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Parliamentary Procedure

Handbook

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Table of Contents


I. Parliamentary Procedure
Definition
Order of Business
Motions

II. Head Table Seating

III. Nominations & Elections

IV. Proposed Bylaws Changes

V. Sample Script



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Parliamentary Procedure Basics


PARLIAMENTARY LAW Definition
Simply put, it is organization tool that offers efficiency and equality. It does not need to be
viewed as strict or rigid, and may be used in formal as well as informal business meetings with
the same ease. It will help ensure that meetings run smoothly, properly and save time.

Parliamentary Law is an accepted system of rules for conducting business in legislative and
deliberative bodies, based on the following principles:
Justice and equality for all
Courtesy to all
One thing at a time
The will of the majority
The right of the minority to be heard
Partiality to none

A knowledge of parliamentary procedure provides a means of arriving at opinion of those
present accurately, impartially, and in a minimum of time, and makes for orderly transaction of
business. Every member needs this knowledge, not just the presiding officer.

REFERENCES
Organization Bylaws
Organization Policies & Procedures
Roberts Rules of Order, Newly Revised (or whichever parliamentary authority is used)

ORDER OF BUSINESS

1. Call to order (On time if possible, but there is a 10-minute grace period)
2. Establish a quorum
3. Reading/distribution of minutes
4. Treasurers report
5. Communications (Read by the secretary. Action may be taken at this time or under
New Business)
6. Report of Interim Action (Read by the secretary)
7. Reports of officers and standing committee chairs (No motion is needed to accept the
reports. Any action to be taken on a motion from a committee (with vote) does not
require a second).
8. Report of special committee chairs (same as in item #6)
9. Unfinished Business (State what it is.)
10. New Business (If coming from an Executive Committee, the Secretary reads the
recommendation and moves its adoption).
11. Adjournment

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OPENING THE MEETING
Call To Order
Rap gavel once
The (time) meeting of the (organization or committee) is called to order.
Establish A Quorum
Per Bylaws
The Chair declares a quorum.

MINUTES
Minutes are a historical record and do not require a motion to approve
Are there any corrections to the minutes? The minutes are approved as corrected/
distributed
Minutes should reflect action, not the discussion
Minutes are not respectfully submitted and do not stand

TREASURERS REPORT
The Treasurers Report is submitted for information purposes only
Are there any questions regarding the Treasurers Report?
The Treasurers Report will be filed for audit

REPORTS
Means of knowing what accomplishments are being made toward goals
Serve as a permanent record of progress
Should be made at each meeting, plus a year-end report
Should be written (preferably typed) in the third person, signed and dated

Types of Reports
Progress Reports
Brief description of goals, what has been accomplished to date, what remains to be
done, items requiring approval
Annual Reports
Outline yearly goals, list of committee members, accomplishments,
suggestions/recommendations for future

UNFINISHED/NEW BUSINESS
Unfinished Business
Review last minutes to determine any unfinished business
Should already be set up on the agenda
New Business
Sometimes New Business is taken up during officer or committee reports

ADJOURNMENT
No motion is needed to adjourn although the Presiding Officer should make sure there is
no further business to come before this body.


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MOTIONS
There are five types of motions main motions, privileged motions, incidental motions,
miscellaneous motions, and subsidiary motions. The two used most often during the regular
course of business meetings are main motions and subsidiary motions. A main motion is a
proposition that the assembly take action upon a certain matter. All motions must be stated in
the affirmative. Never say: I make a motion; rather, say I move

Seven basic points on motions:
1. What purpose is it designed to achieve?
2. Does it require a second?
3. Is it debatable?
4. Is it amendable?
5. To what motions does it yield?
6. What vote is required for its adoption?
7. May it be reconsidered?

Steps in processing a main motion a member secures the floor, introduces the business, the
chair must hear a second (when required), the chair states the question, opens the motion to
debate, takes the vote in the affirmative AND the negative, and announces the result (the
motion is carried or the motion is lost). The presiding officer should try to alternate
comments in the affirmative and negative, when possible. To close the debate, a member may
say, I move the previous question.

