Parliamentary Procedures

Parliamentary Procedures Principles of Health Science

History of Parliamentary Procedure • Parliamentary Procedure arose out of the early days of English Parliamentary Law. • Formalized by an individual name General Henry M. Roberts -19th century US Army Engineer -Robert’s Rules of Order

What is Parliamentary Procedure? • An organized way to conduct business, and make decisions in meetings using 3 basic principles. Principles: 1. The right of the majority to rule 2. The right of the minority to be heard 3. The equal right of each individual to be heard and represented.

What is Parliamentary Procedure? • “Fundamentally, parliamentary procedure defines how groups of people, no matter how formal or informal, can most effectively meet and make decisions in a fair, consistent manner—and make good use of everyone’s time.” (NAP)

Who Uses Parliamentary Procedure? U.S. Congress State legislatures City and county councils School boards Clubs Professional Organizations

Adjourn-close the meeting Aye-yes Debate-to discuss Germane-closely related to, or having a direct bearing upon Has the floor-has the right to speak Lay on table-a motion made to put the current motion on hold until a later time Point of Order-a motion made to point out that a mistake has occurred in Parliamentary Procedure Point of information-a motion made when a member needs to gather additional information or ask a question Minutes-a record of all the proceedings performed at the meeting-not what was said, but what was done Important Terms

Simple Majority • 51% or more-the rule of simple majority • Since the primary objective is to determine the will of the majority and execute its will, a simple majority must be used.

All members have equal rights, privileges and obligations Guarantees the right of the majority to decide Rights of minority are respected by Parli Procedure. The right to be heard and oppose are the rights of the minority. Each member has an equal right to propose a motion, debate, ask for information, and vote. Only one question can be considered at a time. Any motion restricting the rights of members to speak or vote must be passed by a 2/3 majority vote. Equal Rights

Agenda • A list of all of the work to be considered at the meeting—order of business. • Decided by the Chair or President prior to the meeting

Usual agenda includes: 1. Call to order-done by the Chair or acting Chair with a gavel 2. Taking of roll by the secretary 3. Reading of the minutes from the previous meeting 4. Treasurer’s Report 5. Report of Officers 6. Standing Committee Reports 7. Special Committee Reports 8. Unfinished Business 9. New Business 10. Program 11. Adjournment Agenda

Officers • President, Chair, Chairman, Presiding Officer • Secretary • Treasurer • Historian • Parliamentarian • Sergeant at Arms

President • Conduct meetings according to the chapter bylaws and standing rules • Take the leadership role when working with officers and members • Develop the Program of Work and coordinate activities with the chapter advisor • Keep chapter meetings and activities on task • Appoint committees and serve as an ex-officio member

Secretary • Prepare the minutes of meetings, chapter correspondence, and reports • Help develop meeting agendas with the president • Record the roll at all chapter meetings • Work with the treasurer in maintaining membership data • Read minutes and communications at chapter meetings

Treasurer • Maintain efficient management and documentation of chapter funds • Help collect club dues • Keep financial records neat and accurate • Assist in preparing the chapter budget • The treasurer’s report is always filed with the secretary

Historian • Maintain a history of local club activities throughout the year—they may want to save this in a notebook or make a slide show

Parliamentarian • Watches over the meeting and enforces the use of correct parliamentary procedure

Sergeant at Arms • Helps to maintain order

Motions To introduce a motion: -no one else “has the floor” -stand and address the chair: “Mr/Madam President” -remain standing until recognized by the chair • “ I move that (to).....” and sit down. • Someone must second that motion by saying: -”I second the motion” or “Second” • The chair states the motion: “It is moved and seconded that....”

Motions, cont’d • Members may debate the motion. -Debate is acceptable and helps the organization make the best decision -Debate must be approached fairly and consistently • Members must obtain the floor • All remarks are addressed to the chair not to other members • Should only debate for 10 minutes unless it is decided to continue by the assembly. • No member can speak twice on the same motion

Motions, cont’d • The maker of the motion cannot speak against it, but you may vote against it. • The presenter may be the first person to speak in the debate

Voting on the Motion • The chair asks: “Are you ready for the question? “ • “The question is on the adoption of the motion that....As many as are in favor, say ‘Aye”. • “Those opposed, say ‘no” • Madam/Mr. Chairperson announces the result of the vote” • “The ayes have it, the motion is adopted, and.....” or “The noes have it, and the motion is lost”

Model Meeting Any actors?

Sources • National Association of Parliamentarians, http://parliamentarians.org/index.php • UNT-Health Science

Parliamentary Procedures