Activity Buffet 85
!
"
#
$
$
%
&
'
(
)
*
(
+
%
,
(
)
!
'
)
-
%
.
#
)
%
Parliamentary Procedure in Brief
Parliamentary procedure is based on Robert’s Rules of Order, originally published in 1896. Consult the
most recent edition for detailed guidelines.
Purpose
The purpose of parliamentary procedures is to protect the right of the majority to decide, the
right of the minority to be heard, and the rights of individual members. Parliamentary procedure is
designed to help, not hinder, group decision making.
Foundation
The foundation of parliamentary procedure is that all members of the group are equal and their
rights are equal. Each member has the right to attend meetings, make motions, speak in debate, nominate, vote, and hold office.
Key Rules
A quorum must be present to conduct business. A quorum is the number (or percent) of the
membership that must be present to legally conduct business. The number or percent that
constitutes a quorum is usually stated in the organization’s bylaws. The purpose of requiring
a quorum is to prevent a small group from taking over and acting on behalf of the whole
organization.
The majority rules. Everyone should be heard. However, once a decision has been made by the
majority, everyone must abide by the decision.
One question and one speaker at a time.
Personal remarks are always out of order. All remarks should concern the motion, not the
personalities of people sponsoring the motion.
How a Motion Is Made and Acted Upon
1.
2.
3.
4.
5.
6.
7.
8.
A member requests the floor.
Chair recognizes member.
Motion is stated, in the form, “I move that . . . .”
Motion is seconded.
Chair states the motion.
Debate of motion.
Chair puts the question to a vote.
Chair announces the vote.
86
Marketing Dynamics: Educator’s Handbook
!
"
#
$
$
%
&
'
(
)
*
(
+
%
,
(
)
!
'
)
-
%
.
#
)
%
Terms Used in Parliamentary Procedure
adjourn. To end a meeting.
agenda. A list of things to be done and discussed at a meeting.
amend the motion. To change the wording of a motion that has been made.
aye. The formal term for yes (pronounced eye).
bylaws. The rules and regulations that govern an organization.
chair. The presiding officer at a meeting, such as the president or chairperson.
committee. A groups of members selected to perform a specific task.
debate. To speak for or against a motion. Every member of the organization has a right to debate an
issue.
general consent. To accept a motion without a vote.
have the floor. Have the right to speak in a meeting without interruption from others.
in order. Relevant to the business being discussed.
majority. At least one more than half the members present at the meeting.
minutes. A written record of the business covered at a meeting.
motion. A recommendation by a member that a certain action be taken by the group.
nay. The formal term for no.
out of order. Not relevant to the business at hand, or in violation of one of the rules of order.
question. Another term for a motion.
quorum. The number of members who must be present to legally conduct business at a meeting. The
number or percent of the membership is usually stated in the bylaws.
Robert’s Rules of Order. The original manual of rules for parliamentary procedure, published in 1896.
It has been revised and updated regularly. Consult the most recent edition for a complete discussion
of parliamentary procedure.
roll call. Reading the name of each member to obtain and record his or her vote on a motion.
second the motion. The approval of a motion by another member.
table the motion. To delay making a decision on a motion.
voting. The process by which the decision of each member on a motion is expressed and recorded.
Motions that are likely to be passed can be voted on by voice, a show of hands, or general consent. If
the vote is likely to be close or a record of each person’s vote is necessary, the vote can be done by role
call. If secrecy is needed, the vote can be done by ballot.
Activity Buffet 87
!
"
#
$
$
%
&
'
(
)
*
(
+
%
,
(
)
!
'
)
-
%
.
#
)
%
Tips for Effective Meetings
Have an Agenda
An agenda is a list of topics to be discussed, decisions to be made, or other goals for a meeting. See
sample agenda on a separate sheet.
Presiding Officer Should Keep Control
The role of the presiding officer is critical. This person has the responsibility to get the meeting
started on time and focused on the agenda items. It is also the presiding officer’s responsibility to
make sure all key issues are addressed and votes are taken. The presiding officer must also make sure
all the Robert’s Rules of Order are followed. Here are some suggestions for the presiding officer:
• Be on time and start the meeting on time.
• Be organized. Have an agenda and stick to it.
• Be prepared. Know the rules of parliamentary procedure.
• Be in control of the meeting. Know how to properly and politely focus the discussion and move
motions to vote.
• Be impartial and fair.
• Be precise. Always restate motion before taking a vote.
Write Minutes
Minutes are an essential part of any organization. Minutes are the official, legal record of what
decisions were made at each meeting. The presiding officer should make sure that someone takes
minutes at each meeting and formally submits them afterward. Minutes should include the following
items:
• Name of organization
• Date and place of meeting
• Time of meeting
• Number of members present and whether the quorum was met
• Whether the minutes from previous meeting were approved or corrected
• Exact wording of all adopted and defeated motions
• Name of the maker of each motion
• Names of all officers and members who made a report
• Names of those elected or appointed
88
Marketing Dynamics: Educator’s Handbook
!
"
#
$
$
%
&
'
(
)
*
(
+
%
,
(
)
!
'
)
-
%
.
#
)
%
Sample Agenda for a DECA Chapter Meeting
/
0
1
2
1
3
4
5
6
3
7
6
3
6
8
9
:
1
;
<
=
>
4
5
?
2
6
5
5
@
A