Parliamentary Procedure

1.PARLIAMENTARY PROCEDURE
Bill Taylor
Northeast Community Development Educator
UW Cooperative Extension Service
The University of Wyoming is an equal opportunity/affirmative action institution.

2. 1. Once a motion has been seconded, the maker of the motion can withdraw it.
True
False
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University of Wyoming
3. 1. Once a motion has been seconded, the maker of the motion can withdraw it.
False. Once a motion has been seconded, it becomes the property of the body to be voted up or down and is out of the control of the mover.
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4. 2. The minutes of prior meetings must be approved by vote of the body.
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True
False
5. 2. The minutes of prior meetings must be approved by vote of the body.
False. The Chair must ask, Are there any additions or corrections to the minutes? (pause) If not, they stand approved as read (or corrected). The chair declares the minutes approved. Minutes are reports and not motions.
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6. 3. The secretary must record who seconds a motion.
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True
False
7. 3. The secretary must record who seconds a motion.
False. The one who proposes the motion is to be recorded; however, the secretary need not record who seconded.
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8. 4. The treasurers report must be approved by vote of the body.
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True
False
9. 4. The treasurers report must be approved by vote of the body.
False. Like the minutes of prior meetings, this is a report and can be handled the same way (additions/corrections) or by allowing the body to ask clarifying questions. Approval can be declared by the chair.
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10. 5. When a motion receives a friendly amendment, both the original maker and second must approve.
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True
False
11. 5. When a motion receives a friendly amendment, both the original maker and the second must approve.
False. Only the one who proposed needs to respond, I consider that a friendly amendment. (e.g. when a $ amount is omitted from an original motion. Remember: there is no record of the one who seconded the motion.)
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12. 6. Discussion should always precede making of a motion.
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True
False
13. 6. Discussion should always precede making of a main motion.
False. Discussion of any motion which requires a vote is alwaysafter it is in the hands of the body.
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14. 7. All reports must be approved by vote of the body.
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True
False
15. 7. All reports must be approved by vote of the body.
False. Reports are received by the chair on behalf of the body. The body can ask questions or move to refer to some other person/committee if they would like a 2nd opinion; however, they need not vote to accept/reject.
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16. 8. A motion should always be stated in the positive rather than the negative.
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True
False
17. 8. A motion should always be stated in the positive rather than the negative.
True. A motion is always a call to action rather than a call to not act. If stated in the positive, the language is less confusing and the motion can always be defeated by the body if they do not want to accomplish the action.
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18. 9. A simple majority is 51% of those present.
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True
False
19. 9. A simple majority is 51% of those present.
False. A simple majority is 1 over half of those voting.
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20. 10. When offering a motion, the person should say, I make a motion
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True
False
21. 10. When offering a motion, the person should say, I make a motion
False. The proper way to offer a motion is, I move
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22. 11. There is only one kind of motion that can be made.
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True
False
23. 11. There is only one kind of motion that can be made.
False. There are: 1. Main Motions; 2. Subsidiary Motions; 3. Incidental Motions; and 4. Privileged Motions
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24. 12. All motions have equal value.
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True
False
25. 12. All motions have equal value.
False. Some motions are ranking motions and take precedence over others. Some motions are always in order and can even interrupt debate or vote on a main motion.
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26. 13. All motions must be voted on by the body.
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True
False
27. 13. All motions must be voted on by the body.
False. Some can be ruled on by the chair.
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28. 14. A motion to table kills a proposed action.
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True
False
29. 14. A motion to table kills a proposed action.
False. A motion to table indefinitely can kill a proposed motion; however, a motion to table or a motion to table until a certain time does not kill a proposal.
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30. 15. A person must be recognized by the chair in order to offer a motion.
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True
False
31. 15. A person must be recognized by the chair in order to offer a motion.
True. The chair must recognize someone before they can offer a motion; otherwise, the motion can be ruled out of order.
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32. Purpose of Parliamentary Procedure
Proper order in meetings
To protect each members rights
To see that the majority rules
Usually based on Roberts Rules of Order
General Henry M. Robert military officer during Civil War
1st published in 1876
There are other parliamentary law systems
The following discussion will be based on Roberts Rules, since they are the most common
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33. Desired Meeting Qualities
One thing at a time
Courtesy to everyone
Rule of the majority
Rights of the minority
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34. How Much?
Only use the level of parli pro that provides you with clarity and order in your meetings and procedures
Getting too deep may be more confusing than helpful, especially in small organizations
Usually the larger the meeting the more necessary rules of conduct and procedure become
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35. How Much? (cont.)
Decisions can be made by consensus or other methods rather than parli pro, if they are clearly documented in the minutes and show they were supported by majority of the board
However, if statute or bylaws state that parli pro or Roberts Rules of Order are to be followed, business conducted outside the specified process can be vacated by courts or regulatory agencies
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36. Building the Agenda
Create a detailed agenda for the meeting
Ask persons as they arrive if they have any agenda items
Check with committee chairs to see if they have reports to be included
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37. 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
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38. 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
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39. General Meeting Requirements
Presiding Officer
Usually president
May not discuss or introduce business
May only discuss if give up chair to another
