The Art of Presiding Building an Important Skill

Minimum Necessary Officers and a secretary a secretary Every deliberative assembly must have: a presiding officer a presiding officer

Essential Characteristics of the Presider Believe in the organization Be knowledgeable about parliamentary procedure Be familiar with the rules of the organization Be self confident and poised Be tactful and courteous, with common sense Be fair but firm Have a sense of humor!

What The Presiding Officer Brings to the Meeting Bylaws and other rules Parliamentary authority List of all standing and special committees and their members Order of business (agenda)

Duties of the Presiding Officer- First Duty Open the meeting at the appointed time Take the chair Wait or signal for quiet Announce: “The meeting will come to order.” or “The meeting will be in order.”

In the absence of a quorum, the only proper actions that can be taken are: F ix the time to which to adjourn A djourn R ecess Take M easures to obtain a quorum Second Duty: Determine if a Quorum is Present

M inutes R eports of officers, boards and standing committees S pecial Committee Reports S pecial Orders U nfinished business and general orders N ew business MRS. SUN Next: Announce, in proper sequence, the business to come before the assembly

Members claim the floor by rising and addressing the chair Presider’s Responsibilities During the Meeting State and put to vote all questions that legitimately come before the assembly Announce the result of each vote Recognize Members who wish to speak in debate

A member rises and after addressing the chair and being recognized: A member makes a motion, “I move …” Another member seconds the motion, “Second.” The chair states the question, “It is moved and seconded …” The members debate the motion How A Motion is Placed Before the Assembly

How the Presider Handles a Motion The chair attempts to recognize debaters by alternating between those in favor and those opposed to the motion The chair puts the question (takes the vote) The chair announces the results: – which side has it, – whether adopted or lost, – the effect of the vote

A motion is frivolous or dilatory, if it: seeks to obstruct or thwart the will of the assembly misuses the legitimate forms of motions abuses the privilege of renewing certain motions is absurd in substance No Frivolous or Dilatory Motions Permitted

The maker of the motion is entitled to speak first in debate if s/he claims the floor No member may speak a second time so long as any member who has not yet spoken claims the floor If a motion is called out by anyone who hasn’t obtained the floor, the chair should ignore it The Presider Should Enforce the Rules Relating to Debate

Recognize members who legitimately ask for the floor Use unanimous consent when there appears to be no disagreement Assume the motion where appropriate -Adopt minutes -Accept (or adopt) an auditor’s report -Adjourn The Presider Should Expedite Business in Every Way Compatible with the Rights of Members

A ruling must be made on all points of order The chair can make the decision, subject to appeal The chair can submit the question to the assembly (no right of appeal) It is the Responsibility of the Presider to Decide all Questions of Order

It must be made at the time of the ruling The chair may speak first, explaining the reasons for the ruling (even if the appeal is undebatable) If debatable, each member may speak once The chair may speak one last time The question is: “Shall the decision of the chair stand as the decision of the assembly?” or “Shall the decision of the chair be sustained?” A majority or tie vote sustains the decision of the chair Procedure When There Is An Appeal

A parliamentary inquiry is a question to obtain information about parliamentary law or rules of the organization A request for information is a request to the chair, or through the chair, for information relevant to the business at hand The Presider Should Respond to Inquiries of Members Relating to Parliamentary Procedure or Facts

Sign all official correspondence Sign contracts May sign the minutes with the secretary May be a signatory on checks with the treasurer The Presider Should Authenticate all Acts or Orders

When a motion to adjourn has been made and adopted When the predetermined hour of adjournment has arrived When it appears there is no further business When sensing a general desire to adjourn In the event of fire, riot, or other extreme emergency The Presider Declares the Meeting Adjourned

Presiding Tips Knowledge is strength Become thoroughly familiar with your own governing documents and with correct usage of parliamentary procedure Maintain control over the progress of the meeting Don’t allow members to press on or speak without a motion being made, seconded, and stated by the chair Don’t allow members to press on or speak without a motion being made, seconded, and stated by the chair Keep the membership informed State the exact motion, or amendment so the assembly always knows what is under consideration

Maintain order Provide strong leadership Remain impartial Be tactful Be fair Exercise good judgment NEVER: Get excited Be unjust, even to troublesome members Take advantage of a member’s lack of knowledge Be more technical than necessary Say “I” ALWAYS :

Debate and Vote Do not express opinion or debate while in the chair Vacate the chair to participate in debate May cast a vote to make or break a tie Always vote by ballot Vote last when the vote is by roll call

Presiding Officer Privileges May choose to follow or disregard the advice of the Parliamentarian Has the duty of presiding – not deciding! In accordance with the bylaws, may be authorized to appoint committees and/or serve as an ex- officio member of all committees (except usually the Nominating Committee) May explain reasons for a decision on a point of order

May preside during nominations and elections, even if a candidate May vote for him/herself for office May call upon a vice-president to preside May debate motions, providing the chair is surrendered until the question is decided May vote on any motion if a member Participation by Presiding Officer

Participated in by everybody, Monopolized by nobody, and Where everybody is a somebody! The goals for an ideal meeting