Parliamentary Procedure

Building Connections:

Community Leadership Program

What is Parliamentary Procedure?

Set of proven “rules” used to move business along during a meeting

Guidelines – not lawsSystem that allows an

organization to conduct business in a fair and democratic manner

Why use Parliamentary Procedure?Handle only one item of business

at a timeAll participants have an opportunity

to participate in discussionObserve the rule of the majorityProtect the rights of the minority

Using the Parli Pro Lingo

Motion Main Motion Motion to Lay on the

Table Motion to Take from the

Table

Point of Order Previous Questions Friendly Amendment Motion to Adjourn Majority Vote Quorum

Importance of the AgendaAn agenda is a formal listing of business

that is to be conducted at a meetingUsually developed by the chair and

distributed to the members in advanceMust be approved by the membership at

the beginning of the meetingA well planned agenda is critical to a well

run, organized meeting

Sample AgendaA. Call to OrderB. Roll Call (if appropriate)C. Adoption of the AgendaD. Approval of Minutes from Previous MeetingE. Reports of OfficersF. Reports of CommitteesG. Unfinished BusinessH. New BusinessI. AnnouncementsJ. Adjournment

Role of Meeting Participants It is the participants responsibility to

establish and maintain effective meeting structure

All participants have the right and responsibility to participate in meetings and in parliamentary procedure

Participants should know the Constitution and By-Laws of the organization

Be involved in discussion!

Keys to Effective Meetings

Parliamentary procedure is based on motionsThe key to parliamentary procedure is

learning and understanding these motionsDon’t become overwhelmed by the list of

motions -- concentrate on those that will be used on a regular basis

REMEMBER – using parliamentary procedure take patience, practice, and a lot of effort!!!!

Use of the GavelThe gavel allows the chair to obtain attention

quicklyOne tap – signals for members (participants)

to be seated and follows the completion of an item of business or announces adjournment

Two taps – calls a meeting to orderThree taps – signals for members to standSeries of taps – restores order of the room

Methods of VotingThere are 4 common methods of voting:

Voice VoteRising VoteSecret BallotRoll Call

QuorumSimple MajorityTwo-thirds Vote

MotionsMain MotionsPrivileged MotionsSubsidiary MotionsIncidental MotionsUnclassified Motions

Main Motions Introduces a principal subject. Only one main

motion may be considered at a time and must be disposed of before another can be considered.

The only way to start a motion is to say…”I move…”

Example: “Mr./Madame President, I move that we attend the County Leadership Camp.”

Main motions require a second and they are debatable and amendable

A majority vote is required

Seconding a MotionSeconding a motion shows support by other

membersPuts the motion to a vote

Debating a MotionMembers can raise any concerns they may

have about the motionOthers can be persuaded to vote one way or

anotherFurther information about the motion can be

provided to the group

Amending a MotionAllows for changes to be made to the motionNo more than 2 amendments can be

considered at one timeRequires:

Second It is debatable and amendable Majority vote

Main motion can be altered by: Addition Subtraction Substitution

Privileged MotionsDo not relate to a pending question,

however they are of such great importance that they take precedence over all other motions

Include:Fix time to which to adjournAdjournRecessRaise a question of privilegeCall for the orders of the day

Subsidiary Motions

Applied to other motions for the purpose of appropriate disposal

Include:Lay on the tableCall for the previous questionPostpone definitelyRefer to a committeeAmendPostpone indefinitely

Incidental MotionsCorrect ill-advised actionsCorrect improper use of parliamentary

procedure Include:

Object to the consideration of questionAppeal from the decision of the chairRise to a point of orderWithdraw a motionSuspend the rulesCall for the division of the houseRise to parliamentary inquiry

Unclassified MotionsHave a definite purpose but are not

classified as any other type of motionUsually pertain to actions taken at previous

meetings Include:

ReconsiderRescindTake from the table

Final Thoughts…Don’t get overwhelmed – mastering

parliamentary procedure takes a lot of practice and patience

Modify parliamentary procedure to fit the needs of your group – not all motions need to be memorized – only focus on those you’ll use on a regular basis

Educate members of your organization about parliamentary guidelines

Putting it all Together

Using the handouts provided, rate yourself as a participant at meetings

Using the handout provided, rate yourself as the leader of a meeting

How did you do?

What will you change?