Parliamentary Procedure

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					 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
        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
      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
        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
          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 . . . .
          Handling Business
• Amending
  – To modify the wording of a pending main
    motion, without changing the intent of the
    • To insert or to add
    • Strike Out
    • Strike Out and Insert/Substitution
  – Requires a second
  – Requires a majority vote
           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
     • 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
           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
  – Requires a second
  – Requires a majority
  – Debatable
          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
      Powers of a Committee
• Powers that the committee could have are:
  – Research and report back
  – Act and report back
    (Acting is making a decision)
         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
        Committees vs. General
• Committees                   • General Assemblies
  – No restrictions on           – Restricted debate
    debate                          • members may only
  – Chair takes full part in          speak twice, ten
                                      minutes on each motion
    discussions and
    decisions                    – Chair is restricted for
                                   running the meeting
                                    • Does not debate
                                    • Only votes when a tie
                                      has occurred
• Voting
  – roll call vs. show of hands vs. voice
• Reports
  – Include these with the minutes
• Minutes
  – Formal record of information and decisions
  1st Paragraph of the Minutes
• The type of meeting (special or regular)
• The name of the organization or
• The date and time of the meeting
• The regular chairman and secretary were
• Whether the minutes from the previous
  meeting were read and approved
         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
 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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