Parliamentary Law Basics Objective: Analyze the role of Robert’s Rules of Order in conducting a business meeting Objective: Demonstrate key parliamentary abilities that would be used in a business meeting.

What is Parliamentary Procedure? Parliamentary procedure uses well defined rules to conduct business with a formal, organized approach. Parliamentary procedure is governed by Robert’s Rules of Order. governed by Robert’s Rules of Order.

Parliamentary Law Robert’s Rule of Order Robert’s Rule of Order Book of Authority Book of Authority Assures that all sides are treated fairly and that everyone has the opportunity to discuss and vote Assures that all sides are treated fairly and that everyone has the opportunity to discuss and vote

Parliamentary Law Main Objective: Main Objective: Focus on one item at a time Focus on one item at a time Extend courtesy to everyone Extend courtesy to everyone Observe the rule of the majority Observe the rule of the majority Ensure the rights of the minority Ensure the rights of the minority

Requirements for a Meeting Quorum- number of members required to conduct business Chairperson- can be the president or vice- president Secretary - present

Methods of Voting Voice- aye (pronounced “I”) for yes and “no” Voice- aye (pronounced “I”) for yes and “no” Rising- standing or show of hands Rising- standing or show of hands Secret Ballot- written vote Secret Ballot- written vote Roll Call- secretary asks each member to state vote Roll Call- secretary asks each member to state vote

Voting Single or Simple majority Single or Simple majority one vote more than 50% of the votes cast one vote more than 50% of the votes cast Two-thirds majority Two-thirds majority 2/3 of the members voting toward one side of the motion 2/3 of the members voting toward one side of the motion usually used when the rights of the members are limited usually used when the rights of the members are limited

Voting Quorum Quorum number of members required to conduct business number of members required to conduct business Some organizations must have 2/3 of its members present to officially vote on any business Some organizations must have 2/3 of its members present to officially vote on any business

The Gavel The president uses the gavel to control aspects of the meeting. The president uses the gavel to control aspects of the meeting. The number of taps determines the meaning. The number of taps determines the meaning.

Gavel Symbol of authority Symbol of authority Meaning of the taps Meaning of the taps 1 tap means to be seated, follows the announcement of adjournment, and signifies the completion of an item of business (voted on main motion) 1 tap means to be seated, follows the announcement of adjournment, and signifies the completion of an item of business (voted on main motion) 2 taps means the meeting is called to order 2 taps means the meeting is called to order 3 taps means that members should stand in unison on the third tap 3 taps means that members should stand in unison on the third tap Series of taps Series of taps “be quiet and orderly” “be quiet and orderly”

What to do? An Agenda is a list of what will be done at the meeting An Agenda is a list of what will be done at the meeting Also can be called an Order of Business Also can be called an Order of Business

Sample Agenda Call to order (by the president) Call to order (by the president) Opening Ceremony Opening Ceremony Minutes of previous meeting read by the Secretary and approved by the body in accordance to organizational by-laws and parliamentary procedure to remind members of what happened in the last meeting Minutes of previous meeting read by the Secretary and approved by the body in accordance to organizational by-laws and parliamentary procedure to remind members of what happened in the last meeting Officer reports (such as the Treasurer reports on the financial standing of the club. Also could include reports on the Chapter Program of Activities by the officers and committee chairmen) Officer reports (such as the Treasurer reports on the financial standing of the club. Also could include reports on the Chapter Program of Activities by the officers and committee chairmen) Special features (speakers and awards) Special features (speakers and awards) Committee Reports Committee Reports Old business/ Unfinished business (items laid on table or referred to a committee or items left unfinished from a previous meeting) Old business/ Unfinished business (items laid on table or referred to a committee or items left unfinished from a previous meeting) New Business- presented by members in the form of motions) New Business- presented by members in the form of motions) Ceremonies (installation of officers, degree ceremonies, etc) Ceremonies (installation of officers, degree ceremonies, etc) Closing ceremony/ Adjournment- Adjournment is either by passing a motion to end the meeting or by consensus of the body Closing ceremony/ Adjournment- Adjournment is either by passing a motion to end the meeting or by consensus of the body Entertainment, recreation, and refreshments Entertainment, recreation, and refreshments

