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Parliamentary Procedure

Parliamentary Procedure. Effective Meetings. Planning a Problem-Solving Meeting. When to Hold a Meeting. Is the Job Beyond the Capacity of One Person? Are Individuals’ Tasks Interdependent? Is There More Than One Decision or Solution? Are Misunderstandings or Reservations Likely?.

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Parliamentary Procedure

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  1. Parliamentary Procedure Effective Meetings

  2. Planning a Problem-Solving Meeting When to Hold a Meeting • Is the Job Beyond the Capacity of One Person? • Are Individuals’ Tasks Interdependent? • Is There More Than One Decision or Solution? • Are Misunderstandings or Reservations Likely?

  3. Planning a Problem-Solving Meeting Who uses Parliamentary Procedure? • Political groups (City Council, Congress) • Civic groups (Lions Club) • Governing or representative bodies (Faculty Senate, SGA) • Associations (TAB, AEJMC, TABE) • Any group conducting business based on by-laws

  4. Setting an Agenda • Time, Length and Location • Participants • Background Information • Items and Goals • Pre-meeting Work

  5. Checklist for Planning a Meeting • Is membership well-chosen? • Have unproductive members been excluded (if practical)? • Is enough time allotted for tasks at hand? • Is the meeting time convenient for most members? • Is the location adequate? • Is a complete agenda circulated?

  6. Parliamentary Procedure • Call to order, read and approve past meeting minutes, read and approve financial report… • Officer etc. reports • Motions / seconds / discussion / voting / protecting the minority voice • When / when not to use? • Actual decision required? • Recommendation from group / committee?

  7. Beginning the Meeting • Identify the Goals of the Meeting • Provide Necessary Background Information • Show How the Group Can Help • Preview the Meeting • Identify Time Constraints

  8. Encouraging Participation • Use the Nominal Group Technique • a structured method for group brainstorming that encourages contributions from everyone • Have Members Take Turns • Parliamentary procedure • Use Questions • Direct Questions • Reverse Questions • Relay Questions

  9. Keeping Discussions on Track • Remind the Group of the Time Pressures • Summarize and Redirect the Discussions • Use Relevancy Challenges • Promise to Deal With Good Ideas Later

  10. Keeping a Positive Tone • Ask Questions to Clarify Understanding • Enhance the Value of the Members’ Comments • Pay Attention to Cultural Factors • Chair remains neutral

  11. When to Close the Meeting • When the Scheduled Closing Time Has Arrived • When the Group Lacks Resources to Continue • When the Agenda Has Been Covered • Motion required

  12. How to Conclude a Meeting • Signal When Time Is Almost up • Summarize the Meeting’s Accomplishments and Future Actions • Thank the Group

  13. Robert's Rules of Order - Summary • For Fair and Orderly Meetings & Conventions • Provides common rules and procedures for deliberation and debate in order to place the whole membership on the same footing and speaking the same language. • The conduct of ALL business is controlled by the general will of the whole membership - the right of the deliberate majority to decide.

  14. Complementary is the right of at least a strong minority to require the majority to be deliberate - to act according to its considered judgment AFTER a full and fair "working through" of the issues involved. • Robert's Rules provides for constructive and democratic meetings, to help, not hinder, the business of the assembly. • Under no circumstances should "undue strictness" be allowed to intimidate members or limit full participation.

  15. The fundamental right of deliberative assemblies requires all questions to be thoroughly discussed before taking action! • The assembly rules - they have the final say on everything! • Silence means consent! • Obtain the floor (the right to speak) by being the first to stand when the person speaking has finished; state Mr./Madam Chairman.

  16. Raising your hand means nothing, and standing while another has the floor is out of order! Must be recognized by the Chair before speaking! • Debate can not begin until the Chair has stated the motion or resolution and asks "are you ready for the question?" If no one rises, the chair calls for the vote! • Motion / second / then discussion

  17. Before the motion is stated by the Chair (the question) members may suggest modification of the motion; the mover can modify as he pleases, or even withdraw the motion without consent of the seconder; if mover modifies, the seconder can withdraw the second. • No member can speak twice to the same issue until everyone else wishing to speak has spoken to it once!

  18. All remarks must be directed to the Chair. Remarks must be courteous in language and deportment - avoid all personalities, never allude to others by name or to motives. • The agenda and all committee reports are merely recommendations! When presented to the assembly and the question is stated, debate begins and changes occur.

  19. Final thoughts • Quorum requirement • Knowledge of procedures by all participants? • Modified use in many settings

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