Western Area Parliamentarian s Webinar

Transcription

1 Western Area Parliamentarian s Webinar Link Lucy Hicks Anderson, JD, PRP Western Area Parliamentarian Link Roxann Chargois Western Area Director Thursday, January 28, 2016

2 Tonight s Presenter Link Lucy Anderson, PRP Professional Registered Parliamentarian Houston, Texas

3 Content Amending National Documents Bylaws Checklist Presiding Tips Role of the Parliamentarian Parliamentary Basics: Debunking Myths and Misconceptions

4 Amending the Links Incorporated Constitution and Bylaws DEADLINES for submitting amendments 1. DECEMBER 29, 2015 Proposed amendments to the Links Incorporated Constitution 2. FEBRUARY 29, 2016 Proposed amendments to the Links Incorporated Bylaws 3. MAY 29, 2016 Proposed amendments to the Links Foundation Bylaws Submit to: Link Margaret Winn -- A Mind For Business and a Heart For Service

5 Amending the Links Incorporated Constitution and Bylaws Submit Proposed Amendments in the Following Format See the Documents Section of the Links Incorporated website under Constitution and Bylaws for additional information. A Mind For Business and a Heart For Service

6 Submitting a Proposed Change Unclear current bylaw provision An item unaddressed in the bylaws Qualifications of Officers Duties of a Committee Conflicting bylaw provision

7 Hierarchy of Rules Federal, State, and Local Laws Corporate Charter of The Links, Incorporated Constitution and Bylaws of The Links, Incorporated Policy Documents of The Links Incorporated Manual of Procedure The Membership Manual The Financial Handbook Others Chapter Bylaws Chapter s Special Rules of Order Parliamentary Authority (Robert s Rules of Order) Chapter s Standing Rules

8 The New Chapter Bylaws Review Checklist Use the Checklist to compare to the chapter bylaws Provisions to Include Suggested wording Useful during the chapter s bylaws consideration LinksInc.org Members Only Section / Documents / Constitution and Bylaws Do you have an interest in bylaws construction and review? A Mind For Business and a Heart For Service

9 PRESIDING SKILLS FOR EFFECTIVE MEETINGS

10 Preside with confidence. Prepare for the meeting in advance. Stay organized. Adhere to the agenda. Know the rules. PRESIDING SKILLS Set the tone (for fairness, patience, politeness, tolerance, sense of humor, and open discussion). Be direct but be diplomatic. Remain objective. Set expectations at the beginning of the meeting. Enforce the rules fairly, firmly, and consistently. Maintain eye contact with the person speaking. Speak calmly but forcefully when necessary to reprimand a disorderly member. Facilitate keeping the meeting moving and on track assisting the members to get to where they wish to go as efficiently as possible using the device of unanimous consent when appropriate.

11 PRESIDING SKILLS (Con t) Reduce confusion (by properly using parliamentary forms) Keep the debate on track and enforce adherence to the rules of debate Communicate - listening and effectively communicating the sense of the body as appropriate Share ownership of the organization and its meetings. Be gracious. Maintain credibility (neutral on the issues while presiding; be up front when asked questions; use good judgment).

12 SIX STEPS TO EFFECTIVE PRESIDING Rules of Order in Brief Memorize Constantly Used Procedures Make Sure All Know What s Being Debated and Voted On - See that Motions are Clearly Worded - Repeat Wording of Motions Frequently - Make the Effects of Amendments Clear Learn How to Conduct Voting Know the Steps in a Meeting You should stand when: - when calling a meeting to order or declaring it adjourned - putting a question to a vote - ruling on a point of order or speaking during debate on an appeal Learn to Handle Points of Order and Appeals Know More About Parliamentary Procedure Than Other Members

