Leadership Seminar On Parliamentary Procedure[1]


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Leadership Seminar On Parliamentary Procedure[1]

  2. 2. <ul><li>It refers to that group of generally accepted rules, precedents and practices commonly employed to regulate the proceedings of assemblies or organizations. </li></ul>What is Parliamentary Procedure?
  3. 3. <ul><li>Parliamentary Authority is a guide or manual which is used as a source of parliamentary information adopted by an organization as its authority for deciding matters not covered in the constitution and by-laws or rules. </li></ul>What is Parliamentary Authority?
  4. 4. <ul><li>Equality of all members </li></ul><ul><li>The majority rules. </li></ul><ul><li>Protection of the minority </li></ul><ul><li>Singularity of subjects </li></ul><ul><li>Full and free debate must be allowed. </li></ul><ul><li>Every motion must be voted upon. </li></ul><ul><li>Group interest must prevail. </li></ul><ul><li>The Chair must be impartial. </li></ul><ul><li>Silence is consent. </li></ul>Fundamental Principles of Parliamentary Procedures
  5. 5.   1. Parliamentary procedure exists to facilitate the transaction of business and to promote cooperation and harmony.   2. All members have equal rights, privileges, and obligations. The majority has the right to decide. The minority has rights which must be protected.   3. A quorum must be present for the group to act. BASIC PRINCIPLES
  6. 6. 4. Full and free discussion of every motion considered is a basic right. 5. Only one question at a time can be considered at any given time. 6. Members have the right to know at all times what the immediately pending question is, and to have it restated before a vote is taken. BASIC PRINCIPLES
  7. 7. 7. No member can speak until recognized by the chair. 8. No one can speak a second time on the same question as long as another wants to speak a first time.   9. The chair should be strictly impartial. BASIC PRINCIPLES
  8. 8.     11.      Effective meetings require planning in advance, both on the part of the person who chairs them and of the people who participate.   2.      Do not have a meeting unless it is necessary.   3.      Don't engage in political game playing or parliamentary maneuvering. Members must commit themselves to the group purpose. MAKING MEETINGS WORK
  9. 9. 4. Listen to what others at the meeting have to say. 5. Make sure you understand the reason for a meeting and do your homework in accordance with this understanding. 6. Actively engage in the discussion. MAKING MEETINGS WORK
  10. 10.   7. Recognize that five kinds of knowledge are all needed for a successful meeting participant: Knowledge of the subject matter at hand Knowledge of parliamentary rules of order Knowledge of rhetoric-the power to persuade Knowledge of problem solving and decision making Knowledge of human social-emotional dynamics MAKING MEETINGS WORK
  11. 11.   8. Be sure the purpose of each meeting, and each item on the agenda, is clear to the members: To share ideas and information only To brief members before action To generate new ideas To make a decision To make a recommendation MAKING MEETINGS WORK
  12. 12.   9. Be sensitive to the physical, informational, and social needs of others.   10. Suggest committee work when an issue is too big for the group or the group hasn't adequately considered the topic. Demand hard work and good reports from the committee. MAKING MEETINGS WORK
  13. 13. <ul><li>He should not participate in the discussions. </li></ul><ul><li>He should not influence a vote by his own comment on a motion under consideration. </li></ul><ul><li>He must state each motion before it is discussed. </li></ul><ul><li>He may refuse recognition of members offering dilatory, absurd, frivolous motions or one intended to obstruct business. </li></ul>Powers of the Chair & his duties
