Parliamentary Procedure

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Meeting Manners

Parliamentary Procedures

Effective Meeting Skills

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Unmanaged

meeting problems

will result in

wasted time,

frustration, and a

general dread of

attending meetings

in which these

problems occur

unchecked.

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Productive meetings

are the responsibility

of everyone, not just

the formal leader.

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Parliamentary Procedure (rules) provides

formal, well-defined structure for groups.

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Robert’s Rules of Order used by estimated 80%

of organizations, government bodies and

associations.

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associations.

Sturgis Standard Code of

Parliamentary Procedure, used by

about 15% of groups (particularly

physicians and dentists).

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associations.

Sturgis Standard Code of Parliamentary

Procedure, used by about 15% of groups

Unions and legislatures sometimes

use others.

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What is Parliamentary Procedure?

• The formal procedures used by a deliberative

assembly to present and discuss possible courses

of action, make decisions and keep order

• The rules of democracy—the commonly accepted

way in which a group of people come together to

conduct their business

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Benefits

• Enhanced leadership credibility

• Faster and more efficient meetings

• Prevention of illegal actions

• Improved communication skills

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The Basic Principles

• Courtesy and justice for all

• Consideration of only one subject at a time

• Rights of absent members must be protected

• The minority must be heard

• The will of the majority must prevail

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Who Uses These Rules?

• Congress

• Student Government

• City Council Meetings

• Faith-Based Organizations

• Corporate Boards

• School Boards

• Homeowners’ Associations

• Professional Associations

• Fraternities and Sororities

• Various Clubs

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Why Robert’s Rules…Rules!

• Out of all organizations that use parliamentary

procedure, approximately 95% choose Robert’s

Rules of Order as their parliamentary authority

• The parliamentary authority used at FAU is the

current edition of Robert’s Rules of Order Newly

Revised

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History of Robert’s Rules

• Formalized by Henry M. Robert

• US Army general and engineer

• Began at a church meeting in 1863

• First edition published in 1876

• The most popular authority

• Over 5 million copies in print

“…I would never attend another meeting until I knew something of…parliamentary law.” “Where there is no law, but every man does what is right in his own eyes, there is the least of real liberty.” – Henry M. Robert

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Robert’s Rules help advance the decision-making

process.

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Robert’s Rules help advance the decision-making

process.

Robert's 'Rules of Order' are the rules of a fight;

they are intended to prevent unfair advantage and

to give the minority a fighting chance.

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Robert’s Rules helps advance the decision-making

process.

Use them whenever a meeting mangler

threatens to derail a meeting.

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process.



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process.



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process.



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process.

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process.

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process

Agenda Setting

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process.

Agenda Setting

Order of Business

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process.

Agenda Setting

Order of Business

Protecting minority views

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process.

Agenda Setting

Order of Business

Protecting minority views

Nearly every meeting possibility.

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How to Act at a Meeting

• Stand up when you are speaking

• Remain quiet while others are speaking

• Address others by their title and avoid first names

• If you must leave the room, request permission

• If giving a speech, state your name and position

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Cell Phone Procedures

• Refrain from cell phone use during the meeting

• No texting during the meeting

• Harsh fines can be imposed by the State of Florida

• All communications in a meeting are public record

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BASIC PRINCIPLES

1. Parliamentary procedure exists to facilitate

the transaction of business and to

promote cooperation and harmony.

2. All members have equal rights, privileges, and

obligations. The majority has the right to

decide. The minority has rights which must

be protected.

3. A quorum must be present for the group to act.

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4. Full and free discussion of every motion

considered is a basic right.

5. Only one question at a time can be considered

at any given time.

6. Members have the right to know at all

times what the immediately pending

question is, and to have it restated

before a vote is taken.

BASIC PRINCIPLES

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7. No member can speak until recognized by the

chair.

8. No one can speak a second time on the same

question as long as another wants to speak a

first time.

9. The chair should be strictly impartial.

BASIC PRINCIPLES

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1. Effective meetings require planning in advance,

both on the part of the person who chairs them

and of the people who participate.

2. Do not have a meeting unless it is necessary.

3. Don't engage in political game playing or

parliamentary maneuvering. Members must

commit themselves to the group purpose.

MAKING MEETINGS WORK

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4. Listen to what others at the meeting have to

say.

