Simple Parliamentary Procedures
What is Parliamentary Procedure? Parliamentary Procedures are a set of rules designed to keep the flow of a business meeting while maintaining order and controlling the communication process. These are guidelines to help facilitate the smooth function of a meeting; they are not set in stone. Why are they necessary? By following procedures you ll get more done in less time Encourage greater participation Allow everyone s input in the decision making Protect everyone s interests in the organization Improve leadership qualities Helps maintain legal status in the organizations meetings and as well as stay within the bylaws within the organization Principles of parliamentary Procedure: Only one issue at a time can be discussed All members have equal rights The rights of the minority must be protected In order to be heard one must wait to be recognized by the chairperson Majority rules The chairperson* is strictly impartial *The chairperson has absolute control over the meeting and determines the successful or failure. Also no one can speak without acknowledge by the chairperson.
Order of Business The order of business/agenda is a plan for steering the group in the right direction in a n organized manner. The point of an agenda is to ensure that items of business are not being overlooked or ignored; it also helps maintain order and flow. Agenda Call to Order: The chairperson calls the meeting to order Roll call: Secretary Calls roll to make sure that the minimum number of members or the quorum has been met. Reading and Approval of minutes: Minutes from previous meetings will be sent out for members to go over unless there is a disagreement. *Recorded minutes are legal and permanent records of all business conducted. Reports of officers and committee: These are brief reports on the groups business since the last meeting and the reports from the committee are to show the progress they are making. Unfinished business: Are items pending from previous meetings that are old or unfinished. New business: These are new items to be discussed on the agenda as they appear. New business is now in order. Announcements: Special announcements that members would like to make that are listed on the agenda. Adjournment: The conclusion of the meeting. Motions All business affairs require motions. These motions require two people, a mover and a seconder.
Steps of a Motion: 1. A member must be recognized by the chair before they speak 2. In order for a member to make a motion they should start with I move that. 3. Then the chairperson ask if there is a second 4. If it is recognized by another member they should state I second the motion or second 5. The chairperson repeats the motion as it was originally stated 6. The floor is then opened for discussion 7. After everyone has had an opportunity to speak, the chairperson will reinstate the motion and conduct a vote. Majority rules Is it always necessary to second the motion? It is necessary to ensure that no time is wasted discussing topics that are only favored by one person. Discussing a motion All questions asked must pertain to the subject that is being discussed The person making the motion has the right to speak first, but is not required to. Members may speak twice on the same question as long as everyone has had an opportunity to speak The question not the person is subject to debate, nothing personal How to amend a motion (sample): Motion: I move that we buy a television for the game room Second to motion: I second that motion Chairperson: There has been a motion and second to buy a television for the game room Move to amend: I move to amend by inserting not to exceed $300 at the end of the motion Second to the amendment: I second the amendment to the motion
Classification of Motions: (There are four classifications of motions) Privileged Motions: Deal with the meeting environment Adjourn to fix a time Adjourn meeting Recess meeting Order of business (agenda) Subsidiary Motions: Deal business at hand (to modify, defer, remove or dispose of motions) Table a motion Previous question Limit or exceed the debate Postpone to a certain time Refer to a committee Amend a motion Main motion Motions that bring a question back: Allows members of the group to re-discussed a motion that has previously been voted on Incidental Motions: Motions that can be made at any time. Appeal a ruling of the chair Suspend the rules Point of order Withdraw a motion Reconsider Take from the table Conclusion: Every member of the group should understand and know the rules and obligation of parliamentary procedures.