The most common subsidiary motion is to amend the original motion or to amend an
amendment to the main motion by:
(1) inserting or adding words
(2) striking out words, or
(3) striking out words and inserting words.

All amendments must relate to the subject being amended. Voting is in reverse order. When a
vote results in a tie, the question is lost unless the chair chooses to cast a vote, which is his/her
privilege. The chair may vote in three instances: a tie vote, a ballot vote, and a roll call vote.
The motion may be withdrawn any time before voting on the question has commenced. When
the mover of the motion asks to withdraw or modify a motion, the chair asks the assembly if
there is any objection. When a motion is withdrawn, the effect is the same as if it had never been
made and the secretary does not even record it.

Five Categories of Motions
Main Motion - brings business before the assembly; can only be made when no other
motion is pending and ranks lowest in the order of precedence of motions.
Subsidiary Motions - assist in considering or disposing of a main motion.
Privileged Motions - do not relate to pending business but should be allowed to
interrupt the consideration of anything else.
I ncidental Motions - deal with questions of procedure
Motions That Bring a Question Again Before the Assembly

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Six Steps to Every Motion
A member is recognized and makes a motion - I move that..
Another member seconds the motion. This person does not need to be recognized.
The presiding officer restates the motion - It is moved and seconded that (or to)
The members debate the motion (unless undebatable). Preference in recognition is
member who made the motion, member who has not yet spoken a first time, and if
possible, alternate for and against.
Presiding officer puts the question to a vote and asks for the affirmative votes and then
the negative votes - The question is on the adoption of .. As many are in favor of the
motion, say aye. Those opposed, say no.
Presiding officer announces the result of the voting - The ayes have it and the motion
is adopted or The noes have it and the motion is lost.

Five Ways to Modify a Motion
Before the chair states the motion, an informal modification can be proposed to maker
of the motion.
After the chair has stated the motion, the maker of the motion may request unanimous
consent from the member to modify the motion.
Subsidiary motion to Amend.
Refer the Main Motion to a Committee
Substitute Motion


Amending A Motion
Lets Amend the Motion: "I move that we buy a new sign".

By inserting words or paragraphs: I move to insert the phrase not to exceed $50 at
the end of the motion
Striking out words or paragraphs: I move to strike the word new.
Striking out and inserting words or paragraphs: I move to strike the word sign and
insert the word billboard.

Voting on Motions
Voting goes in reverse order (i.e. vote on subsidiary motions first)
When voting results in a tie, the motion is defeated unless the chair chooses to vote
The chair may vote in 3 instances -- tie vote, ballot or roll call vote. However, the chair
should make all attempts to be viewed as impartial and use the power to vote
judiciously.

Other Meeting Guidelines
When a topic is first introduced or a main motion is made, allow all questions for
information purposes to be asked before opening to debate.
Discourage the repetition of arguments.
If necessary, impose time limits.
Discourage people from talking in initials.

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HEAD TABLE SEATING


OFFICIAL SEATING PROTOCOL
The presiding officer should sit to the immediate right of the podium facing the audience.
To the immediate left of the podium should sit the parliamentarian, and to his/her left, the
Secretary.
Any special guest should sit to the immediate right of the presiding officer, and then the
vice president (or next in line to preside in the absence of the presiding officer), to their
immediate right.
All other officers or committee chairs may be seated in alternating order of hierarchy.

Audience

_________________________________________________
Sec. Parl. Pres. Sp. Guest VP


When introducing the head table, the presiding officer should begin with their far left,
moving inward. Then introduce from their far right, moving inward finishing with
themselves.

For sub-head tables, individuals may be seated in alphabetical order by name, committee,
or state.

For board or committee meetings, the presiding officer should be centrally located, with
the parliamentarian and secretary to their left, and the vice president (or the presiding
officer next in line to their immediate right).


Podium
m

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Nominations & Elections
General Information


Nominations & Elections
No motion is needed to accept the report of the Nominating Committee
Nominations do not require a second
No motion is needed to close the nominations
Must call for nominations for each office
Vote must be by ballot if dictated by your Bylaws


Election Results
The officers must be declared elected by the Chair or they are not legal
You have elected XXX as President-elect, XXX as Vice President, etc. The Chair
declares these officers duly elected.


