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Parliamentary Procedure

Parliamentary Procedure. The Basics of Parliamentary Procedure. How to Plan a Meeting. Put an agenda together Get all officer and personnel reports written and ready Have the secretary type or rewrite the minutes of last meeting Add Guest Speakers to agenda when needed.

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Parliamentary Procedure

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  1. Parliamentary Procedure The Basics of Parliamentary Procedure

  2. How to Plan a Meeting • Put an agenda together • Get all officer and personnel reports written and ready • Have the secretary type or rewrite the minutes of last meeting • Add Guest Speakers to agenda when needed

  3. Standard Agenda Format • Minutes (from previous meeting) • Reports of Officers • Standing Committee Reports • Special Committee Reports(to do a certain job – then dissolves) • Unfinished Business • New Business

  4. How to Handle Reports • Reports are for gathering information not conducting business • Reports can be • mailed out ahead of time with the agenda • written out in time for the meeting • given verbally and recorded at the meeting • Reports should follow a standard format

  5. Running the Agenda • Running the agenda in order, in the most efficient manner • Minutes • Reports • Business • Modifying the agenda • During reports is the most common time

  6. Handling Business • To make a main motion • Bring business before members for consideration and action. • I move to. . . . • Requires a second . . . • Requires a majority vote . . . .

  7. Handling Business • Amending • To modify the wording of a pending main motion, without changing the intent of the motion • To insert or to add • Strike Out • Strike Out and Insert/Substitution • Requires a second • Requires a majority vote

  8. Handling Business • Postpone Definitely • To put off action on a pending question to a definite day, meeting, hour, or until after a certain event • I move to postpone the motion to the next regular scheduled meeting. • Used when there is not enough information for an educated decision to be made or if there will be more members present at the next meeting • Requires a second • Requires a majority unless made a special order, then it requires a two-thirds vote. • Debatable

  9. Handling Business • Postpone Indefinitely • To drop the main motion from consideration and decline taking a position. • I move to postpone this motion indefinitely • It is useful in disposing of a poorly chosen main motion that can’t be either adopted or expressly rejected without possibly undesirable consequences • Requires a second • Requires a majority • Debatable

  10. Handling Business • Refer to a Committee • To send a pending question to a committee so that it may be investigated and put in better condition for the assembly to consider at a later time. • Requires a second • Requires a majority vote • Debatable

  11. Powers of a Committee • Powers that the committee could have are: • Research and report back • Act and report back(Acting is making a decision)

  12. Handling Business • Lay on the Table • This motion enables the assembly to lay the pending question aside temporarily when something of immediate urgency as arisen. • Requires a second • Requires a majority vote • Cannot be debated • Should not be used in place of Postpone Definitely

  13. Committees No restrictions on debate Chair takes full part in discussions and decisions General Assemblies Restricted debate members may only speak twice, ten minutes on each motion Chair is restricted for running the meeting Does not debate Only votes when a tie has occurred Committees vs. General Assemblies

  14. Accountability • Voting • roll call vs. show of hands vs. voice • Reports • Include these with the minutes • Minutes • Formal record of information and decisions

  15. 1st Paragraph of the Minutes • The type of meeting (special or regular) • The name of the organization or committee • The date and time of the meeting • The regular chairman and secretary were present • Whether the minutes from the previous meeting were read and approved

  16. Body of the Minutes • Should include all main motions or motions to bring a motion again before the assembly. • Secondary motions that were not lost or withdrawn, in cases where it is necessary to record them for completeness or clarity • All notices of motions • All point of orders and appeals, whether sustained or lost, together with the reasons given by the chair for his/her ruling

  17. Last Paragraph of the Minutes • The time of adjournment • Minutes should be signed by the recording secretary and can also be signed, if the assembly wishes, by the chairman

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