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Helen Chen, DTMToastmasters D67 Parliamentarian2014

Brain Storming/ SeminarRound Table Work- Shop

Symposium Forum

Panel Forum:

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Basics of Parliamentary ProcedureRules are supposed to facilitate meetings Fair and Good Faith One Time One BusinessOne person at a time Everyones vote counts The Majority RulesThe minority must be heard and protected

Basics of Parliamentary Procedure:All members have the right to understand any question presented during a meeting, and to understand the effect of their decisionEach issue is entitled to full and free debateNo one can speak a 2nd time until all who wish to speak have had a chance Club LevelClub Officers:PresidentEVPSecretaryVPPRVPMTreasureSAAIPPMembersParticipate Speak Vote Compete Run for elections

7Club Area Division D67 District Toastmasters InternationalClub Club Club Area Area Division Excom Council Excom District OfficersDistrict GovernorLt. Gov. EducationLt. Gov. MarketingImmediate Past District Gov.SecretaryTreasurerPublic RelationsDivision GovernorsArea GovernorsCouncil Club PresidentsClub EVPDistrict OfficersDistrict GovernorLt. Gov. EducationLt. Gov. MarketingImmediate Past District Gov.SecretaryTreasurerPublic RelationsDivision GovernorsArea Governors

DISTRICT EXECUTIVE COMMITTEE The district executive committee includes the district governor, lieutenant governor education and training, lieutenant governor marketing, public relations officer, district secretary, district treasurer, area governors, division governors, and immediate past district governor. Apart from these leadership roles, only individuals who are invited by the district governor and have specific business before the committee may attend district executive committee meetings. In order to conduct business at these meetings, a quorum is required. A quorum is established when a majority of district executive committee members attend the meeting. The committee is subject to the direction and approval of the district council.

DISTRICT COUNCIL AUTHORITY The district councilwhich includes district leaders, club presidents, and vice presidents educationserves as the administrative governing body of the district, operating with powers delegated to the district council by the Board of Directors of Toastmasters International. The district council conducts all business of the district, assumes responsibility for the payment of all debts incurred in the presentation of district council meetings and other district functions, and does not assess or impose any financial obligation on any club or member of a club 9Excom Council

DISTRICT EXECUTIVE COMMITTEE The district executive committee includes the district governor, lieutenant governor education and training, lieutenant governor marketing, public relations officer, district secretary, district treasurer, area governors, division governors, and immediate past district governor. Apart from these leadership roles, only individuals who are invited by the district governor and have specific business before the committee may attend district executive committee meetings. In order to conduct business at these meetings, a quorum is required. A quorum is established when a majority of district executive committee members attend the meeting. The committee is subject to the direction and approval of the district council.

DISTRICT COUNCIL AUTHORITY The district councilwhich includes district leaders, club presidents, and vice presidents educationserves as the administrative governing body of the district, operating with powers delegated to the district council by the Board of Directors of Toastmasters International. The district council conducts all business of the district, assumes responsibility for the payment of all debts incurred in the presentation of district council meetings and other district functions, and does not assess or impose any financial obligation on any club or member of a club 10Excom Duties Review and Approve the District Success PlanPrepare the Budget Oversee the districts financial operation Recommend the assignment of clubs to areas/divisions Review recommendations reports of district committees Assume tasks assigned by the district council2/3 vote to remove any elected district leader from office, without causeNo others may attendTI Annual Business MeetingD67 Held at the International Conventions in AugustEvery Club is entitled to 1 voteVoting for international officers and directorsVoting for the passing of proposalsProxies are usually assigned to the District GovernorA quorum also needs to be met for the voting results to be official

For more information on assigning proxies to the TI Annual Business Meeting:http://www.toastmasters.org/proxyquestions

12Quorum /Executive Committee (Excom) meetings (Area, Division Governors, District Officers: PR/Secretary/Treasure/IPD/LTM/LTE/DG)**No proxies allowed

Council meetings 1/3 (President +EVP + Proxy) ** Excom members have voting rights ** Proxy: / member/club officer -> Max: 2 votesExcom members -> Max: 3 votes

District Council Quorum A quorum is needed to conduct business. If any business is done at council meetings where a quorum is not present, then a majority of the clubs must approve the action through a post-meeting vote. QUORUM The minimum number of the members required to be present for a meeting to transact business

