Introduction to Parliamentary Procedure- Venturing edition

What Is Parliamentary Procedure?

• A set of rules for conducting meetings.

• Allows everyone to be heard.

• Enable decisions to be made fairly and without confusion.

• Also deals with the running of an organization (bylaws and other rules).

Parliamentary Procedure is…

Democracy in action!!

Why do I need to know it?

• Crew “Business” Meetings should be run following parliamentary procedure.

• Teen Leader Council/Venturing Officer Association meetings should be run following parliamentary procedure.

Who needs to know it?

• EVERYONE!!!– Officers.– Advisors.– Members.

• When all know & follow it, meetings can go much smoother.

Myths of Parliamentary Procedure

• Some are resistant to parliamentary procedure due to misunderstanding of what it entails. Such as:– “parliamentary procedure is just ‘red tape’ that

slows down meetings”– “parliamentary tricks can allow someone to get

their way or stay in power”– “making bylaws ambiguous or hard to obtain

minimizes problems”

Myths, cont’d

• These myths are why its important that all members know and follow parliamentary procedure.

• Knowledge of parliamentary procedure is not just for the chair or parliamentarian, but for every member.

Elements of Parliamentary Procedure

• Meetings.

• Minutes.

• Decision Making (Motions & Voting).

• Elections/Nominations.

• Bylaws and other Rules.

• Parliamentary Authorities.

Meeting Agenda

– Call to Order– Reading of Minutes– Treasurer’s Report

– Officer/Committee Reports– Special Orders– Old Business– New Business

– Announcements– Adjournment

Elements of Agenda

• Call to Order- if quorum present, chair calls meeting to order.

• Reading of Minutes- secretary “reads” a record of previous meeting.

• Treasurer’s Report.

• Officer/Committee Reports.

• Special Orders- important business that must be considered at this meeting.

Elements of Agenda

• Old Business- deal with matters left undone at previous meeting.

• New Business- new topics are introduced. They need not be stated on agenda.

• Announcements- information for group.

• Adjournment- close the meeting.

Minutes

• Why are they important?– They are the official records of the decisions made by

the organization.

– Minutes record what was decided, not said.

• What should be done with them?– “read” at next meeting to verify accuracy.

– Added to records of the organization.

– “published” to general membership for their knowledge.

– Available to all members.

Decision Making

• Members get their say thru MOTIONS

• Four general types of motions:– Main Motions– Subsidiary Motions– Privileged Motions– Incidental Motions

Main Motions

• Introduce subjects for consideration.

• They can not be made when another motion is being considered.

• They yield to privileged, subsidiary, and incidental motions.

• Example: “I move that we increase dues to $25 per year.”

Subsidiary Motions

• Change or affect the main motion being considered.

• They are voted on before the main motion.

• Example: “I move that we amend the motion of increasing dues to $30 instead of $25 per year.” or “I move that we strike $25 and replace it with $30.”

Privileged Motions

• Concern special or important matters not related to pending business.

• They are generally considered before other types of motions.

• Examples: “I move we adjourn”, “I move we recess for 5 minutes”, “I rise to a question of privilege [complain about heat, noise, etc.].”

Incidental Motions

• Deal with question of procedure that arise from other motions.

• They must be considered before other types of motions.

• Examples: “Appeal the decision of the chair”, “Point of order [complain about improper behavior]”, “Point of information”, “I move to suspend rules for the purpose of…”

How do motions work?• Present your motion

– “I move that …”

• It is seconded– “Second”

• Chair repeats it– “It has been moved and seconded that we…”

• Debate it– “I think that …”

• Debate is ended– “Are you ready for the question?”

• Put it to the vote– “All those in favor…”

F.A.Q. about Motions

• Is in in order?– It must be related to the business at hand, and

presented at the right time and not be obstructive or frivolous.

• May I interrupt the speaker?– If it is important. The original speaker then

regains the floor.

F.A.Q. about Motions

• Do I need a second?– Usually yes. This indicates that others feel the

motion should be considered. However, if debate has begin before a second, its assumed there was a second.

• Is it debatable?– Usually yes. Some motions can not be. But

there are limits to how long and how often.

F.A.Q. about Motions

• Can it be amended?– The main motion being considered can be.

Amendments must be dealt with first.

• What vote is needed?– Most need only majority, but some need 2/3.

Unless specified by bylaws, voice vote is fine.

• Can it be reconsidered?– Some motions can be, but this must be agreed

to by the winning side.