  14. 14. <ul><li>He may restrain speakers within the limits of the rules. </li></ul><ul><li>He may enforce decorum. </li></ul><ul><li>He may appoint committee members. </li></ul><ul><li>He decides point of order. </li></ul><ul><li>Assist in wording of motions if assistance is requested. </li></ul>Powers of the Chair & his duties
  15. 15. <ul><li>He must start meetings on time and keep schedule. </li></ul><ul><li>Keeps meetings moving and avoid gaps. </li></ul><ul><li>Prevent embarrassment and quell disturbances. </li></ul><ul><li>Prevents monopolies and intimidation of free expression. </li></ul>Powers of the Chair & his duties
  16. 16. <ul><li>Don’t fail to start the meeting on time. </li></ul><ul><li>Don’t stand during the discussion of a motion or while a report is being given. </li></ul><ul><li>Don’t take part in the debate. If you must speak, relinquish the chair to the next ranking officer. Do not return to the chair until the vote has been taken. </li></ul><ul><li>Don’t allow members to deal in personalities while debating. </li></ul>Don'ts for a Presiding Officer
  17. 17. <ul><li>Don’t say “ I Think”, “ I appoint”, “It is my opinion”, “ My commissioner”, “My chapter”, but say “ The Chair thinks”, “The Chair appoints”, It is the Chair’s opinion”, “Our Commissioner”. </li></ul><ul><li>Don’t say “ You are out of order ” when you mean “ The motion is out of order”. </li></ul><ul><li>Don’t strike the gavel any harder that necessary to get attention of the members. </li></ul><ul><li>Don’t lose your calmness, objectivity or impartiality. </li></ul>Don'ts for a Presiding Officer
  18. 18. Remarks must be germane to the question before the group. REMINDERS
  19. 19. Remarks should be addressed through the chair. REMINDERS
  20. 20. Speakers should stand when speaking. REMINDERS
  21. 21. Speakers should refrain from attacking another member's motives. REMINDERS
  22. 22. A member may not speak until recognized by the chair. REMINDERS
  23. 23. Don'ts for the members <ul><li>Don’t accept an office unless you are willing to assume the responsibilities that goes with it. </li></ul><ul><li>Don’t use your knowledge in Parliamentary procedures to hinder meeting by emphasizing so much with technicalities. </li></ul><ul><li>Don’t fail to address all proposals and/or motions to the Chair. </li></ul><ul><li>Don’t leave the meeting, unless necessary, until the chair declares the adjournment. </li></ul>
  24. 24. The Secretary <ul><li>Prepares the agenda and other communications in coordination with the president. </li></ul><ul><li>Keep the minutes and records of all proceedings. </li></ul><ul><li>Call the roll and records the attendance. </li></ul><ul><li>Certify if there is quorum. </li></ul><ul><li>Prepares reports. </li></ul>
  25. 25. The President as Presiding Officer <ul><li>As a rule, he must be the first to come and the last to go. </li></ul><ul><li>Assist the Secretary in the preparation of the program of activities/ agenda. </li></ul><ul><li>Keep the members fully informed about the work, needs and problems of the organization. </li></ul><ul><li>Observe proper decorum (ex. Proper attire). </li></ul>
  26. 26. <ul><li>A meeting is the interaction of ideas, opinions, or information for the purpose of ascertaining the the opinion or consensus of the group upon matters and for the group to adopt a particular idea or take a particular course of action. </li></ul>What is a meeting?
  27. 27. <ul><li>Purpose </li></ul><ul><li>Attendance </li></ul><ul><li>Venue and Facilities </li></ul><ul><li>Agenda or Order of Business </li></ul>Planning Effective Meetings
  28. 28. <ul><li>Sub-committee Meetings </li></ul><ul><li>Committee / Commission Meetings </li></ul><ul><li>Board / Execom Meeting </li></ul><ul><li>General Membership Meeting (GMM) / General Assembly (GA) </li></ul>Types of Meetings
  29. 29. ORDERS OF THE DAY is an outline of things which an assembly has scheduled for consideration during meeting.
