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PARLIAMENTARY PROCEDURE

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datu kanan

on 21 June 2015

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Transcript of PARLIAMENTARY PROCEDURE

In order to conduct a good organization meeting, the entire membership should be informed of
parliamentary procedure.

Have you ever been to a meeting that is out-of-control?
A meeting where two or three items were discussed at once?
A meeting where a vote was never taken and, in the
end, the president made the final decision?
A meeting where you never had a chance to express your views?
If you did, you might have left the meeting a bit frustrated and felt as if nothing was accomplished.
A meeting does not have to be that way. An
orderly
, well
conducted
meeting should be the
GOAL
of every officer and member.
WHY PARLIAMENTARY?
It's too formal.
We are not legislators.
So many rules to memorize.
I don't have time to study that.
Time consuming.
Excuses for laziness...
No ORGANIZATION ever succeeded without having some form of parliamentary proceedings in their meetings!
Courtesy and justice for all.
The majority rules.
The minority must be heard.
The purpose is to facilitate action.
These are all
EXCUSES!

Leaders who are opposed to parliamentary rules do not know how to conduct one.
Consider only one thing at a time.
5 PRINCIPLES of Parliamentary Law
INTRODUCTION
COURTESY & JUSTICE FOR ALL
THE purpose of Parliamentary procedure is to drive the group into a common action.
PRINCIPLES
1. Stand when addressing the president, as in making a motion, discussing a question before the house, or making a committee report.
CONSIDER ONLY ONE THING AT A TIME
THE MAJORITY RULES
THE MINORITY MUST BE HEARD
THE PURPOSE IS TO FACILITATE ACTION
1. Never deviate or enter another topic or issue unless the group had finished discussing the subject matter currently on the table.
1.
Take note:
This rule is often neglected by so many.
COLLEGIAL
is the key word; ONE BODY, ONE VOICE, ONE ACTION.
1. There is so much wisdom in hearing the side of the minority. They might be few, but their insight and observations can be used and referred back and considered in future circumstances.
2. It would be much easier for the minority to accept the decision of the majority IF their voices were properly heard and evaluated before and after a decision was made.
3. IMPORTANT: On matters being brought to the Assembly or the Board through the decision of a certain committee, the report of the minority of that committee must always be included in the records of the organization for future reference.
1. A meeting that did not have any resolution (plan of action) at the end is both a waste of time and resources. A futile exercise.
2. Any matter thrown at the table and approved for discussion becomes the property of the group, regardless if the author is no longer interested.
3. Everyone must be willing to accept the decision of the majority. This means that, at the end of the meeting, even IF YOU DISAGREE with the decision, you are bound to embrace it.
Courtesy calls,
that you will not discuss your negative sentiments
IN PUBLIC. Public means anyone who is not a member of the organization.
This is courtesy and this is justice.
4. Any member who is not willing to abide by this rule, HAS NO BUSINESS or REASON in staying in the group.
2. Let us consider these two words:
Motion
Suggestion
vs
used in informal meetings
Formal meetings
often subject to change
decisive
alternative options
main plan of action
no need for second
needs to be seconded
Suggestion #1
Suggestion #2
Suggestion #3
Motion
Suggestion #4
minus
The approved motion is written down into a RESOLUTION.
The written RESOLUTION is binding to all the members of the group, and
no one
, not even the President, may change or amend it without the approval of the group.
Usual errors of most organizations that do not abide by parliamentary procedures:
Case #1: A meeting took place
All members present
There was discussion
A resolution was approved
It was not written
During execution the president or other members divert from what was agreed and a different thing happened.
RESULT:
CHAOS
Case #2: No formal meeting happened
One of the officers suggested an idea
The President liked the idea
They call for others to agree
They execute the plan/project
Other members JUST follow suit
Other members do not participate
The project fails
No one accepts the liability
Other members feel hurt
RESULT:
BROKEN TRUST


MEMBERS LEAVE
What is a Deliberative Assembly?
Q & A
A group of people meeting to discuss and
collectively decide
upon action to be taken in the name of the
entire group.

Examples:

1. THE GENERAL ASSEMBLY = the total number of members qualified to vote
Examples:
The Board of Directors creates policies and other decisions to be performed by the PRESIDENT.
The President leads the Executive Officers and is in-charge of the operations of the organization. It has (in himself) no power to change the decision of the Board or the Assembly.
Standing Committees - created by the Bylaws and are under the President. They make decisions and submits them to the President for approval.
What is a Quorum?
The number or percentage of members that must be present for the group to
legally conduct
business in a meeting.

The BYLAWS dictates the quorum but in the absence of a provision, the standard is
50%
of the total number
plus 1.
1. The total members of ABC Youth Club is 45 but the members allowed to vote are only 39, what is the quorum if they shall meet as a General Assembly?
2. The Board of Directors of XYZ Club is composed of 9 members. What is their quorum?
WHY IS THE QUORUM IMPORTANT?

Because the
MAJORITY RULES.
If a meeting pushes through without a quorum, then whatever decisions made in that meeting were done by the
MINORITY.
TYPICAL AGENDA
What is an
AGENDA?
The official
order of items
to be followed in a meeting or convention.
1. Call to Order
The
TOPICS
are not the AGENDA. The topics ARE INCLUDED in the agenda.
The importance of what we are about to discuss today, will make you equipped to become responsible leaders.

Knowing how to conduct a meeting is a plus.

Improper meeting procedure is
one of the reasons why
organizations do not succeed.

