Parliamentary Procedure

Parliamentary Procedure PTK Toolbox

What is parliamentary procedure? A time tested method of conducting business ensuring the following: Democratic rule Protection of rights Flexibility Fair hearing for everyone.

Who was Robert? • Henry Martyn Robert was an engineering officer in the regular Army. Without warning he was asked to preside over a public meeting being held in a church in his community and realized that he did not know how. He tried anyway and his embarrassment was supreme. This event, which may seem familiar to many readers, left him determined never to attend another meeting until he knew something of parliamentary law. • Ultimately, he discovered and studied the few books then available on the subject. From time to time, due to his military duties, he was transferred to various parts of the United States where he found virtual parliamentary anarchy since each member from a different part of the country had differing ideas of correct procedure. To bring order out of chaos he decided to write Robert's Rules of Order as it came to be called.

General rules • All members have equal rights, privileges and responsibilities. • Only one person should speak at a time. • When you are given the right to speak by the chair, identify yourself. • No member can speak twice on the same issue until everyone else has had a chance to speak. • Remarks must be courteous in language and manner. • Personal comments should not be made. • All remarks must be directed to the chair.

Duties of the President • Open the session • Announce the business • To state and put to vote all motions which are moved

Duties of the Secretary • Keeps the records of the society and minutes of the meeting • Keep a register of members and to call roll when required.

Duties of the Treasurer • Mr. Moneybags • Makes annual, quarterly, or weekly financial reports.

Types of motions • Main motions introduce items for consideration. Only ONE may be on the floor at a time • Subsidiary motions change how the main motion is handled. • Privileged motions bring up urgent items about special matters rather than pending business. • Incidental motions provide a means of questioning procedure and must be dealt with before other motions.

Calling the meeting to order • The presiding officer or chairman calls the meeting to order. • Minutes are read. • If no corrections, minutes are accepted as read.

Making a motion • Obtain the floor by addressing the chair. Wait to be recognized • Properly state the motion: “I move that we….” • Wait for someone to second the motion and the chair to re-state your motion before proceeding.

Debating and Discussing • Obtain the floor and be recognized by the presiding official • State your view of the issue in a civilized, non-offensive manner

The discussion ends when: • No one says anything • A member asks for a vote on the motion: “I call for the question” • The president decides there has been adequate discussion

Voting • The presiding officer should make it known what type of voting will take place (“All those in favor stand..”) • Count BOTH sides of the vote even if it seems unanimous. • Announce the results of the vote. “The motion….”

Adjourning a Meeting • The motion to adjourn must be made when no one else has the floor • “I move that we adjourn” • It requires a second • It is not debatable • Requires a majority vote.

Parliamentary Procedure