BASIC PARLIAMENTARY PROCEDURE - VSBA · BASIC PARLIAMENTARY PROCEDURE RULES TO GOVERN ORGANIZATIONS...
Transcript of BASIC PARLIAMENTARY PROCEDURE - VSBA · BASIC PARLIAMENTARY PROCEDURE RULES TO GOVERN ORGANIZATIONS...
BASIC
PARLIAMENTARY
PROCEDURE
RULES TO GOVERN
ORGANIZATIONS
BASED ON ROBERT’S RULES OF ORDER.11TH
EDITION
WORKSHOP OBJECTIVES
1. State the purposes of following parliamentary procedure.
2. Recognize the five basic principles of parliamentary
procedure.
3. Identify steps involved with presenting a motion.
4. Recognize various methods of voting.
5. Differentiate the types of motions.
WHAT IS PARLIAMENTARY
PROCEDURE?
Parliamentary procedure refers to the rules of democracy—that is, the commonly accepted way in which a group of people come together, present and discuss possible courses of action, and make decisions.
WHAT IS PARLIAMENTARY
PROCEDURE?
Fundamentally, parliamentary procedure defines how groups of people, no matter how formal or informal, can most effectively meet and make decisions in a fair, consistent manner—and make good use of everyone's time.
Even a basic background in parliamentary principles can help you and your organization hold more efficient meetings.
OBJECTIVES OF
PARLIAMENTARY PROCEDURE
• Establishes the purpose and structure of organizations;
• Defines membership classifications, rights, and obligations; and
• Defines rules and procedures for conducting business.
1. To give every member a chance to be heard.
2. To allow everyone to participate.
3. To establish and maintain order in a meeting.
4. To prevent confusion when discussing meeting’s agenda.
5. To keep meeting moving.
PURPOSES OF
PARLIAMENTARY
PROCEDURE
1. Discuss one subject at a time.
2. Allow full and free discussion of each idea presented.
3. Treat all members with justice and courtesy.
4. Carry out the rule of the majority, and respect the rights
of the minority.
5. Bring together the wishes of all group members to form
a cooperating, united organization.
PRINCIPLES OF
PARLIAMENTARY
PROCEDURE
WHO USES PARLIAMENTARY
PROCEDURE?
• Government and civic
organizations
• U.S. Congress
• State legislatures
• City and county councils
• School boards
• Neighborhood and
homeowners' associations
• Corporations
• Board of directors
• Shareholder meetings
• Non-profit organizations
• Charitable organizations
• Fraternal organizations
• Churches
• Clubs
• Professional organizations
• Official Rule Book is Robert’s
Rules of Order, Newly Revised.
• Written by U.S. Army general
Henry Martyn Robert.
WHO IS THIS ROBERT
ANYWAY?
“Where there is no law, But every man
does what is right in his own eyes,
there is the least of real liberty.”
-Henry M. Robert
WHAT IS ROBERT’S RULES OF ORDER?
• Robert's Rules of Order Newly Revised is the most widely used parliamentary authority in the United States, this book (often abbreviated RONR) was first published as the Pocket Manual of Rules of Order for Deliberative Assemblies in 1876.
• Since then, the book has been expanded and updated several times, incorporating solutions for countless meeting situations and acknowledging both societal and technological changes that affect the way business is conducted. The current edition of this book is Robert's Rules of Order Newly Revised, 11th edition (2011).
RULES THAT GOVERN AN
ORGANIZATION
These rules form a hierarchy, with higher-
ranking classes of rules superseding those
of a lower rank.
Federal, state, and local laws
Articles of Incorporation
Constitution
Bylaws
Special rules of order
Standing rules
Parliamentary authority
Custom
PARLIAMENTARY
PROCEDURE TERMS
What is a quorum?
• Minimum number of members that must be present at a meeting for legal business to be transacted.
What is a majority?
• ½ of members present at any meeting plus 1.
• Minimum number of members that must vote for a motion for it to pass.
PARLIAMENTARY
PROCEDURE BASICS
Presiding Officer referred to as:
• Mr./Madam President
• Mr./Madam Chairperson
Everyone gets a chance to voice their
opinion or debate.
Everyone gets the chance to vote.
PARLIAMENTARY
PROCEDURE BASICS
There are five common methods of voting.
• Voice
• Standing
• Roll Call
• Secret Ballot (Not accepted on public boards)
• Electronic Voting
PARLIAMENTARY
PROCEDURE BASICS
• Only one topic at a time
can be discussed.
• The person who makes
a motion has the right
to discuss it first.
PARLIAMENTARY PROCEDURE
BASICS
The Gavel
• A symbol of power and
authority.
