This document discusses parliamentary procedure and how it is used to conduct meetings in an orderly, efficient manner. It outlines the typical order of business for meetings, including calling the meeting to order, reading minutes, officer reports, old and new business, and adjournment. It describes how motions are presented, debated, and voted on according to parliamentary rules. Motions allow members to propose actions, debate issues, and register approval or dissent. Parliamentary procedure ensures all members can participate and that meetings are properly structured to allow for information sharing, decision making, and moving business forward in an organized way.

2.  “ A lively discussion is usually
helpful, because the hottest fire
makes the hardest steel.”
Tom Clancy

3. ◦ While informal group discussions will
probably be the norm in most group
interactions you will participate in,
there will be times when a bigger
audience in a more formal setting
with set time and structures become
necessary. This puts more pressure
on the speaker to articulate and
defend

4.  a position thoughtfully and
respectfully. For this times, it is
important to be familiar with the
conventions and strategies
followed for specific interactions
whether they are meetings,
debates, or panel descussions.

5.  Meeting is important for
information-sharing and
decision-making but they can be
a big waste of time if there is no
order in the way they are
conducted.

6.  The number of people involved
and the issues that meetings deal
with require rules and a standard
procedure so everyone can be
heard and decisions made without
confusion.

7.  this is why meetings use
parliamentary procedure, which
can be adapted depending on the
needs of groups or organizations
◦ Parliamentary procedure usually a fix
order business like the one below:

8. >Call to order- a signal that the
meeting is about to begin
>Roll call of members- an
attendance sheet maybe passed in
place of this

9.  >Reading of minutes of last
meeting- to save time, the
minutes maybe circulated before
hand for corrections, comments,
and approval

10.  >Officers’ or committee reports-
as needed or if part of the agenda
 >Special orders- important
business previously designated
for consideration at the meeting

11.  >Unfinished business- matter
that need to be decided on or
resolve
 >New business- issues that are
up for discussion

12.  >Announcements- reminders or
matter that everyone needs to
know
 >Adjournment- formal closing of
the meeting

13.  Members express themselves by
moving motions. A motion is a
proposal that the entire member
ship takes a stand or action on.
Individual members can:
 >Call to order-to put discussion
back on track

14.  >Second motions- to approve a
motion that has been moved
 >Debate motions- to give issues
to be discussed or voted on
 >Vote on motions-to register a
approval or dissent on a motion

15.  PRESENTING MOTIONS
 1. Obtaining the floor
 . Wait until the last speaker has
finished
 .Rise or raise your hand, and
address the chairperson as” Mr
./Ms . Chairperson, Mr/Ms .
President.’’

16.  .Wait until the chairperson
recognizes you.
 2. Making your motion
 .Speak in a clear and concise
manner.
 .Always state a motion
affirmatively. Say,’’ I move that
we…’’

17.  .Avoid personalities, explain
clearly, and stay on your subject.
 3. Waiting for someone to second
your motion
 .Another member will second your
motion or the chairperson will call
for a second.

18.  .If there is no second to your
motion, it is lost.
 .When the chairperson says,’’ it
has been moved and seconded
that we…’’ the motion is put
before the membership for
consideration and action.

19.  The membership then either
debates the motion, or may
moved directly to a vote.
 .Once your motion is presented to
the membership by the
chairperson it becomes’’ assembly
property,’’ and you cannot change

20.  It without the consent of the
members.
 4.Expanding on your motion
 .The time for you to speak in
favor of your motion is at this
point in time ,rather than at the
time you present it.

21.  .The mover is always allowed to
speak first.
 .Keep to the time limit for
speaking that has been
established.
 .The mover may speak again only
after others speakers are finished

22. unless called upon by the
chairperson.
5.Putting the question to the
membership
.The chairperson asks’’ ARE YOU
READY TO VOTE on the question?’’

23. .If there is no more discussion, a
vote is taken.
.Alternatively, a motion to move
the previous question maybe
adapted

24.  6.Voting on the motion
 How voting is done depends on
the situation and the by- laws of
policy of your organizations, they
are:
 A. By Voice- the chairperson asks

25.  those in favor to say,’’ aye’’ those
opposed to say’’ no.’’ Any
member may move for an exact
count.

26.  B. By Roll call – each member
answers’’ yes’’ or’’ no’’ as his
name is called .This methode is
used when a record of each
person’s vote is required.

27.  C. By general consent- when a
motion is not likely to be
opposed, the chairperson says,’’ if
there is no objection…’’ The
membership shows agreement by
there silence, however

28.  If one member says,’’ I object ,’’
the item must be put to a vote.
 D. by Division – this is to verify a
voice vote. It does not require
account unless the chairperson so
desires.

29. Member raised there hands or
stands.
E. By ballot- members right there
vote on a slip on a paper, this
method is used when secrecy is
desired.

30.  There are two other motions that
are commonly used that relate the
voting
 Motion to table- this motion is
often used in the attempt to’’ kill’’
a motion. The option is always
present,

31. however, to’’ take from the table,’’
for reconsideration by the
membership.
Motion to postpone indefinitely-
this is often used as parliamentary
strategy and allows opponents of
motion

32. without and actual vote being
taken. Also, debate is once again
open on the main motion.
Parliamentary procedure is the best
way to get things done at your
meetings.

33. However, it will only work if used
properly:
A law motions that are in order.
Have members obtain the floor
properly

34. Speak clearly and concisely.
Obey the rules of debate.
Most importantly, be courteous.

35. THANK YOU