BASIC PARLIAMENTARY PROCEDURE RULES TO GOVERN ORGANIZATIONS

BASED ON ROBERT’S RULES OF ORDER.11TH EDITION ORDER OF BUSINESS “ICE BREAKER” WORKSHOP OBJECTIVES

1. State the purposes of following parliamentary procedure. 2. Recognize the five basic principles of parliamentary procedure. 3. Identify steps involved with presenting a motion. 4. Recognize various methods of voting. 5. Differentiate the types of motions.

WHAT IS PARLIAMENTARY PROCEDURE?

Parliamentary procedure refers to the rules of democracy—that is, the commonly accepted way in which a group of people come together, present and discuss possible courses of action, and make decisions.

WHAT IS PARLIAMENTARY PROCEDURE? Fundamentally, parliamentary procedure defines how groups of people, no matter how formal or informal, can most effectively meet and make decisions in a fair, consistent manner—and make good use of everyone's time. Even a basic background in parliamentary principles can help you and your organization hold more efficient meetings.

OBJECTIVES OF PARLIAMENTARY PROCEDURE

• Establishes the purpose and structure of organizations;

• Defines membership classifications, rights, and obligations; and

• Defines rules and procedures for conducting business.

PURPOSES OF PARLIAMENTARY PROCEDURE

1. To give every member a chance to be heard. 2. To allow everyone to participate. 3. To establish and maintain order in a meeting. 4. To prevent confusion when discussing meeting’s agenda. 5. To keep meeting moving. PRINCIPLES OF PARLIAMENTARY PROCEDURE

1. Discuss one subject at a time. 2. Allow full and free discussion of each idea presented. 3. Treat all members with justice and courtesy. 4. Carry out the rule of the majority, and respect the rights of the minority. 5. Bring together the wishes of all group members to form a cooperating, united organization. WHO USES PARLIAMENTARY PROCEDURE?

• Government and civic • Non-profit organizations organizations • Charitable organizations • U.S. Congress • State legislatures • Fraternal organizations

• City and county councils • Churches • School boards • Clubs • Neighborhood and homeowners' associations • Professional organizations

• Corporations • Board of directors • Shareholder meetings

BRIEF HISTORY LESSON

• Parliamentary • U.S. Army General Henry Law/Principles (1400s) Martyn Robert (1837-1932) and the Manual of Rules of

Order for Deliberate • Order and Vsage of Assemblies (1876) Keeping of the Parliaments

in England (John Hooker, 1572) • Robert’s Rules of Order, New Revised (now in 11th

Edition) • Thomas Jefferson (1743- 1826) and the Manual of Parliamentary Practice (1801) WHO IS THIS ROBERT ANYWAY?

• Official Rule Book is Robert’s Rules of Order, Newly Revised. • Written by U.S. Army general Henry Martyn Robert.

“Where there is no law, But every man does what is right in his own eyes, there is the least of real liberty.” -Henry M. Robert WHAT IS ROBERT’S RULES OF ORDER?

• Robert's Rules of Order Newly Revised is the most widely used parliamentary authority in the United States, this book (often abbreviated RONR) was first published as the Pocket Manual of Rules of Order for Deliberative Assemblies in 1876.

• Since then, the book has been expanded and updated several times, incorporating solutions for countless meeting situations and acknowledging both societal and technological changes that affect the way business is conducted. The current edition of this book is Robert's Rules of Order Newly Revised, 11th edition (2011).

RULES THAT GOVERN AN ORGANIZATION

 These rules form a hierarchy, with higher- ranking classes of rules superseding those of a lower rank.

 Federal, state, and local laws

 Articles of Incorporation

 Constitution

 Bylaws

 Special rules of order

 Standing rules

 Parliamentary authority

 Custom

PARLIAMENTARY PROCEDURE BASICS PARLIAMENTARY PROCEDURE TERMS

What is a quorum? • Minimum number of members that must be present at a meeting for legal business to be transacted. What is a majority? • ½ of members present at any meeting plus 1. • Minimum number of members that must vote for a motion for it to pass. PARLIAMENTARY PROCEDURE TERMS

How do you calculate a 2/3 Vote? • To figure a 2/3 vote, the procedure is to divide the number of votes by 3 and multiply by 2 (rounding up on fractions).

• A simpler calculation is to double the number of negative votes cast; if the motion receives that number or a higher number, then it passes by the necessary 2/3s

PARLIAMENTARY PROCEDURE BASICS

Presiding Officer referred to as: • Mr./Madam President • Mr./Madam Chairperson Everyone gets a chance to voice their opinion or debate. Everyone gets the chance to vote. PARLIAMENTARY PROCEDURE BASICS

There are five common methods of voting. • Voice • Standing • Roll Call • Secret Ballot • Electronic Voting

PARLIAMENTARY PROCEDURE BASICS

• Only one topic at a time can be discussed. • The person who makes a motion has the right to discuss it first.

