1. REFRESHER LEADERSHIP SUMMIT

2. How to Conduct a Meeting Using ProperParliamentary ProcedureChances are: you will encounter asituation in which you find yourselfeither participating in, or leading, ameeting, at some time in your life.-you might need to develop someform of order to prevent chaosincarnate from occurring.-It doesn't take much for a meeting todescend into disarray. 3. ParliamentaryLaw, termused to designate the body ofrules and precedents regulating the modesof procedure and course of debate inlegislative and other deliberative assemblies.-the term has been applied to the rulesgoverning the procedure and conduct oforganizational meetings generally, whetherin business, labor, or fraternal organizations.The basic principles of parliamentary law aremajority rule, equal rights of allmembers to participate in theproceedings, protection of the right ofthe minority to be heard, and the orderlyconsideration of matters brought beforethe meeting. 4. The officers of a deliberativeassembly :1. include a presiding officer,who may be called thechairperson, speaker,president, or moderator;and a secretary or clerk. 5. -whose office at a meeting is called the chair, must be fairin the exercise of authority-has the power of recognition, that is, of deciding whichmember is entitled to speak, he or she must be impartialand permit the presentation of opposing views.-It is the duty of the chairperson to call the meeting toorder, to see that motions are properly made, to preserveorder and enforce rules of procedure, and to decidequestions of order subject to the right of appeal by thewhole assembly.-If the presiding officer is a member of the organization,he or she may participate in debate, but he or she shouldrelinquish the chair and ask another member to presidetemporarily while doing so.--In addition, he or she may vote to make or break a tie. 6. Ways in order to keep a meeting freshand productive using ParliamentaryProcedure.1. Procure or create amanual to develop aworking format for properparliamentary procedure.Nearly every formal body hasdifferent rules andregulations, but most tendto derive from Robert's Rulesof Order.-used by many nonlegislativeorganizationsRobert's Rules of Order (1876, reviseded. 1915) by the American armyengineer Henry Martyn Robert.Robert was also the author ofParliamentary Practice (1921) andParliamentary Law (1923). Like mostother American parliamentary texts,Robert's procedure is based on theHouse rules, which in turn are derivedfrom British parliamentary law. 7. 2. Create an agenda-If there is no agenda, it becomes quitedifficult to conduct your meeting, and itwon't be long before the meeting becomesuncontrollable.An agenda will safeguard you against this.Make sure that your agenda includes aproper placement and time for all items ofbusiness to be discussed, and ensure that atthe minimum you include a time for readingof the minutes, officer/board memberreports, old business, new business, andannouncements.Depending on the organization, the personusually responsible for creating an agendawould be the President/Chair, VicePresident, Secretary or a specific committee. 8. 3. Devise a "minutes" documentThe minutes will contain a brief, butcomprehensive review of the immediateprevious meeting.This is exceptionally important becausewithout the minutes, people can and willforget what happened at the previousmeeting, especially if there is a long period oftime that elapsed between the two meetings.Human memory is never perfect. The task oftaking the minutes usually devolves uponthe Secretary of the organization, but this isnot always the rule. 9. 4. Appoint a member to be aparliamentarian, if the chair is not onealready.-A parliamentarian is a person who is veryknowledgeable about your procedures - somake sure that person has a copy of themanual you are using.There will be a time in which questions ofprocedure will arise, and aparliamentarian will be able to render asolution quickly and effectively if thechair is unable to do so. 10. 5. Make sure that members understandthe parliamentary procedure.If everyone that regularly participates orvotes on issues does not understand yourgroup's policies, you will find thatconducting your meeting will be impossible.Your Out of Order! 11. 