMPORTANT?
4. Maintains order. Rules allow the skilled presiding
officer to guide the meeting in an orderly
manner. Members, knowing parliamentary rules,
help keep order.
5. Protects the right of the majority to decide. Business
brought before the assembly with
motions or resolutions is adopted by a majority or a
two-thirds vote.
6. Protects the right of the minority to be heard. Debate
can be conducted in a way that each
side of an issue has equal time to be heard. Minority
reports are heard on some votes.
WHY IS PARLIAMENTARY PROCEDURE
IMPORTANT?
7. Protects the rights of members. Members have the
right to make motions or introduce
resolutions, to debate, and to vote.
8. Protects the rights of absentees. Minutes of the
meeting inform absentees of the
proceedings. Previous notice is needed for
introduction of some types of motions.
GETTING READY FOR
THE MEETING
Develop the Agenda
Send Meeting Notices
Prepare information for the meeting
Prepare the meeting
THE POWER OF THE
GAVEL
•
One tap follows the announcement of the end of
the meeting, the completion of a business item
or is a message to the members to be seated.
•
Two taps of the gavel calls the meeting to order.
•
Three taps of the gavel is the signal for all
members to stand in unison on the third tap.
•
A series of sharp taps is used to restore order
at a meeting.
ORDER OF
BUSINESS
“
Call to Order
Roll Call (and Financial Report)
Adoption of Agenda
Minutes
Unfinished Business
New Business
Announcement
Adjournment
CALL TO ORDER
The chairperson begins the meeting at the
published time by saying something such as “The
meeting will now come to order.”
ROLL CALL
Member say “present” as their names are called
ADOPTION OF AGENDA
A member should, “Move that the agenda be adopted.” A second is
required. A simple majority vote restricts the business of the
meeting to the items listed on the agenda. After the agenda has
been adopted, it takes a two-thirds majority vote to change it.
MINUTES
The secretary reads a record of the last meeting or provides copies
for members to read (possibly before the meeting begins).
UNFINISHED BUSINESS
Items pending from previous meetings are called “old” or “unfi
nished” business. The chairperson may want to provide a brief
history of the item or call upon someone else to do it.
NEW BUSINESS
“New business is now in order.” Items listed under “new business”
will be discussed in the order they appear on the agenda. Items not
on the agenda cannot be discussed unless the agenda is amended.
Amending the agenda requires a motion, a second, and a twothirds vote
NEW BUSINESS
“New business is now in order.” Items listed under “new business”
will be discussed in the order they appear on the agenda. Items not
on the agenda cannot be discussed unless the agenda is amended.
Amending the agenda requires a motion, a second, and a twothirds vote
ANNOUNCEMENTS
Frequently members and committee chairs will want to make
special announcements. The chairperson should call on people to
make announcements in the order listed on the agenda. Strictly
speaking, if the item is not on the agenda, the person should not
be allowed to make an announcement.
ADJOURNMENT
When the last agenda item is reached, the chairperson should
entertain a motion to adjourn the meeting. Someone will “move to
adjourn.” A second is required. The motion cannot be amended or
discussed. A simple majority vote is required for passage. If
passed, the chairperson announces that the meeting is offi cially
adjourned. Bang the gavel, if you have one.
QUOROM OF
MEMBERS
The by-laws of a board or organization
should specify the number of members that
must be present at a meeting in order to
officially conduct business. This minimum
number of members is called a quorum. A
quorum should be small enough to allow the
organization to conduct its business, but not
so small that a minority of members can pass
motions that do not represent the opinions of
the majority. Typically, a quorum is one
person more than half the total membership.
Without a quorum, no official business can
be transacted.
MOTIONS
The word motion refers to a formal
proposalby a member suggesting that the
assembly take a specific action
FOUR PARTS OF MOTION
1)Present Motion: make a proposal, “I move..
2) Second Motion: express support for discussion of
another member’s motion, “I second the motion.”
3) Debate Motion: give opinions on the motion.
4) Vote on the Motion: make a decision.
THE STEPS OF A MOTION
1.
A member is recognized by the chairperson to speak.
2.
The member makes a motion: “I move that . . . . .”
3.
The chairperson asks if there is a second to the motion.
4.
The chairperson recognizes a member who wants to
second the motion.
5.
The member “seconds the motion.”
6.
The chairperson repeats the motion exactly as stated. (In
practical terms, the chairperson often rewords the
motion for clarity with the consent of the person who
made the motion and the person who seconded it.)
THE STEPS OF A MOTION
7.
The chairperson opens the floor for discussion. It is
customary to allow the person making the motion to
speak first and to make closing remarks after everyone
else has had a chance to speak. Members may speak on
the issue after being recognized by the chair. A member
may not speak a second time on the issue until all other
members have had an opportunity to speak a first time.
8.
When everyone has had an opportunity to speak, the
chairperson should restate the motion and conduct a
vote (voice vote, show of hands, ballot, stand up, roll
call), counting those in favor and against. “All in favor of
the motion say ‘aye’.” “All opposed, say ‘no’.” Most
motions are decided by the majority of the votes cast.
The results of the vote should be announced to the
group.
“
HOW TO VOTE?
VOICE VOTE
SHOW OF HANDS
BALLOTS
DOES THE CHAIRPERSON ENTER INTO DEBATE OR VOTE?
THANK YOU!