13 WHAT PARLIAMENTARY PROCEDURE IS NOT It is a mistake to be constantly raising points of order in regard to little irregularities, especially in assemblies unfamiliar with the techniques of parliamentary law. The rules of parliamentary law are designed to expedite business and protect the minority, while at the same time they enable the assembly to express its deliberative sense on the questions before it. Parliamentary law should be the servant, not the master, of the assembly. The assembly meets to transact business, not to have members exploit their knowledge of parliamentary law. A business meeting is not a class in parliamentary law. It is a nuisance to have the time of the assembly wasted by a member s raising points of order on technical points when no harm is done by the irregularity. From Parliamentary Law By General Henry M. Robert

14 THE ROLE OF THE PARLIAMENTARIAN

15 ROLE OF THE PARLIAMENTARIAN The Parliamentarian: Gives ADVICE to the presiding officer. The parliamentarian does not make rulings. Helps the presiding officer preside efficiently and effectively and tries to keep them from panicking. Works with the president between meetings and reviews the agenda before meetings. Much of the work of the parliamentarian should be done outside of the meeting. Helps expedite the business and assists the presiding officer in keeping the meeting moving. Remind the presider to use the phrase if there is no objection when appropriate.

16 ROLE OF THE PARLIAMENTARIAN (Con t) Calls the presiding officer s attention to infractions of the rules as quietly and inconspicuously as possible. Keeps notes of the business of the meeting in order to help the chair know what the current parliamentary situation is and to help keep the business on track. Does NOT publicly correct the president nor privately criticize him/her. (Talk with them after the meeting about ways to improve). Knows the bylaws, and understands at least basic parliamentary procedure and the nominating/election process. Does NOT vote unless the vote is taken by ballot and the parliamentarian speaks as little as possible in debate. The parliamentarian is the quietest person in the room. Seeks advice from other sources when in doubt about parliamentary problems.

17 PARLIAMENTARY MYTHS & MISCONCEPTIONS Answer: True or False A majority means more than half of those who are in attendance at a meeting. (poll) In order to approve the minutes a motion must be made, seconded, and then voted upon. (poll) Any member who knows to shout out question may stop debate on a motion. The chair should ask for abstentions after a vote is taken and members have a right to have the minutes reflect that they have abstained from voting. (poll) The chair sets the agenda and only items of new business that are on that agenda may be brought up.

18 PARLIAMENTARY MYTHS & MISCONCEPTIONS (Cont d.) Answer: True or False There may be only one motion pending at any one time. (poll) Members may not nominate or vote for themselves. (poll) A motion to close nominations must be repeated three times. A member of the nominating committee cannot be nominated for office. The chair can only vote when his vote will break a tie. (poll) Ex-officio members of committees cannot vote. (poll)

19 PARLIAMENTARY MYTHS & MISCONCEPTIONS (Cont d.) Answer: True or False A meeting may not be called to order unless there is a quorum. (poll) Once a committee chairman has given his report and the report contains recommendations for action another member should immediately move adoption of the recommendations contained therein. The Bylaws may normally be suspended by unanimous consent. If a member does not agree with the chair s decision after a voice vote has been taken and wishes that the vote be retaken she should rise to a Point of Order.

20 PARLIAMENTARY MYTHS & MISCONCEPTIONS (Cont d.) Answer: True or False If a member wishes to kill a main motion she should move to Lay it on the Table. If a member wishes to make an amendment to a main motion he should state it the way he wishes the motion to read - after the amendment has been adopted. A motion to Adjourn is not in order if a main motion is pending. The president must never debate motions from the chair. (poll)

21 PARLIAMENTARY MYTHS & MISCONCEPTIONS (Cont d.) Answer: True or False The name of the seconder and a brief description of the debate held on a motion should be recorded in the minutes for all main motions. (poll) The parliamentarian normally rules on questions of parliamentary procedure or provisions of the bylaws. (poll)

22 How Do I Find Out More? National Association of Parliamentarians

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24 How Do I Find Out More? 3 Upcoming Webinars Sponsored by Gulf Coast Parliamentarians Unit of National Association of Parliamentarians Preparation for Membership Exam Conducted by Professional Parliamentarians Includes Unit Dues $20 includes the 3 Webinars + Q&A Webinar Registration: Available February 10,

25 WA Team Comments

26 THANK YOU