basic parliamentary procedure - vsba · basic parliamentary procedure rules to govern organizations...

BASIC

PARLIAMENTARY

PROCEDURE

RULES TO GOVERN

ORGANIZATIONS

BASED ON ROBERT’S RULES OF ORDER.11TH

EDITION

WORKSHOP OBJECTIVES

1. State the purposes of following parliamentary procedure.

2. Recognize the five basic principles of parliamentary

procedure.

3. Identify steps involved with presenting a motion.

4. Recognize various methods of voting.

5. Differentiate the types of motions.

WHAT IS PARLIAMENTARY

PROCEDURE?

Parliamentary procedure refers to the rules of democracy—that is, the commonly accepted way in which a group of people come together, present and discuss possible courses of action, and make decisions.

WHAT IS PARLIAMENTARY

PROCEDURE?

Fundamentally, parliamentary procedure defines how groups of people, no matter how formal or informal, can most effectively meet and make decisions in a fair, consistent manner—and make good use of everyone's time.

Even a basic background in parliamentary principles can help you and your organization hold more efficient meetings.

OBJECTIVES OF

PARLIAMENTARY PROCEDURE

• Establishes the purpose and structure of organizations;

• Defines membership classifications, rights, and obligations; and

• Defines rules and procedures for conducting business.

1. To give every member a chance to be heard.

2. To allow everyone to participate.

3. To establish and maintain order in a meeting.

4. To prevent confusion when discussing meeting’s agenda.

5. To keep meeting moving.

PURPOSES OF

PARLIAMENTARY

PROCEDURE

1. Discuss one subject at a time.

2. Allow full and free discussion of each idea presented.

3. Treat all members with justice and courtesy.

4. Carry out the rule of the majority, and respect the rights

of the minority.

5. Bring together the wishes of all group members to form

a cooperating, united organization.

PRINCIPLES OF

PARLIAMENTARY

PROCEDURE

WHO USES PARLIAMENTARY

PROCEDURE?

• Government and civic

organizations

• U.S. Congress

• State legislatures

• City and county councils

• School boards

• Neighborhood and

homeowners' associations

• Corporations

• Board of directors

• Shareholder meetings

• Non-profit organizations

• Charitable organizations

• Fraternal organizations

• Churches

• Clubs

• Professional organizations

• Official Rule Book is Robert’s

Rules of Order, Newly Revised.

• Written by U.S. Army general

Henry Martyn Robert.

WHO IS THIS ROBERT

ANYWAY?

“Where there is no law, But every man

does what is right in his own eyes,

there is the least of real liberty.”

-Henry M. Robert

WHAT IS ROBERT’S RULES OF ORDER?

• Robert's Rules of Order Newly Revised is the most widely used parliamentary authority in the United States, this book (often abbreviated RONR) was first published as the Pocket Manual of Rules of Order for Deliberative Assemblies in 1876.

• Since then, the book has been expanded and updated several times, incorporating solutions for countless meeting situations and acknowledging both societal and technological changes that affect the way business is conducted. The current edition of this book is Robert's Rules of Order Newly Revised, 11th edition (2011).

RULES THAT GOVERN AN

ORGANIZATION

These rules form a hierarchy, with higher-

ranking classes of rules superseding those

of a lower rank.

Federal, state, and local laws

Articles of Incorporation

Constitution

Bylaws

Special rules of order

Standing rules

Parliamentary authority

Custom

PARLIAMENTARY

PROCEDURE

BASICS

PARLIAMENTARY

PROCEDURE TERMS

What is a quorum?

• Minimum number of members that must be present at a meeting for legal business to be transacted.

What is a majority?

• ½ of members present at any meeting plus 1.

• Minimum number of members that must vote for a motion for it to pass.

PARLIAMENTARY

PROCEDURE BASICS

Presiding Officer referred to as:

• Mr./Madam President

• Mr./Madam Chairperson

Everyone gets a chance to voice their

opinion or debate.

Everyone gets the chance to vote.

PARLIAMENTARY

PROCEDURE BASICS

There are five common methods of voting.

• Voice

• Standing

• Roll Call

• Secret Ballot (Not accepted on public boards)

• Electronic Voting

PARLIAMENTARY

PROCEDURE BASICS

• Only one topic at a time

can be discussed.

• The person who makes

a motion has the right

to discuss it first.

PARLIAMENTARY PROCEDURE

BASICS

The Gavel

• A symbol of power and

authority.

• Used by the presiding

officer to give

instructions to the

members.

