Parliamentary Procedures

1. Parliamentary Procedures Presented by: Suzy Schares, CMC City of Waterloo City Clerk

2. Parliamentary Procedure • What is it? • A set of well proven _______ designed to move business along in a meeting while maintaining order and controlling the communications. • Why use it? • To accomplish tasks utilizing an orderly, democratic __________.

3. Rules of Parliamentary Procedure • The rules of Parliamentary Procedure are _______, not ________.

4. Where do we find the rules? • State Code • Chapter 380 City Legislation • City Code • ByLaws • Document containing the basic rules for ___________ an organization. • Parliamentary Authority • The book adopted by an assembly to govern parliamentary procedure in meetings of the organization: e.g. Robert’s Rules of Order Newly Revised

5. The Chairperson • The presiding officer; president, chairman, mayor or supervisor is known as the _______________. • In most cities this is the Mayor

6. Order of Business • Call to Order • Role Call • Adoption of agenda • Approval of the Minutes • Reports of Officers/Committees • Unfinished Business • New Business • Announcements/Citizen Comments • Adjournment

7. Agenda • An established sequence of items of _________________ to be considered in a meeting is known as the agenda

8. Minutes • The Official written record of business conducted at a ________________.

9. Motions • Main Motion • A proposal that introduces a subject to the ______________ for discussion and action or which expresses an opinion • Incidental Motion • Arises out of another motion that is or has just been pending and must be disposed of before the pending _______________ is acted upon

10. Motions • ____________ Motion • Unrelated to pending business but is of such importance that it takes priority over a pending motion • ____________ Motion • Applied to another motion for the purpose of changing it or appropriately disposing of it, temporarily or permanently

11. Steps in a Motion • State the motion • I move that …. • Second the motion • Chairperson restate the motion • Discuss (Debate) the motion • Vote on the motion • Announce the result of vote

12. Let’s Try It!

13. Discussion (Debate) • A member should not speak until recognized by the Chair • Remarks must remain germane • _______________ – Closely related; used in relation to amendments and debate • Remarks should be addressed to the Chairperson • No personal attacks

14. Voting • Voice Vote (all in favor, please say aye…) • Simplest and most common • Roll Call • Calling each members name for their vote • Others • Vote by standing, show of hands, ballot

15. Voting • Majority vote – more than half • Necessary for ordinance, resolutions, and motions • ¾ vote • Necessary to suspend the rules to pass an ___________ without two considerations before final passage • Abstain • Publicly ____________ from voting, usually due to a conflict of interest • Adopt • vote to accept or approve a __________; when the affirmative vote prevails

16. Let’s Try It!

17. Amending a motion • Inserting words • I move to amend by inserting the words… • Striking words • I move to amend by striking the words…. • Striking out and inserting • I move to amend by striking the words… and inserting the words…..

18. Let’s Try It!

19. Postponing and Tabling • Lay on the table • The highest-ranking ___________ motion that enables the assembly to set aside the pending motion temporarily to take up something more urgent • Usually a motion to take from the table is done at that same meeting but can wait until the next meeting if necessary • Motion to postpone • Indefinitely • To a certain time

20. Bring Back Motions • Motions that bring a question again before the assembly, e.g. reconsider. • _____________ • A motion to consider a second time the vote on a previously adopted or defeated question

21. Adjourn • A motion to close a _______________ immediately

22. References • Robert’s Rules of Order Newly Revised In Brief • Simplified Parliamentary Procedure, Iowa State University, revised December 2009