P A R L I A M E N T A R Y P R O C E D U R E How to conduct a meeting A pictorial presentation based on the parliamentary writings of Gen. Henry M. Robert for YMCA boards and committees Prepared by Julia Gallaher Network Consultant YMCA of the USA January 2002
Introduction When we think of effective meetings, we automatically think of Robert's Rules of Order, which are used as the basic code for conducting meetings in the United States. Robert's Rules taken in the whole can be quite complex, and as a result, they have been known to strike terror in the hearts of strong men and women. However, the average committee or board meeting does not need to be conducted like a meeting of the U.S. House of Representatives. In short, it can be relatively simple. In its most basic form, here is how a board makes a decision: One of the members moves that a decision be made (a motion). Another member seconds the motion (to show there is support for it). The chair restates the motion and there is discussion, clarification or debate. (Sometimes groups amend the motion. Please see Amendments Can Change Motions on page 8). After the subject has been satisfactorily covered (please do not beat any dead horses here), there is a vote. (Prior to the vote, the chair should restate the motion, just in case anyone forgot what was being discussed). That s it, pure and simple. However, if you are a perfectionist or masochist, you may want to pick up your own full set of Robert's Rules of Order. (Oh, if perfectionists annoy you with their arcane knowledge of Robert's, ask them, Who was Robert? In all likelihood, they won t know. And if they do you can have a jolly discussion on the finer points of parliamentary procedure, if you dare!) The Robert of Robert's Rules was Henry Martin Robert, a young Union officer during the Civil War. He took on the task of codifying and simplifying the rules of procedure of the U.S. House of Representatives. (This begs the question, Just how complex were the previous rules? On the other hand, maybe it s better not to know). Robert ended his career as a general and head of the Washington D.C. District. What follows is a pictorial representation of the basic principles of Robert's Rules, including the order of business for a meeting. For more information contact: National Association of Parliamentarians 213 South Main Street Independence, MO 64050-3850 (816) 833-3892 Toll Free 888-NAP-2929 Fax (816) 833-3893 Or on the Internet at www.parliamentarians.org Remember: In the beginning was the Word. The Word was amended; the amendment was substituted. The substitution was rescinded. The rescission was deleted, and the deletion was amended. In the beginning was the Word! 2
Sample Meeting Agenda I. Call to Order II. III. IV. Opening Ceremonies (optional) Roll Call (if customary) Reading and Approval of Minutes V. Reports of Officers, Boards and Standing Committees VI. VII. VIII. IX. Reports of Special Committees (announced only if such committees are prepared or instructed to report) Special Orders (announced only if there are special orders) Unfinished Business and General Orders New Business X. Announcements XI. XII. Program (if a program or a speaker is planned for the meeting) Adjourn 3
Order of Business 1. Chairman: The meeting will come to order. * A quorum (the number of members necessary, according to the constitution or by laws, to do business) must be present to hold a business meeting. 2. The secretary will read the minutes of the last meeting. Minutes are read. Are there any corrections to the minutes? Corrections are suggested without motion or vote. If there are no (or further) corrections, the minutes stand approved as read (or as corrected).. 4
3. We will receive reports from the Officers (e.g., financial report by treasurer) Standing committees Special committees Note: Motions are made to adopt audited financial reports; no action is taken on an unaudited report. If a committee report contains a recommendation, the reporting member (usually chair of the committee) moves that the recommendation be adopted. Otherwise, the report is filed without action.. 4. Is there any unfinished or old business? (See Handling Main Motions) Action is completed on any business not settled when the previous meeting was adjourned. 5. After old business Is there any new business? Each new motion is discussed and settled before another main motion is proposed. (See Handling Main Motions) 5
6. After business is completed Are there any announcements? Kids fest volunteers meeting tomorrow. 7. If no business is presented The meeting is adjourned. If the board wishes to adjourn the meeting before all business is completed, the meeting must be adjourned by a motion and a second. 6
