Parliamentary Law Basics

1. Parliamentary Law Basics Objective: Analyze the role of Robert’s Rules of Order in conducting a business meeting Objective: Demonstrate key parliamentary abilities that would be used in a business meeting.

2. What is Parliamentary Procedure? Parliamentary procedure uses well defined rules to conduct business with a formal, organized approach. Parliamentary procedure is governed by Robert’s Rules of Order.

3. Parliamentary Law • Robert’s Rule of Order • Book of Authority • Assures that all sides are treated fairly and that everyone has the opportunity to discuss and vote

4. Parliamentary Law • Main Objective: • Focus on one item at a time • Extend courtesy to everyone • Observe the rule of the majority • Ensure the rights of the minority

5. Requirements for a Meeting Quorum- number of members required to conduct business Chairperson- can be the president or vice-president Secretary - present

6. Methods of Voting • Voice- aye (pronounced “I”) for yes and “no” • Rising- standing or show of hands • Secret Ballot- written vote • Roll Call- secretary asks each member to state vote

7. Voting • Single or Simple majority • one vote more than 50% of the votes cast • Two-thirds majority • 2/3 of the members voting toward one side of the motion • usually used when the rights of the members are limited

8. Voting • Quorum • number of members required to conduct business • Some organizations must have 2/3 of its members present to officially vote on any business

9. The Gavel • The president uses the gavel to control aspects of the meeting. • The number of taps determines the meaning.

10. Gavel • Symbol of authority • Meaning of the taps • 1 tap means to be seated, follows the announcement of adjournment, and signifies the completion of an item of business (voted on main motion) • 2 taps means the meeting is called to order • 3 taps means that members should stand in unison on the third tap • Series of taps • “be quiet and orderly”

11. What to do? • An Agenda is a list of what will be done at the meeting • Also can be called an Order of Business

12. Sample Agenda • Call to order (by the president) • Opening Ceremony • Minutes of previous meeting read by the Secretary and approved by the body in accordance to organizational by-laws and parliamentary procedure to remind members of what happened in the last meeting • Officer reports (such as the Treasurer reports on the financial standing of the club. Also could include reports on the Chapter Program of Activities by the officers and committee chairmen) • Special features (speakers and awards) • Committee Reports • Old business/ Unfinished business (items laid on table or referred to a committee or items left unfinished from a previous meeting) • New Business- presented by members in the form of motions) • Ceremonies (installation of officers, degree ceremonies, etc) • Closing ceremony/ Adjournment- Adjournment is either by passing a motion to end the meeting or by consensus of the body • Entertainment, recreation, and refreshments

13. Motions

14. Main Motion • Used to present a new idea or item of business (only one can be on a floor or before the group at the same time) • Address presiding officer. • Receive recognition to speak • State motion--- “I move to” or “I move that” • Another member seconds motion (to show that more than one person wants the item of business before the group) • Motion is discussed by the group • Motion is voted on • Chairman announces result of vote

15. Main Motion • Requires second • Debatable • Amendable • Majority vote required • Can be reconsidered

16. Main Motion Examples • I move to sell fruit this year. • I move to have a shindig. • I move to go to the state fair. • I move to landscape the entrances of the school

17. Second • A second guarantees that more than one person wants to discuss something in a meeting. • Person making a second doesn’t have to be formally recognized by the chairman

18. Amendments • Used to change a main motion • 3 ways to amend: addition, substitution, striking out • Wording: “I move to amend the motion by adding, striking or substituting the words ___________________ for _____________________”

19. Amendments • Requires second • Debatable • Amendable • Majority vote required • Can be reconsidered

20. Amendments Examples • Jim moved to sell fruit to raise money for FFA. Michelle wants to sell flowers. How would she change the motion? Answer: “I move to amend the motion by substituting the word FLOWERS for FRUIT”

21. Adjourn • Used to end a meeting • Wording: “I move to adjourn”

22. Adjourn • Cannot be debated • Cannot be amended • Cannot be reconsidered • Requires second • Requires majority vote

23. Point of Order • Avoids breaking parliamentary procedure rules – i.e. error • Wording: “I rise to a point of order”

24. Point of order • Not debatable • Not amendable • Does not require second • Cannot be reconsidered • No vote required

25. Division of the House • Calls for a counted vote • Wording: “I call for a division of the house.” • Can be instigated by the chairman

26. Division of the House • Not debatable • Not amendable • Does not require second • Cannot be reconsidered • No vote required

27. Previous question • Used to stop debate and vote • Wording: “I move to previous question”

28. Previous question • Second required • Not debatable • Not amendable • Can be reconsidered before vote • 2/3 vote required

29. Refer to committee • Places the motion in a committee and motion should include: • Number on committee • How appointed • Powers and duties • When to report back • Wording: “I move to refer the motion which states ______________________ to a committee of three appointed by the chair to report back to the group at our next meeting.”

30. Refer to committee • Second required • Debatable • Amendable • Can be reconsidered • Majority vote

31. Lay on the Table • Enables the group to delay a motion to allow members to attend to more urgent business, allow members additional time to consider the motion, etc. • Requires majority vote. • Does require a second. • Cannot be debated. • Cannot be amended. • Can be reconsidered if negative only.

32. Suspend the Rules • Allows members to do something it needs to do that it cannot do without suspending the rules. • Requires a 2/3 majority vote. • Does require a second. • Cannot be debated. • Cannot be amended. • Cannot be reconsidered.

33. Extend or Limit Debate • Allows member to limit or extend debate to a specified time frame. • Requires a 2/3 majority vote. • Does require a second. • Cannot be debated. • Can be amended. • Can be reconsidered.