5. Make sure you understand the reason for a

meeting and do your homework in accordance

with this understanding.

6. Actively engage in the discussion.


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7. Recognize that five kinds of knowledge are all

needed for a successful meeting participant:

Knowledge of the subject matter at hand

Knowledge of parliamentary rules of order

Knowledge of rhetoric-the power to persuade

Knowledge of problem solving and decision making

Knowledge of human social-emotional dynamics


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8. Be sure the purpose of each meeting, and each

item on the agenda, is clear to the members:

To share ideas and information only

To brief members before action

To generate new ideas

To make a decision

To make a recommendation


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9. Be sensitive to the physical, informational,

and social needs of others.

10. Suggest committee work when an issue is too big

for the group or the group hasn't adequately

considered the topic. Demand hard work and good

reports from the committee.


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Don’t fail to start the meeting on time.

Don’t stand during the discussion of a motion or while a report is being given.

Don’t take part in the debate. If you must speak, relinquish the chair to the next ranking officer. Do not return to the chair until the vote has been taken.

Don’t allow members to deal in personalities while debating.

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Don’t say ― I Think”, “ I appoint”, “It is my opinion”, “ My commissioner”, “My chapter”, but say “ The Chair thinks”, “The Chair appoints”, It is the Chair’s opinion”, “Our Commissioner”.

Don’t say ―You are out of order‖ when you mean ― The motion is out of order”.

Don’t strike the gavel any harder that necessary to get attention of the members.

Don’t lose your calmness, objectivity or impartiality.

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Prepares the agenda and other

communications in coordination with

the president.

Keep the minutes and records of all

proceedings.

Call the roll and records the attendance.

Certify if there is quorum.

Prepares reports.

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Don’t accept an office unless you are

willing to assume the responsibilities that

goes with it.

Don’t use your knowledge in Parliamentary

procedures to hinder meeting by

emphasizing so much with technicalities.

Don’t fail to address all proposals and/or

motions to the Chair.

Don’t leave the meeting, unless necessary,

until the chair declares the adjournment.

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Remarks must

be germane to

the question

before the

group.

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Remarks

should be

addressed

through the

chair.

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Speakers

should

stand when

speaking.

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Speakers should

refrain from

attacking another

member's

motives.

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A member

may not

speak until

recognized

by the chair.

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1. Call to order

2. Rituals

3. Certification of a

quorum

4. Reading and approval

of the minutes of the

previous meeting

5. Approval of the

agenda

6. Presidents Time

7. Treasurers Report

8. Reports of standing

committees

9. Reports of Special

Committees

10. Unfinished

Business

8. New Business

9. Other matters

10. Announcement

11. Adjournment

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A gavel is a mallet

which is used by the

Presiding Chairman as

a symbol of authority

during meetings.

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• 3 TAPS - to call the meeting to order

• 2 TAPS - to signify that the assembly should rise for rituals

• 1 TAP - signify that the assembly may sit down

• Series of Taps - to call order in the floor, silence or order.

• 1 soft TAP – signify that a decision in a major issue has been made / follows an announcement of adjournment

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• TO START. The presiding officer stands and

taps the gavel three times and say:

The chair now calls this meeting to order

TAPS twice to call the assembly to rise…

Then rituals …(Prayer, National Anthem..)

Then taps the gavel once to signify that the

assembly should sit down.

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What is a Quorum?

• A quorum must be present to transact business

• Quorum requirement is established by the statutes

• According to Section 458.210: “The percent of members of a Campus House of Representatives

attending a meeting to establish a quorum must be 50% plus

one of the membership rounded up.”

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Agenda

• An agenda sets out the order in which specific

items are to be considered

• Must be approved by majority vote soon after the

start of the meeting

• Once approved, it is the property of the assembly

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These are official records of the organization

pertaining to business transacted, projects

implemented and plans projected, general growth

and other official undertakings.

CORRECTING THE MINUTES

Errors in the minutes are corrected after the

Secretary is through reading the minutes

Chair: Are there any corrections or comments on

the minutes just read?

