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Parliamentary BasicsKim Vitray, SPHR
What is parliamentary procedure?Set of rules for conducting business at
meetings, as found in Robert’s Rules of Order (10th edition)“The application of parliamentary law
is the best method yet devised to enable assemblies of any size, with due regard for every member’s opinion, to arrive at the general will on the maximum number of questions of varying complexity in a minimum amount of time and under all kinds of internal climate ranging from total harmony to hardened or impassioned division of opinion.”
Why parliamentary procedure?Allows business to be conducted in an
organized and orderly fashionProtects democratic rule and the rights of allAllows full and free yet fair and balanced
deliberation
Making motionsThe way to bring business before the board is to make
a motion“I move that…”
The motion must then be seconded“I second the motion”
The president states the motionThe board debates (discusses) the motionThe president asks if there is further debate or if the
group is ready to vote, restates the motion, and calls for the vote, usually by voice“It is moved and seconded that…”
The president announces the result
Being preparedYou should be prepared to make any motions
that arise out of your board report or your committee’s workDecide and draft what you want the motion to
saySeek assistance from the parliamentarian if
necessaryBring the motion to the board meeting in
writing
A good motion…Is well thought outIs worded in the positive, not the negativeIs specific, including what will be done, by
whom, and by when
Common motions“I move to amend the motion by…”“I move to refer the matter to committee…”“I move the previous question” (to end
debate and take the vote)“I move to postpone discussion until…”
More common motions“I move to amend something previously
adopted, that is, to…”“I move to reconsider the motion that…”“I move to rescind the motion that…”“I request permission to withdraw my
motion”“I request permission to modify my motion”
AmendmentsThree types of amendments
Insert or add wordsStrike out wordsStrike out and insert words
Motion must say exactly where the change is to be made and precisely what words are to be used“I move to amend by adding the words ‘by April 15’ to
the end of the motion.”Must be germane to the main motionVote on amendment first, then resulting main motionCan be secondary amendment
Friendly amendmentThere is no such thing!If it appears to the chair that an amendment
is uncontroversial, she may ask if there is “any objection” to adopting it
About debateYou can speak twice on the same question on
the same day, but cannot speak the second time until everyone who wants to speak their first time has done so
You cannot speak for more than 10 minutes at a time
You should address your remarks to the president, maintain a courteous tone, and avoid injecting anything personal
Your remarks should be germane to the pending motion
Good behaviorRaise your hand to be recognized by the
president in order to speak in debate or make a motion
Use your “classroom” voice so all can hear, particularly the secretary
Keep all board discussion and decisions confidential
Refrain from distracting conversations with your neighbor
Your parliamentary responsibilityRead and become familiar with the
organization’s bylawsLearn and know the basics of parliamentary
procedureBe prepared for board meetingsSpeak and act according to your honest and
considered opinion
Conflict of interestYou should not vote on a question in which
you have a direct personal or pecuniary (monetary) interest not common to other members
However, you cannot be compelled to abstain because of such a conflict of interest
The president’s rolePresides over meetings as “the chair”Ensures that everyone has the
opportunity to speak in debate, and that everyone always understands exactly what they are debating and voting on
Makes every effort to maintain appearance of impartiality
Does not participate in debate unless gives up the chairVotes only if by ballot or if the chair’s vote will change
the resultCalls for a show of hands if a two-thirds vote is
required or if she is not sure of the result
Quorum and majorityQuorum is stated in bylaws
“simple majority of the existing membership of the Board”
Majority is defined in Robert’s Rules as“more than half the votes cast by persons
legally entitled to vote, excluding blanks or abstentions, at a regular or properly called meeting at which a quorum is present”
Unanimous consentEnables a motion to be adopted or some
action to be taken without voting, or even permits taking action without the formality of a motion being made at all
Chair simply asks assembly if there is any objection to taking the action, and if no member objects, declares that the action has been agreed to
Other rulesPoint of order
To point out a violation of the rulesParliamentary inquiry
To ask a question about procedurePoint of information
To ask a question relevant to the business being discussed
Question of privilegeTo interrupt business with an urgent matter
Common mistakesMoving the previous question - this motion
must pass by a two-thirds vote before the main motion is then voted on
Abstentions are not countedMinutes record only what was done, not what
was saidMinutes record motions as they stood when
finally voted on (“The motion was lost or adopted after amendment”)
Minutes record names of those who made motions, not those who seconded them
ResourcesRobert’s Rules of Order Newly Revised, 10th editionRobert’s Rules of Order Newly Revised in BriefRobert’s Rules Association
www.robertsrules.comNational Association of Parliamentarians
http://parliamentarians.org/American Institute of Parliamentarians
www.aipparl.org/Jurassic Parliament
www.jurassicparliament.com
Kim Vitray, SPHR8609 Karling Dr.
Austin, TX 78724 USA512-928-0859 (home)512-658-8587 (cell)
[email protected]/in/kimvitray
QUESTIONS?