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Parliamentary Procedure

Definition/Definición

Using the correct rules for conducting a successful meetingDefinición

Four goals of Parliamentary Procedure

Extend courtesy to everyone
Focus on one thing at a time
Observe the rule of the majority
Ensure the rights of the minority

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Agenda

A meeting should have an agenda.
The agenda is an outline that guides a business meeting.
An agenda is used to keep the meeting on schedule.
The chair (PTA President) creates the agenda

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Changes to an Agenda

Formally making changes to an agenda requires someone to make a motion and another individual to second that motion, followed by any discussion, and then a vote.
Agendas can also be changed informally (if the agenda has not already been formally adopted) with a simple request to the chair to add something.
Use care in adding agenda items --"action" items at an association meeting require 10 days notice to the membership.

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How to Begin a Meeting

The President calls the meeting to order by tapping the gavel once.
The President says, “The meeting will come to order at ______.”
President determines if a quorum is present.
The minutes of the previous meeting are presented. Either read by the Secretary or passed out and read individually.

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Beginning a Meeting, cont’d.

The President says, “Are there any corrections to the minutes as presented?”
The President calls on individuals one at a time to offer corrections.
- The President says, "If there are no more corrections, the minutes are approved as corrected."
- If there are no corrections, the President announces, "The minutes are approved as presented."
Minutes can be approved by general consensus (everyone is in agreement), but you can approve more formally with a motion, second, and vote if you wish.

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Motions

A person is said to be making a motion, but he uses the wording "I move that ..." when he does so. Another person seconds the motion. It is a 2-part process.
- "I __name___ move to _______________."
- "I __name___ second the motion."
-President repeats the motion and asks, "Is there any discussion?"
-President asks, "All in favor say aye (yes)." "All opposed say no." President then announces, "Motion is adopted" or "Motion fails."

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Voting

There are three methods used for voting.

- Voice (normal procedure)
- Standing (or show of hands) to be counted
- Written ballot
President does not vote except to force a tie, or to break one, or when a written ballot is used.

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Parliamentary Procedure Terms

What is a quorum?

A quorum is the minimum number of members that must be present at a meeting for legal business to be conducted.
Association meeting quorum = 11
Executive Board meeting quorum = 6
Committee meeting quorum = 1 more than half of the members on the committee

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How to make a Motion

Definition: A motion is a suggestion for action.

A member makes a motion to suggest a decision or action. When called upon by the President, the member says, "I move that ...."
A motion must be seconded by a different member, who says, "I second it." The person who seconds the motion does not necessarily have to agree with the motion, but is only agreeing that it should be brought to the members for consideration.
The President repeats the motion, calls for discussion on the motion, then calls for a vote. A majority vote is required for the motion to pass/be adopted.
Results of the vote must be announced by the President in order to be official.

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Postponing a Motion

A motion is postponed when a decision is made to stop discussion of a motion until later in the meeting to use the restroom, make a call, etc.

Example: President “I suggest we take a 10 minute break.”

Postponing a motion requires a second motion.

Members vote on the motion and a majority vote is required to postpone the motion under consideration.
The motion must me noted in minutes.

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Limiting or Extending Discussion

It may be necessary to limit or extend the discussion on a motion.

Limiting and/or discussing a motion are done if a motion has created a lengthy amount of discussion within the Committee, or when meeting time is limited.

To limit or extend discussion requires a second motion.

A vote to limit or extend discussion requires a 2/3 majority vote to pass.

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Assigning a Motion to a Focus Committee

A Focus Committee or group may be chosen by the President to give special consideration to a motion.

A Committee must have three or more members.

This action requires a second motion.

It also requires a majority vote.

The President decides when the Focus Committee is required to prepare a report.

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Announcements

The President may ask the members present if there are any announcements.

Example: “Are there any announcements from the members?”

If any member wishes to speak he/she raises their hand and waits to be recognized by the President.

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Adjourning (Ending) the Meeting

No motion is required to end a meeting. The meeting can be adjourned "by general consensus" if there is no further business.
The president says “If there is no further business, the meeting is adjourned at ______.”