Getting
Comfortable with
Parliamentary
Procedures
Finance & Business
Development
Parliamentary Procedures
• What is Parliamentary
Procedure?
• Why is Parliamentary
Procedure important?
• Using Parliamentary
Procedure in meetings
What is Parliamentary Procedures?
• Parliamentary procedure, or parliamentary
law, is the code of rules and ethics for
working together in groups.
• Parliamentary law refers to the rules, laws, or
regulations of organizations, governing the
orderly, expeditious and efficient transaction
of business and meetings.
Why is it important?
• All members have equal rights
• Minority rights must be protected
• Full and free discussion is an essential right
• Use simplest and most direct procedure
Why is it important?
• Only one question considered at a time
• Logical precedence governs order of
discussion
• Members must be recognized before
speaking
• All remarks are directed through the chair
Why is it important?
• No member may speak twice to the same
question until all others have had an
opportunity to speak
• Members may not question the character or
motives of other members
• Members have a right at all times to know
what question is before the assembly and
what affirmative and negative votes mean
Purpose of Parliamentary Procedures
• Ensure majority rule
• Protect the rights of minority, the absentees,
and individual members
• Provide order, fairness and decorum
• Facilitate the transaction of business and
expedite meetings
Get Ready for the Meeting
• Develop the Agenda
• Send Meeting Notices (time, date, location,
agenda)
• Post the Agenda
• Prepare Information for the meeting
Duties of the Chair
• Chair is responsible for the agenda
• Members may place items on the agenda
• Chair is responsible for administering the
group’s deliberations.
Basic Rules for the Chair
• Must have a quorum to conduct any business
• Members must be recognized by the Chair
before speaking
• Except when appealed to the assembly, the
Chair rules on all procedural issues
• Chair may not make motions not debate
questions, except speaks first and last in an
appeal
• Chair may vote only to make or break a tie
vote
Effective Meeting Basics
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Publish Agenda before meeting
Each item is assigned a time limit
Start the meeting on time
Follow the Agenda
Changes to the Agenda require a vote
End the meeting on time.
Typical Agenda
• Opening Remarks and Call to Order
• Roll Call and Establish Quorum
• Reading of the Minutes of the last meeting and
approval of Minutes
• Officers Reports
• Treasurer’s Report
• Committee Reports
• Old Business
• New Business
• Announcements
• Adjournment
Old Business
• Old or Unfinished Business:
– Business needed to be addressed or completed
from a previous meeting
– Unfinished business is indicated in the Minutes
Introducing New Business - Motions
There are three steps to bring a motion before the group:
Step 1: A member makes a motion. Introduces the principal
subject. Only one main motion may be considered at a time
and must be disposed of before another can be considered.
Step 2: Another member seconds the motion. Seconding a
motion shows support by other members and puts the
motion to a vote.
Step 3: The chair states the question on the motion.
Motions
Three Steps in Considering a Motion:
Step 1: The members debate the motion (unless no member claims
the floor for that purpose).
Debate or discussion of the motion allows:
• Members to raise any concerns they may have about the motion
• Others to be persuaded to vote one way or another
• Additional information about the motion to be provided
Motions
Debate or Discussion of a Motion
1. A member wishing to speak from the floor shall first secure
recognition for the chair and address only the chair.
2. Speakers shall indicate their purpose in accordance with
parliamentary procedures. For example, “I speak in favor of the
motion: or “I speak in opposition to the motion.”
3. There is an establish time limit that each member may speak. For
example, the ACA Governing Council is allowed five minutes to
speak at any one time, nor more than twice on the same question.
Members may not speak a second time, unless everyone that
wishes to speak is given the opportunity to speak for the first time.
4. In order to expedite business, the chair may limit equally the time
or number of speakers for each side of a question, to the total time
for debate, by a majority vote.
Motions
When debating:
• Always address remarks to the chair, never using a
member’s name where it is possible to describe
him/her otherwise.
• The mover of the motion may not speak against his
or her own motion, although the mover may vote
against it. If the mover changes his or her mind, he
or she can request to withdraw the motion.
• Discourteous language is never used.
Motions
When debating:
• The correction of a statement of facts may be denied,
but do not question the motives of a member.
• The maker of the motion is always entitled to the
floor first.
• Confine debate to the question under consideration.
• Do not waste time with frivolous arguments or
repetitions.
Motions
Amend the Motion
1. Allows for changes to be made to the motion.
2. No more than 2 amendments can be considered
at one time.
3. Requires:
1. Second
2. It is debatable and amendable
3. Majority
4. Main motion can be altered by:
1. Addition – adding a word or phrase
2. Subtracting (striking out) – removal of part of the motion but not changing the
intent.
3. Substitution – removing part of the motion and inserting a new word or phrase.
Motions
Step 2. The chair puts the question to a
vote.
A. The chair restates the question.
B. The chair takes the vote.
Motions
C. Methods of voting:
• Unanimous Consent – no member objects to a
proposal that meets with general approval; a vote of
silent agreement.
• Voice Vote - most common for of voting. “All in
favor of the motion, say aye.” “Those opposed, say
no.”
• Rising Vote – method used when a two-thirds vote is
required.
Motions
• Show of Hands – an alternative motion for a
rising vote.
• Counted Vote – can be ordered by the chair
when it appears a voice vote is unclear and it
can be ordered by a majority vote of the
assembly.
• Ballot or Roll Call Vote – can be ordered by a
majority vote of the assembly.
Motions
D. A member’s failure to vote at a meeting through
nonattendance or abstention implies his or her consent
to the decision of those who do vote. However,
members may at times be expected or required to
abstain or recuse themselves from voting when there
are extenuating circumstances, such as personal conflict
of interest on the pending subject. Abstentions are
generally ignored when the results of a vote is
calculated.
