BASIC
PARLIAMENTARY
PROCEDURE
RULES TO GOVERN
ORGANIZATIONS
B A S E D O N R O B E R T ’ S R U L E S O F O R D E R . 1 1 TH E D I T I O N
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.
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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.
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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
organizations
•
U.S. Congress
•
Non-profit organizations
•
Charitable organizations
Fraternal organizations
•
State legislatures
•
•
City and county councils
•
Churches
•
School boards
•
Clubs
•
Neighborhood and
homeowners' associations
•
Professional organizations
•
Corporations
•
Board of directors
•
Shareholder meetings
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
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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 higherranking 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
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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 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 (Not accepted on public boards)
Electronic Voting
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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.
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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.)
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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
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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
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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
SUBSIDIARY
(Privileged Motions)
•
•
•
•
•
•
•
Lay on the Table
Previous Question
Limit or Extend Limits of Debate
Postpone to Certain Time (Definitely)
Commit (Refer to a Committee)
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.
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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
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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
motions:
• The main motion,
• subsidiary motions,
• and privileged
motions
all have rank relative
to one another.
“I MOVE……”
THIRTEEN RANKING MOTIONS
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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
WHICH MOTION
SHOULD I USE?
STATEMENT
ANSWER
1. I have an idea that
I think our Board
should try.
Main Motion
WHICH MOTION
SHOULD I USE?
STATEMENT
ANSWER
• I could go for this
motion if we could
just make a little
change.
Amend
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WHICH MOTION
SHOULD I USE?
STATEMENT
ANSWER
• I wish we could
wait on this vote
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.
Postpone to a
Set Time
WHICH MOTION
SHOULD I USE?
STATEMENT
ANSWER
• This discussion is
going nowhere.
Sometimes I think
some of these
people just talk to
hear themselves!
Let’s get this vote
taken now.
Previous Question
WHICH MOTION
SHOULD I USE?
STATEMENT
ANSWER
• Why are we
arguing about this
question now? We
don’t have enough
information. We
need to get a
group together to
look into the
matter.
Refer to Committee
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WHICH MOTION
SHOULD I USE?
STATEMENT
ANSWER
• This motion is
really none of our
business. If we
took a stand on
this issue either
way it would
positively damage
our reputation in
the community.
Postpone Indefinitely
Or
Object to
Consideration
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.
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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.
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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.
THANK YOU!
Remember :
The rights of the minority are protected
and the will of the majority prevails!
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QUESTIONS?
Carlos Clanton
Executive Director
Norfolk Public Schools
Norfolk Education Foundation
800 E. City Hall Avenue
Norfolk, VA 23510
757-628-1172
[email protected]
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