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    Parliamentary Procedure Sample

    Uploaded by

    Cecille Romana
    1. The document outlines the typical order of business for a meeting using parliamentary procedure, including calling the meeting to order, reading previous meeting minutes, officer and committee reports, old and new business, and adjournment. 2. It describes how main motions and amendments are made, seconded, discussed, and voted on during a meeting. 3. The roles and responsibilities of the chair and secretary are summarized, including how the chair runs discussions and voting, and how the secretary takes and maintains accurate meeting minutes.

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    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd

    Parliamentary Procedure Sample

    Uploaded by

    Cecille Romana
    3K views4 pages
    1. The document outlines the typical order of business for a meeting using parliamentary procedure, including calling the meeting to order, reading previous meeting minutes, officer and committee reports, old and new business, and adjournment. 2. It describes how main motions and amendments are made, seconded, discussed, and voted on during a meeting. 3. The roles and responsibilities of the chair and secretary are summarized, including how the chair runs discussions and voting, and how the secretary takes and maintains accurate meeting minutes.

    Original Description:

    To be Used During meetings.

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    © © All Rights Reserved

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    1. The document outlines the typical order of business for a meeting using parliamentary procedure, including calling the meeting to order, reading previous meeting minutes, officer and committee reports, old and new business, and adjournment. 2. It describes how main motions and amendments are made, seconded, discussed, and voted on during a meeting. 3. The roles and responsibilities of the chair and secretary are summarized, including how the chair runs discussions and voting, and how the secretary takes and maintains accurate meeting minutes.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    3K views4 pages

    Parliamentary Procedure Sample

    Uploaded by

    Cecille Romana
    1. The document outlines the typical order of business for a meeting using parliamentary procedure, including calling the meeting to order, reading previous meeting minutes, officer and committee reports, old and new business, and adjournment. 2. It describes how main motions and amendments are made, seconded, discussed, and voted on during a meeting. 3. The roles and responsibilities of the chair and secretary are summarized, including how the chair runs discussions and voting, and how the secretary takes and maintains accurate meeting minutes.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    of 4

    Sample Use of Parliamentary Procedure

    Order of Business
    1. Chair: The meeting will come to order.
    A quorum (the number of members necessary, according to the constitution and
    bylaws, to
    do business) must be present to hold a business meeting.
    2. Chair: The secretary will read the minutes of the last meeting.
    Minutes are read.
    3. Chair: Are there any corrections to the minutes?
    Corrections are suggested without motion or vote.
    4. Chair: If there are no (further) corrections, the minutes stand approved as read
    (corrected).
    5. Chair: We will have the report of the. . .
    Officers (e.g., financial report by treasurer), Standing Committees, Special
    Committees, etc.
    If a committee report contains a recommendation, the reporting member (usually the
    chair of
    the committee) moves that the recommendation be adopted. Otherwise, the report is
    filed
    without action.
    6. Chair: Is there any unfinished business?
    Action is completed on any business not settled when last meeting was adjourned.
    7. Chair: Is there any new business?
    Each new motion is discussed and settled before another main motion can be
    proposed.
    8. Chair: Are there any announcements?
    9. Chair: If there is no further business, the meeting will be adjourned.
    10. Chair: The meeting is adjourned.
    If assembly wishes to adjourn meeting before all business is completed, meeting
    must be
    adjourned by motion.
    Main Motions
    1. Member: Mr./Madame Chair. .
    2. Chair: The chair recognizes (name of member).
    3. Member: I move. . .
    State the motion or proposal.
    4. Member: I second the motion.

