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© 2011 Cengage Learning. All Rights Reserved.
Appendix
Parliamentary Procedure
© 2011 Cengage Learning. All Rights Reserved.
ESSENTIAL SPEECH
APPENDIX
SLIDE 2
Parliamentary Procedure
A set of rules used to govern meetings of clubs, organizations, legislative bodies, and other decision-making groups
© 2011 Cengage Learning. All Rights Reserved.
ESSENTIAL SPEECH
APPENDIX
SLIDE 3
Parliamentary Procedure: History and Purpose
Originated in the British Parliament and developed over many years
Allows an organization to reach decisions that reflect the wishes of the majority while respecting the right of the minority to be heard
© 2011 Cengage Learning. All Rights Reserved.
ESSENTIAL SPEECH
APPENDIX
SLIDE 4
Robert’s Rules of Order
Used by most groups in the United States to conduct their discussions and decision-making processes
© 2011 Cengage Learning. All Rights Reserved.
ESSENTIAL SPEECH
APPENDIX
SLIDE 5
Robert’s Rules of Order: History and Purpose
First published in 1876U.S. Army Major Henry Martyn Robert
Troubled by the lack of consistent rules for how meetings should be run
Created a set of procedural rules for holding meetings that was based on those used in the U.S. House of Representatives
© 2011 Cengage Learning. All Rights Reserved.
ESSENTIAL SPEECH
APPENDIX
SLIDE 6
Robert’s Rules of Order, Newly Revised
States the rules of parliamentary procedure
Explains how they can be used by groups to make collective decisions that protect each member’s right to be heard and to participate fairly in an efficient decision-making process
© 2011 Cengage Learning. All Rights Reserved.
ESSENTIAL SPEECH
APPENDIX
SLIDE 7
Bylaws
Regulations that control the internal concerns of an organization
Agreed to and placed in writing when an organization is founded
May be amended as circumstances change
© 2011 Cengage Learning. All Rights Reserved.
ESSENTIAL SPEECH
APPENDIX
SLIDE 8
Meeting Procedures
FormalInformal
© 2011 Cengage Learning. All Rights Reserved.
ESSENTIAL SPEECH
APPENDIX
SLIDE 9
Group Leadership
Chosen in a manner established in the group’s bylaws
Common officesPresidentVice presidentSecretaryTreasurerParliamentarian
© 2011 Cengage Learning. All Rights Reserved.
ESSENTIAL SPEECH
APPENDIX
SLIDE 10
President
Sets agendas for meetingsCalls meetings to order in a timely fashionRecognizes officers and members who have
reports to makeCalls on members who wish to speakRequires that motions be made before debate
beginsRules when a topic or speaker is out of orderDecides when a vote should be taken
© 2011 Cengage Learning. All Rights Reserved.
ESSENTIAL SPEECH
APPENDIX
SLIDE 11
Vice President
Takes over the duties of the group’s president if the president is not able to attend a meeting
May have additional duties
© 2011 Cengage Learning. All Rights Reserved.
ESSENTIAL SPEECH
APPENDIX
SLIDE 12
Secretary
Creates a written record of every meeting—minutes
Determines whether enough people are present at the meeting to conduct business
Counts votes when issues are decided
© 2011 Cengage Learning. All Rights Reserved.
ESSENTIAL SPEECH
APPENDIX
SLIDE 13
Treasurer
Keeps a record of the group’s financial status
Makes a financial report at each meetingPrepares and circulates yearly financial
statement
© 2011 Cengage Learning. All Rights Reserved.
ESSENTIAL SPEECH
APPENDIX
SLIDE 14
Parliamentarian
Makes sure that the group’s rules of parliamentary procedure are followed
Serves as the final authority for how motions will be made, debates held, and votes taken
© 2011 Cengage Learning. All Rights Reserved.
ESSENTIAL SPEECH
APPENDIX
SLIDE 15
The Meeting
PurposeAccomplishmentsFuture activitiesStrong leadershipObservance of parliamentary procedures
© 2011 Cengage Learning. All Rights Reserved.
ESSENTIAL SPEECH
APPENDIX
SLIDE 16
Agenda
Where and when the meeting will be heldA listing of reports that will be madeThe name and title of any special guestsA listing of major topics or issues that will be
discussedUnfinished businessNew business
An indication of how long the meeting is expected to last
© 2011 Cengage Learning. All Rights Reserved.
ESSENTIAL SPEECH
APPENDIX
SLIDE 17
Getting Started
Call to orderQuorumMinutes of the group’s last meeting
© 2011 Cengage Learning. All Rights Reserved.
ESSENTIAL SPEECH
APPENDIX
SLIDE 18
Officer and Committee Reports
President reports on the status of plans or actions that the group undertook at previous meetings
Treasurer reports on the group’s financial status
Vice president and secretary typically do not make reports
Committee chairs report on progress
© 2011 Cengage Learning. All Rights Reserved.
ESSENTIAL SPEECH
APPENDIX
SLIDE 19
Old and New Business
Old businessUnresolved issuesTaken up by a group before new issues are
addressed
New businessTopics or issues that have not previously
been discussedShould be included on the meeting agenda
© 2011 Cengage Learning. All Rights Reserved.
ESSENTIAL SPEECH
APPENDIX
SLIDE 20
Adjournment
Formal close of a meetingTwo times for adjournment
When all business has been completedWhen a time limit has been reached
Unfinished business becomes old business at the next meeting
© 2011 Cengage Learning. All Rights Reserved.
ESSENTIAL SPEECH
APPENDIX
SLIDE 21
Making Motions
Member must be recognized by chairperson
Motion must be phrased correctlyMotion must be seconded
© 2011 Cengage Learning. All Rights Reserved.
ESSENTIAL SPEECH
APPENDIX
SLIDE 22
Debate
Speakers are expected to Identify themselvesState whether they support or oppose the
motion being debated
Ways to limit debateSet a specific amount of time for each
member to speakAllow members to only speak once
© 2011 Cengage Learning. All Rights Reserved.
ESSENTIAL SPEECH
APPENDIX
SLIDE 23
Voting
Voice vote Show of handsRoll-call voteSecret ballot