2. Reading and approval of minutes
3. Reports of Officers, Boards, and
Standing Committees
4. Reports of Special Committees
5. Special Orders
6. Unfinished Business and General
Orders
7. New Business
9. Announcements
10. Adjournment
o
r
d
e
r
What is a
MOTION?
A
majority vote
is more than half of the legal votes cast for a motion or a candidate.
What is the difference between a majority vote and a two-thirds vote?
2. Address the president as “Madam Chairman” or “Madam President.” Sit down promptly when finished talking.
3. Do not speak during the business meeting except when addressing the chair and then only after having been properly recognized.
4. Never
talk or whisper
to another member during the meeting.
5. Never stand to get recognition from the president when another member has the floor.

6. Arrive on time when attending a meeting.
2. There is a proper way of putting on hold a current topic to give way for an issue that is urgent in nature.
3. Taking matters
one at a time
will guarantee to finish the meeting earlier and will give more time for all members to bond and have personal conversations and fellowship.
4. It is better to have finished
one ISSUE
at hand than to have three or more pending matters unresolved and un-acted upon.
5. It is the duty of everyone and NOT JUST the Presiding officer to be watchful on members that will throw in unrelated matters on the table.
NO QUORUM NO MEETING!
It is the standard rule used by most organizations in conducting their meetings.

It is comprehensive and contains the answers to most of the parliamentary problems that are faced today.
What is Robert's Rule of Order Newly Revised (RONR) ?
It is used by the following:

Private Associations, College Associations, Cooperatives, NGOs, and other organizations
A
proposal
by any one member for the consideration and action of the group that is meeting.
If you wanted the group to take a break.
You make a
MOTION for a RECESS.
If you wanted the group to finish the meeting on a specified time because you have another meeting to attend.

You make a
MOTION to FIX THE TIME TO ADJOURN
If you wanted the group to engage a Project in a Fund Raising Activity:

You make a
MAIN MOTION:
"I move that our club to Engage in a Fund Raising Activity by members donating used clothing to be sold at lower prices.
You present your proposals by making a MOTION. Your motion convicts the body to move in that direction. The members discuss your motion and decide, and if majority agrees, your motion is CARRIED.
The attitude of every member must be:

"This is my
MOTION.
I will encourage the
MAJORITY
of the
QUORUM
to agree during the discussion. But if they do not agree, then no hard feelings."
What is meant by SECOND THE MOTION?
A "second" indicates that a member, in addition to the one proposing a motion, is interested in having the motion considered.

The member who seconds a motion (the "seconder") does not have to vote in favor of the motion.
COMMON MISCONCEPTION:

Many think that when a MOTION is SECONDED it is already approved. This is not correct!

In some meetings, members are hesitant to second a motion because of this false belief.

Motions needed to be seconded to make sure that what must be considered for discussion
does not only come from one person.
I SECOND THE MOTION.

I AGREE THAT THE GROUP SHOULD CONSIDER IT FOR DISCUSSION.

It does not mean that I am in favor of it NOW.

After discussion, I may disagree if I do not like it.
IN ESSENCE
In an activity we have a
PROGRAM.
In a meeting we have an
AGENDA.
Simply put:
The pitfall of not
writing
the RESOLUTION is that it is prone to changes. And is open to anybody's interpretation.
EXAMPLES of MOTIONS:
By seconding the motion, you are saying:
Not all decisions are made by simple majority votes, some require 2/3 votes.
OK. Let's have some example
A
two-thirds vote
is at least two-thirds of the legal votes cast. In a two thirds vote the number of affirmative votes is at least double that of the negative votes.
ABC YOUTH CLUB
Total Members = 12
Quorum = 12 / 2 + 1 = 7
Meeting Attendance = 10
There is a Quorum (more than 7)
General Assembly
Members who voted = 9
Members abstained = 1
MAJORITY VOTE ?
2/3 VOTE ?
5
6
Needs 5 "YES" votes to carry a motion
Needs 6 "YES" votes to carry a motion
Blanks and abstentions are ignored in both types of vote.
(50% of 9 plus 1)
(2/3 of 9)
CONDUCTING A MEETING BY
PARLIAMENTARY PROCEDURE

A carefully WORDED resolution becomes a deterrent for any misunderstanding, especially in its execution.
2. BOARD of DIRECTORS / TRUSTEES = the number of members in the board excluding vacant seats.
3. STANDING COMMITTEE = the committees created under the Bylaws of the Organization
Executive Committee
Membership Committee
etc
The General Assembly is the total membership. It governs the whole organization by giving powers to the BOARD of DIRECTORS and the EXECUTIVE BODY through the PRESIDENT
Standard HIERARCHY of powers
in an Organization
GENERAL
ASSEMBLY
BOARD of DIRECTORS
OFFICERS
COMMITTEE
Answer:
39 x 50% + 1 =
20
Answer:
9 x 50% + 1 =
5
Any topics
NOT
included in the AGENDA needs to be approved FIRST by the body before it can be discussed.
Modified parliamentary rules can be used in small boards and committees that have up to about twelve members.

Members do not have to rise and be recognized by the chair before making and speaking on motions,

They may propose motions, debate, and carry on discussions while seated,

Initial votes can be taken by a show of hands.

In addition, members may speak as many times as desired on motions and informal discussion is allowed, even though a motion may not be pending. The chair need not stand, can make motions and debate them without giving up the chair, and usually votes on all motions.
Modified
Parliamentary Rule
When a member makes a MOTION, and nobody seconds it, the chair usually asks for a second;

If there is none, the motion is LOST.
Parliamentary procedure is
simple
in principle. It is based largely on common sense and courtesy.

It just seems technical due to the
special vocabulary
used. If the vocabulary is understood, the rules are
easy
.
There shall be NO discussion without a Motion on the table.
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