    5. Chair: The motion has been made by (name of mover) and seconded . . . Is there
    any discussion?
    Any discussion must be addressed to the chair. Motion may be changed by amendment.
    If the group does not wish to take final action on the motion, they may dispose of it in
    some other way.
    6. Chair: If there is no further discussion (silence is taken as consent), the motion is . . .
    State the motion or proposal.
    7. Chair: All in favor please say "Aye" (Yes).
    8. Chair: All opposed, please say "No."
    If the chair is able to tell from the "voice vote" (viva voce) whether there are more "Ayes"
    or more "Nos," he/she announces the result.
    9. Chair: The Ayes (or Nos) have it. The motion is carried (defeated).
    If anyone calls "Division" (questions the voice vote), the chair calls for a show of hands
    or a standing vote. If a majority demands it, the vote may be taken by ballot.
    Amendments
    After a main motion has been made and seconded:
    1. Member: I move to amend the motion by. . .
    Inserting or adding a word, phrase, or sentence. Striking out a word, phrase or
    sentence.
    Striking out and inserting a word or phrase or substituting a sentence or paragraph.
    2. Member: I second the motion to amend.
    3. Chair: It has been proposed to amend the motion to read as follows. . .
    Chair states the main motion and the amendment, so the group will understand how
    the
    amendment changes the motion. Amendment is handled in the same way as a main
    motion,
    with . . .
    4. Chair: Is there any discussion?
    Questions can be asked and points can be made during this time.
    5. Chair: If there is no further discussion, the amendment is. . .
    Chair restates the amendment.
    6. Chair: All in favor of the amendment. . .
    Members vote and chair announces the outcome
    7. Chair: The amendment is carried (defeated). The motion now before the house is . . .
    Chair restates the motion-plus the amendment, if carried.
    The Chair
    Calls the meeting to order.
    Keeps the meeting to its order of business
    Handles discussion in an orderly way:

    1. Gives every member a time to speak.


    2. Tactfully keeps all speakers to rules of order and to the question.
    3. Should give pro and con speakers alternating opportunities to speak.
    Does not enter into discussion.
    States each motion before it is discussed and before it is voted upon.
    Puts motions to vote and announces the outcome.
    May vote when his/her vote would affect the outcome, or in any case when voting is
    by ballot.
    Should be familiar enough with parliamentary law to inform assembly on proper
    procedure.
    May appoint committees when authorized to do so or if bylaws so provide.
    May assist in wording of motions if maker requests assistance.

    Use of Gavel
    Rap once to: call meeting to order; maintain order; declare adjournment.

    Etiquette of the Chair


    The chair can remain seated during the meeting except at these times:
    To call the meeting to order.
    To put a question to vote.
    To give a decision on a point of order.
    To recognize speakers.
    In speaking to the assembly, the chair refers to himself/herself as "The Chair."
    The Secretary
    Keeps an accurate record of each meeting, including in the minutes:
    1. Kind of meeting (regular, special, or adjourned) and name of assembly.
    2. Date, hour, and place of meeting.
    3. Name and title of officer presiding and presence of quorum.
    4. Approval of previous minutes.
    5. Record of reports.
    6. Record of each main motion (unless withdrawn) with name of person who
    made it.
    7. Record of points of order and appeals.
    8. Record of all other motions (unless withdrawn).
    9. Record of counted votes.
    10. Time of adjournment.
    11. Signature and title of secretary.
    Keeps an up-to-date roll of members
    Keeps copy of constitution and bylaws, with amendments properly entered.
    Keeps a record of all committees.
    Provides list of pending and potential business for the chair before meeting.
    Handles correspondence of organization (unless there is a corresponding secretary).
    Notifies members of meetings (i.e., if a special meeting is called).
    Recording of Minutes
    Record what is done, not what is said.
    Keep notes together in a special notebook.

    Organize the notes into clear, concise statements and record in permanent minute
    book to be read at next meeting. Record each motion in a separate paragraph.
    Minutes should be read and approved by assembly at the next regular meeting. If the
    organization is not scheduled to meet for several months, minutes should be read
    before adjournment of the meeting or a committee may be appointed to approve
    them.

    Final Form of the Minutes


    Should be typewritten or legibly written in ink.
    Should not be defaced. (Corrections should be made by bracketing the erroneous
    portions and stating correctly in the wide margin.)
    Should be kept in book form. If in longhand, a bound book should be used; if
    typewritten, a loose-leaf notebook is used. Each page should be signed or initialed
    by the secretary and one other officer to guard against substitution of pages.
    Should be recorded with a wide left margin for corrections.
    Minutes, when approved, should be signed by secretary and, if desired, by the chair.

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