1 Call to Order2 Invocation3 Singing of the National Anthem4 Declaration of the Quorum/Roll Call5 Reading of the minutes of the previous session, unlessdispensed with,and approval of the same6 Public Hearing, if any7 Privileged Speeches8 Committee Reports9 Completion of unfinished business during the previoussession10 Consideration of the present business11 Amendments to the agenda12 Other matters13 Adjournment 12. The Basic Rules of PRP1. THE RIGHTS OF THE ORGANIZATIONSUPERSEDE THE RIGHTS OFINDIVIDUAL MEMBERS-The organization has the right to make its ownrules which then must beobserved by all members.Should a conflict arise between the rights of amember and the right of the organization to doits business, the rights of theorganization prevail. 13. 2. ALL MEMBERS ARE EQUALAND THEIR RIGHTS AREEQUAL- Those rights are:--to attend meetings;--to make motions and speak indebate;--to nominate;--to vote;--to hold office. 14. 3. A QUORUM MUST BE PRESENTTO DO BUSINESS- A quorum is the number ofmembers who must be present tolegally transact business. Thenumber is usually stated in thebylaws.In a committee or a small board,the quorum is the majority of itsmembers. The purpose of aquorum is to prevent anunrepresentativegroup from taking action in thename of the organization. 15. 4. THE MAJORITY RULESThis rule is basic to thedemocratic process.The minority has the rightto be heard, but once adecision has been reachedby a majority of themembers present andvoting, the minority mustthen respect and abide bythe decision. 16. 5. SILENCE IS CONSENT -Those members who do notvote agree to go along withthe decision of the majorityby their silence. 17. 6. TWO-THIRDS VOTE RULE -A two-thirds vote is necessarywhenever you are limiting ortaking away the rights ofmembers or whenever you arechanging somethingthat has already been decided. 18. 7. ONE QUESTION AT A TIME ANDONE SPEAKER AT A TIME - Nomotion is in order which doesnot directly relate to thequestion under consideration.In addition,once a member has beenrecognized, he has been granted"the floor" and another membermay not interrupt him. 19. 8. DEBATABLE MOTIONSMUST RECEIVE FULL DEBATE -The presiding officer may notput a debatable motion tovote as long as members wishto debate it. Debatecan only be suspended by atwo-thirds vote of themembers present. 20. 9. ONCE A QUESTION IS DECIDED,IT IS NOT IN ORDER TO BRINGUP THE SAME MOTION OR ONEESSENTIALLY LIKE IT AT THESAME MEETING- Such motions should be ruledout of order.(Note: There is a special class ofmotions which do bring a motionback to the group, calledrestorative motions.)Youre out of Order! 21. 10. PERSONAL REMARKS INDEBATE ARE ALWAYS OUT OFORDER - The presiding officermust rule all personal remarksout of order.It can helps me to maintain mycredibility!WRONG 22. RULES OF ORDER.Art. I. How Business Is Conducted in Deliberative Assemblies1. Introduction of BusinessAn assembly having been organized as described in businessis brought before it either by the motion of a member, or bythe presentation of a communication to the assembly.It is not usual to make motions to receive reports ofcommittees or communications to the assembly. There aremany other cases in the ordinary routine of business wherethe formality of a motion is dispensed with, but should anymember object, a regular motion becomes necessary, or thechair may put the question without waiting for a motion. 23. 2. What Precedes DebateBefore any subject is open to debate it isnecessary,-first, that a motion be made by a memberwho has obtained the floor; second, that itbe seconded (with certain exceptions); andthird, that it be stated by the chair, thatis, by the presiding officer. 24. 3. Obtaining the FloorBefore a member call make a motion, or addressthe assembly in debate, it is necessary that heshould obtain the floor -- that is, he must riseafter the floor has been yielded, and address thepresiding officer by his official title, thus, "Mr.Chairman," or "Mr. President," or "Mr.Moderator;"1 or, if a woman (married or single),"Madam Chairman," or "Madam President."Where two or more rise about the sametime to claim the floor, all other thingsbeing equal, the member who rose firstafter the floor had been yielded, andaddressed the chair is entitled to thefloor. 25. 4. Motions and ResolutionsA motion is a proposal that the assemblytake certain action, or that it express itself asholding certain views.It is made by a member's obtaining the flooras already described and saying, "I movethat" (which is equivalent to saying, "Ipropose that"), and then stating the actionhe proposes to have taken.Every resolution should be in writing, andthe presiding officer has a right to requireany main motion, amendment, orinstructions to a committee to be in writing.A resolution is always a main motion.When a member wishes aresolution adopted after havingobtained the floor, he says, "I movethe adoption of the followingresolution," or "I offer thefollowing resolution," which hereads and hands to the chair.they are usually stated in apreamble, each clause of whichconstitutes a paragraph beginningwith "Whereas." The preamble isalways amended last, as changes inthe resolution may require changesthe preamble. 