Transcript Parliamentary Procedure 101 - Fort Hays State University

Overview
• Outcomes & goals of presentation
• What Bugs Me Most About Meetings Is ____ !
• What is Parliamentary Procedure?
• Parli Pro Lingo
• Agendas
• General Rules
• Motions
• Voting
• Helpful Hints
• Mock Meeting Challenge!
Outcomes & Goals
• Delegates will:
• Define parliamentary procedure
• Understand the key ingredients to running an effective meeting
• Describe & discuss the reasons for using parliamentary
procedure in a meeting
• Recognize the importance of the use of an agenda
• Identify methods of voting
• Practice running a mock meeting via parliamentary procedure
What Bugs Me Most about
Meetings is _____________!
What is Parliamentary
Procedure?
What is Parliamentary
Procedure?
• Set of “rules” used to conduct business
• Governed by Robert’s Rules of Order
• Guidelines – not laws
• System that allows an organization to conduct business
in a fair & democratic manner
Why do we use Parliamentary Procedure?
Why do we use Parliamentary
Procedure?
• Focus on 1 item of business at a time
• All members have an opportunity to participate in
discussion
• Observe the rule of the majority – no group decision is
granted without majority
• Ensure the rights of the minority – all members have
equal access to decision making
Parli Pro Lingo
• Motion
• Main Motion
• Motion to Lay on the Table
• Motion to Take from the Table
• Point of Order
• Previous Question
• Friendly Amendment
• Motion to Adjourn
• Majority Vote
• Quorum
Agendas
• Very important!!!
• Formal listing of business that is to be conducted at a
meeting
• Usually developed by chair/presiding officer and
distributed to membership well in advance for review
• Must be approved by the membership at the start of
meeting
• A well-planned agenda is CRITICAL to well run,
organized meeting
Sample Agenda
I. Call to Order
II. Roll Call (if appropriate)
III.Adoption of the Agenda
IV.Approval of Minutes from Previous Meeting
V. Reports of Officers
VI.Reports of Committees
VII.Unfinished Business
VIII.New Business
IX.Announcements
X.Adjournment
Sample Agenda
Emporia State University (KS)
I. Call to Order
II. Roll Call
III. Approval of Agenda
IV. Approval of Minutes
V. Presidential Remarks
VI. Vice Presidential Remarks
VII.Committee Reports
A. Fiscal Affairs
B. Senate Operations
C. Student Rights & Special Projects
D. University Affairs
E. Big Event Ad-Hoc
F. Campus Spirit Advisory Ad-Hoc
Sample Agenda (continued)
Emporia State University (KS)
VIII.Staff Reports
A. Treasurer
B. Executive Assistant
C. Legislative Director
D. Marketing & Public Relations Director
E. President Pro-Tempore
IX. First Readings
A. SB 06013 Recognition of ESU Society of Public Historians
X. General Order
A. Recognition of HPER Club
XI. Third Readings
XII.Good of the University
XIII.Final Roll Call
XIV.Adjournment
Role of the Secretary
• Keep accurate records of the discussion & motions
• Identify who makes & seconds a motion
• Assist presiding officer in clarifying discussion &/or
points relative to appropriate business
• May assist the presiding officer in counting votes
• Serves as the keeper of all official actions of the group
(minutes of the meeting)
Role of the Members
• Establish & maintain effective meeting structure
• Participate in meetings & process of parliamentary
procedure
• Educate themselves regarding the constitution & bylaws
of the organization
• Be involved in discussion! – Strong group discussion leads
to strong decisions being made
General Rules
• Wait to be recognized by the presiding officer before
speaking
• Always address the presiding officer when speaking
• Do not talk or move around while another member has
the floor
• Do not be afraid to ask for clarification if you do not
understand something
General Rules:
Use of the Gavel
• 1 tap = Members to be seated, follows the completion of
an item of business, announces adjournment
• 2 taps = Calls a meeting to order
• 3 taps = Members to stand
• Series of taps = Restores order to the room
Motions:
Making a Motion
• When a member wishes to bring specific business before the
assembly
• Steps to making a main motion:
1. Be recognized by the presiding officer
2. Stand & state the motion in the form “I move…”
• After a main motion has been made, it must be seconded
• A member does not need to be recognized to second a
motion
• Main motions that do not receive a second are not considered
Motions:
Debating a Motion
• The presiding officer will restate the motion
• Once restated, the motion is passed to the assembly &
debate is opened
• Debate is sometimes handled in Pro/Con format
• The maker of the motion has the option to speak first in
favor of the motion
Motions:
Debating a Motion
• Other types of motions can occur during debate:
• Amendments
• Commit or Refer to a Committee
• Lay on the Table
• Point of Information
• Point of Order
• Postpone Definitely
• Postpone Indefinitely
• Previous Question
Motions:
Debating a Motion
• Amendments
• Must relate to the subject of the main motion, cannot change
the main motion
• Additions, substitutions or striking out content
• Wording: “I move to amend the motion by…”
• Commit or Refer to a Committee
• Used to gain more information on a motion before voting
• Wording: “I move to refer this motion to a committee to
report at our next meeting.”
