1. Parliamentary procedure1

2. Robert’s Rules of order
Robert’s Rules has been used for years as a way to ensure that meetings are run smoothly.

3. Why use parliamentary pro?
The power and authority of the club is vested in its members
All members have equal rights, obligations and privileges
The majority rules
The minority must be protected
Procedural rules must be understood
Highlight agenda topics.
Note that there will be breaks and refreshments included as well.
WHY?

4. Handling a motion
Use the diagram to the left to help you better understand handling motions.
What makes a conversation crucial? What are some typical high-stakes, controversial, and emotional issues?
Don’t make or take the sucker’s choice. Use an “and” statement to find a third positive option.
In groups of two or three, discuss times you used a sucker’s choice, and how an “and” statement could have changed it.
from: Goldsworthy, CP, CPP, Kim. “The Engine of Democracy, Illustrated and Explained” Parliamentary Journal, Vol. XLV, No. 2, April 2004; American Institute of Parliamentarians

5. Order of business The chair asks, “Is there any further business?”
Member 1, rising from his seat, says “Mr. Chairman.”
“Member 1,” states the chairman.
Member 1 says, “I move that the organization…”
Another member, remaining seated, says, “I second the motion.”
The chairman states the motion a first time.
The chair asks, “Is there any discussion? Are you ready for the question?”
Member 1 provides facts to support the motion.
Vocalize objectives with all participants.

6. Order of business
A member secures the floor and speaks in favor of the motion.
A member secures the floor and speaks against the motion.
The chair asks, “Are you ready for the question? Are you ready to vote now?”
The chairman states the motion a second time.
The chair says, “Those in favor of the motion say, ‘Aye.’”
The chair says, “Those opposed say, ‘No.’”
The chair rules that the ayes have it and the motion is adopted.
The secretary is instructed to write the necessary letter.
Discuss expectations with participants. Comment on need for input and active participation.

7. Main motions that are NOT in order
No main motion is in order that:
Conflicts with the rules of the organization.
Presents substantially the same question as a motion previously defeated in the same session.
Would conflict with a motion that has been temporarily but not finally disposed of and which remains within the control of the assembly.
Proposes action outside the scope of the organization’s object as defined in the bylaws.
A common vision can unite a group. Leadership plays a main role in setting the vision for the club.
An agenda and plan will steer the group in the right direction and keep them on their path.
Leadership must be able to follow through on projects and job responsibilities, and provide enthusiasm for all tasks, even the most mundane.
Leadership must be able to maintain strong lines of communication, while relying on its skills to motivate groups of people and individuals towards a common goal.
It is important that all club leaders are on the same page. This means they’re all informed and aware of club events.
A leadership team only functions through cooperation, with all officers working together. Conflicts will arise, but it is important that through these conflicts, even internal ones, the group maintains a cohesive front.
Leading by example is one of the best models of responsible leadership. A leader who also is a doer shows commitment.

8. 8 characteristics of motions
What is its order of precedence?
To what motions is it applicable?
May it interrupt the speaker?
Does it require a second?
Is it debatable?
Is it amendable?
What vote is required for passage?
Can it be reconsidered?
Divide participants into four groups. Have each group develop a list of duties, and a job description, for President, Vice-President, Secretary, or Treasurer. Have each group develop a list of responsibilities required of all club officers. Allow 10 minutes for the groups to work.
While working, place five sheets of paper from the flip chart around the room. Label sheets with President, Vice-President, Secretary, Treasurer, and ALL.
Have each group present the list of duties developed for the position and for all club officers. On the flip chart list duties of each.
Discuss duties and any additions.
Allow five minutes for each person to outline and sign their own service agreement in their workbooks.

9. Order of precedence Divide group into five smaller groups.
Give each group one of the following: Kiwanis Club, Kiwanis advisor, faculty advisor, district level, and International level. Instruct participants to develop a list of responsibilities and resources their assigned level should provide to their club.
Allow 10 minutes for the groups to work.
While they are working, place five labeled sheets around the room.
Discuss each groups’ results and place them on the appropriate sheet with markers.

10. from highest to lowest*
Privileged motions
Issues requiring immediate attention but not related to the main motion.
Ranking motions
from highest to lowest*
Need 2nd
Can interrupt
speaker
Can be
amended
Vote
required
Privileged motions
Fix time to adjourn
Yes No
Majority
Adjourn
Recess
Raise a question of privilege
Chair rules
Call for the orders of the day
Briefly discuss the value in evaluating your club on a regular basis.
Allow participants five minutes to fill out the club assessment located in their workbooks.
Instruct participants on how to evaluate the assessment.
Discuss the importance of keeping the clubs strengths and weaknesses in mind when setting goals and planning events.