26. The preamble should never contain a period,but each paragraph should close with acomma or semicolon, followed by "and,"except the last paragraph, which shouldclose with the word "therefore," or"therefore, be it."A resolution should avoid periods wherepracticable. Usually, where periods arenecessary, it is better to separate it into aseries of resolutions, in which case theresolutions may be numbered, if preferred,by preceding them with the figures 1, 2,etc.; or it may retain the form of a singleresolution with several paragraphs, eachbeginning with "That," and these may benumbered, if preferred, by placing "First,""Second," etc., just before the word "That."The following form will serve as a guidewhen it is desired to give the reasons for aresolution: 27. Whereas, We consider that suitable recreation is a necessary part of a rationaleducational system; andWhereas, There is no public ground in this village where our school children can play;thereforeResolved, That it is the sense of this meeting that ample play grounds should beimmediately provided for our school children.Resolved, That a committee of five be appointed by the chair to present theseresolutions to the village authorities and to urge upon them prompt action in the matter. 28. As a general rule no member can make twomotions at a time except by general consent.But he may combine the motion to suspend therules with the motion for whose adoption it wasmade; and the motion to reconsider a resolutionand its amendments; and a member may offer aresolution and at the same time move to make ita special order for a specified time. 29. 5. Seconding MotionsAs a general rule, with the exceptions givenbelow, every motion should be seconded.This is to prevent time being consumed inconsidering a question that only one personfavors, and consequently little attention ispaid to it in routine motions.Where the chair is certain the motion meetswith general favor, and yet members are slowabout seconding it, he may proceedwithout waiting for a second.Yet, any one may make a point of order thatthe motion has not been seconded, and thenthe chair is obliged to proceed formally andcall for a second. The better way when amotion is not at once seconded, is for thechair to ask, "Is the motion seconded?"A motion is seconded by a member'ssaying "I second the motion," or "Isecond it," which he does withoutobtaining the floor, and in smallassemblies without rising.In large assemblies, and especiallywhere non-members are scatteredthroughout the assembly, membersshould rise, and without waiting forrecognition, say, "Mr. Chairman, Isecond the motion." 30. Exceptions. The following do not require a secondQuestion of Privilege, to raise a19Questions of Order 21Objection to the Consideration of a Question23Call for Orders of the Day 20Call for Division of the Question (under certain circumstances)24Call for Division of the Assembly (in voting)25Call up Motion to Reconsider 36Filling Blanks 33Nominations 33Leave to Withdraw a Motion 27Inquiries of any kind 27 31. 6. Stating the QuestionWhen a motion has been made and seconded, it is theduty of the chair, unless he rules it out of order,immediately to state the question -- that is, state theexact question that is before the assembly for itsconsideration and action."It is moved and seconded that the following resolution be adopted [readingthe resolution];" or "It is moved and seconded to adopt the followingresolution;" "Mr. A offers the following resolution [read]: the questionis on its adoption;" "It is moved and seconded to amend the resolutionby striking out the word 'very' before the word 'good';" "The previousquestion has been demanded [or, moved and seconded] on theamendment;" "It is moved and seconded that the question be laid onthe table;" "It is moved and seconded that we adjourn." 32. If the question is debatable or amendable,the chair should immediately ask,"Are you ready for the question?" If no onethen rises he should put the question .If the question cannot be debated oramended, he does not ask, "Are you readyfor the question?" but immediately puts thequestion after stating it. 33. 