Author Cathy McClay

Parliamentary Tips

Making a Main Motion:
1. Member rises and addresses the chair, states their name.
2. Receives recognition from the chair.
3. States motion (“I move that …”)
4. Motion is seconded.
5. Chair re-states the motion.
6. Chair calls for discussion.
7. Chair calls for the vote: “All in favor, please say ‘Aye’; opposed ‘No’.”
8. Chair states result of vote and states what will be done as result of motion.

Processing a Motion Subjected to Amendment:
1. After a main motion has been made and seconded a member may amend: “I
move to amend the motion by …” (Deletion, insertion or substitution of words,
sentences, phrases, or a paragraph, or a combination of the above.)
2. The motion to amend is seconded: “I second the motion to amend.”
3. Floor discussion of the amendment.
4. Vote on the amendment.
5. The main motion is now up for action regardless of disposition of the amendment.
6. Floor discussion of the main motion.
7. The house proceeds to vote.

The Presiding Officer:
1. Must remember that action has not been completed on the main motion. It must be considered again after disposition of the amendment.
2. Presents the amendment for discussion: “It has been proposed to amend the motion to read as follows (the motion and amendment are repeated). “Is there any discussion?”
3. Puts the amendment to a vote, explaining the effect of “Aye” or “Nay” on both the amendment and the main motion … “If there is no further discussion, the amendment is (repeats amendment).” “All in favor of the amendment, please say ‘Aye’.” “All opposed, please say ‘Nay’.”
4. Announces the result on amendment:
“The amendment is carried (or defeated).”
5. Presents the main motion:
“The motion now before the house is (repeats motion as amended, if amendment carried). Is there any discussion?”
6. Put motion (including amendment, if carried) to vote.
7. Announces final results on main motion and states what will be done as a result of the motion.
Miscellaneous Considerations:
1. The President is really a moderator. He/she is objective to the chair, seeing that members are treated equally, regardless of which side of the question they debate. He/she is in many respects like an umpire or referee.
2. The President never makes a motion while in the chair, nor does he/she debate a motion without first having called the Vice President or another person to preside in his/her place. In such an event he/she does not resume the chair until the vote has been announced. The practice of debate by the presiding officer is not recommended.
3. The mover may request to withdraw or modify his/her motion without consent of anyone before a motion has been put to the group for consideration. When the motion is before the assembly and there is no objection, the chairman announces that the motion is withdrawn or modified. If anyone objects, the request is put to a vote.
4. When making the motion to close debate, the traditional format is: “I move the previous question …”
5. The motion to postpone the question until a definite time later should, of course, mention the specific time proposed.
6. The motion to refer to committee should specify the number on the committee, how the committee is to be selected and when the committee is to report.
7. When members of the assembly call out informally, “Question! Question!” The chairman is merely to understand that they as individuals are ready to vote on the pending question or motion.
8. Without securing recognition from the chair, or even without waiting for a speaker to yield the floor, a member may rise to a point of order, to a point of information, or to a question of privilege. No second is necessary.
9. The President should not permit one or two constant talkers to dominate the meeting. Time is limited; everyone should receive equal opportunity to speak. The chair should not recognize the same person twice until all others who wish to speak have had an opportunity.
10. The roll call is not generally called for at a club meeting but may be for board and committee meetings.
11. The assembly should remain courteous to the chair during the meeting. It is considered rude and disruptive to move around during the meeting, not only to the chair or speaker, but also to those around you. Conversation with others during the meeting time would fall under the same definition.

This presents only the most frequently used parliamentary procedures that the President should have at his/her command. Presidents should study Roberts Rules of Order: Newly Revised

NOTES:

How to Have Good Meetings

Business programming needs guidance. Never assume that someone else has taken care of things.

Before the Meetings:

1. A meeting cannot be staged successfully without advance preparation. Be sure that the officers, board members, committee chairpersons, etc. know their responsibilities. Take advantage of media publicity opportunities. If there is a program or speaker scheduled, send special invitations to anyone in the field that can add additional help in anyway.
2. Prepare an agenda for each meeting for yourself and give a copy to the Secretary.
3. Check with each Chairman scheduled to make a report to assure his/her presence. Place a time limit on reports and discussion (always give proper notice if you plan to call on a Chairman).
4. Check with a host/hostess if meeting is someone’s home, or contact the owner/manager if holding a meeting in an off-site location, different than the usual meeting place.
5. Assure proper arrangements for guest speaker.

The Meetings:

1. Arrive early so you may start the meeting on time. Promptness is extremely important.
2. Recognize guests and new members.
3. Keep the meeting orderly and keep it moving.
4. Diversify the meeting programs as to issues, speakers, and member participation.