• The number of taps

have a specific

meaning.

TAPS OF THE GAVEL

One Tap

• Follows the announcement of adjournment.

• Completion of a business item.

• Members to be seated.

Two Taps

• Call the meeting to order.

Three Taps

• All members to stand.

Series of Taps

• Restores order to a meeting.

PARLIAMENTARY

PROCEDURE IN

MOTION

OBTAINING THE FLOOR

1. A member rises when no one else has the floor and addresses the chair: "Mr./Madam President," "Mr./Madam Chairman," or by other proper title. (In a large assembly, the member gives his name and identification.)

The member remains standing and awaits recognition by the chair.

2. The chair recognizes the member by announcing his name or title, or, in a small assembly, by nodding to him.

BRINGING A MOTION BEFORE

THE ASSEMBLY

1. The member makes the motion: "I move that (or 'to')..." and resumes his seat.

2. Another member, without rising, seconds the motion: "I second the motion," or "I second it" or even just "second."

3. The chair states the motion:

"It is moved and seconded that .... Are you ready for the question?"(Chair can at times with more detailed motion request the Clerk to restate the motion.)

DISCUSSION AND DEBATE

• Discussion, or debate in parliamentary terms, is how an assembly decides whether a proposed course of action should be followed. Disagreement is healthy, and helps the organization make the best decision if discussion is approached fairly and consistently:

• Before speaking in debate, members obtain the floor.

• The person who makes a motion may speak on it first, if he expresses the desire to do so.

• All remarks are addressed to the chair, not to other members.

• Debate is confined to the merits of the motion currently under consideration.

• Debate can only be closed by order of the assembly (2/3 vote), or by the chair if no one seeks the floor for further debate.

CONSIDERING THE MOTION

1. Members debate the motion.

2. The chair puts the motion to a vote. The chair asks: "Are you ready for the question?" If no one rises to claim the floor, the chair proceeds to take the vote.

The chair says: "The question is on the adoption of the motion that... As many as are in favor, say 'Aye". (Pause for response.) Those opposed, say 'No'. (Pause for response.)

3. The chair announces the result of the vote. "The ayes have it, the motion is adopted, and .... (indicating the effect of the vote)," or

"The noes have it, and the motion is lost."

TYPES OF

MOTIONS

MOTIONS

• The most commonly used motions belong to the thirteen

ranking motions.

Classes of Motions

• Main motion

• Subsidiary motions

• Privileged motions

• Incidental motions

• Motions that bring a question again before the assembly, or

bring-back motions, are a special type of main motion that

permit the assembly to consider business that was previously

disposed of.

MAIN MOTION

Main motion is the basis of all parliamentary procedure. All business to be considered by an assembly is introduced by a main motion. This type of motion may only be considered if no other business is pending.

MAIN MOTION

Privileged Motions

Subsidiary Motions

Main motion

SUBSIDIARY MOTIONS

Subsidiary motions are those that

may be applied to another motion for

the purpose of modifying it, delaying

action on it, or disposing of it.

SUBSIDIARY MOTIONS

(Privileged Motions)• Lay on the Table

• Previous Question

• Limit or Extend Limits of Debate

• Postpone to Certain Time (Definitely)

• Commit (Refer to a Committee)

• Amend

• Postpone Indefinitely

(Main Motion)

SU

BS

IDIA

RY

PRIVILEGED MOTIONS

Privileged motions are motions that are unrelated to the

current motion, but are of such urgency or importance that

they are considered immediately. These motions are related

to members, the organization, and meeting procedure rather

than the item of business being considered.

PRIVILEGED MOTIONS

• Fix the Time to Which to Adjourn

• Adjourn

• Recess

• Raise a Question of Privilege

• Adjust the temperature of the room

• Call for the Orders of the Day

INCIDENTAL MOTIONS

Incidental motions are motions

that are related to, or incidental

to, the business being

considered, but do not directly

modify the pending motion.

INCIDENTAL MOTIONS

(NO RANKING)

• Point of Order

• Appeal From a Decision of the Chair

• Suspend the Rules

• Object to the Consideration of a Question

• Division of the Assembly

• Parliamentary Inquiry

• Request for Information

BRING-BACK MOTIONS

(NO RANKING)

Motions that bring a question again before the assembly, or

bring-back motions, are a special type of main motion that

permit the assembly to consider business that was

previously disposed of.

