Say What ?!?!?! …and other Parliamentary Pointers for Effective Meetings Iota Phi Lambda Sorority, Inc. 82 nd  Anniversary...
Workshop Objectives <ul><li>Explain Basics of Parliamentary Procedures </li></ul><ul><li>Understand Process of Meetings an...
Parliamentary Procedure <ul><li>A body of rules and customs used by a group (deliberative assembly) to govern meetings and...
Basic Principles <ul><li>Consider one thing at a time. </li></ul><ul><li>Ensure justice, courtesy, and equal treatment to ...
Who Is Robert Anyway? <ul><li>Henry Martyn Robert, retired Army general and engineer </li></ul><ul><li>Wrote Robert’s Rule...
Who Does What? <ul><li>Chair: Keeper of Order </li></ul><ul><ul><li>Facilitates the smooth conduct of business </li></ul><...
Where Is It? <ul><li>National Bylaws+ </li></ul><ul><li>National Workbook </li></ul><ul><li>Regional Standing Rules </li><...
Key Sections <ul><li>Membership Qualifications and Classifications </li></ul><ul><li>Officer Definitions and Duties </li><...
So…How do I do it?
Agenda – Order of Business <ul><li>Reading and Approval of Minutes </li></ul><ul><li>Reports of Officers, Boards, and Stan...
Committee Reports <ul><li>Summary of the activities of a subgroup of the assembly (committee) established to consider, inv...
Motions <ul><li>Definition: used to make decisions; a formal proposal by a member, in a meeting, that the group take certa...
Steps to Making a Motion <ul><li>Member Obtains the Floor and Makes Motion </li></ul><ul><ul><li>“ I move that…” </li></ul...
Steps to Making a Motion, cont’d <ul><li>Members Debate Question </li></ul><ul><ul><ul><li>Secondary motions (subsidiary, ...
Motions: Common Mistakes <ul><li>Members making motions “out of order” </li></ul><ul><li>Improperly formed motions </li></...
Parliamentary Phrases Call for the Orders of the Day Get back to scheduled agenda topic Recess Take a break without ending...
Parliamentary Phrases, cont’d <ul><li>OPEN THE MEETING  &quot;The meeting will come to order,&quot; or, &quot;The meeting ...
Meeting Script  Example
Summary <ul><li>Robert’s Rules of Order is the primary set of Parliamentary Procedures used in US organizations </li></ul>...
References <ul><li>Robert’s Rules of Order Newly Revised In Brief </li></ul><ul><li>Robert’s Rules of Order Newly Revised ...
Upcoming SlideShare
Loading in …5
×

Say what?!?! Parliamentary Pointers for Effective Meetings (July 2011)

2,026 views

Published on

Reference slides from Leadership Workshop at 2011 Convention

Published in: Business, Education
0 Comments
4 Likes
Statistics
Notes
  • Be the first to comment

No Downloads
Views
Total views
2,026
On SlideShare
0
From Embeds
0
Number of Embeds
3
Actions
Shares
0
Downloads
128
Comments
0
Likes
4
Embeds 0
No embeds

No notes for slide

Say what?!?! Parliamentary Pointers for Effective Meetings (July 2011)