PARLIAMENTARY PROCEDURE BASICS

The Gavel • A symbol of power and authority. • Used by the presiding officer to give instructions to the members. • The number of taps have a specific meaning. TAPS OF THE GAVEL One Tap • Follows the announcement of adjournment. • Completion of a business item. • Members to be seated. Two Taps • Call the meeting to order. Three Taps • All members to stand. Series of Taps • Restores order to a meeting. PARLIAMENTARY PROCEDURE IN MOTION OBTAINING THE FLOOR

1. A member rises when no one else has the floor and addresses the chair: "Mr./Madam President," "Mr./Madam Chairman," or by other proper title. (In a large assembly, the member gives his name and identification.)

The member remains standing and awaits recognition by the chair.

2. The chair recognizes the member by announcing his name or title, or, in a small assembly, by nodding to him.

BRINGING A MOTION BEFORE THE ASSEMBLY

1. The member makes the motion: "I move that (or 'to')..." and resumes his seat.

2. Another member, without rising, seconds the motion: "I second the motion," or "I second it" or even just "second."

3. The chair states the motion: "It is moved and seconded that .... Are you ready for the question?" (Chair can at times with more detailed motion request the Clerk to restate the motion.)

DISCUSSION AND DEBATE

• Discussion, or debate in parliamentary terms, is how an assembly decides whether a proposed course of action should be followed. Disagreement is healthy, and helps the organization make the best decision if discussion is approached fairly and consistently:

• Before speaking in debate, members obtain the floor.

• The person who makes a motion may speak on it first, if he expresses the desire to do so.

• All remarks are addressed to the chair, not to other members.

• Debate is confined to the merits of the motion currently under consideration.

• Debate can only be closed by order of the assembly (2/3 vote), or by the chair if no one seeks the floor for further debate.

CONSIDERING THE MOTION

1. Members debate the motion. 2. The chair puts the motion to a vote. The chair asks: "Are you ready for the question?" If no one rises to claim the floor, the chair proceeds to take the vote.

The chair says: "The question is on the adoption of the motion that... As many as are in favor, say 'Aye". (Pause for response.) Those opposed, say 'No'. (Pause for response.) 3. The chair announces the result of the vote. "The ayes have it, the motion is adopted, and .... (indicating the effect of the vote)," or

"The noes have it, and the motion is lost." TYPES OF MOTIONS MOTIONS

• The most commonly used motions belong to the thirteen ranking motions.

Classes of Motions

• Main motion • Subsidiary motions • Privileged motions • Incidental motions • Motions that bring a question again before the assembly, or bring-back motions, are a special type of main motion that permit the assembly to consider business that was previously disposed of.

MAIN MOTION

Main motion is the basis of all parliamentary procedure. All business to be considered by an assembly is introduced by a main motion. This type of motion may only be considered if no other business is pending.

MAIN MOTION

Privileged Motions

Subsidiary Motions

Main motion

SUBSIDIARY MOTIONS

Subsidiary motions are those that may be applied to another motion for the purpose of modifying it, delaying action on it, or disposing of it.

SUBSIDIARY MOTIONS

(Privileged Motions) • Lay on the Table

• Previous Question • Limit or Extend Limits of Debate • Postpone to Certain Time (Definitely) • Commit (Refer to a Committee)

SUBSIDIARY • Amend • Postpone Indefinitely (Main Motion) PRIVILEGED MOTIONS

Privileged motions are motions that are unrelated to the current motion, but are of such urgency or importance that they are considered immediately. These motions are related to members, the organization, and meeting procedure rather than the item of business being considered.

PRIVILEGED MOTIONS

• Fix the Time to Which to Adjourn • Adjourn • Recess • Raise a Question of Privilege • Adjust the temperature of the room • Call for the Orders of the Day

INCIDENTAL MOTIONS

Incidental motions are motions that are related to, or incidental to, the business being considered, but do not directly modify the pending motion.

INCIDENTAL MOTIONS (NO RANKING) • Point of Order • Appeal From a Decision of the Chair • Suspend the Rules • Object to the Consideration of a Question • Division of the Assembly • Parliamentary Inquiry • Request for Information BRING-BACK MOTIONS (NO RANKING)

Motions that bring a question again before the assembly, or bring-back motions, are a special type of main motion that permit the assembly to consider business that was previously disposed of.

• Take From the Table

• Rescind/Amend Something Previously Adopted

• Reconsider MOTIONS

Thirteen ranking “I MOVE……” motions: • The main motion, • subsidiary motions, • and privileged motions all have rank relative to one another.

THIRTEEN RANKING MOTIONS AGENDA Call to Order

Opening Ceremonies (optional)

Roll Call (if customary)

Reading and Approval of Minutes

Reports of Officers, Boards, and Standing Committees

Reports of Special Committees (announced only if such committees are prepared or instructed to report)

Special Orders (announced only if there are special orders)

Unfinished Business and General Orders

New Business

Announcements

Program (if a program or a speaker is planned for the meeting)

Adjourn

PARLI PRO TRIVIA PARLI PRO TRIVIA

STATEMENT ANSWER • Can you ask for a “Yes” vote at any time? “I call for the question” WHICH MOTION SHOULD I USE?

STATEMENT ANSWER 1. I have an idea that Main Motion I think our Board should try.