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Nominations & Elections Script

1. Recognize the N&E Chair for a report.
The Chair recognizes XXX, N&E Committee Chair, for a report.

2. The N&E Committee Chair places in nomination the slate of candidates.

3. Repeat the report by stating the candidates.
For the office of President-elect, the candidate(s) is/are XXX
For the office of Vice President, the candidate(s) is/are XXX, etc.

4. Open the floor for nominations for each office separately. If your group has written (or
usual/customary) guidelines for nominations from the floor, they should be stated.
The floor is open for nominations. (The Chair reminds the conference body
that candidates nominated from the floor must have notified the N&E Chair by
XXX).

The floor is open for nominations for the office of President-elect. Are there
nominations from the floor?

You do not have to have someone move to close nominations. After a reasonable pause:
Hearing none, the Chair declares the nominations closed.
OR
The name of XXX has been placed in nomination. Are there further
nominations? (WAI T) Hearing none, the Chair declares the nominations
closed.

Repeat for each voting category.

5. You should have all candidates be recognized or give speeches. This should be done in the
order of the office (highest to lowest) and in alphabetical order.

6. If your bylaws require a ballot vote and does not allow for election in uncontested offices,
you must have a ballot vote.
As provided in our bylaws, election of nominees in uncontested offices does
not require voting by ballot.
THEN,
As all offices have a dual slate proposed, voting by ballot is required for all
offices.
OR
XXX is the nominee for the office of XXX. As many as are in favor of electing
XXX, please say aye. Opposed, no. The ayes have it and you have elected
XXX as your XXX

7. Recognize the N&E Chair to announce voting procedures place, times.


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PROPOSED BYLAWS CHANGES


Your bylaws have a section on how to change your bylaws. It normally stipulates the number of
days before the vote will occur that the proposed changes must be made known to the
membership.

Bylaws changes require a two-thirds majority to pass.

Proposed bylaws changes should be presented in the following format:
1. First, list the Current Bylaw (including reference #) in its entirety.
2. Second, list the Proposed Bylaw, highlighting the changes.
3. Third, provide rationale for the change.

The membership may wish to "suspend the rules" or make minors changes (e.g. changing a
meeting date). In that case, the members may vote at that meeting (i.e. without prior notice), but
it still requires a two-thirds majority to pass.


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SAMPLE SCRIPT
(STATE CONFERENCE)
(Should also be provided to your parliamentarian, secretary, and vice president*)


Have a seating chart done:
1 2 3 PODIUM 4 5 6
1. XXX, Title 4. XXX, Presiding Officer
2. XXX, Title 5. XXX, Title
3. XXX, Title 6. XXX, Title

1. WELCOME
On behalf of the XXX, welcome to the XX
th
Annual Conference of the XXX,
here at the XXX(hotel) in XXX (city). (Personal remarks)

Others may be providing an official welcome. The Chair recognizes XXX for
an official welcome.

2. INTRODUCTION OF HEAD TABLE
The Chair wishes to recognize those seated at the Head Table, beginning to
my far left. Beginning from my far right.. and I am XXX your 200X-0X
President.

Other introductions may be done e.g. board members, conference/local
arrangements committees, other special guests, new attendees, etc.

3. CONFERENCE UPDATE
[Special Notes: Recognize committee, update attendees on special activities,
ask that cell phones and pagers be set to silent, etc.]

Others may be providing updates. The Chair recognizes XXX for an update
on XXX.

4. KEYNOTE SPEAKER
The Chair recognizes XXX for the introduction of our Speaker.

5. CONDUCTING OFFICIAL BUSINESS
[See section on Order of Business in Parliamentary Procedure Handbook.]
[Call To Order, Establish a Quorum, Minutes, Treasurers Report,
Nominations & Elections, RECESS when general meetings are over,
ADJOURN the meeting at the end.]

6. ANNOUNCEMENTS

7. ADJOURNMENT