  30. 30. ORDER OF BUSINESS / AGENDA <ul><li>Call to order </li></ul><ul><li>Rituals </li></ul><ul><li>Certification of a quorum </li></ul><ul><li>Reading and approval of the minutes of the previous meeting </li></ul><ul><li>Approval of the agenda </li></ul><ul><li>Presidents Time </li></ul><ul><li>Treasurers Report </li></ul><ul><li>Reports of standing committees </li></ul><ul><li>Reports of Special Committees </li></ul><ul><li>Unfinished </li></ul><ul><li>Business </li></ul><ul><li>New Business </li></ul><ul><li>Other matters </li></ul><ul><li>Announcement </li></ul><ul><li>Adjournment </li></ul>
  31. 31. What is a Gavel A gavel is a mallet which is used by the Presiding Chairman as a symbol of authority during meetings.
  32. 32. <ul><li>3 TAPS - to call the meeting to order </li></ul><ul><li>2 TAPS - to signify that the assembly should rise for rituals </li></ul><ul><li>1 TAP - signify that the assembly may sit down </li></ul><ul><li>Series of Taps - to call order in the floor, silence or order. </li></ul><ul><li>1 soft TAP – signify that a decision in a major issue has been made / follows an announcement of adjournment </li></ul>Meaning of Taps of the Gavel
  33. 33. <ul><li>TO START . The presiding officer stands and taps the gavel three times and say: </li></ul><ul><li>The chair now calls this meeting to order </li></ul><ul><li>TAPS twice to call the assembly to rise… </li></ul><ul><li>Then rituals …(Prayer, National Anthem..) </li></ul><ul><li>Then taps the gavel once to signify that the assembly should sit down. </li></ul>Basic Rules during meeting
  34. 34. What is a Quorum - A quorum is a the number of active members who must be present at a given meeting for the organization to officially transact business. A quorum is determined by the constitution or by-laws or policy manual of the organization. In its absence, simple majority of 50% plus one is the basic rule to be observed.
  35. 35. What is the meaning of the MINUTES OF MEETING? These are official records of the organization pertaining to business transacted, projects implemented and plans projected, general growth and other official undertakings. CORRECTING THE MINUTES Errors in the minutes are corrected after the Secretary is through reading the minutes Chair: Are there any corrections or comments on the minutes just read? If there are no corrections, the Chair may then solicits for a motion to have the minutes just read be approved
  36. 36. MOTIONS - methods of presenting idea to the meeting so it can be discussed and acted upon. It is a formal proposal that the assembly either adopt a certain view or take a certain action on a question pending before it. It starts with “ I MOVE THAT…”
  37. 37. MOTIONS AND RESOLUTIONS MOTIONS An oral presentation of proposal for discussion RESOLUTIONS A motion presented in a written form and it precedes the though or subject of the proposal
  38. 38. MAKING OF MOTIONS   Three steps by which a motion is brought before the group…   1. A member makes a motion. 2. Another member seconds the motion. 3. The chair states the question on the motion.
  39. 39. CONSIDERATION OF MOTIONS Three steps in the consideration of a motion 1. The members debate the motion (unless no member claims the floor for that purpose). 2. The chair puts the question to a vote.   a. The chair restates the question. b. The chair takes the vote:   &quot;All in favor of the motion, say aye.&quot;   &quot;Those opposed, say no.&quot;   3. The chair announces the result of a vote.
  40. 40. <ul><li>  Report on the voting itself, stating which side prevailed (and giving the count if a count prevailed). </li></ul><ul><li>Declaration that the motion is adopted or lost. </li></ul><ul><li>Statement indicating the effect of the vote or ordering its execution. </li></ul><ul><li>Where applicable, announcement of the next item of business or stating the question of the next motion that consequently comes up for a vote. </li></ul>A complete announcement should include:
  41. 41. BASIC METHODS OF VOTING   1 . Voice vote. A vote by voice is the regular method of voting on any question that does not require more than a majority vote for its adoption. 2. Rising vote. Used principally when a voice vote has produced an inconclusive result and as the normal method of voting on motions requiring a two-thirds vote, members indicate their vote by standing. 3. Show of hands. As an alternative to the voice vote or as a way to verify an inconclusive result, members show their vote by raising their hand. A vote by show of hands should be limited to very small meetings.