Motions at a glance

Motion Interrupt? Debate? Amend? Vote?Adjourn No No No Majority

Recess No No Yes Majority

Complain Yes No No None

Table No No No Majority

Previous Question

No No No 2/3

Postpone No Yes Yes Majority

Refer to Committee

No Yes Yes Majority

Amend No Yes Yes Majority

Motion No Yes Yes Majority

Motions at a glance, cont’d

Motion Interrupt? Debate? Amend? Vote?Point of order Yes No No None

Appeal Yes Yes No Majority

Suspend rules

No No No 2/3

Object to consideration

Yes No No 2/3

Division Yes No No None

Point of Info Yes No No None

Take from table

No No No Majority

Reconsider Yes Yes No Majority

Precedence of Motions

1. Fix the time to adjourn2. Move to adjourn3. Recess4. Question of Privilege (complain)5. Table motion6. Previous Question (end debate & decide)7. Postpone Discussion8. Refer to Committee9. Amend10. Main motion

Non-precedence motions

• Point of Order

• Appeal chair’s decision

• Suspend the rules

• Object to consideration

• Division (verify voice vote)

• Point of Information

• Take from the table

• Reconsider a vote

Voting

• Different methods to vote:– Voice (usual method, if outcome unclear, member may

ask for a “division” to verify with standing vote).

– Show of hands.

– Roll call.

– Ballot.

– General consent (consent shown by silence, if any objection, must be voted).

• What method is used may be determined in bylaws for different situations.

Elections/nominations

• There is no standard way of running elections.

• Each organization will define its method in its bylaws.

• Some organizations will use “Nominating Committees” to nominate a slate of officers. Members can still nominate from the floor.

Elections/Nominations cont’d

• Typical way of Elections:– Accept nominations from floor for office.– Close nominations when apparent there are no

more.– Nominees make short speech.– Vote on nominees.– Repeat with next office until all positions filled.

Bylaws

Bylaws document how an organization is run. While there exists standard templates, each organization modifies this to fit their needs. Organizations which have a parent organization may need to conform to their rules.This document should be modified as needed, and be available to all so they understand what it contains.

Bylaws in Venturing

• Each Crew is recommended to develop their own bylaws. A template is provided in the Venturing Leader Manual, pg 37 and in the Sea Scout Manual, pg 39.

• Each Crew should be mindful that BSA policies take precedence over their policies.

Bylaws template (RONR)

• Article I: Name• Article II: Object• Article III: Members• Article IV: Officers• Article V: Meetings• Article VI: Executive Board• Article VII: Committees• Article VIII: Parliamentary Authority• Article IX: Amendment of Bylaws

Article I: Name

• Gives the official name of the organization.

Article II: Object

• A brief paragraph explaining the purpose of the organization.

Article III: Members

• Classes of membership (active, association, honorary) with eligibility requirements, rights, privileges.

• Requirements of parent organization.

• Procedure for membership application.

• Removal of membership.

• Should not specify amount of dues.

Article IV: Officers

• List of officers

• Method of selection

• Duties of each officer

• Method of filling vacancies (succession)

• Removal of officers

Article V: Meetings

• Types of meetings specified:– Annual– Regular– Special

• Specified the purposes of these meetings

• Should not specify date/time/location of meetings

Article VI: Executive Board

• Purpose of Board

• Membership of Board

• Meetings of Board

Article VII: Committees

• Specifies the committees that will exist within the organization.

• Committees are “Standing” (permanent) or “Select” (short term).

• Details the purpose of the committees, who chairs, determines membership, etc.

• Committees are important, as the bulk of the organization’s work is done in them.

Article VIII: Parliamentary Authority

• Specifies the published parliamentary work that will be used by the organization (Robert’s Rules of Order, The Standard Code of Parliamentary Procedure, etc.).

Article IX: Amendment of Bylaws

• Specifies the methods by which the bylaws are altered.

• Changes to bylaws are put forth to the membership in a formal method that shows the changes desired and why the change is needed.

• Article specifies how the organization will decide on this change.

Other Articles

• Finance

• Supremacy Clause (BSA policy over Crew’s)

• Election Procedure

• Awards

• Other elements of Articles could be stand alone articles (Disciplinary action, etc.)

Other Rules of the Organization

• Many organizations have other rules they may need to document. Some may be incorporated as additional articles to bylaws. Some may be incorporated in additional documents called “Standing Rules” or “Special Rules”. Only those rules dealing with how the organization is run should be in bylaws.

Possible Standing Rules

• Amount of dues.

• Time/place of meetings.

• Awards (if not in bylaws).

Parliamentary Authorities

• These are works that define parliamentary procedure.

• Includes:– Robert’s Rules of Order, Newly Revised, 10th

edition (RONR).– The Standard Code of Parliamentary Procedure,

4th edition (TSC).– Modern Parliamentary Procedure.– Majority Rules.– others.

Parliamentary Authorities

• While each authority has similar elements, they differ in language and in available motions.

• Bylaws should specify the authority used.

• Organization can have specific rules of order. These supercede any parliamentary authority.

Sources of Information

• National Association of Parliamentarians– www.parliamentarians.org

• American Institute of Parliamentarians– www.parliamentaryprocedure.org

Sources of Venturing-specific Information

• Venturing Leader Manual, #34655B, revised 2000