DISTRICT ADMINISTRATIVE BYLAWS Article X: Council Meetings, Quorum, Proxies, and Voting, (c) Quorum One-third of the club presidents and vice presidents education from member clubs in the district, or proxies...shall constitute a quorum for all district council meetings. In the event that any business is transacted at any district council meeting at which a quorum is not present, the action shall be deemed as valid as if a quorum were present if it thereafter is expressly approved in writing, personally, by mail, fax, email, electronic transmission or other reasonable means, by the affirmative vote of a majority of the member clubs in the district on the basis of two (2) votes per club.

Proxies can only be carried by another Toastmaster who is registered in the same club. Excom members can only carry proxies signed by their own club Presidents/EVP.13ExcomDistrict OfficersDistrict GovernorLt. Gov. EducationLt. Gov. MarketingIP District Gov.SecretaryTreasurerPublic RelationsDivision GovernorsArea GovernorsCouncilClub PresidentsClub EVPDistrict OfficersDistrict GovernorLt. Gov. EducationLt. Gov. MarketingImmediate Past District Gov.SecretaryTreasurerPublic RelationsDivision GovernorsArea Governors+ proxies 1/3Quorum Quorum for the Council meeting is 1/3 of the club presidents + EVP + Proxies. However, everyone, including Excom members has voting rights.14If the Quorum is not met If any business is done at council meetings where a quorum is not present, then a majority of the clubs must approve the action through a post-meeting vote.

Sample AgendaCall to order Quorum certificationAdoption of agendaReading & approval of minutes Treasures ReportReports of officers and committeesUnfinished BusinessNew Business(Adjournment

Time belongs to everyone, follow procedures to solve issuesMembers: speak, move, propose, discuss, vote, elect.

Meeting Procedure: flow of agendaParliamentary Procedure: handling an issue

Types of Speaking : : Requests: parliamentary & informationPoint of OrderQuestion of PrivilegeAppealMain motion for discussion & votingVoting of officersWhat is a Motion?A Motion is a formal proposal by a member that the assembly takes certain action.

Before you raise a main motion Current situation? What do you want to be changed? Consult TI district handbook, by laws, and policies. Who will benefit? Who will be impacted? Communicate with those who will have an interest Learn who is in favor of your idea Prepare documents for the debate Consult the District officers & Parliamentary on proceduresWrite your suggestion as a motion/resolution Make sure those in favor will attend the meeting

How to write a Resolution/Motion?

A complete Resolution contains:TITLE - to identify the problem or issue or its proposed solutionAUTHOR lists who is submitting the solution (private member or constituent body)PREAMBLE is used when factual information is necessary to support the Resolved section. Each Preamble clause should be written as a separate paragraph, beginning with the word Whereas. The Preamble never contains a period and each paragraph should close with a semi-colon. The next to the last paragraph should close with a semi-colon, after which a connecting phrase, such as Therefore or Therefore Be It or Now Therefore, Be It is added.

RESOLVED this section indicates what action is proposed. There may be more than oneresolved clause, each stated separately. The word RESOLVED is underlined and printed incapital letters, followed by a comma and the word "THAT". Each resolved clause must be aseparate paragraph and may be ended with a period or a semi-colon. The next to the lastclause should be followed by the word AND.

(See handout for examples)

Basic procedures for a motion A member rises their hand Member is recognized by Chairman Member proposes a motion Another seconds Chairman states the motion Assembly discusses (For and Against) ()Chairman takes vote (For and Against) ()Chairman announces result

Motion from the FloorSuggestions (do not require discussion/voting)Chairman responds (it is suggested that these issues be brought up and discussed in private)

Motion(Needs discussion/voting)I move (Clearly stating the motion)- Needs to be seconded- Discussion follows (Pro/Con debates issue)- Amendments allowed (needs to be seconded and voted)- can raise motion for issue to be referred to a committee (needs to be seconded and voted)- can raise to a point of information (to get more details)- Voting

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(/) ()- - ()- ()- ()- -

23a motion can be..., , () Passed, with amendmentsDefeatedTabledReferred to a person (committee)PostponedWithdrawn or rescindedPostponed indefinitely

Example 1: Motion from the floor:

Example 1: Motion from the floor:

:,,,,, A Complete Proposal/Motion: People, Task, Time, Location, Item, Amount? Current situation?? New situation? Second () Debate Vote

Example 1: Motion from the floor:

:/ .Chairman:I am (Name/Position).I move that we order everyone a cup of bubble tea for lunch.:,,,,, A Complete Proposal/Motion: People, Task, Time, Location, Item, Amount? Current situation?? New situation? To simplify the example, this motion is not written in its complete form.