  42. 42. OTHER METHODS OF VOTING 1. Ballot. Voting by ballot is used when secrecy of the member's votes is desired. Voting by ballot is sometimes required in certain cases by the bylaws of an organization. Any vote relating to charges or proposed charges against a member or an officer should always be by ballot. 2. Roll call. A roll call vote has the effect of placing on record how each member votes. It should not be used when members are not responsible to a constituency.
  43. 43. BASES OF DETERMINING VOTING RESULTS 1. Majority vote. The basic requirement for approval for action, except where a rule provides otherwise, is a majority vote. The term &quot;majority&quot; means &quot;more than half,&quot; excluding blanks and abstentions, at a properly called meeting with a quorum. 2. Two-thirds vote. Two-thirds vote means at least two-thirds of the votes cast, excluding blanks and abstentions, at a properly called meeting with a quorum.   Modifications:   Majority of members present (or two-thirds of . . .) Majority of entire membership (or two-thirds of . . .)
  44. 44. 8 STEPS IN HANDLING MOTIONS <ul><li>Obtaining the floor </li></ul><ul><li>Recognition of the Chair </li></ul><ul><li>Presentation of the Motion </li></ul><ul><li>Seconding the Motion. </li></ul><ul><li>Statement of the Motion of the Chair </li></ul><ul><li>Discussion of the Motion </li></ul><ul><li>Amendment of the Motion, if any </li></ul><ul><li>Announcement of the vote </li></ul>
  45. 45. HOW TO SAY.. <ul><li>It has been moved and seconded that….(MOTION) </li></ul><ul><li>Any discussion / question? </li></ul><ul><li>Amendment? </li></ul><ul><li>Any objection? </li></ul><ul><li>If none, then the motion is hereby… Approved ( 1 soft tap) </li></ul>
  46. 46. Motions with Amendments <ul><li>Motion </li></ul><ul><li>Second </li></ul><ul><li>Discussion (debate) </li></ul><ul><li>Amendment </li></ul><ul><li>-Second </li></ul><ul><li>-Discussion </li></ul><ul><li>Amendment to the Amendment </li></ul><ul><li> -Second </li></ul><ul><li> -Discussion </li></ul><ul><li> - Approval (Voting) </li></ul><ul><li>Approval or Rejection </li></ul>
  47. 47.   MOTION (by order of precedence) Interrupt Second Debatable Amendable Vote Adjourn No Yes No No Majority Recess No Yes Sometimes Yes Majority Question of Privilege Yes No No No Chair Personal Privilege Yes No No No Chair Parliamentary Inquiry Yes No No No Chair Point of Information Yes No No No Chair Orders of the Day No No No No Chair Lay on the table No Yes No No Majority Previous Question No Yes No No 2/3 Limit or extend debate No Yes No Yes 2/3 Postpone to a certain time No Yes Yes Yes Majority Refer to committee No Yes Yes Yes Majority Amend No Yes If motion is Yes Majority Postpone Indefinitely No Yes Yes No Majority MAIN MOTION No Yes Yes Yes Majority RECONSIDER Yes Yes If motion is No Majority RESCIND No Yes Yes No 2/3 (majority) AMEND MOTION PREVIOUSLY ADOPTED No Yes Yes Yes 2/3 (majority) TABLE OF MOTIONS
  48. 48. INCIDENTAL MOTIONS -- NO ORDER OF PRECEDENCE MOTION (no order of precedence) Interrupt Second Debatable Amendable Vote   Appeal from decision of chair Yes Yes Sometimes No Majority Suspend the rules No Yes No No 2/3 Object to consideration Yes No No No 2/3 against con. Point of order Yes No No No Chair Withdraw a motion Yes Yes No No Majority Division of question No Yes No Yes Majority Division of assembly Yes No No No None TABLE OF MOTIONS