11. from highest to lowest*
Subsidiary motions
Issues that affect either the nature or discussion of the main motion.
Ranking motions
from highest to lowest*
Need 2nd
Can interrupt
speaker
Can be
amended
Vote
required
Subsidiary motions (affect main motions)
Lay on the table
Yes No
Majority
The previous question
2/3
Limit or extend debate
Postpone to a definite time
Refer to committee
Amend the amendment
Amendment
Postpone indefinitely
There are two conditions for safety in a conversation: mutual purpose and mutual respect.
Signs that Mutual Purpose is at risk include debating an issue and accusing the other person of things.
Signs that Mutual Respect is at risk include interrupting the other person, pouting, and name-calling.
When you enter a crucial conversation, most people move to either silence or violence.
Silence includes masking your feelings (sarcasm), avoiding the conversation topic, or withdrawing from the conversation altogether.
Violence includes trying to control the conversation, labeling the situation to make generalizations, and attacking the other person verbally.

12. The right language 1. Let a smaller group research the question.
Refer to committee
I want to ask a question of the current speaker.
Point of information
We need to set this business aside so that we can hear from the President right now.
Lay on the table
What vote is needed to pass this motion?
Parliamentary inquiry
We need more time to talk about this.
Extend time to debate
I want to talk informally with others to see where they are on this issue before the vote.
Move to recess
The chair called on the wrong member.
Raise a point of order
I want to change the motion.
Move to amend
We decided that last motion in too much of a hurry.
Reconsider the question
Let’s wait until the expert arrives next week.
Postpone to a certain time
Research any and all forms and reports required by the district and/or international level.
Provide copies of each for participants.
Discuss the reasons and relevance of reporting.
Discuss effective ways for managing data and keeping records.

13. from highest to lowest*
Main motions
The last motion voted upon. The “business” of your club meeting.
¥ May only be brought to floor by member of the prevailing side for main motion.
** Requires 2/3 vote without notice and majority vote with notice.
Ranking motions
from highest to lowest*
Need 2nd?
Can interrupt
speaker
Can be
amended
Vote
required
Main or principal motion
Yes No
Majority
Motions occurring after action to main or principal motion
Take from the table
Rescind or amend **
Discharge committee
Reconsider
Ratify
There are two conditions for safety in a conversation: mutual purpose and mutual respect.
Signs that Mutual Purpose is at risk include debating an issue and accusing the other person of things.
Signs that Mutual Respect is at risk include interrupting the other person, pouting, and name-calling.
When you enter a crucial conversation, most people move to either silence or violence.
Silence includes masking your feelings (sarcasm), avoiding the conversation topic, or withdrawing from the conversation altogether.
Violence includes trying to control the conversation, labeling the situation to make generalizations, and attacking the other person verbally.

14. The right language I doubt the ruling of the chair.
Appeal the decision of the chair
Those of us in the back of the room cannot hear the speaker. Raise a question of privilege
Let’s stop talking and vote.
Move the previous question
I don’t agree with the chair’s announcement of the vote.
Division of the assembly
Don’t we have to make legal the action the executive board took last summer?
Ratify
I want to consider this item out of the proper order.
Suspend the rules
We don’t have enough members to legally meet, let’s decide when the meeting will continue.
Fix a time to which to adjourn
Let’s decide the two purchases in this motion separately.
Division of the question
Let’s generate a list of amounts from which to choose the best one for this motion.
Creating a blank
Aren’t we supposed to hold elections at this time?
Call for the orders of the day
Discuss the aspects of SMART goal setting.
Have each participant write five SMART goals for their club.
Allow ten minutes for this activity.
Encourage participants to share one of their goals and discuss it in terms of its adherence to the SMART guidelines.

15. Majority rules Lay on the table (Subsidiary)
Postpone to a definite time (Subsidiary)
Refer to committee (Subsidiary)
Amend the amendment (Subsidiary)
Amendment (Subsidiary)
Postpone indefinitely (Subsidiary)
Main motion (Main)
All require a second and a majority vote.
In order to re-establish safety and rebuild either mutual purpose or mutual respect, use either an apology or a contrast statement.
If you said something you should apologize for, do so. Don’t apologize for things you don’t believe, and don’t apologize for your opinion.
When an apology is not in order, use a contrast statement. A contrast statement says what you don’t want, as well as what you do want as an outcome of the conversation.
Often we tell ourselves a story about what the person is saying or perhaps we read something into what is being said or not said. Separate the story from the fact and identify it for what it may be:
Victim: “It’s not my fault.”
Villain: “It’s all your fault.”
Helpless: “There’s nothing else I can do.”
Then stop and ask yourself, “Why would a reasonable, decent, rational person say or do this?”

16. “Live to Serve, Love to Serve.” 16