If there are no corrections, the Chair may then solicits for a

motion to have the minutes just read be approved

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Standard Order of Business

• Tabled Business

• Old Business

• New Business

• Special Order Speeches

• Open Forum

• Legislative Report

• Reminders

• Final Roll Call

• Adjournment

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All About Motions

• Defining a Motion • A formal proposal for consideration and action

• Only one subject can be considered at a time

• No main motion can be made while another motion is before

the assembly

• To make a motion say “I move that…”

• Seconding motions

• After it is seconded, it is stated by the chair

• Debating motions

• Voting Member Chair Assembly

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MOTIONS

An oral

presentation

of proposal

for discussion

RESOLUTIONS

A motion

presented in a

written form and

it precedes the

thought or subject

of the proposal

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8 Steps in Processing a Motion

• Step 1: Member rises and addresses the chair when nothing else is pending • Say: “Mr. / Madam Speaker”

• Step 2: Chair recognizes member by nodding at the member or stating his/her name • Chair replies: “Representative Smith”

• Step 3: Member states his/her motion • Say: “I move that…”

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• Step 4: Another member seconds the motion by

raising a hand and calling out ―Second!‖

• Step 5: Chair states the motion and places it

before the assembly for discussion. • “It is moved and seconded that...”

• “Is there any discussion?”

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• Step 6: Members have the right to get recognition

and debate the motion. During debate, subsidiary

motions (i.e. amend, refer ) may be introduced to

help the assembly make a final decision

• Step 7: Next, the chair puts the question to a vote • “Are you ready for the question?”

• “The question is on the adoption of the motion that...”

• “Those in favor, say YES.”

• “Those opposed, say NO.”

• “Secretary, please take roll.”

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• Step 8: Chair announces the results of the vote. • “The affirmative [or negative] has it; the motion is adopted

[or lost]; we will [not]…”

• “The next business in order is…”

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Types of Motions

• Main Motion (Main)

• Brings new business (or next agenda item) before the assembly

• Subsidiary Motion (Sub)

• Changes or affects how a main motion is handled

• Privileged Motion (Priv)

• Concerns matters of great importance or

urgency that are unrelated to pending business

• Incidental Motion (Inc)

• Provides a means of questioning procedure concerning other

motions and must be considered before the other motion

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Frequently Used Motions

• Amend (Sub)

• Insert, strike out, or strike out and insert words

• Used to clarify or improve the wording of the original motion

• Must be germane to that motion

• Call for the Orders of the Day (Priv)

• A demand to return to the order of business

• Commit or Refer (Sub)

• Refers question to a specific committee

• Lay on the Table (Sub)

• Temporarily suspends further action on pending question

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Frequently Used Motions

• Limit or extend limits of debate (Main)

• Modifies the rules of debate, such as length of speaking time

• Postpone Indefinitely (Sub)

• Rejects the main motion without bringing it to a direct vote

• Reconsider (Special Class)

• Can be made only by a member of the prevailing

side who has changed position or view

• Suspend the Rules (Inc)

• Allows for a violation of certain rules (depending on the context)

• The object of the suspension must be specified

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Getting Your Point Across

• Point of Order (Inc)

• Brings attention to an infraction of the rules of order

• Must be raised immediately after the error is made

• Point of Privilege (Priv)

• Pertains to noise, personal comfort, etc.

• May interrupt only if necessary

• Usually abbreviated as “POP”

• Use this to request to leave the room for any reason

• Upon return, someone should motion to “Admit All Members”

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Voting

• Methods

– Voice

• ―Aye‖/‖Nay‖

• Used when specific count not required

– Rising

• Standing, raising hands

• Used for specific count

– Secret ballot

– Roll call

• Secretary polls each member

University of Wyoming 66

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Voting (cont.)

• Quorum – Number required to conduct business

– Usually one member over half unless otherwise stated in bylaws

• Most votes require simple majority – 1 more than half members voting – 2/3 required for motions which limit rights

– Rising vote required

• President votes in secret ballot or tied rising vote – Can also vote to create a tie in a rising vote

• Tie fails the motion University of Wyoming 67

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Roll Call Voting

• Most votes are done by taking roll

• Three responses in which a member may vote: • “For” (In favor of the motion or legislation)

• “Against” (Opposed to the motion or legislation)

• “Abstain” (Neither for nor against)

• Members may abstain only if there is a distinct

conflict of interest

• Passing on a vote

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VOTE ON ALL

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Committee reports are often for

information only.

In such instances, no motion is

necessary following the report.

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Motion not always needed.