Example 1: Motion from the floor:

:/ .Chairman:I am (Name/Position).I move that we order everyone a cup of bubble tea for lunch.

I Second the motion.:,,,,, A Complete Proposal/Motion: People, Task, Time, Location, Item, Amount? Current situation?? New situation?

Example 1: Motion from the floor:

:/ .Chairman:I am (Name/Position).I move that we order everyone a cup of bubble tea for lunch.I Second the motion.:,,,,, A Complete Proposal/Motion: People, Task, Time, Location, Item, Amount? Current situation?? New situation? Any member can second a motion without introducing their name

Example 1: :.It has been moved and seconded that we order everyone a cup of bubble tea for lunch.The motion is now open for discussion.

State your position (in favor, or oppose) Speak 2 times5 limited to 5 minutes each time One motion at a time Focus on the Main Motion

motion made and seconded Chairman formally places it before the assembly by stating it motion is open for discussion

Example 2: :.Main Motion: we order everyone a cup of bubble tea for lunch.Subsidiary motions:(Order of Precedence (priorities top to bottom)

17 Lay on the Table 16 Previous Question (or Close Debate & Vote) 15 Limit or Extend Limits of Debate 14 Postpone to a Certain Time 13 Refer to Committee 12 Amend 11 Postpone Indefinitely ()

Example 2: :.Main Motion: we order everyone a cup of bubble tea for lunch.Subsidiary motions:

11 Postpone Indefinitely (),,.,. Second () Debate Vote

Example 2: :.Main Motion: we order everyone a cup of bubble tea for lunch.Subsidiary motions:

12 Amend to insert or add words to strike out words to strike out and insert words Second () Debate Vote

Example 2: 12 Amend to insert or add words to strike out words to strike out and insert words:Chairman:I move to strike out bubble tea and insert coffee.:.Main Motion: we order everyone a cup of bubble tea for lunch.

Example 2: 12 Amend to insert or add words to strike out words to strike out and insert words:Chairman:I move to strike out bubble tea and insert coffee.:.Main Motion: we order everyone a cup of bubble tea for lunch. Second () Debate Vote

Example 2: 12 Amend to insert or add words to strike out words to strike out and insert wordsAmendment #1: striking out bubble tea and inserting coffee.:.Main Motion: we order everyone a cup of bubble tea for lunch.,

Example 2: 12 Amend to insert or add words to strike out words to strike out and insert words:Chairman:I move to amend the amendment by inserting hot before coffee.:.Main Motion: we order everyone a cup of bubble tea for lunch.Amendment #1: striking out bubble tea and inserting coffee.

Example 2: 12 Amend to insert or add words to strike out words to strike out and insert words Second () Debate Vote:Chairman:I move to amend the amendment by inserting hot before coffee.:.Main Motion: we order everyone a cup of bubble tea for lunch.Amendment #1: striking out bubble tea and inserting coffee.

Example 2: 12 Amend to insert or add words to strike out words to strike out and insert words Second () Debate Vote:Chairman:I move to amend the amendment by inserting hot before coffee.:.Main Motion: we order everyone a cup of bubble tea for lunch.Amendment #1: striking out bubble tea and inserting coffee.