Secretary or recorder
Other officers as stated in bylaws
Quorum of members
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40. Motion
Tool to transact business
There should be no discussion or business completed without a motion on the floor
Second required by most motions to show that more than one person is interested
No second motion lost for lack of second
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41. Motion (cont.)
4 types
Main to introduce business
Subsidiary to change or take action on the main motion
Most common amendment
Incidental deals with rules and parliamentary procedure
Privileged handles personal matters
e.g.- cant hear, dont understand, too cold, adjourn
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42. Handling a Main Motion
Member rises or raises hand (depending on format) for recognition and addresses chair, Mr./Madam/Ms President/Chairperson.
Chair must recognize member before they continue
Open motion, I move
Chair asks for second
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43. Handling a Main Motion (cont.)
If seconded, chair repeats motion & asks for discussion
Only during discussion can other motions be made to change main motion or do something with it
Each member who wants to discuss must be recognized by chair
Maker of the motion should have first right to provide arguments in favor of their motion.
Chair has responsibility to recognize persons on both sides of issue
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Bringing discussion to an end
Chair can ask for a vote if (s)he has asked for more discussion and there is none
Member can call out Question, which means they are ready and asking for a vote
Carries no legal weight only suggestion
Chair states, The question has been called for. Is there any further discussion? If there is none then Seeing none, we will proceed to vote.
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Bringing discussion to an end (cont.)
Member can move The Previous Question
Moving to end discussion and cause vote
Requires second & 2/3 vote (because it is limiting the right of debate)
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After discussion
Must be voted on unless another motion has done something else with it
e.g. lay on the table, postpone indefinitely, postpone to a certain time, refer to committee
Chair states, We shall now proceed to vote on the motion to and restates the motion (as amended if amended) so all understand what they are voting on
If counted vote is not required call for voice vote All in favor of the motion say aye. All opposed nay.
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After the vote
Chair must announce outcome of vote The motion is carried/lost.
If gavel is used, one tap of gavel follows chair announcement
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48. Summary of Motions
See handout
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49. University of Wyoming
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Order of Precedence Triangle
50. Amendments
Amendments can be made to insert, delete, change wording (but not reverse the meaning)
Made during discussion of main motion
Second required, debatable, amendable, majority vote required, can be reconsidered
If made and seconded, must be discussed and voted on before going back to discussion on main motion
Why? Because may change main motion and change opinions on whether it should be passed or failed
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51. Amendments (cont.)
Once amendment is passed or failed, proceed back to discussion on main motion as is or as amended
If amended, chair should state wording of main motion as amended
Amendments can be amended
Same procedure applies
Only two levels (amendment to the amendment) usually allowed too many are confusing
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52. Nominations
Suggestion, not motion do not require second
Should take nominations for highest office and hold election for that office first then those not winning can be nominated for succeeding offices
If nominating committee is used accept their report, but then floor should be asked for any additional nominations
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53. Referral to Committee
Motion to refer to committee can be made with 3 levels of power for committee:
To report finding back to body
To report and make recommendations to body
To have the power to act on behalf of the body
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54. Referral to Committee (cont.)
When committee recommendation is brought in the form of a motion, no second is required from floor
Since committee is made of more than one person this shows that more than one person is already interested in passage of the motion
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55. Parliamentary Procedure Worksheet #1
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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56. Parliamentary Procedure Worksheet #1 (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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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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Member:
I would urge the membership to vote against this motion because most of us are so busy we just dont have the time to help with such an event.
AMENDMENT: Member:
Mr. Chairman
Chair:
Lucy
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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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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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Member:
I dont 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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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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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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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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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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66. References
The New Roberts Rules of Order: Revised by Barnes & Noble, Edited by John Sherman; 1993; Barnes & Noble, Inc.; ISBN 0-88029-972-X
Roberts Rules of Order Newly Revised In Brief by Henry M. Robert III, William J. Evans, Daniel H. Honemann, Thomas J. Balch; 2004; Da Capo Press; ISBN 0-306-81354-8
Roberts Rules of Order Newly Revised: 10th Edition by Henry M. Robert III, William J. Evans, Daniel H. Honemann, Thomas J. Balch; 2000; Da Capo Press; ISBN 0-7382-0384-X
A Great Meeting Needs A Great Chair! by Colette Collier Trohan; 2007; A Great Meeting, Inc.

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67. Worksheets
Complete Parliamentary Worksheets #2-#7 as time allows
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68. On a scale of 1-5, how well does the board(s) you belong to follow parliamentary procedure?
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Very well
Good
Fair
With some mistakes
Poor
69. The length of the class was about right.
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Strongly Agree
Agree
Neutral
Disagree
Strongly Disagree
70. The instructor was knowledgeable and helpful.
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Strongly Agree
Agree
Neutral
Disagree
Strongly Disagree
71. The slide presentation was helpful and informative.
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Strongly Agree
Agree
Neutral
Disagree
Strongly Disagree
72. The worksheet activities were helpful.
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Strongly Agree
Agree
Neutral
Disagree
Strongly Disagree
73. This class was worth my time.
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Strongly Agree
Agree
Neutral
Disagree
Strongly Disagree
74. Questions?
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Parliamentary Procedure