A motion ―to adopt‖ or ―to accept‖

a report is appropriate when

the report is to be published in

the name of the organization.

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On the other hand, the reporting

member should end by making

a motion if the committee has

a specific recommendation for

action.

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The Treasurer’s Report

In contrast to common practice,

treasurers’ reports

seldom require action.

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The motion to close debate

is just another motion.

A person wanting to close

debate must be

recognized by the chair.

―The Previous Question‖

requires a second.

While the motion to close

debate is not debatable,

a two-thirds vote is

required.

Only the assembly decides

when to end debate.

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Many matters can be resolved through ―general consent‖ or ―unanimous consent.‖

Under this method, the presiding officer asks,

―Is there any objection to . . . ?‖ For example, ―Is there any objection to ending debate?‖

If no one objects, debate is closed. * If a member objects, the matter should be resolved with a motion and vote.

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The chair is the servant of the assembly, not its master. Put another way, the chair can only get away with what the assembly allows.

During a meeting any member can raise a ―Point of Order‖ if it is believed that the rules of the assembly are being violated. This motion can interrupt a speaker and does not require a second.

The Chair must now rule on the Point of Order. If the Chair doesn’t know how to rule, the question can be submitted to the assembly for a vote.

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The chair can only get away with what the assembly allows.

If a member is not happy with the Chair’s ruling, any two members can Appeal from the decision of the chair.

By one member making and another members seconding the Appeal, any question of parliamentary law can be taken from the chair and given to the assembly for decision.

The assembly is the ultimate decider of procedural questions during a meeting.

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Parliamentary Procedure Worksheet

Chair:

Is there any further business?

MAIN MOTION: Member:

Mr. Chairman

Chair:

Tom (Sam, Eunice, Mary, Bill…)

Member:

Since our treasury is getting low, I move that we

hold a yard sale.

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(cont.)

SECOND:

I second the motion.

Chair:

It has been moved and seconded to hold a yard

sale. Is there any discussion on the motion?

DISCUSSION: Member 1:

Mr. Chairman

President:

Mary

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(cont.)

Member 1:

I think this is a great idea because we have the

manpower and our benevolence fund has been

completely drained.

Member 2:

Mr. Chairman

Chair:

Dick

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(cont.)

Member:

I would urge the membership to vote against this

motion because most of us are so busy we just

don’t have the time to help with such an event.

AMENDMENT: Member:

Mr. Chairman

Chair:

Lucy

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(cont.)

Member:

I move to amend the motion to add the words ―at

the June 10th baseball game.‖

Chair:

Is there a second?

Member:

I second the motion.

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(cont.)

Chair:

It has been moved and seconded to amend the

motion by adding the words ―at the June 10th

baseball game.‖ Is there any discussion?

Member:

Mr. Chairman

Chair:

Sam

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(cont.)

Member: I don’t think that will work because that is the same day that most

of us will be gone on that business trip to Cheyenne.

AMENDMENT: Member:

Mr. Chairman

Chair:

Susie

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(cont.)

Member:

I move to amend the amendment by changing the

10th to the 17th.

Member:

Second

Chair:

It has been properly moved and seconded to amend the

amendment by changing the date from the 10th to the

17th. Is there any discussion? If there is no discussion, we

are ready to vote on the amendment to the amendment

to change the date to the 17th. All those in favor say

―aye.‖ Those opposed ―nay.‖ The motion carries.

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(cont.)

Chair:

We will now resume discussion on the amendment

as amended to add the words ―at the June 17th

baseball game.‖ Is there any further discussion?

If not, we shall proceed to vote on the

amendment. All those in favor say ―aye.‖ All

those opposed ―nay.‖ The ―ayes‖ have it. The

amendment is passed.

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(cont.)

Chair:

We will now resume discussion on the main motion

as amended to read, ―We will hold a yard sale at

the June 17th baseball game.‖ Is there any further

discussion? Seeing none, we will proceed to

vote. All those in favor of holding a yard sale at

the June 17th baseball game, say ―aye.‖ All those

opposed say ―nay.‖ The motion is carried.

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(cont.)

Member:

I call for a division of the house.

Chair:

A division of the house has been called for. All

those in favor of the motion please stand and

remain standing to be counted. All those

opposed please stand. The count is 23 to 14 in

favor of the motion. The motion is carried.

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Questions

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Parliamentary Procedure