NOTES:

Appendices

Helpful hints for the Presiding Officer

1. Arrive early to greet people and to answer any questions.
2. Begin on time. Opening exercises can begin without a quorum.
3. A quorum must be present before any business can be conducted.
4. Have a copy of the bylaws and standing rules in your notebook.
5. Use the gavel (one rap) only to call the meeting to order, to maintain order, and declare adjournment.
6. The presiding officer should stand to conduct the meeting.
7. Speak so all may hear.
8. Insist that all remarks be addressed to the chair. This avoids confusion.
9. The President represents the entire club – he/she should remain neutral.
10. The President is responsible for seeing that the business is transacted in an orderly manner and those members observe the rules of decorum.
11. The usual order of business is:
a. Call to order
b. Reading of and approval of minutes. (If minutes are written and passed out before the meeting there is no reason to have them read to the assembly. A simple statement by the President: “Everyone please take a moment to read the minutes, (short pause) if there are no additions or corrections, the minutes will stand approved as submitted”.)
c. Treasurer’s Report (Filed for audit: never adopted or approved). The President states: “if there are no additions or corrections the Treasurer’s Report will be filled for audit”.
d. Correspondence (Thank you cards, emails, letters, etc.)
e. Reports/Committees
1. Board meeting reports, if any business completed without a club vote, etc.
2. Standing committees: Publicity Committee, Events Committee (These committees may be called on at each meeting rather they have anything to report or not, just to save confusion at any other time of business)
3. Special committees: Web Site Committee, Constitution Committee may report on his/her committee. Remember that these should not be lengthy reports, just to the point and giving enough information to be interesting.
f. Unfinished Business (Never refer to as Old Business)
g. New Business
h. Program (If the business meeting is a lengthy one, you may want to consider scheduling the program/speaker before the business part of the meeting. This consideration should be discussed and decided upon prior to the meeting)
i. Announcements
j. Adjournment
12. Follow the order of business in making the agenda. Estimate time for each item. Indicate items that require action by the group. (Members should have a copy of the agenda.)
13. Number each item – underscore in red ink.
14. Check off business as completed.
15. Use wide margins in preparing the agenda. Leave extra space between each item.
16. Write down the full names of each one participating in the meeting.
17. Leave sufficient time for unfinished business.
18. Anticipate parliamentary problems that may arise at the meeting and plan with other Board members how to handle them. (A few minutes of good planning could save a lot of problems in the long run.)
19. Prior to the meeting determine which committee chairmen need to report.
20. Ask those reporting to sit near the front of the room.
21. Protect a speaker in his/her right to the floor.
22. Try to remain impartial at all times. If you wish to speak on a subject, ask the Vice President to take the Chair. Remain out of the Chair until the matter of business, to which you spoke, has been taken care of by vote.
23. It is not necessary to leave the Chair when stating information of interest to the assembly, or when making a report.
24. The President does not serve ex-officio on the Nominating Committee.
25. DO NOT use the phrase “turn over the meeting,” when calling for the program reports, etc. The Chair presents, recognizes, introduces, etc.
26. Keep the meeting moving. Rely on a Parliamentarian or a board member to assist you.
27. Remember: A capable leader prepares well ahead of time.
28. Take the time to thank those who have helped.

NOTES:

Typical Meeting Agenda

1. Call the meeting to order. Remember that ONE rap of the gavel calls the meeting to order, maintains order, and adjourns the meeting. A meeting not called to order is NOT a meeting.

2. Flag Salute

3. Open with Prayer

4. Welcome (Introduction of guests and new members.)

5. Minutes; approval

6. Treasurer’s Report (Filed for audit, not approved)

7. Correspondence (Sometimes there will be no correspondence. If action is required, action can be taken under new business.)

8. Committees/Reports

A. Board member reports if there is any action taken at a board meeting.
B. Standing Committee Reports
1. Publicity
2. Events

C. Special Committees (The person responsible for these positions need to give their reports, not the officers or board members. If they choose to ask one of their committee chairs to make a brief report during that time it is acceptable, but each coordinator is encouraged to condense anything they would like to report.
1. Web Site
2. Constitution

9. Unfinished Business. Business pending from previous meeting is referred to as “unfinished business,” not as “old business.”

10. New Business. This is the point in the meeting during which bills are
presented for approval and new items of business are introduced for discussion and action.

11. Program/Speaker. Remember that the chair does not “turn the meeting over”
to anyone, but rather presents the person who introduces or presents the program or the individual who is to give the program.

12. Announcements. The last thing that is heard is usually the thing remembered;
Hence, it is usually a good idea for announcements to be given at this point.

11.Adjournment. Meeting may be adjourned by motion, or the chair may simply
say: “If there is no further business, the meeting stands adjourned.” One rap
of the gavel.