Example 2: Secondary amendment passed and inserted into the primary amendment. striking out bubble tea and inserting hot coffeeWe are back to the first amendment.Amendment #1: striking out bubble tea and inserting hot coffee. Second () Debate Vote

Example 2: Secondary amendment passed and inserted into the primary amendment. We are back to the first amendment.Amendment #1: striking out bubble tea and inserting hot coffee. Second () Debate Vote:. Amended Main Motion: We order everyone a cup of Hot Coffee for lunch. Amendment #1 Passed

Example 2: First amendment passed and inserted into the main motion. :. Amended Main Motion: We order everyone a cup of Hot Coffee for lunch. () Debate Vote

Subsidiary motions:13 Refer to Committee :.Main Motion: we order everyone a cup of bubble tea for lunch.A motion can be referred to a member or a committee, to make a report at a specific later meetingSaves meeting time, can invite related members, will not involving everyoneThe Main Motion is to be voted at a later date

: Chairman: I move to refer the motion to a committee.Subsidiary motions:13 Refer to Committee Second () Debate Vote:.Main Motion: we order everyone a cup of bubble tea for lunch.

Subsidiary motions:

14 Postpone to a Certain Time Second () Debate Vote:.Main Motion: we order everyone a cup of bubble tea for lunch.

Subsidiary motions:

15 Limit or Extend Limits of Debate Second No Debate Vote2/3:.Main Motion: we order everyone a cup of bubble tea for lunch.

Example 2: Subsidiary motions:

16 Previous Question (or Close Debate & Vote) Second No Debate Vote2/3:.Main Motion: we order everyone a cup of bubble tea for lunch.

Example 2: Subsidiary motions:

16 Previous Question (or Close Debate & Vote) Second No Debate Vote2/3: Chairman: I move the previous question. ORI call for the previous question. ORI move that we close debate and vote immediately on the pending question.:.Main Motion: we order everyone a cup of bubble tea for lunch.

Example 2: Subsidiary motions:

17 Lay on the Table :. Amended Main Motion: We order everyone a cup of Hot Coffee for lunch. Second No Debate Vote

Subsidiary motions:

17 Lay on the Table 16 Previous Question (or Close Debate & Vote) 15 Limit or Extend Limits of Debate 14 Postpone to a Certain Time 13 Refer to Committee 12 Amend 11 Postpone Indefinitely () Motion from Div L Governor Lina Yang : Only host speech contests once a year in Spring Conference, one of which is the required International Speech Contest.I:

Example 3: Incidental motions:

23 Point of Order 24 Submit matter to assemblyan appeal 25 Suspend Rules 26 Avoid Main motion altogether /object to the consideration of 27 Divide Motion 29 Demand rising vote/ Division 30 Method of Voting 33 Parliamentary inquiry : 33 Request for information : :.Main Motion: we order everyone a cup of bubble tea for lunch.

Motion from LGET Eric Liang : To increase traveling subsidy of DG, LGET, LGM by 2 days based on the agenda dates for attending World Convention or Officer trainings (i.e. one day each before and after the meeting/training agenda of the Convention or Trainings), subsidy amount US$100 each day.: 2()10011/24

Incidental motions:

23 Point of Order 24 Submit matter to assembly 25 Suspend Rules 26 Avoid Main motion altogether 27 Divide Motion 29 Demand rising vote 33 Parliamentary inquiry : 33 Request for information : Motion from LGET Eric Liang : To increase traveling subsidy of DG, LGET, LGM by 2 days based on the agenda dates for attending World Convention or Officer trainings (i.e. one day each before and after the meeting/training agenda of the Convention or Trainings), subsidy amount US$100 each day.: 2()10012 )3

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Motion from Div L Governor Lina Yang : Only host speech contests once a year in Spring Conference, one of which is the required International Speech Contest.I: 11/24 54

Subsidiary motions:

17 Lay on the Table 16 Previous Question (or Close Debate & Vote) 15 Limit or Extend Limits of Debate 14 Postpone to a Certain Time 13 Refer to Committee 12 Amend 11 Postpone Indefinitely () Motion from Div L Governor Lina Yang : Only host speech contests once a year in Spring Conference, one of which is the required International Speech Contest.I: Incidental motions:

33 Parliamentary inquiry : 33 Request for information : 12

55 Key Lessons

attend meetingsPresidents/EVP fill out proxiesPrior communication (chances of winning?)submit proposals in writingwho could speak for you?Know your rights to speak and rights to voteWe can all attend more efficient meetings following better procedures to make decisions

a.b.c.d.e.f.g.h.i.

Example 4: Motion from the floor:

Example 1: Motion from the floor:

:NT$2000 .Chairman:I move that we give everyone a NT$ 2000 red envelope.

I Second the motion.