7. DebateAfter a question has been stated by the chair,it is before the assembly for considerationand action.All resolutions, reports of committees,communications to the assembly, and allamendments proposed to them, and allother motions except the UndebatableMotions , may be debated before finalaction is taken on them, unless by a two-thirdsvote the assembly decides todispose of them without debate.In the debate each member has the right to speaktwice on the same question on the same day (excepton an appeal), but cannot make a second speech onthe same question as long as any member who hasnot spoken on that question desires the floor. Noone can speak longer than ten minutes at a timewithout permission of the assembly.Speakers must address their remarksto the presiding officer, be courteousin their language and deportment,and avoid all personalities, neveralluding to the officers or othermembers by name, where possible toavoid it, nor to the motives ofmembers. 34. 8. Secondary MotionsTo assist in the proper disposal of thequestion various subsidiary motions areused, such as to amend, to commit, etc., andfor the time being the subsidiary motionreplaces the resolution, or motion, andbecomes the immediately pending question.a question incidental to the business may arise, as a question oforder, and this incidental question interrupts the business and,until disposed of, becomes the immediately pending question.And all of these may be superseded by certain motions, calledprivileged motions, as to adjourn, of such supreme importance asto justify their interrupting all other questions. All of thesemotions that may be made while the original motion is pending aresometimes referred to as secondary motions. 35. 9. Putting the Question and Announcing the VoteWhen the debate appears to have closed, thechair asks again, "Are you ready for thequestion?"In putting the question the chair shouldmake perfectly clear what the question isthat the assembly is to decide. If thequestion is on the adoption of a resolution,unless it has been read very recently, itshould be read again, the question being putin a way similar to this: 36. 10. Proper Motions to Use to AccomplishCertain ObjectsTo enable any one to ascertain what motionto use in order to accomplish what isdesired, the common motions are arrangedin the table below according to the objects tobe attained by their use. Immediately afterthe table is a brief statement of thedifferences between the motions placedunder each object, and of the circumstancesunder which each should be used. 37. The Common Motions Classified According to Their Objects(1) To Modify or Amend.(a) Amend(b) Commit or Refer(2) To Defer Action.(a) Postpone to a Certain Time(b) Make a Special Order (2/3 Vote)(c) Lay on the Table(3) To Suppress or Limit Debate (2/3 Vote).(a) Previous Question (to close debatenow) (2/3 Vote)(b) Limit Debate (2/3 Vote)(4) To Suppress the Question.(a) Objection to Its Consideration(2/3 Vote)(b) Previous Question and RejectQuestion(c) Postpone Indefinitely(d) Lay on the Table(5) To Consider a Question a Second Time.(a) Take from the Table(b) Reconsider(c) Rescind(6) To Prevent Final Action on a Questionin an Unusually Small or Unrepresentative Meeting.(a) Reconsider and have Entered onthe Minutes 38. Art. II. General Classification of MotionsMain or Principal MotionsSubsidiary MotionsIncidental MotionsPrivileged Motions 39. A Main or Principal Motion-is a motion made to bring before theassembly, for its consideration, anyparticular subject.-It takes precedence of nothing -- that is, itcannot be made when any other question isbefore the assembly; and it yields to allPrivileged, Incidental, and SubsidiaryMotions -- that is, any of these motions canbe made while a main motion is pending.-Main motions are debatable, and subject toamendment, and can have any subsidiarymotions applied to them.When a main motion is laid on the table, orpostponed to a certain time, it carries with itall pending subsidiary motions. If a mainmotion is referred to a committee it carrieswith it only the pending amendments.As a general rule, theyrequire for their adoptiononly a majority voteMain motions may be subdividedinto Original Main Motionsand Incidental Main Motions. 40. Original Main Motions are those whichbring before the assembly some new subject,generally in the form of a resolution, uponwhich action by the assembly is desired.Incidental Main Motions are those mainmotions that are incidental to, or relate to,the business of the assembly, or its past orfuture action, as, a committee's report on aresolution referred to it.A motion to accept or adopt the report ofa standing committee upon a subject notreferred to it is an original main motion,but a motion to adopt a report on a subjectreferred to a committee is an incidentalmain motion. 