Parliamentary Procedure

1. Parliamentary Procedure Improving Lives. Improving Texas.

2. What is Parliamentary Procedure? • Set of proven “rules” used to move business along during a meeting • Guidelines – not laws • System that allows an organization to conduct business in a fair and democratic manner

3. Why use Parliamentary Procedure? • Handle only one item of business at a time • All participants have an opportunity to participate in discussion • Observe the rule of the majority • Protect the rights of the minority

4. 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 Using the Parliamentary Procedure Lingo

5. Importance of the Agenda • An agenda is a formal listing of business that is to be conducted at a meeting • Usually developed by the chair and distributed to the members in advance • Must be approved by the membership at the beginning of the meeting • A well planned agenda is critical to a well run, organized meeting

6. Sample Agenda • Call to Order • Roll Call (if appropriate) • Adoption of the Agenda • Approval of Minutes from Previous Meeting • Reports of Officers • Reports of Committees • Unfinished Business • New Business • Announcements • Adjournment

7. 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!

8. Keys to Effective Meetings • Parliamentary procedure is based on motions • The key to parliamentary procedure is learning and understanding these motions • Don’t become overwhelmed by the list of motions -- concentrate on those that will be used on a regular basis • REMEMBER – using parliamentary procedure takes patience, practice, and a lot of effort!!!!

9. Use of the Gavel • The gavel allows the chair to obtain attention quickly • One 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 order • Three taps – signals for members to stand • Series of taps – restores order of the room

10. Methods of Voting • There are 4 common methods of voting: • Voice Vote • Rising Vote • Secret Ballot • Roll Call • Quorum • Simple Majority • Two-thirds Vote

11. Motions • Main Motions • Privileged Motions • Subsidiary Motions • Incidental Motions • Unclassified Motions

12. 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

13. Seconding a Motion Seconding a motion - • Shows support by other members • Puts the motion to a vote

14. Debating a Motion • Members can raise any concerns they may have about the motion • Others can be persuaded to vote one way or another • Further information about the motion can be provided to the group

15. Amending a Motion • Allows for changes to be made to the motion • No more than 2 amendments can be considered at one time • Requires: • Second • It is debatable and amendable • Majority vote • Main motion can be altered by: • Addition • Subtraction • Substitution

16. Privileged Motions • Do 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 adjourn • Adjourn • Recess • Raise a question of privilege • Call for the orders of the day

17. Subsidiary Motions • Applied to other motions for the purpose of appropriate disposal • Include: • Lay on the table • Call for the previous question • Postpone definitely • Refer to a committee • Amend • Postpone indefinitely

18. Incidental Motions • Correct ill-advised actions • Correct improper use of parliamentary procedure • Include: • Object to the consideration of question • Appeal from the decision of the chair • Rise to a point of order • Withdraw a motion • Suspend the rules • Call for the division of the house • Rise to parliamentary inquiry

19. Unclassified Motions • Have a definite purpose but are not classified as any other type of motion • Usually pertain to actions taken at previous meetings • Include: • Reconsider • Rescind • Take from the table

20. 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

21. 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?