Motions:
Debating a Motion
• Lay on the Table (Table)
• To postpone a motion to the next meeting
• Motion must be taken from the table at a future meeting to be
discussed
• Wording: “I move to lay this motion on the table.”
• Point of Information
• When something is unclear, a member may wish to ask a question
• The presiding officer will answer the question immediately &
business will resume
• Simply stand & ask for a “Point of Information!”
Motions:
Debating a Motion
• Point of Order
• Used when one believes a parliamentary error has been made
• Wording: “I rise to a point of order.”
• The presiding officer will immediately handle the point of order &
correct the actions of the assembly
• Postpone Definitely
• The motion by which action on a pending motion can be put off,
within limits, to a definite day, meeting or hour, or after a certain
event
• Different from tabling: “I move to postpone this discussion
until…”
Motions:
Debating a Motion
• Postpone Indefinitely
• Kills the motion under consideration
• When this motion is adopted, debate on the floor is ended & the
matter is dropped
• Wording: “I move to postpone the motion indefinitely.”
• Previous Question
• Used to bring debate to an immediate vote on a pending motion.
When a motion to previous question is adopted:
• Debate on the pending motion is closed immediately & voted on.
• Wording: “I move the previous question.”
Ending Debate
Most Common Ways to End Debate
• No members wish to debate further
• A motion of Previous Question is passed
• A time limit on debate has been set & reached
• A motion to Postpone Definitely, Postpone Indefinitely,
Commit or Refer to a Committee, or Lay on the Table
has been passed
Voting
Ways to Vote
• Voice Vote
• Rising Vote (show of hands)
• Ballot Vote
• Roll Call Vote
What are the pros & cons to using each of these methods?
Helpful Hints
• Don’t become overwhelmed by the list of motions
• Concentrate on those that will be used on a regular basis
• Modify parliamentary procedure to meet the needs of your
organization
• Educate members of your organization
• Include a parliamentary procedure session at your retreat
• Run a mock meeting
• Invite the “campus expert”
• Create a fill-in-the-blank script
• Practice, practice, practice!
Mock Meeting Challenge!
Your challenge: Your SGA will be discussing the
development of an all-student service project.
Some of you have been given cards to give you guidance in
playing a specific role within your meeting. If you don’t
have a specific role, you are yourself.
Have fun!
Putting it All Together
Rate yourself as a participant of a meeting with the following
questions:
Do I…
• Typically know the purpose of the meetings I attend?
• Have a clear understanding of my role in meetings I
attend?
• Confirm my attendance in advance of the meeting?
• Complete required assignments such as looking up
information or studying proposals?
Putting it All Together
Do I…
• Arrive at meetings before they are scheduled to begin?
• Ask questions when I am not sure about something?
• Engage in side conversations while the meeting is in
progress?
• Leave meetings for reasons such as non-emergency
phone calls?
• Typically remain open to ideas of others?
• Practice good listening skills?
Putting it All Together
Do I…
• Actively participate in discussions when there is
something worthwhile to contribute?
• Help others stay on the subject?
• Take agreed-upon action following meetings?
• Contribute to improving meetings by giving feedback to
meeting leaders?
• Inform people not attending the meeting about what
was discussed & the outcome(s)?
Putting it All Together
Rate yourself as a leader of a meeting with the following questions:
Do I…
• Have clear objectives for the meeting?
• Select & invite participants carefully?
• Prepare an agenda & distribute it in advance of the meeting?
• Arrive early enough to check the arrangements & seating?
• Start the meeting promptly, regardless of who is present?
Putting it All Together
Do I…
• Follow the agenda?
• Manage time & conclude the meeting on schedule?
• Encourage all attendees to participate?
• Assist in the resolution of conflicts?
• Maintain proper control of the discussion?
• Summarize accomplishments at the end of the meeting &
clarify any action which needs to be taken?
• Oversee the distribution of minutes in a timely manner?
Putting it All Together
Do I…
• Request evaluative feedback from the participants?
• Take action I agreed upon?
• Follow up on action to be taken by others?
Putting it All Together
How did you do?
What did you discover about yourself?
What will you change now that you know the basics of
parliamentary procedure?
Resources
NACA Digital Library
• “Parliamentary Procedure” by Billy Dahlgren (2009).
Other Resources
• http://northeast.hccs.edu/CollegeNortheast/College_Home/Departments/Student_Services/SS
_StudentLifeActivities/How%20To's/ParliPro2.pdf
• www.parlipro.org
• The Complete Idiot’s Guide to Robert’s Rules