  1. 1. Say What ?!?!?! …and other Parliamentary Pointers for Effective Meetings Iota Phi Lambda Sorority, Inc. 82 nd Anniversary National Convention Leadership Conference Workshop Adrienne R. Birdine July 16, 2011
  2. 2. Workshop Objectives <ul><li>Explain Basics of Parliamentary Procedures </li></ul><ul><li>Understand Process of Meetings and Reporting </li></ul><ul><li>Assist Members in Developing Skills in Making Motions </li></ul><ul><li>Explain Common Mistakes in Making Motions </li></ul><ul><li>Provide Tools to Enable Active Participation in Meetings </li></ul>
  3. 3. Parliamentary Procedure <ul><li>A body of rules and customs used by a group (deliberative assembly) to govern meetings and other operations </li></ul><ul><li>Deliberative Assembly: a group meeting for the purpose of discussing, debating and deciding on actions to be taken by the group </li></ul><ul><li>Back as far as ancient Greece but refined in English parliament (hence the name) </li></ul>
  4. 4. Basic Principles <ul><li>Consider one thing at a time. </li></ul><ul><li>Ensure justice, courtesy, and equal treatment to all members. </li></ul><ul><li>Serve the will of the majority. </li></ul><ul><li>Preserve the right of the minority to be heard. </li></ul>
  5. 5. Who Is Robert Anyway? <ul><li>Henry Martyn Robert, retired Army general and engineer </li></ul><ul><li>Wrote Robert’s Rules of Order in 1876 </li></ul><ul><li>The Parliamentary Authority of “most” organizations in the United States </li></ul><ul><li>Others in use: </li></ul><ul><ul><li>Standard Code of Parliamentary Procedure (Sturgis) </li></ul></ul><ul><ul><li>Demeter’s Manual of Parliamentary Law and Procedure (Demeter) </li></ul></ul><ul><ul><li>Riddick’s Rules of Procedure (Riddick/Butcher) </li></ul></ul>
  6. 6. Who Does What? <ul><li>Chair: Keeper of Order </li></ul><ul><ul><li>Facilitates the smooth conduct of business </li></ul></ul><ul><ul><li>Gives appearance of impartiality </li></ul></ul><ul><li>Secretary: Keeper of the Record </li></ul><ul><ul><li>Recording/Financial/Corresponding </li></ul></ul><ul><li>Member: Keeper of Everything Else </li></ul><ul><ul><li>Make motions/recommendations </li></ul></ul><ul><ul><li>Participate in committees, debate and vote </li></ul></ul><ul><ul><li>Be prepared </li></ul></ul>
  7. 7. Where Is It? <ul><li>National Bylaws+ </li></ul><ul><li>National Workbook </li></ul><ul><li>Regional Standing Rules </li></ul><ul><li>Chapter Standing Rules </li></ul><ul><li>Robert’s Rules of Order Newly Revised </li></ul>
  8. 8. Key Sections <ul><li>Membership Qualifications and Classifications </li></ul><ul><li>Officer Definitions and Duties </li></ul><ul><li>Frequency of Meetings </li></ul><ul><li>Committees and their Responsibilities </li></ul><ul><li>Assessments </li></ul><ul><li>Method of Amendment </li></ul>
  9. 9. So…How do I do it?
  10. 10. Agenda – Order of Business <ul><li>Reading and Approval of Minutes </li></ul><ul><li>Reports of Officers, Boards, and Standing Committees </li></ul><ul><li>Reports of Special (ad-hoc) Committees </li></ul><ul><li>Special Orders </li></ul><ul><li>Unfinished Business and General Orders </li></ul><ul><li>New Business </li></ul>
  11. 11. Committee Reports <ul><li>Summary of the activities of a subgroup of the assembly (committee) established to consider, investigate or take action on certain matters </li></ul><ul><li>Content </li></ul><ul><ul><li>Description of committee’s duty </li></ul></ul><ul><ul><li>Accomplishments and methods </li></ul></ul><ul><ul><li>Committee’s findings and conclusions </li></ul></ul><ul><ul><li>Resolutions or recommendations if any </li></ul></ul><ul><li>Disposition </li></ul><ul><ul><li>Receive: present to assembly; when report is for information only and there are no recommendations; no action necessary </li></ul></ul><ul><ul><li>Accept: to endorse statements and assume responsibility for content </li></ul></ul><ul><ul><li>Adopt: applied to individual recommendations contained within report </li></ul></ul><ul><ul><ul><li>Financial Reports should be referred to an auditing committee </li></ul></ul></ul>
