parliamentary procedure membership intake 2008. what is parliamentary procedure? a set of guidelines...

Parliamentary Parliamentary ProcedureProcedure

Membership Intake 2008Membership Intake 2008

What is Parliamentary What is Parliamentary Procedure?Procedure?

A set of guidelines A set of guidelines that are utilized by that are utilized by businesses and businesses and organizations to organizations to conduct effective conduct effective meetingsmeetings

What is the Purpose of What is the Purpose of Parliamentary Procedure?Parliamentary Procedure?

Sole purpose of Sole purpose of parliamentary procedure parliamentary procedure is to assist with the is to assist with the completing the business completing the business of the organization in a of the organization in a timely and fair manner timely and fair manner (Merriam-Webster, (Merriam-Webster, 1996). 1996).

Who is Robert?Who is Robert? Parliamentary procedure Parliamentary procedure

is commonly referred to is commonly referred to as Robert’s Rules of as Robert’s Rules of Order because Henry Order because Henry Martyn Robert in 1876 Martyn Robert in 1876 was the first person to was the first person to publish the book, publish the book, “Robert’s Rules of “Robert’s Rules of Order”, which was aimed Order”, which was aimed at assisting deliberation at assisting deliberation assemblies of all kindassemblies of all kind

General Guidelines for General Guidelines for Utilizing Robert’s Rules of Utilizing Robert’s Rules of Order Order

All members have equal rights, privileges, and All members have equal rights, privileges, and obligationsobligations

A quorum must be present for the group to act. A quorum must be present for the group to act. Full and free discussion of every motion Full and free discussion of every motion

considered is a basic rightconsidered is a basic right Only one question at a time can be considered Only one question at a time can be considered

at any given timeat any given time Members have the right to know at all times Members have the right to know at all times

what the immediately pending question is, and what the immediately pending question is, and to have it restated before a vote is takento have it restated before a vote is taken

General Guidelines for General Guidelines for Utilizing Robert’s Rules of Utilizing Robert’s Rules of Order Con’tOrder Con’t

No member can speak until recognized by the chair No one can speak a second time on the same

question as long as another wants to speak a first time

The chair should be strictly impartial

Handling a motionHandling a motion

A member makes a motion.A member makes a motion. Another member seconds the motion.Another member seconds the motion. The chair states the question on the The chair states the question on the

motion.motion.

Three steps by which a motion is brought before the group


Three steps in the Three steps in the consideration of a motionconsideration of a motion

1. The members debate the motion (unless no member claims the 1. The members debate the motion (unless no member claims the floor for that purpose). floor for that purpose).

2. The chair puts the question to a vote. 2. The chair puts the question to a vote.

A. The chair restates the question. A. The chair restates the question. B. The chair takes the B. The chair takes the vote: vote:

"All in favor of the motion, say yes." "All in favor of the motion, say yes." "Those opposed, say no." "Those opposed, say no."


Three steps in the Three steps in the consideration of a motionconsideration of a motion

3. The chair announces the result of a vote. A complete announcement should include: 3. The chair announces the result of a vote. A complete announcement should include:

A. Report on the voting itself, stating which side prevailed (and giving the count if a A. Report on the voting itself, stating which side prevailed (and giving the count if a count prevailed). count prevailed).

B. Declaration that the motion is adopted or lost. B. Declaration that the motion is adopted or lost.

C. Statement indicating the effect of the vote or ordering its execution. C. Statement indicating the effect of the vote or ordering its execution.

D. Where applicable, announcement of the next item of business or stating the D. Where applicable, announcement of the next item of business or stating the question of the next motion that consequently comes up for a vote.question of the next motion that consequently comes up for a vote.


TRANSACTING BUSINESS TRANSACTING BUSINESS AT A MEETINGAT A MEETING

Quorum:Quorum: A quorum is the minimum number of members who must be present A quorum is the minimum number of members who must be present

at a meeting for business to be legally transacted. at a meeting for business to be legally transacted. An organization, in its established rules, may define its own quorum. An organization, in its established rules, may define its own quorum. In the absence of such a provision, the quorum is a majority of the In the absence of such a provision, the quorum is a majority of the

entire membership. entire membership.



Obtaining the Floor:Obtaining the Floor: Before a member in an assembly can make a motion or speak in debate, he or she Before a member in an assembly can make a motion or speak in debate, he or she

must obtain the floor; that is, the member must be recognized by the chair as must obtain the floor; that is, the member must be recognized by the chair as having the exclusive right to be heard at that time. having the exclusive right to be heard at that time.