Motions
Step 3. The chair announces the results of a vote.
A complete announcement should include:
• Report of the voting itself, stating which side
prevailed.
• Declaration that the motion is adopted or lost.
• Statement indicating the effect of the vote or
ordering its execution.
Classifications of Motions
Main Motion:
• Introduces a principle subject
• Requires a second and are debatable
• A majority vote is required
Classifications of Motions
Privileged Motions:
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Does not relate to a pending question, however they are of such great
importance that they take precedence over all other motions.
Privileged Motions include:
– Fix time to adjourn – sets date and time to adjourn meeting
(requires second, not debatable, amendable and majority vote)
– Adjourn – ends current meeting immediately (requires second, not
debatable, amendable to time only, and majority vote)
– Recess – temporary beak in a meeting (requires second, not
debatable, amendable to time only, and majority vote)
– Raise a Question of Privilege – secures comfort for members
(requires nothing – the question is posed and decided upon by the
chair)
– Call for the Orders of the Day – demands compliance with the
agenda or seek information on order of agenda (requires nothing –
addressed by the chair)
Classification of Motions
Subsidiary Motions:
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Applies to other motions for the purpose of appropriate disposal
Subsidiary motions include:
– Lay on the table – delays a motion briefly until it is taken from the
table (requires second, not debatable, not amendable, and majority
vote)
– Call for the previous question – ends debates immediately (requires
second, not debatable, non-amendable, and 2/3 vote)
– Postpone definitely – delays the motion to a certain time (require
second, debatable, amendable, and majority vote)
– Refer to a committee – assigns the motion to a committee (requires
second, debatable, amendable, and majority vote)
– Amend – changes motion by addition, subtraction, or substitution
(requires second, debatable, amendable, and majority vote)
– Postpone indefinitely – kills the motion without vote (requires
second, debatable, not amendable, and majority vote)
Classification of Motions
Incidental Motions:
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Correct ill-advised actions
Correct improper use of parliamentary procedure
Incidental motions include:
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Object to the consideration of question – stops offensive or inappropriate measures (requires
no second, not debatable, not amendable, and 2/3 vote)
Appeal from the decision of the chair – allows members to overrule the chair if they feel the
chair made a decision not in agreement with the group (requires second, only debatable if
motion was debatable, not amendable, and majority vote)
Rise to a point of order – parliamentary errors have been made (requires nothing – decided
on by the chair)
Withdraw a motion – motion proposed is retracted. Can only be made by the member who
proposed the original motion (requires nothing – chair asks for objections, if there is an
objection, majority vote is needed)
Suspend the rules – make exceptions to the bylaws of the organization (require second, not
debatable, not amendable, and 2/3 vote)
Call for the division of the house – requires a countable vote if voice vote was used (requires
nothing – addressed by the chair)
Rise to parliamentary inquiry – check on parliamentary questions or ask how to carry out an
ability (requires nothing – chair addresses the issue)
Classification of Motions
Unclassified Motions:
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Having a definite purpose but are not classified as any other type of
motion
Usually pertain to action taken at a previous meeting
Unclassified Motions include:
– Reconsider – corrects and action taken in error. The member who moves to
reconsider must have been on prevailing side of the motion (requires
second, debatable, not amendable, and majority vote)
– Rescind – revokes previous action (requires second, debatable, amendable,
and 2/3 vote)
– Take from the table – resume consideration of tabled motions (requires
second, not debatable, not amendable, and majority vote)
Ranking Motions
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Privilege Motions
1. Adjourn
2. Recess
3. Question of privilege
Subsidiary Motions
4. Lay on the table
5. Previous question (end debate)
6. Limit or extend debate
7. Postpone to a certain time (or “postpone” definitely)
8. Commit or refer (to committee)
9. Amend
10. Postpone indefinitely
Main Motion
Parliamentary Procedures in Action
To do this…
Introduce business (main motion)
You say this…
I move that …
Parliamentary Procedures in Action
To do this…
Amend a motion
You say this…
I move this motion be amended by …
Parliamentary Procedures in Action
To do this…
Suspend further consideration of something
You say this…
I move we table the motion
Parliamentary Procedures in Action
To do this…
take up a matter previously tabled
You say this…
I move to take from the table…
Parliamentary Procedures in Action
To do this…
Postpone consideration of something
You say this…
I move we postpone this matter until…
Parliamentary Procedures in Action
To do this…
Have something studied further
You say this…
I move we refer this matter to committee
Parliamentary Procedures in Action
To do this…
Request information
You say this…
Point of information
Parliamentary Procedures in Action
To do this…
Ask for actual count to verify voice vote
You say this…
I call for a division of the house
Parliamentary Procedures in Action
To do this…
End debate
You say this…
I move the previous question
Parliamentary Procedures in Action
To do this…
Reconsider something already disposed of
You say this…
I move we reconsider our action relative to…
Parliamentary Procedures in Action
To do this…
Object to procedure or personal affront
You say this…
Point of order
Parliamentary Procedures in Action
To do this…
Vote on a ruling by the chair
You say this…
I appeal the Chair’s decision
Parliamentary Procedures in Action
To do this…
Complain about noise, room temp, etc.
You say this…
Point of privilege
Parliamentary Procedures in Action
To do this…
Recess meeting
You say this…
I move that we recess until …
Parliamentary Procedures in Action
To do this…
Adjourn the meeting
You say this…
I move that we adjourn
Wrap Up
Parliamentary Procedure is based on Two
Democratic Principles:
• It recognizes Majority Rule
• It protects the Rights and Privileges of the
Individual
QUESTIONS?
Thank You!