  12. 12. Motions <ul><li>Definition: used to make decisions; a formal proposal by a member, in a meeting, that the group take certain action. </li></ul><ul><li>Type: </li></ul><ul><ul><li>Main: brings new business </li></ul></ul><ul><ul><li>Subsidiary: changes how a motion is handled </li></ul></ul><ul><ul><li>Privileged: urgent items unrelated to pending business </li></ul></ul><ul><ul><li>Incidental: questions procedure concerning the motion </li></ul></ul>
  13. 13. Steps to Making a Motion <ul><li>Member Obtains the Floor and Makes Motion </li></ul><ul><ul><li>“ I move that…” </li></ul></ul><ul><li>Another Member Seconds the Motion </li></ul><ul><ul><li>Does not require recognition </li></ul></ul><ul><ul><li>Only indicates interest in the motion coming to the floor </li></ul></ul><ul><ul><li>Assumed when motion comes from a committee </li></ul></ul><ul><li>Chair States the Question </li></ul><ul><ul><li>Opens consideration of the motion </li></ul></ul><ul><ul><li>Now “belongs” to the body </li></ul></ul>
  14. 14. Steps to Making a Motion, cont’d <ul><li>Members Debate Question </li></ul><ul><ul><ul><li>Secondary motions (subsidiary, privileged and incidental) may come into play </li></ul></ul></ul><ul><ul><ul><li>“ Friendly” Amendment </li></ul></ul></ul><ul><li>Chair Puts the Question to a Vote </li></ul><ul><ul><ul><ul><li>Voice, rising, ballot, roll call, general consent, absentee </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Majority, 2 / 3 , Chair, Demand of one member </li></ul></ul></ul></ul><ul><li>Chair Announces Result and Effect </li></ul><ul><ul><ul><ul><li>A tie is a lost vote </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Abstentions – don’t ask and don’t count </li></ul></ul></ul></ul>
  15. 15. Motions: Common Mistakes <ul><li>Members making motions “out of order” </li></ul><ul><li>Improperly formed motions </li></ul><ul><li>Discussing motion prior to receiving a second </li></ul><ul><li>Chair not stating motion in the same way it was made </li></ul><ul><li>Members not debating the merits of the motion </li></ul><ul><li>Discussing the original motion while amendment is still on the floor </li></ul><ul><li>Chair taking the vote prior to conclusion of debate </li></ul><ul><li>Forgetting to ask for “negative” vote </li></ul>
  16. 16. Parliamentary Phrases Call for the Orders of the Day Get back to scheduled agenda topic Recess Take a break without ending meeting Amend (insert, delete, substitute) Adjust wording of motion at hand Refer (to a committee) Have a committee evaluate the topic Point of Information Ask a question or request information Point of Order Enforce Rules Previous question Close Debate Motion to Use Interested In
  17. 17. Parliamentary Phrases, cont’d <ul><li>OPEN THE MEETING &quot;The meeting will come to order,&quot; or, &quot;The meeting will be in order.&quot; </li></ul><ul><li>APPROVE THE MINUTES &quot;Are there any corrections to the minutes? If there are no corrections [or &quot;no further corrections&quot;], the minutes stand [or &quot;are&quot;] approved [or &quot;approved as read,&quot; or &quot;approved as corrected&quot;].&quot; </li></ul><ul><li>TAKE A VOICE VOTE &quot;The question is on the adoption of the motion to. . . Those in favor of the motion, say aye. Those opposed, say no.&quot; </li></ul><ul><li>ANNOUNCE THE RESULT OF A VOICE VOTE &quot;The ayes have it and the motion is adopted [or &quot;carried&quot;].&quot; Or, &quot;The noes have it and the motion is lost.&quot; </li></ul><ul><li>MOVE THROUGH BUSINESS “The next item of business is…” </li></ul>
  18. 18. Meeting Script Example
  19. 19. Summary <ul><li>Robert’s Rules of Order is the primary set of Parliamentary Procedures used in US organizations </li></ul><ul><li>Groups assemble to discuss, debate and decide action </li></ul><ul><li>Committees are created and used to investigate and report on key topics </li></ul><ul><li>Reports may be for information (received) or have recommendations (accept or adopt) </li></ul><ul><li>Motions are the tools used to request that a group take certain action </li></ul>
  20. 20. References <ul><li>Robert’s Rules of Order Newly Revised In Brief </li></ul><ul><li>Robert’s Rules of Order Newly Revised </li></ul><ul><li>National Parliamentarian (Vol. 70, No. 1) </li></ul><ul><li>Bylaws of Iota Phi Lambda Sorority, Inc. (2009) </li></ul>

×