Positively Presidential: Tools of the Trade

1. Positively Presidential: Tools of the Trade Robert B. Blair, Ph.D., PRP Southern Business Education Association Little Rock, Arkansas

2. Objectives • Discuss major roles played by presiding officer. • Review basic parliamentary procedure. • Identify the basic requirements needed to be the presiding officer (president). • Plan an agenda. • Discuss the role and duties of the presiding officer (president/chairperson).

3. President (Chairperson) Roles Administrator Presiding Officer Sets example Courtesy to all One item at a time Majority rule with respect to right of the minority Consideration for the rights of members, absentees, and the organization Partiality for none and justice for all • Jack-of-all-trades • Ability to get along with people • Knowledge of the organization (bylaws, rules, policies, culture, etc.) • Skill in planning and conducting a meeting

4. Tools of the Trade • Governing Documents • Parliamentary Procedure Basics • Script Writing • Meeting Management

5. Governing Documents • Charter • Bylaws • Policies and Procedures Manual • Convention Handbook • Membership Handbook • Strategic Plan • Program of Work

6. Parliamentary Procedure Basics • Purposes • Ten Principles • Introduction of Business • Obtaining the Floor • Handling A Motion

7. Parliamentary Procedure Purposes • Expedite Business • Maintain Order • Ensure Justice • Equal Treatment of Members • Accomplish Organization’s Purpose

8. Ten Principles of Parliamentary Law • The organization is paramount and voting members govern the organization. • Members have equal rights. • A quorum is needed for a legal meeting. • Only one main motion is permitted at a time. • Debate can only be limited by a two-thirds vote. • Personal remarks are out of order. • A settled question may not be presented again in the same form in the same session. • The majority rules. • Two-thirds vote is necessary where basic rights of members are involved. • Silence gives consent.

9. Introduction of Business Motions Formal proposal that certain action be taken. Classes of Motions Main Subsidiary Privileged Incidental Bring a Question Again Before the Assembly

10. Obtaining the Floor Addressing the Chair Assigning the Floor

11. Handling A Motion • Making • Seconding • Stating • Debating • Putting • Announcing

12. Review and Application • Approve the budget • Allocate funds for travel to state association convention • Support a candidate for a nationalofficer position • Develop a brochure to promote membership

13. Meeting Management

14. Agenda (Order of Business) • Opening the Meeting • Call to Order • Invocation, Patriotic Ceremony, or Ritual • Business • Minutes • Officer and Board Reports • Standing Committee Reports • Special Committee Reports • Special Orders • Unfinished Business and General Orders • New Business • Program • Announcements • Adjournment

15. Script Writing

16. Presiding Officer Duties • Open meeting at scheduled time provided a quorum is present. • The meeting will come to order. • Announce the business before the assembly in the order in which it is to be acted upon. • The next business in order is hearing reports of special committees… • Recognize a member entitled to speak after that member has risen and addressed the chair. • The chair recognizes Ms. Norris or Mr. Norris… • State clearly all questions properly brought before the meeting or arising in the course of the proceedings. • It is moved and seconded that…

17. Presiding Officer Duties • Be impartial in assigning the floor in debate, by giving both sides an opportunity to speak. • Several members have spoken for this motion. Does any member wish to speak against it? • Put the question to vote. • The question is on the adoption of the motion that… Those in favor, say aye. {Pause} Those opposed, say no. {Pause} • Announce the result of the vote. • The ayes have it, the motion is adopted. The treasurer will… • Protect the meeting from annoyance by refusing to recognize obviously frivolous or dilatory motions. • The chair cannot entertain such a motion.

18. Presiding Officer Duties • Assist in expediting business. • Would the member care to put that in the form of a motion? • Does the member mean...(helping to phrase the motion)? • If there is no objection…” • Enforce the rules relating to debate, order, and decorum. • The member has exhausted his two minutes of debating time. • This member has already spoken. Does any other member wish to speak on this question? • Ms. Carr has the floor. Other members will be seated. • Decide all questions of order (subject to appeal by the assembly). • The chair rules that the proposed amendment is germane and therefore is in order at this time.

19. Presiding Officer Duties • Respond to inquiries of members regarding procedure and the business before the assembly. • Yes, a call for the Previous Question would be in order at this time. • No, the club has not participated in a project of this nature in recent years. • Inform the assembly. • In accordance with the bylaws, nominations from the floor will be in order at the May meeting. • An emergency message has been received for Charles Smith. Is he in the hall? • Declare the meeting adjourned. • The meeting is adjourned.

20. Presiding Officer Etiquette • Stand when… • Calling a meeting to order • Declaring a meeting adjourned • Ruling on a point of order • Putting a question to vote • Announcing result of vote • Speaking on an appeal • Defending ruling • Exceptions • Impartiality • References to Self • The Chair • Your President • Avoid Personalities • Expressing Opinions

21. References • Basic Parliamentary Information Leaflet • Motion Script Cards • Parliamentary Law • Pathways to Proficiency Presidentially Speaking: A Guide to Presiding • Plastic Reference Cards • Pointers on Parliamentary Procedure • Pointers on Parliamentary Procedure Workbook • Robert’s Rules of Order Newly Revised(11th ed.) • Robert’s Rules of Order Newly Revised In Brief (2nd ed.) • Spotlight on You the President • Teaching Guide for Pointers on Parliamentary Procedure