Parliamentary procedure provides organized rules for conducting business meetings. It allows all opinions to be heard in an orderly fashion and for decisions to be reached democratically. Motions are used to introduce new business and must be seconded before discussion and voting. Amendments to motions must be germane and voted on separately. The president oversees meetings impartially and ensures all understand the topic of discussion and outcome of votes. A quorum of members must be present to hold a valid vote where a simple majority carries the decision.

1. Parliamentary Basics Kim Vitray, SPHR

2. What is parliamentary procedure? Set of rules for conducting business at meetings, as found in Robert’s Rules of Order (10th edition) “The application of parliamentary law is the best method yet devised to enable assemblies of any size, with due regard for every member’s opinion, to arrive at the general will on the maximum number of questions of varying complexity in a minimum amount of time and under all kinds of internal climate ranging from total harmony to hardened or impassioned division of opinion.”

3. Why parliamentary procedure? Allows business to be conducted in an organized and orderly fashion Protects democratic rule and the rights of all Allows full and free yet fair and balanced deliberation

4. Making motions The way to bring business before the board is to make a motion “I move that…” The motion must then be seconded “I second the motion” The president states the motion The board debates (discusses) the motion The president asks if there is further debate or if the group is ready to vote, restates the motion, and calls for the vote, usually by voice “It is moved and seconded that…” The president announces the result

5. Being prepared You should be prepared to make any motions that arise out of your board report or your committee’s work Decide and draft what you want the motion to say Seek assistance from the parliamentarian if necessary Bring the motion to the board meeting in writing

6. A good motion… Is well thought out Is worded in the positive, not the negative Is specific, including what will be done, by whom, and by when

7. Common motions “I move to amend the motion by…” “I move to refer the matter to committee…” “I move the previous question” (to end debate and take the vote) “I move to postpone discussion until…”

8. More common motions “I move to amend something previously adopted, that is, to…” “I move to reconsider the motion that…” “I move to rescind the motion that…” “I request permission to withdraw my motion” “I request permission to modify my motion”

9. Amendments Three types of amendments Insert or add words Strike out words Strike out and insert words Motion must say exactly where the change is to be made and precisely what words are to be used “I move to amend by adding the words ‘by April 15’ to the end of the motion.” Must be germane to the main motion Vote on amendment first, then resulting main motion Can be secondary amendment

10. Friendly amendment There is no such thing! If it appears to the chair that an amendment is uncontroversial, she may ask if there is “any objection” to adopting it

11. About debate You can speak twice on the same question on the same day, but cannot speak the second time until everyone who wants to speak their first time has done so You cannot speak for more than 10 minutes at a time You should address your remarks to the president, maintain a courteous tone, and avoid injecting anything personal Your remarks should be germane to the pending motion

12. Good behavior Raise your hand to be recognized by the president in order to speak in debate or make a motion Use your “classroom” voice so all can hear, particularly the secretary Keep all board discussion and decisions confidential Refrain from distracting conversations with your neighbor

13. Your parliamentary responsibility Read and become familiar with the organization’s bylaws Learn and know the basics of parliamentary procedure Be prepared for board meetings Speak and act according to your honest and considered opinion

14. Conflict of interest You should not vote on a question in which you have a direct personal or pecuniary (monetary) interest not common to other members However, you cannot be compelled to abstain because of such a conflict of interest

15. The president’s role Presides over meetings as “the chair” Ensures that everyone has the opportunity to speak in debate, and that everyone always understands exactly what they are debating and voting on Makes every effort to maintain appearance of impartiality Does not participate in debate unless gives up the chair Votes only if by ballot or if the chair’s vote will change the result Calls for a show of hands if a two-thirds vote is required or if she is not sure of the result

16. Quorum and majority Quorum is stated in bylaws “simple majority of the existing membership of the Board” Majority is defined in Robert’s Rules as “more than half the votes cast by persons legally entitled to vote, excluding blanks or abstentions, at a regular or properly called meeting at which a quorum is present”

17. Unanimous consent Enables a motion to be adopted or some action to be taken without voting, or even permits taking action without the formality of a motion being made at all Chair simply asks assembly if there is any objection to taking the action, and if no member objects, declares that the action has been agreed to

18. Other rules Point of order To point out a violation of the rules Parliamentary inquiry To ask a question about procedure Point of information To ask a question relevant to the business being discussed Question of privilege To interrupt business with an urgent matter

19. Common mistakes Moving the previous question - this motion must pass by a two-thirds vote before the main motion is then voted on Abstentions are not counted Minutes record only what was done, not what was said Minutes record motions as they stood when finally voted on (“The motion was lost or adopted after amendment”) Minutes record names of those who made motions, not those who seconded them

21. Robert’s Rules of Order Newly Revised in Brief

22. Robert’s Rules Association

23. www.robertsrules.com

24. National Association of Parliamentarians

25. http://parliamentarians.org/

26. American Institute of Parliamentarians

27. www.aipparl.org/

28. Jurassic Parliament