41. Accept or Adopt a Report upon a subject referred to a committee54Adjourn at, or to, a future time 17Adjourn, if qualified in any way, or to adjourn when the effect is todissolve the assembly with no provision for its reconvening17Appoint the Time and Place for the next meeting, if introduced when nobusiness is pending16Amend the Constitution, By-laws, Standing Rules, or Resolutions, etc.,already adopted68Ratify or Confirm action taken 39Rescind or Repeal action taken37Incidental Main Motions. 42. Subsidiary Motions-applied to other motions for the purpose ofmost appropriately disposing of them.By means of them the original motion maybe modified, or action postponed, or it maybe referred to a committee to investigate andreport, etc.-They may be applied to any main motion,and when made they supersede the mainmotion and must be decided before themain motion can be acted upon.None of them, except the motion to amendand those that close or limit or extend thelimits of debate, can be applied to asubsidiary, incidental (except an appeal incertain cases), or privileged motion. 43. Subsidiary MotionsLay on the Table 28The Previous Question 29Limit or Extend Limits of Debate 30Postpone Definitely, or to a Certain Time 31Commit or Refer, or Recommit 32Amend 33Postpone Indefinitely 34 44. Incidental Motions are such as arise out ofanother question which is pending, andtherefore take precedence of and must bedecided before the question out of whichthey rise; or, they are incidental to aquestion that has just been pending andshould be decided before any other businessis taken up.They are undebatableThey cannot be amended except where theyrelate to the division of a question, or to themethod of considering a question, or tomethods of voting, or to the time whennominations or the polls shall be closed. 45. Incidental MotionsQuestions of Order and AppealSuspension of the RulesObjection to the Consideration of a QuestionDivision of a Question, and Consideration by Paragraph or SeriatimDivision of the Assembly, and Motions relating to Methods of Voting, or to Closing or toReopening the PollsMotions relating to Methods of Making, or to Closing or to Reopening NominationsRequests growing out of Business Pending or that has just been pending; as, aParliamentary Inquiry, a Request for Information, for Leave to Withdraw a Motion, to ReadPapers, to be Excused from a Duty, or for any other Privilege 46. Privileged Motions are such as, while notrelating to the pending question, are of sogreat importance as to require them to takeprecedence of all other questions, and, onaccount of this high privilege, they areundebatable.They cannot have any subsidiary motionapplied to them, except the motions to fixthe time to which to adjourn, and to take arecess, which may be amended. 47. Privileged MotionsFix the Time to which to Adjourn (if made while another question ispending)Adjourn (if unqualified and if it has not the effect to dissolve theassembly)Take a Recess (if made when another question is pending)Raise a Question of PrivilegeCall for Orders of the Day 48. Some Main and Unclassified Motions.Two main motions (to rescind and to ratify) and several motionswhich cannot conveniently be classified as either Main, Subsidiary,Incidental, or Privileged, and which are in common use, are hereafterexplained and their privileges and effects given. They are as follows:Take from the TableReconsiderRescindRenewal of a MotionRatifyDilatory, Absurd, or Frivolous MotionsCall of the House 49. Motions Requiring a Two-thirds VoteAmend (Annul, Repeal, or Rescind) any part of the Constitution, By-laws, or Rules of Order, previouslyadopted; it also requires previous noticeAmend or Rescind a Standing Rule, a Program or Order of Business, or a Resolution, previouslyadopted, without notice being given at a previous meeting or in the call for the meetingTake up a Question out of its Proper OrderSuspend the RulesMake a Special OrderDischarge an Order of the Day before it is pendingRefuse to Proceed to the Orders of the DaySustain an Objection to the Consideration of a QuestionPrevious QuestionLimit, or Extend the Limits, of DebateExtend the Time Appointed for Adjournment or for Taking a RecessClose Nominations or the PollsLimit the Names to be Voted forExpel from Membership: it also requires previous notice and trialDepose from Office: it also requires previous noticeDischarge a Committee when previous notice has not been givenReconsider in Committee when a member of the majority is absent and has not been notified of theproposed reconsideration