WHICH MOTION SHOULD I USE?

STATEMENT ANSWER • I could go for this Amend motion if we could just make a little change.

PARLI PRO TRIVIA

STATEMENT ANSWER • Name three ways • Hand vote to vote on a • Ballot motion? • Secret Ballot • Roll Call • Electronic WHICH MOTION SHOULD I USE?

STATEMENT ANSWER • I wish we could Postpone to a wait on this vote Set Time until John and Chris can be here. I know they’re coming to the next meeting. There is no good reason we can’t wait until then. PARLI PRO TRIVIA

STATEMENT ANSWER • What is said “I second the following a motion motion” so that the item may be considered? PARLI PRO TRIVIA

STATEMENT ANSWER • What should the “Is there any chair say after discussion?” stating a motion? WHICH MOTION SHOULD I USE?

STATEMENT ANSWER • This discussion is Previous Question going nowhere. Sometimes I think some of these people just talk to hear themselves! Let’s get this vote taken now. PARLI PRO TRIVIA

STATEMENT ANSWER • What is the proper “rise and say, way to address the “Madam”or “Mister chair? President” WHICH MOTION SHOULD I USE?

STATEMENT ANSWER • Why are we Refer to Committee arguing about this question now? We don’t have enough information. We need to get a group together to look into the matter. PARLI PRO TRIVIA

STATEMENT ANSWER • Name three ways • Hand vote to vote on a • Ballot motion? • Secret Ballot • Roll Call • Electronic PARLI PRO TRIVIA

STATEMENT ANSWER • What is the “a quorum” minimum number of members who must be present to transact business? WHICH MOTION SHOULD I USE?

STATEMENT ANSWER • This motion is Postpone Indefinitely really none of our Or business. If we took a stand on Object to this issue either Consideration way it would positively damage our reputation in the community. PARLI PRO TRIVIA

STATEMENT ANSWER • What is the correct “I move that… or I way to introduce a move to…” motion? PARLI PRO TRIVIA

STATEMENT ANSWER • What is the correct “Nay”or “No” acclamation for a negative voice vote? ISSUES OF PARTICULAR IMPORTANCE TO SCHOOL BOARDS

1. A good school board uses parliamentary procedure as a tool to assist in the efficient transaction of business, not as a weapon to frustrate the opposition. . Courtesy and service . Agreement of parliamentary principles before problems develop

ISSUES OF PARTICULAR IMPORTANCE TO SCHOOL BOARDS

2. Assuring good public input does not mean that patrons can interrupt the meeting at any time they wish to. The members of board are the only ones with a right and responsibility to speak and vote at meetings. Public input is a privilege granted by the board in open meetings, not a right held by patrons.

ISSUES OF PARTICULAR IMPORTANCE TO SCHOOL BOARDS

3. When a motion is offered, be particular about the wording. The item of business before the assembly is the wording, not the concept. . Avoid “I so move” or “So moved.” . After a report by a superintendent or staff member, a full and complete motion should be offered.

ISSUES OF PARTICULAR IMPORTANCE TO SCHOOL BOARDS

4. When desiring to change the substance of a motion before the board, remember that amendments are “changes in wording” and not conceptual changes.

ISSUES OF PARTICULAR IMPORTANCE TO SCHOOL BOARDS

5. Agree in advance on any special rules or order to be used by the board outside of the ordinary parliamentary rules. RONR11, Page 487 indicates the following “simplified rules for small boards and committees.” These adjustments to the normal rules should be used only on the advanced agreement of the board adopted in a board policy.  Members are not required to obtain the floor before making motions or speaking, which they can do while seated.  Motions need not be seconded.  There is no limit to the number of times a member can speak to a question, and motions to close or limit debate generally should not be entertained.

ISSUES OF PARTICULAR IMPORTANCE TO SCHOOL BOARDS

 Informal discussion of a subject is permitted while no motion is pending.  Sometimes when a proposal is perfectly clear to all present, a vote can be taken without a motion's having been introduced. Unless agreed to by unanimous consent, however, all proposed actions of a board must be approved by vote under the same rules as in other assemblies, except that a vote can be taken initially by a show of hands, which is often a better method in such meetings.  The chair need not rise while putting questions to vote.  The chair can speak in discussion without rising or leaving the chair; and, subject to rule or custom within the particular board (which should be uniformly followed regardless of how many members are present), he usually can make motions and usually vote on all questions.

ISSUES OF PARTICULAR IMPORTANCE TO SCHOOL BOARDS

6. Using “consent agenda” works well, if the items on them are REALLY routine and non-controversial. 7. Minutes: Be sure to accurately record “what was done and NOT what was said” in the minutes of a board meeting. Also be sure to approve all minutes at the next meeting. 8. Using informal consideration can ease the process of coming to agreement and then allow for the board to move back into formal consideration.

LETS HAVE A MEETING THANK YOU!

Remember : The rights of the minority are protected and the will of the majority prevails! QUESTIONS?

Carlos Clanton Executive Director Norfolk Public Schools Norfolk Education Foundation 800 E. City Hall Avenue Norfolk, VA 23510 757-628-1172 [email protected]