• Used by the presiding
officer to give
instructions to the
members.
• The number of taps
have a specific
meaning.
TAPS OF THE GAVEL
One Tap
• Follows the announcement of adjournment.
• Completion of a business item.
• Members to be seated.
Two Taps
• Call the meeting to order.
Three Taps
• All members to stand.
Series of Taps
• Restores order to a meeting.
OBTAINING THE FLOOR
1. A member rises when no one else has the floor and addresses the chair: "Mr./Madam President," "Mr./Madam Chairman," or by other proper title. (In a large assembly, the member gives his name and identification.)
The member remains standing and awaits recognition by the chair.
2. The chair recognizes the member by announcing his name or title, or, in a small assembly, by nodding to him.
BRINGING A MOTION BEFORE
THE ASSEMBLY
1. The member makes the motion: "I move that (or 'to')..." and resumes his seat.
2. Another member, without rising, seconds the motion: "I second the motion," or "I second it" or even just "second."
3. The chair states the motion:
"It is moved and seconded that .... Are you ready for the question?"(Chair can at times with more detailed motion request the Clerk to restate the motion.)
DISCUSSION AND DEBATE
• Discussion, or debate in parliamentary terms, is how an assembly decides whether a proposed course of action should be followed. Disagreement is healthy, and helps the organization make the best decision if discussion is approached fairly and consistently:
• Before speaking in debate, members obtain the floor.
• The person who makes a motion may speak on it first, if he expresses the desire to do so.
• All remarks are addressed to the chair, not to other members.
• Debate is confined to the merits of the motion currently under consideration.
• Debate can only be closed by order of the assembly (2/3 vote), or by the chair if no one seeks the floor for further debate.
CONSIDERING THE MOTION
1. Members debate the motion.
2. The chair puts the motion to a vote. The chair asks: "Are you ready for the question?" If no one rises to claim the floor, the chair proceeds to take the vote.
The chair says: "The question is on the adoption of the motion that... As many as are in favor, say 'Aye". (Pause for response.) Those opposed, say 'No'. (Pause for response.)
3. The chair announces the result of the vote. "The ayes have it, the motion is adopted, and .... (indicating the effect of the vote)," or
"The noes have it, and the motion is lost."
MOTIONS
• The most commonly used motions belong to the thirteen
ranking motions.
Classes of Motions
• Main motion
• Subsidiary motions
• Privileged motions
• Incidental motions
• Motions that bring a question again before the assembly, or
bring-back motions, are a special type of main motion that
permit the assembly to consider business that was previously
disposed of.
MAIN MOTION
Main motion is the basis of all parliamentary procedure. All business to be considered by an assembly is introduced by a main motion. This type of motion may only be considered if no other business is pending.
SUBSIDIARY MOTIONS
Subsidiary motions are those that
may be applied to another motion for
the purpose of modifying it, delaying
action on it, or disposing of it.
SUBSIDIARY MOTIONS
(Privileged Motions)• Lay on the Table
• Previous Question
• Limit or Extend Limits of Debate
• Postpone to Certain Time (Definitely)
• Commit (Refer to a Committee)
• Amend
• Postpone Indefinitely
(Main Motion)
SU
BS
IDIA
RY
PRIVILEGED MOTIONS
Privileged motions are motions that are unrelated to the
current motion, but are of such urgency or importance that
they are considered immediately. These motions are related
to members, the organization, and meeting procedure rather
than the item of business being considered.
PRIVILEGED MOTIONS
• Fix the Time to Which to Adjourn
• Adjourn
• Recess
• Raise a Question of Privilege
• Adjust the temperature of the room
• Call for the Orders of the Day
INCIDENTAL MOTIONS
Incidental motions are motions
that are related to, or incidental
to, the business being
considered, but do not directly
modify the pending motion.
INCIDENTAL MOTIONS
(NO RANKING)
• Point of Order
• Appeal From a Decision of the Chair
• Suspend the Rules
• Object to the Consideration of a Question
• Division of the Assembly
• Parliamentary Inquiry
• Request for Information
BRING-BACK MOTIONS
(NO RANKING)
Motions that bring a question again before the assembly, or
bring-back motions, are a special type of main motion that
permit the assembly to consider business that was
previously disposed of.
• Take From the Table
• Rescind/Amend Something Previously Adopted
• Reconsider
MOTIONS
Thirteen ranking motions:
• The main motion,
• subsidiary motions,
• and privilegedmotions
all have rank relative to one another.