Motions

Main Motion Used to present a new idea or item of business (only one can be on a floor or before the group at the same time) Used to present a new idea or item of business (only one can be on a floor or before the group at the same time) Address presiding officer. Address presiding officer. Receive recognition to speak Receive recognition to speak State motion--- “I move to” or “I move that” State motion--- “I move to” or “I move that” Another member seconds motion (to show that more than one person wants the item of business before the group) Another member seconds motion (to show that more than one person wants the item of business before the group) Motion is discussed by the group Motion is discussed by the group Motion is voted on Motion is voted on Chairman announces result of vote Chairman announces result of vote

Main Motion Requires second Requires second Debatable Debatable Amendable Amendable Majority vote required Majority vote required Can be reconsidered Can be reconsidered

Main Motion Examples I move to sell fruit this year. I move to sell fruit this year. I move to have a shindig. I move to have a shindig. I move to go to the state fair. I move to go to the state fair. I move to landscape the entrances of the school I move to landscape the entrances of the school

Second A second guarantees that more than one person wants to discuss something in a meeting. A second guarantees that more than one person wants to discuss something in a meeting. Person making a second doesn’t have to be formally recognized by the chairman Person making a second doesn’t have to be formally recognized by the chairman

Amendments Used to change a main motion Used to change a main motion 3 ways to amend: addition, substitution, striking out 3 ways to amend: addition, substitution, striking out Wording: “I move to amend the motion by adding, striking or substituting the words ___________________ for _____________________” Wording: “I move to amend the motion by adding, striking or substituting the words ___________________ for _____________________”

Amendments Requires second Requires second Debatable Debatable Amendable Amendable Majority vote required Majority vote required Can be reconsidered Can be reconsidered

Amendments Examples Jim moved to sell fruit to raise money for FFA. Michelle wants to sell flowers. How would she change the motion? Jim moved to sell fruit to raise money for FFA. Michelle wants to sell flowers. How would she change the motion? Answer: “I move to amend the motion by substituting the word FLOWERS for FRUIT”

Adjourn Used to end a meeting Used to end a meeting Wording: “I move to adjourn” Wording: “I move to adjourn”

Adjourn Cannot be debated Cannot be debated Cannot be amended Cannot be amended Cannot be reconsidered Cannot be reconsidered Requires second Requires second Requires majority vote Requires majority vote

Point of Order Avoids breaking parliamentary procedure rules – i.e. error Avoids breaking parliamentary procedure rules – i.e. error Wording: “I rise to a point of order” Wording: “I rise to a point of order”

Point of order Not debatable Not debatable Not amendable Not amendable Does not require second Does not require second Cannot be reconsidered Cannot be reconsidered No vote required No vote required

Division of the House Calls for a counted vote Calls for a counted vote Wording: “I call for a division of the house.” Wording: “I call for a division of the house.” Can be instigated by the chairman Can be instigated by the chairman

Division of the House Not debatable Not debatable Not amendable Not amendable Does not require second Does not require second Cannot be reconsidered Cannot be reconsidered No vote required No vote required

Previous question Used to stop debate and vote Used to stop debate and vote Wording: “I move to previous question” Wording: “I move to previous question”

Previous question Second required Second required Not debatable Not debatable Not amendable Not amendable Can be reconsidered before vote Can be reconsidered before vote 2/3 vote required 2/3 vote required

Refer to committee Places the motion in a committee and motion should include: Places the motion in a committee and motion should include: Number on committee Number on committee How appointed How appointed Powers and duties Powers and duties When to report back When to report back Wording: “I move to refer the motion which states ______________________ to a committee of three appointed by the chair to report back to the group at our next meeting.” Wording: “I move to refer the motion which states ______________________ to a committee of three appointed by the chair to report back to the group at our next meeting.”

Refer to committee Second required Second required Debatable Debatable Amendable Amendable Can be reconsidered Can be reconsidered Majority vote Majority vote

Lay on the Table Does require a second. Cannot be debated. Cannot be amended. Can be reconsidered if negative only. Enables the group to delay a motion to allow members to attend to more urgent business, allow members additional time to consider the motion, etc. Requires majority vote.

Suspend the Rules Allows members to do something it needs to do that it cannot do without suspending the rules. Requires a 2/3 majority vote. Does require a second. Cannot be debated. Cannot be amended. Cannot be reconsidered.

Extend or Limit Debate Allows member to limit or extend debate to a specified time frame. Requires a 2/3 majority vote. Does require a second. Cannot be debated. Can be amended. Can be reconsidered.