Practicing Parliamentary Procedure How can I survive a formal meeting?

Meetings – more meeting and more meetings and more meetings. Why are meetings no fun? Could it be? They take up our valuable time and we get nothing accomplished. No one listens to our ideas. They are very disorganized.

Why learn and use Parliamentary Procedure? Parliamentary Procedure is the best way to get things done at meetings. But it will only work if you follow the rules.

What is Parliamentary Procedure? Set of rules and guidelines that allow the following: Assures the will of the Majority Assures the rights of the Minority Handling one item at a time, keeping meetings organized Maintains order Helps meetings run quickly and efficiently

History of Parliamentary Procedure Was began in the 16th Century to handle disputes between the King of England and Parliament. First formal publication ~ by Sir Thomas Smyth Better known as “Robert’s Rules of Order.” Written by Henry M. Robert in First revised in Last revised in 1990.

Terminology The floor: point where attention of meeting should be focused. Germane: discussion or motion pertains to main motion being considered. Quorum: Minimum number of members that must be present at a meeting for legal business to be transacted.

The use of the gavel The taps of the gavel (symbol of leadership, represents chair’s authority). 1 tap: be seated, announce the outcome of a vote. 2 taps: call to order 3 taps: all rise Series of taps: restore order

Running a effective meeting The presiding officer of a meeting must be impartial Presiding Officer referred to as: Mr/Madam President Mr/Madam Chairperson Everyone gets the chance to voice their opinion Everyone gets the chance to Vote Must take yes and no votes Only one topic at a time can be discussed Who ever makes a motion has the right to discuss it first The Chairperson only votes to break a tie

Main Motions Means of introducing business to a meeting. Must be stated in the form I Move that I Move to Can not be in negative form Requires: Second Is debatable Is amendable Majority vote needed to pass

Steps in the progression of a main motion Rise and address the chairperson Chairperson recognizes you by name Motion is correctly stated. I move to or I move that. Motion is seconded by another member Motion is repeated by Chairperson and offered for discussion Motion is discussed Chairperson restates motion and offers it for vote Motion is voted on Results of vote announced by Chairperson

Proper decorum for debate First to make a motion is entitled to first rights to debate No one is entitled to the floor a second time on the same motion if other members have not spoken on the motion and want to Chairperson should alternate floor debate between those favoring and opposing the motion

Anatomy of a Main Motion Always starts with “I move…” May be prefaced Correct way to state--- I move that the Coeur d’Alene School District participate in the 4 th of July parade this year.

Seconding a motion Seconding ensures the following: Get on record as supporting motion. At least one other person is interested in and supports the idea. Motions that don’t receive a second die and are not discussed by the people. Puts the motion to a vote.

Debating a motion Raise concerns about the motion. Persuade others to vote one way or another. Provide information about motion. All debate must be germane ( or pertaining to the motion on the floor) All debate should be channeled through the chair person.

Amending a Motion Allows for modification to a main motion Done to appease both sides To improve the motion. Make the motion more complete

Amendments Must be germane Closely related to the original topic Can be amended in 4 ways Inserting in middle Adding to end Striking Out Striking out and inserting Requires a second Amendable Debatable Simple Majority Vote needed to pass

Amendments Correct method of stating amendments Example– I move to amend the main motion by adding our administrative team will walk in the parade. So now the amended motion will read: that the Coeur d’Alene school district participate in the 4 th of July parade by having our administrative team walk in the parade.

Completing amendments This must be 2 nd Opened for discussion And voted on We then re open discussion of the main motion as amended And finally vote on the amended main motion.

Voting on a Motion Can be done by the following means: Voice Rising ( standing or raising hand) Ballot Roll call Mechanical device

Other Considerations Types of votes: Simple majority: one more than half the votes cast. Super majority: required majorities that are greater than a simple majority. Plurality: the most votes received, but not always a simple majority.

Other Considerations The two-thirds vote: Motions that require a two-thirds vote are those that limit or eliminate the members’ rights in some way.

