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How to Run an Effective Meeting: Parliamentary Procedure Basics

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FSPPC317 How To Run An Effective Meeting: Parliamentary Procedure Basics February 2021 When people come together to talk and make decisions about something important, they fnd Let’s Review: Should my group structure can help make better use of their time. use Parliamentary Procedure? Structure reduces chaos, helps address what the group is expected to accomplish while together, Look at the check list below to help determine and can make meetings more effcent. However, whether your group should use parliamentary procedure. this structure does not happen by chance. If you checked any of these, consider using Effective meetings require a plan, good parliamentary procedure: communication and practice. o We have fled with the Secretary of State o We have a constitution or bylaws Parliamentary procedure is a planning tool o We have a bank account and its application helps governments, business- o We raise money es and associations move through their formal o We spend money meetings in a productive way. Like any tool or o We vote on whether or not to do something program, parliamentary procedure can take time o We have offcers such as a president, and practice to learn. vice president, secretary or treasurer o We have been tasked with making an Below you will fnd some questions that will important decision guide readers on their way to learning parliamen- tary procedure. legislatures turn to Mason’s Manual of Legislative Procedure. What Is Parliamentary Procedure? Not every government or organization uses Parliamentary procedure is an agreed upon the same rules because they have different needs set of rules that help a group focus on one item at and different customs. Rules may differ depending a time, to allow equal opportunity for input, and on a group’s size or the type of meeting they are provide an organized path for making decisions. conducting. These rules are referred to as “parliamentary” procedure because their roots were founded in • If you are a government agency or committee, England’s parliamentary government. look at the city, county or state laws, charters or ordinances that created your body for The procedures often provide a guide on when information on which procedures your group there are enough people present to offcially meet, follows. who can speak and when, and how many votes are required to make a decision. Robert’s Rules of • If you are a non-government body, check your Order is a well-known version of parliamentary organization’s constitution and bylaws to see procedure used by civics groups and Arkansas’ whether they specify a specifc set of rules to quorum courts, while the majority of state follow. DIVISION OF AGRICULTURE RESEARCH & EXTENSION University of Arkansas System uaex.uada.edu/ppc Familiarizing yourself with these guiding documents The Agenda can help you better understand what is expected of you as a member or as an offcer. Your group should review these Before you can effectively meet, you have to prepare bylaws with new members and with each other at least once an agenda. An agenda is a map of the meeting, showing a year. Always keep them by your side during meetings in case there are questions about how to proceed. people what to expect and in what order. Well-planned agendas take a group’s bylaws and cus- How Effective Are Your Meetings? toms into consideration, as well as the time to complete each task. Review the sample agenda below for a better For groups that have been meeting for some time, understanding of what is typically included in an agenda. patterns can emerge about what goes well during a meet- ing or potential problems that members would like to Typical Agenda – Order Of Business address. Think about a recent meeting you participated in and list below what went well and what you have noticed 1. Call to Order – Start of the meeting. your group may need to work on to have more effective 2. Opening Ceremonies – Depends on customs, meetings. such as pledge of allegiance or reciting of an oath. 3. Roll Call – Attendance is taken. Let’s Review: 4. Reading and Approval of Minutes 5. Reports of Offcers, Boards and Committees 6. Unfnished Business – Old issues for discussion Do Well and fnal decision making. This is when the last of 1. several required votes takes place. 7. New Business – New issues for discussion. This may be when frst of several required votes takes place. 8. Program – Depends on customs, such as a guest 2. speaker or special activity takes place. 9. Announcements 10. Adjournment 3. Let’s Review: How does your group’s agenda compare to this example agenda? Need To Work On 1. ____________________________________________ ____________________________________________ Using Parliamentary Procedure 2. Every meeting has a beginning and an end. Parlia- mentary procedures are the techniques or methods used 3. to get you from the beginning to the end. These proce- dures are used to get you through the agenda, or to move up or down a topic of discussion on the agenda. Many of these techniques are called “motions,” or Look at what you have written above and compare proposals to bring a subject to a group for its consider- your challenges to your group’s constitution or bylaws or ation and action. even a recent agenda. Does your organization’s set of rules address any of what you need to work on? Is there some- There are many types of motions, and they each thing missing from the agenda that would address some have their own set of rules for when and how they can of the areas you noted that need work? Do your meetings be used. Some motions are more important, or take end on time and achieve everything listed on the agenda? priority over other motions. There are also primary and secondary motions – To properly make a motion, the following meaning the order they take place in depends on procedures are followed: each other. (For example, you can not amend the 1. Member rises and addresses the Chair. time of a bake sale if you have not already proposed “Mr. /Madam President or Chairperson.” the bake sale.) 2. Chair recognizes the member. 3. Member: “I move that _________ (states motion).” Many organizations and groups take motion-making 4. Second to motion (not necessary to stand). “I second very seriously. Incorrect motions can lead to poor out- the motion.” If the motion comes as a recommendation comes for a decision or action you are wanting to take from two or more members, the motion does not need during a meeting. Knowing proper motion making and a second. the procedures your group follows can help you ensure 5. Chair states motion: “It has been moved by (name) your group takes an action you support or can help stop and seconded that __________.” something you don’t support. 6. Discussion: If the motion is debatable, every member has the right to debate; the Chair refrains from debate What Do I Say To Make A Motion? while presiding. The Chair carefully determines the order in which members are recognized to speak, Groups differ on how formal they are during their giving frst opportunity to the proposer of the motion. business meetings. It is important to determine the level Care should be given to assure that discussion is related of formality of your group, and to understand that ulti- to the question. mately the group’s constitution and bylaws will determine 7. The Chair says, “If there is no further discussion, the rules of operation when controversy arises. the motion is __________ (restate motion).” 8. Vote: The Chair says, “All those in favor of__________ Even if your group is very informal, start out by (the motion stated) say ‘aye.’ Those opposed say ‘no.’” making your motions properly so you know you are 9. Result of the vote is stated by the Chair. making motions the correct way. “The motion is carried” or “the motion is lost.” Commonly Used Motions Motion Meaning How To State Motion Main Motion Brings before the assembly a question or I move that ____________. business consideration. Motion to Amend Motion used to change details of a main I move to amend by (adding, striking, motion. substituting). Call for the Question A vote to stop debate. If it fails to receive I call for the question. a 2/3 vote, debate may continue. Call for the Division of the House - Calls for verifcation of a vote when there I call for division. Questions results of a vote. is a question about the results. Refer to a Committee Allows for additional information or I move to refer the matter to the study of issue before voting. Motion ________ Committee. contains details of who the committee will be, who will appoint and time for committee to report. To lay on the Table Sets aside a pending motion to take care I move to lay the question on the table. of something else more urgent. Withdraw a Motion The person who makes a motion can Mr. Chairman, I move that I be allowed decide they don’t want to have a vote on to withdraw the motion. it anymore. A motion can be withdrawn at any time before it is voted on, even if amended or with pending amendments. Rise to a Point of Order Used to correct a mistake in procedure I rise to a point of order. before an action is taken or to ask a question about procedure. Suspending the Rules Consider something out of its scheduled I move we suspend the rules and order.
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