1. Member seeks recognition by the chair. Handling of Main Motions 2. Chair recognizes the speaker. 3. Member: I would like to propose (or make) a motion 4. The chair repeats the motion and notes it has been made by (name of mover). The chair asks, Is there a second? If so, the chair notes the second. (Note: Before a motion has been stated by the chair, it can be withdrawn or modified by the maker. After being stated by the chair, it can be withdrawn or modified only by general consent or a majority vote of the board.) 5. The motion has be made and seconded. Is there any discussion? Discussion must be addressed to the chair. The motion may be changed by amendment. If the members do not wish to take final action on the motion, they may dispose of it in some other way: Take from the table requires a second and a majority vote. Discharge to a committee requires a second, is debatable, can be amended, and requires a majority vote Reconsider requires a second, can be debated, and requires a majority vote Questions: When a member feels the discussion has gone on too long, he or she may seek to end the debate by calling the question. If there is a second, there cannot be any debate, but two-thirds of the group must vote for the motion to call the question. 7
(If someone just shouts question, the chair can allow the discussion to continue. But if someone formally moves the question, the chair can t do anything more than clarify what the group is voting on (closing the debate) and that it requires a two-thirds vote). 6. When discussion stops If there is no further discussion (silence is taken as consent), the motion is restated and a vote is taken. 7. All in favor please say aye. All opposed, please say no. Are there any abstentions? If the chair is able to tell from this voice vote whether there are more ayes or "nos," he or she announces the result. The ayes (or nos) have it. The motion is carried (or defeated). If anyone calls division to question the voice vote, the chair calls for a show of hands or a standing vote. All in favor raise your right hand (or stand). All opposed If a majority demands it, the vote may be taken by ballot. Amendments Can Change Motions After a main motion has been made and seconded. 1. I move to amend the motion by. Inserting or adding a word, phrase or sentence; striking a word, phrase or sentence; striking a word or phrase and inserting another or substituting a sentence or paragraph. 2. I second the motion to amend. 3. It has been proposed to amend the motion to read as follows.. Chair states the main motion and the amendment so the group understands how the amendment changes the motion. Amendment is handled in the same way as a main motion with.. 4. Discussion: Is there any discussion? 8
5. Question: If there is no further discussion, the amendment is called for a vote 6. Vote: All in favor of the amendment. 7. Chair announces the outcome The amendment is carried (or defeated). If carried, the motion now before the board is the motion plus the amendment. Discussion may ensue, and at the conclusion a vote is taken. If defeated, discussion may continue on the original motion, or a vote may be taken. Other Nondebatable Motions Besides calling the question, other nondebatable notions include: Protest a breach of rules or conduct (Hey, she hit me). Call for intermission (Excuse me, but with all that coffee ). Complaint about conditions (It is really cold in here). Avoid the consideration of an improper matter (Well, yes, the water treatment facility is out of date, but we re the Y). Confirm a decision by calling for a standing vote (Sorry, we ve been sitting so long that I just have to stand up). Call for a point of information (Are you crazy?). Ranking Motions Privileged motions, while having no relation to the pending question, are of such urgency or importance that they are entitled to immediate consideration. They relate to members, and to the organization, rather than to particular items of business. Subsidiary motions may be applied to another motion for the purpose of modifying it, delaying action on it or disposing of it. Main motions are the basis of all parliamentary procedure. They provide the method of bringing business before the board for consideration and action. They can only be considered if no other business is pending. 9
Name of Motion Is it in order when another has the floor? Require a second? Debatable? Amendable? What vote is required for adoption? May it be reconsidered? Rank Set the time to adjourn No Yes No Yes M Yes Adjourn No Yes No No M No Recess No Yes No Yes M No Raise a question of privilege Yes No No No (1) No Call for the orders of the day Yes No No No (2) No Lay on the table No Yes No No M No Previous question No Yes No No 2/3 Yes Limit or extend limits of debate Postpone to a certain time (definitely) Commit (refer to a committee) No Yes No Yes 2/3 Yes (3) No Yes Yes Yes M (4) Yes No Yes Yes Yes M Yes (5) Amend No Yes Yes (6) Yes M Yes Postpone indefinitely No Yes Yes No M aff. only Main motion No Yes Yes Yes M Yes MAIN 10