• Take From the Table

• Rescind/Amend Something Previously Adopted

• Reconsider

MOTIONS

Thirteen ranking motions:

• The main motion,

• subsidiary motions,

• and privilegedmotions

all have rank relative to one another.

“I MOVE……”

THIRTEEN RANKING MOTIONS

AGENDA

Call to Order

Opening Ceremonies (optional)

Roll Call (if customary)

Reading and Approval of Minutes

Reports of Officers, Boards, and Standing Committees

Reports of Special Committees

(announced only if such committees are prepared or instructed to report)

Special Orders (announced only if there are special orders)

Unfinished Business and General Orders

New Business

Announcements

Program (if a program or a speaker is planned for the meeting)

Adjourn

WHICH MOTION

SHOULD I USE?

STATEMENT

1. I have an idea that

I think our Board

should try.

ANSWER

Main Motion

WHICH MOTION

SHOULD I USE?

STATEMENT

• I could go for this

motion if we could

just make a little

change.

ANSWER

Amend

WHICH MOTION

SHOULD I USE?

STATEMENT

• I wish we could

wait on this vote

until John and

Chris can be here.

I know they’re

coming to the next

meeting. There is

no good reason

we can’t wait until

then.

ANSWER

Postpone to a

Set Time

WHICH MOTION

SHOULD I USE?

STATEMENT

• This discussion is

going nowhere.

Sometimes I think

some of these

people just talk to

hear themselves!

Let’s get this vote

taken now.

ANSWER

Previous Question

WHICH MOTION

SHOULD I USE?

STATEMENT

• Why are we

arguing about this

question now? We

don’t have enough

information. We

need to get a

group together to

look into the

matter.

ANSWER

Refer to Committee

WHICH MOTION

SHOULD I USE?

STATEMENT

• This motion is

really none of our

business. If we

took a stand on

this issue either

way it would

positively damage

our reputation in

the community.

ANSWER

Postpone Indefinitely

Or

Object to

Consideration

ISSUES OF PARTICULAR

IMPORTANCE TO SCHOOL BOARDS

1. A good school board uses parliamentary procedure as a tool

to assist in the efficient transaction of business, not as a

weapon to frustrate the opposition.

▪ Courtesy and service

▪ Agreement of parliamentary principles before problems

develop



2. Assuring good public input does not mean that patrons can

interrupt the meeting at any time they wish to. The members

of board are the only ones with a right and responsibility to

speak and vote at meetings. Public input is a privilege granted

by the board in open meetings, not a right held by patrons.



3. When a motion is offered, be particular about the wording.

The item of business before the assembly is the wording, not

the concept.

▪ Avoid “I so move” or “So moved.”

▪ After a report by a superintendent or staff member, a full and

complete motion should be offered.



4. When desiring to change the substance of a motion before

the board, remember that amendments are “changes in

wording” and not conceptual changes.



5. Agree in advance on any special rules or order to be used by the

board outside of the ordinary parliamentary rules. RONR11, 7

indicates the following “simplified rules for small boards and

committees.” These adjustments to the normal rules should be used

only on the advanced agreement of the board adopted in a board

policy.

Members are not required to obtain the floor before making

motions or speaking, which they can do while seated.

Motions need not be seconded.

There is no limit to the number of times a member can speak to a

question, and motions to close or limit debate generally should not

be entertained.



Informal discussion of a subject is permitted while no motion is pending.

Sometimes when a proposal is perfectly clear to all present, a vote can be taken without a motion's having been introduced. Unless agreed to by unanimous consent, however, all proposed actions of a board must be approved by vote under the same rules as in other assemblies, except that a vote can be taken initially by a show of hands, which is often a better method in such meetings.

The chair need not rise while putting questions to vote.

The chair can speak in discussion without rising or leaving the chair; and, subject to rule or custom within the particular board (which should be uniformly followed regardless of how many members are present), he usually can make motions and usually vote on all questions.



6. Using “consent agenda” works well, if the items on them are REALLY

routine and non-controversial.

7. Minutes: Be sure to accurately record “what was done and NOT

what was said” in the minutes of a board meeting. Also be sure to

approve all minutes at the next meeting.

8. Using informal consideration can ease the process of coming to

agreement and then allow for the board to move back into formal

consideration.

THANK YOU!

Remember :

The rights of the minority are protected

and the will of the majority prevails!

QUESTIONS?

Carlos Clanton

Executive Director

Norfolk Public Schools

Norfolk Education Foundation

800 E. City Hall Avenue

Norfolk, VA 23510

757-628-1172

[email protected]

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