Parliamentary Procedure

1. Parliamentary Procedure Meeting Protocol Submitted by: The Alpha Omicron Chapter of Tau Beta Sigma Spring 2013

2. Voting Members • Must be in good standingincluding • Paid dues • Maximum of 3 excused absences • Paid fines • G.P.A. of at least a 2.5 • Active band participation

3. Meeting Etiquette • Attendance/ Tardies • Max. 3 excused absences • Max. 3 tardies • NO FOUL LANGUAGE OR GESTURES • Keep in mind that the point of discussing a motion is not to hurt feelings/ get angry at each other. • Please do not interrupt other speakers • Members who wish to speak MUST be recognized by the chair BEFORE doing so • Meetings are for business purposes, not social hour • Unfinished business MUST be handled before new business can be presented. • If unfinished business is NOT taken up again at the next meeting, the issue dies.

4. Terms to know • The Chair – the presiding office ( usually the president, but in the presidents absence, the vice president may take his/her place) • The Question- a proposal to take action • Quorum- the number of voting members that must be present for the transaction of business • Abstain- to refrain from voting usually because of a conflict of interest (not because you don’t feel like voting)

5. General Motions • Main Motion – introduce subjects to the assembly for consideration “I move that we…..” • Subsidiary Motion- change or affect how the main motion is handled. Must be voted on before the main motion. For example, an amendment to a main motion. • Privileged Motions- usually more urgent; typically about special or important matters not related to pending business. i.e. “I move we adjourn” • Incidental Motions- questions of procedure that arise out of other motions. Must be considered BEFORE the motion in question. For Example, a motion to suspend the rules is an incidental motion

6. 6 Steps to a Motion • Rise, wait for recognition from the chair, and make the motion. • Motions should be stated using the phrase “ I MOVE THAT…” • Another member seconds the motion • The chair restates the motion to the assembly • The chair will state “ It has been moved and seconded that we […… ]This motion is now open for discussion” • Members discuss the motion, and make amendments if necessary. • This is NOT an opportunity to get out of control and argue.

7. 6 Steps (cont’d) • The Chair calls for the vote. • The chair MUST state what kind of vote is being taken ( raise your hand; say aye; stand; etc;) • The chair announces result followed by one tap of the gavel, and moves on to the next item of business

8. How to Modify a Motion • Usually must be done AFTER the motion has been seconded, but BEFORE the question is called • Any modification made after the motion has been passed requires unanimous consent • To amend a motion you must either: a) insert words b)striking out words (not deleting) c) striking out and inserting words.

9. For Example • “I move that we have a cookie cake sale” • “ I move to amend the motion to have a cookie cake sale by INSERTING the words ‘on Jan. 30th’ at the end of the motion. • “ I move to amend the motion to have a cookie cake sale by STRIKING OUT the word ‘cake.’” • “ I move to amend the motion to have a cookie cake sale by STRIKING OUT the word ‘cookie’ and INSERTING the word ‘ice cream.’”

10. Suspending the Rules • When the voting members wish to do something that violates the regular rules of the assembly, it can pass a motion to Suspend the Rules. • This motion pertains to regular Rules of Order (requires a 2/3rd vote) and standing rules (requires a majority vote). You CANNOT suspend Bylaws or the Constitution unless your bylaws/ constitution has made provisions to allow for rule suspension • “I move that we suspend the rule that prohibits us from [….]”