How do we get things done? Moving Main Motions Using subsidiary motions Using privileged motions Using incidental motions Using unclassified motions

Privileged motions Motions that fulfill individual needs or the interest of the group individually. Motions do not pertain directly to the business being discussed.

Privileged Motions Include the following: Fix Time to Which to Adjourn Adjourn Recess Raise a Question of Privilege Call for Orders of the Day

Fix Time to Which to Adjourn Set date and time to adjourn meeting Requires: Second NON-Debatable Amendable Majority Vote

Adjourn Privileged motion that ends current meeting immediately. Requires: Second Non-debatable Non-amendable Majority vote

Recess Temporary break in a meeting. Requires: Second Non-debatable Amendable to time only Majority vote

Raise a question of Privilege Secures comfort/convenience for members. Requires: Nothing. Question posed by member is decided upon by the chair.

Call for Orders of the Day Demand compliance with agenda, or seek information on order or agenda. Requires: Nothing. Addressed by chair when posed by member.

Subsidiary Motions Motions that alter, change or dispose of main motions.

Subsidiary Motions Include the following: Lay on the Table Call for Previous Question Postpone Definitely Refer to a Committee Amend Postpone Indefinitely

Lay on the Table Delays motion briefly, until taken from table. Requires: Second Non-debatable Non-amendable Majority vote

Call for Previous Question Ends debate immediately. Requires: Second Non-debatable Non-amendable Two-thirds vote

Postpone Definitely Delays motion to a certain time. Requires: Second Debatable Amendable Majority vote

Refer to a Committee Assign main motion to a committee. Requires: Second Debatable Amendable Majority vote

Refer to a Committee Two types of committees: Standing. Ad Hoc, or special committee appointed by the chair.

Refer to a Committee Reasons for referring to a committee: Gather more information Act on a motion

Amend Changes or alters a main motion by: Striking out Inserting Striking out and inserting Adding

Amend No more than two amendments can be considered at one time. Requires: Second Debatable Amendable Majority Vote

Postpone Indefinitely Kills motion without a direct vote. Requires: Second Debatable NON-Amendable Majority Vote

Incidental Motions Motions that: Correct ill-advised actions Correct improper use of parliamentary procedure.

Incidental Motions Include the following: 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 Division of the House Rise to Parliamentary Inquiry

Object to the Consideration of Question Stops offensive or inappropriate measures. Requires: NO Second Non-Debatable Non-Amendable Two-thirds Vote

Appeal from the Decision of the Chair Allows members to overrule chair Requires: Second Debatable only if motion being overruled was debatable NON-Amendable Majority Vote

Rise to a Point of Order Have parliamentary errors corrected. Requires: Nothing. Error presented by member is decided by the chair.

Rise to Parliamentary Inquiry Check on parliamentary questions, or ask how to carry out a parliamentary ability. Requires: Nothing. Question presented by member is address by the chair.

Call for a Division of the House Requires countable vote, if voice vote was announced incorrectly by chair. Can only be called for after vote has been announced. Requires: Nothing. Addressed by chair upon being called.

Withdraw a Motion Retracts motion proposed. Can only be moved by member or proposed motion being withdrawn. Requires: Nothing. If chair asks for objections and there is none, withdraw stands. If there is an objection, a majority vote is needed for passage.

Suspend the Rules Make exceptions to by-laws of organization’s constitution. Requires: Second Non-Debatable Non-Amendable Two-thirds Vote

Unclassified Motions Motions that do not fit other parliamentary categories Motions usually pertain to actions already taken at previous meetings.

Unclassified Motions Include the Following: Reconsider Rescind Take from the Table

Reconsider Correct ill-advised or erroneous action. Member who moves to reconsider must have been on prevailing side of motion being reconsidered. Requires: Second Debatable NON-Amendable Majority Vote

Rescind Revoke or nullify previous action. Requires: Second Debatable Amendable Two-thirds Vote

Take from the Table Resume consideration of tabled motion. Requires: Second Non-debatable Non-amendable Majority Vote