If two or more members rise to seek recognition at the same time, the member If two or more members rise to seek recognition at the same time, the member who rose and addressed the chair first after the floor was yielded is usually who rose and addressed the chair first after the floor was yielded is usually entitled to be recognized. A member cannot establish "prior claim" to the floor by entitled to be recognized. A member cannot establish "prior claim" to the floor by rising before it has been yielded. rising before it has been yielded.



Introducing Business (Making Motions):Introducing Business (Making Motions): Business may be introduced by an individual Business may be introduced by an individual

member or by a committee. member or by a committee. Business is always introduced in the form of a Business is always introduced in the form of a

motion. motion.



Seconding a Motion:Seconding a Motion: After a motion has been made, another member, without rising and obtaining the floor, may After a motion has been made, another member, without rising and obtaining the floor, may

second the motion. second the motion. A second merely implies that the seconder agrees that the motion should come before the A second merely implies that the seconder agrees that the motion should come before the

assembly and not that he or she necessarily favors the motion. assembly and not that he or she necessarily favors the motion. A motion made by a committee requires no second, since its introduction into the assembly has A motion made by a committee requires no second, since its introduction into the assembly has

been approved by a majority of the committee. been approved by a majority of the committee. The purpose of a second is to prevent time from being consumed by the assembly having to The purpose of a second is to prevent time from being consumed by the assembly having to

dispose of a motion that only one person wants to see introduced. dispose of a motion that only one person wants to see introduced.



Placing a Motion Before the Assembly:Placing a Motion Before the Assembly: After a motion has been made and seconded, the chair repeats the motion verbatim, After a motion has been made and seconded, the chair repeats the motion verbatim,

thus placing it before the assembly for debate and action. thus placing it before the assembly for debate and action. During the brief interval between the making of a motion and the time when the During the brief interval between the making of a motion and the time when the

chair places it before the assembly by restating it, the maker of a motion may modify chair places it before the assembly by restating it, the maker of a motion may modify or withdraw it simply by stating the intention to do so; after the motion has been or withdraw it simply by stating the intention to do so; after the motion has been restated by the chair, it is officially before the assembly and must be dealt with restated by the chair, it is officially before the assembly and must be dealt with appropriately (e.g., adopted, rejected, postponed). appropriately (e.g., adopted, rejected, postponed).



Debate:Debate: Every member of the assembly has the right to speak on every debatable motion Every member of the assembly has the right to speak on every debatable motion

before it is finally acted upon; this right cannot be interfered with except by a before it is finally acted upon; this right cannot be interfered with except by a motion to limit debate. motion to limit debate.

All discussion must be confined to the immediately pending question and to All discussion must be confined to the immediately pending question and to whether or not it should be adopted.whether or not it should be adopted.

While debate is in progress, amendments or other secondary motions can be While debate is in progress, amendments or other secondary motions can be introduced and disposed of accordingly. introduced and disposed of accordingly.



Debate:Debate: In an organization that has no special rule relating to the length of speeches, a In an organization that has no special rule relating to the length of speeches, a

member can speak no longer than 10 minutes unless he or she obtains the consent member can speak no longer than 10 minutes unless he or she obtains the consent of the assembly; such permission can be given by unanimous consent or by means of the assembly; such permission can be given by unanimous consent or by means of a motion to extend debate. Likewise, debate may be curtailed by a motion to of a motion to extend debate. Likewise, debate may be curtailed by a motion to limit debate. limit debate.

No member may speak twice on the same motion at the same meeting as long as No member may speak twice on the same motion at the same meeting as long as any other member who has not spoken on the motion desires to do so. any other member who has not spoken on the motion desires to do so.



Debate:Debate: Unless the rules are suspended, a member who has spoken twice on a particular Unless the rules are suspended, a member who has spoken twice on a particular

question on the same day has exhausted his or her right to debate that question question on the same day has exhausted his or her right to debate that question for that day. for that day.

During debate, no member can attack or question the motives of another member. During debate, no member can attack or question the motives of another member. The maker of a motion, although allowed to vote against it, is not allowed to speak The maker of a motion, although allowed to vote against it, is not allowed to speak

against it.against it.



Amendments:Amendments: As noted above, before a motion has been restated by the chair, the maker has the As noted above, before a motion has been restated by the chair, the maker has the

right to modify his or her motion or to withdraw it entirely. After it has been restated right to modify his or her motion or to withdraw it entirely. After it has been restated by the chair, however, a motion may be modified only by means of an amendment. by the chair, however, a motion may be modified only by means of an amendment.

