Introduction to Parliamentary Procedure

1
Introduction to Parliamentary Procedure

• Correctness is a matter of fact, not a matter of
  conceit.
• Parliamentary Procedure at
• a Glance (Cat. no. B-25)

2
Why do we need rules?

• Rules of order protect everyones rights
• All members and all votes count
• The minority has the right to be heard
• The majority has the right to decide
• Rules of order ensure quality meetings
• Meetings are organized, fair, and run on time
• Only one item discussed at a time

3
Dont like rules?

• Remember, the rules are designed to let a group
  do almost anything it wants to!
• If you want to do something, but dont know the
  correct motion or words or whatever, just ask!
• The rules wont be strictly applied unless they
  have to be
• If you feel that members rights are being
  ignored, we can be more strict

4
Definitions

• Quorum number of members required for legal
  business
• Clubs/Executive/Committees a majority (more than
  50), no proxies allowed
• District Council one-third of Presidents and
  VP-Eds or their proxies
• Meetings must be deliberative (in person, not
  via e-mail)

5
Definitions

• Constitution (charter) name, purpose, members,
  officers, meetings, amendment
• By-laws rules for conduct of an organization
  that should infrequently change (including rules
  of order)
• Standing Rules rules for administration of an
  organization that may change from time to time

6
Agenda

• All agendas have the same items in the same order
  (assuming this is not the first meeting)
• Call to order
• Reading and approval of previous minutes
• Officer and standing committee reports
• Special committee reports
• Special orders
• Unfinished business and general orders
• New business
• Announcements
• Adjournment

7
Reports

• Be kind to your secretary and submit reports in
  writing
• If your report contains recommendations, end the
  report with formal resolution(s) that can be
  accepted
• Often, someone else will move to accept them
• There is no obligation to report at every meeting
• However, we are Toastmasters...

8
Business

• Motions
• A proposal to take action
• Specific who, what, when, cost
• Preferably in writing
• Types of motions
• Main
• Subsidiary (affect main motion)
• Privileged (immediate importance)
• Incidental (how business conduced)

9
Committees

• Three types
• Standing appointed for a session
• Select appointed for a reason
• of the Whole everyone
• Committees have a chair, a secretary, and they
  vote
• Most committees dispense with the formality of
  motions
• Ex-officio Member someone who is on the
  committee by virtue of office

10
Handling a Main Motion

• A member rises, is recognized, and makes a
  motion.
• Another member seconds it.
• The chair restates the motion.
• The motion is debated.
• The chair puts the motion to a vote.
• The chair announces the result of the vote.

11
Common Misconceptions

• When you second the motion, you say that you
  think it should be discussed, not that you agree
  with it
• A majority (more than 50 of votes) is required
  to pass a motion
• Abstainers dont count
• A motion is defeated by a tie
• The chair may vote to change the results (make or
  break a tie)
• The chair may vote when voting by ballot

12
Role of the Chair

• Follow agenda (orders of the day)
• Recognize participants
• Read motions, announce results
• Ensure fair debate
• The chair must remain impartial, but may step
  down to offer debate
• Keep focus on business at hand
• Rule on points of order, questions of privilege,
  etc.
• Encourage motions and expedite business

13
Role of the Member

• Present, second, debate, and vote on motions
• Ask questions
• Point of Information, Parliamentary Inquiry
• Make sure the Chair is fair and in order
• Point of Order, Appeal
• To ensure rules are strictly applied, raise
  objections
• Accept the will of the assembly

14
The End

• As long as the business gets done, formality is
  not necessary.
• Chairman (Cat. no. 200)