“I MOVE……”
AGENDA
Call to Order
Opening Ceremonies (optional)
Roll Call (if customary)
Reading and Approval of Minutes
Reports of Officers, Boards, and Standing Committees
Reports of Special Committees
(announced only if such committees are prepared or instructed to report)
Special Orders (announced only if there are special orders)
Unfinished Business and General Orders
New Business
Announcements
Program (if a program or a speaker is planned for the meeting)
Adjourn
WHICH MOTION
SHOULD I USE?
STATEMENT
1. I have an idea that
I think our Board
should try.
ANSWER
Main Motion
WHICH MOTION
SHOULD I USE?
STATEMENT
• I could go for this
motion if we could
just make a little
change.
ANSWER
Amend
WHICH MOTION
SHOULD I USE?
STATEMENT
• I wish we could
wait on this vote
until John and
Chris can be here.
I know they’re
coming to the next
meeting. There is
no good reason
we can’t wait until
then.
ANSWER
Postpone to a
Set Time
WHICH MOTION
SHOULD I USE?
STATEMENT
• This discussion is
going nowhere.
Sometimes I think
some of these
people just talk to
hear themselves!
Let’s get this vote
taken now.
ANSWER
Previous Question
WHICH MOTION
SHOULD I USE?
STATEMENT
• Why are we
arguing about this
question now? We
don’t have enough
information. We
need to get a
group together to
look into the
matter.
ANSWER
Refer to Committee
WHICH MOTION
SHOULD I USE?
STATEMENT
• This motion is
really none of our
business. If we
took a stand on
this issue either
way it would
positively damage
our reputation in
the community.
ANSWER
Postpone Indefinitely
Or
Object to
Consideration
ISSUES OF PARTICULAR
IMPORTANCE TO SCHOOL BOARDS
1. A good school board uses parliamentary procedure as a tool
to assist in the efficient transaction of business, not as a
weapon to frustrate the opposition.
▪ Courtesy and service
▪ Agreement of parliamentary principles before problems
develop
ISSUES OF PARTICULAR
IMPORTANCE TO SCHOOL BOARDS
2. Assuring good public input does not mean that patrons can
interrupt the meeting at any time they wish to. The members
of board are the only ones with a right and responsibility to
speak and vote at meetings. Public input is a privilege granted
by the board in open meetings, not a right held by patrons.
ISSUES OF PARTICULAR
IMPORTANCE TO SCHOOL BOARDS
3. When a motion is offered, be particular about the wording.
The item of business before the assembly is the wording, not
the concept.
▪ Avoid “I so move” or “So moved.”
▪ After a report by a superintendent or staff member, a full and
complete motion should be offered.
ISSUES OF PARTICULAR
IMPORTANCE TO SCHOOL BOARDS
4. When desiring to change the substance of a motion before
the board, remember that amendments are “changes in
wording” and not conceptual changes.
ISSUES OF PARTICULAR
IMPORTANCE TO SCHOOL BOARDS
5. Agree in advance on any special rules or order to be used by the
board outside of the ordinary parliamentary rules. RONR11, Page 487
indicates the following “simplified rules for small boards and
committees.” These adjustments to the normal rules should be used
only on the advanced agreement of the board adopted in a board
policy.
Members are not required to obtain the floor before making
motions or speaking, which they can do while seated.
Motions need not be seconded.
There is no limit to the number of times a member can speak to a
question, and motions to close or limit debate generally should not
be entertained.
ISSUES OF PARTICULAR
IMPORTANCE TO SCHOOL BOARDS
Informal discussion of a subject is permitted while no motion is pending.
Sometimes when a proposal is perfectly clear to all present, a vote can be taken without a motion's having been introduced. Unless agreed to by unanimous consent, however, all proposed actions of a board must be approved by vote under the same rules as in other assemblies, except that a vote can be taken initially by a show of hands, which is often a better method in such meetings.
The chair need not rise while putting questions to vote.
The chair can speak in discussion without rising or leaving the chair; and, subject to rule or custom within the particular board (which should be uniformly followed regardless of how many members are present), he usually can make motions and usually vote on all questions.
ISSUES OF PARTICULAR
IMPORTANCE TO SCHOOL BOARDS
6. Using “consent agenda” works well, if the items on them are REALLY
routine and non-controversial.
7. Minutes: Be sure to accurately record “what was done and NOT
what was said” in the minutes of a board meeting. Also be sure to
approve all minutes at the next meeting.
8. Using informal consideration can ease the process of coming to
agreement and then allow for the board to move back into formal
consideration.
THANK YOU!
Remember :
The rights of the minority are protected
and the will of the majority prevails!
QUESTIONS?
Carlos Clanton
Executive Director
Norfolk Public Schools
Norfolk Education Foundation
800 E. City Hall Avenue
Norfolk, VA 23510
757-628-1172