There are six ways to amend a motion: a. Add words, phrases, or sentences at the There are six ways to amend a motion: a. Add words, phrases, or sentences at the end of a motion; b. Insert words, phrases, or sentences; c. Strike words, phrases, or end of a motion; b. Insert words, phrases, or sentences; c. Strike words, phrases, or sentences; d. Strike and insert words, phrases, or sentences; e. Strike and add sentences; d. Strike and insert words, phrases, or sentences; e. Strike and add words, phrases, or sentences; and f. Substitute whole paragraphs or an entire text. words, phrases, or sentences; and f. Substitute whole paragraphs or an entire text.



Amendments:Amendments: Only two amendments (primary and secondary) may be pending on a Only two amendments (primary and secondary) may be pending on a

main motion at any time. main motion at any time. Discussion of an amendment must relate only to the amendment, Discussion of an amendment must relate only to the amendment,

unless the whole motion is involved by substitution. unless the whole motion is involved by substitution. An amendment must be germane to the question under consideration. An amendment must be germane to the question under consideration.



Voting:Voting: Unless special rules apply, a majority decides. A majority is more than half of the Unless special rules apply, a majority decides. A majority is more than half of the

votes cast by persons legally entitled to vote, excluding blank ballots or abstentions. votes cast by persons legally entitled to vote, excluding blank ballots or abstentions. Unless otherwise provided for, voting is by voice vote. Unless otherwise provided for, voting is by voice vote. If the presiding officer is a member of the assembly, he or she can vote as any other If the presiding officer is a member of the assembly, he or she can vote as any other

member does when the vote is by ballot. In other cases, the presiding officer, if a member does when the vote is by ballot. In other cases, the presiding officer, if a member of the assembly, can ( but is not obliged to ) vote whenever his or her vote member of the assembly, can ( but is not obliged to ) vote whenever his or her vote will affect the result; i.e., he or she can vote either to break or to create a tie. will affect the result; i.e., he or she can vote either to break or to create a tie.



Voting:Voting: A member has no right to explain his or her vote" during A member has no right to explain his or her vote" during

voting since that would be the same as debate at such a time. voting since that would be the same as debate at such a time. Any member may request a division of the assembly if there Any member may request a division of the assembly if there

is uncertainty as to the true result of the vote. is uncertainty as to the true result of the vote.



Announcing a Vote:Announcing a Vote: In announcing the vote on a motion, the chair should: a. report on the voting itself, stating In announcing the vote on a motion, the chair should: a. report on the voting itself, stating

which side has prevailed; 1~. declare that the motion is adopted or lost; and c. state the which side has prevailed; 1~. declare that the motion is adopted or lost; and c. state the effect of the vote or order its execution. effect of the vote or order its execution.

For a voice or rising vote in which no exact count is taken, the chair might say, for For a voice or rising vote in which no exact count is taken, the chair might say, for example, "The ayes have it, the motion carries, and the brochure will be published." For a example, "The ayes have it, the motion carries, and the brochure will be published." For a vote in which an exact count is taken, the chair might say, "There are 14 in the affirmative vote in which an exact count is taken, the chair might say, "There are 14 in the affirmative and 15 in the negative. The negative has it and the motion is lost. No additional funds will and 15 in the negative. The negative has it and the motion is lost. No additional funds will be spent on publicity this semester." be spent on publicity this semester."



Adjournment:Adjournment: A motion to adjourn may be made by any member. It may be made during the consideration of A motion to adjourn may be made by any member. It may be made during the consideration of

other business, although it may not interrupt a speaker. other business, although it may not interrupt a speaker. A motion to adjourn is not in order when the assembly is engaged in voting or verifying a vote. A motion to adjourn is not in order when the assembly is engaged in voting or verifying a vote. If the motion to adjourn is voted down, it may be made again only after the disposition of some If the motion to adjourn is voted down, it may be made again only after the disposition of some

business. business. The motion to adjourn is out of order when the assembly is arranging for the time and place of The motion to adjourn is out of order when the assembly is arranging for the time and place of

the next meeting. the next meeting.



Adjournment:Adjournment: When it appears that there is no further business to When it appears that there is no further business to

be brought before the assembly, the chair, instead be brought before the assembly, the chair, instead of waiting for a motion, may simply adjourn the of waiting for a motion, may simply adjourn the meeting. meeting.


parliamentary procedure membership intake 2008. what is parliamentary procedure? a set of guidelines...

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