Parliamentary procedure gives us the right way to make a motion and to amend motions. Roberts’ “Rules of Order” is the oldest and most recognized set of rules on the best ways to conduct business meetings. The rules were first printed in 1876 by General Henry M. Roberts of the Corps of Engineers, United States Army. If we follow these rules, they will help keep our group orderly and help us reach decisions with less confusion. If the president uses these rules fairly, both the majority and the minority in our club will be heard and respected.
PARLIAMENTARY Procedures
Officers and members need to learn the appropriate parliamentary procedure the group will use in making group decisions. Besides knowing how to make and amend motions, there are some simple rules of courtesy members need to follow in every meeting.
- Only one subject or item of business can be before the group at one time. No new item of business can be introduced or discussed until the one being discussed is voted on.
- Every member of the group has an equal right to speak and be heard.
- Every member has the same rights as any other member. Any member can introduce a motion or debate and vote on a motion
- The business and discussion need to follow rules of courtesy. Receive permission from the chair before you speak. Do not talk to other members when someone else has the floor.
Steps to making and voting on a motion:
- Addressing the chair: The member wishing to present an item (motion, question, share information, etc.) for business must first address the presiding officer (by position or title, not by personal name).
- Chair recognizes speaker: The presiding officer will recognize the person by calling their name; once recognized that person may present their item.
- Motion is made: ―I move…, are the proper words to use in presenting a motion.
- Motion is seconded: All ordinary motions must be seconded (―I second the motion). If it does not receive a second the motion is dead and cannot be acted upon by the group. The person wishing to second the motion does not have to be recognized by the presiding officer.
- Motion is restated: The motion is restated to make sure everyone understands what is to be voted upon.
- Motion is discussed: Any member of the group has the right to discuss the motion after they receive permission from the presiding officer to speak. All discussion must be about the motion or the speaker can be ruled out of order by the presiding officer.
- Motion is voted on: The presiding officer will say, ―Is there any further discussion? In order to leave time for replies, the presiding officer needs to ask this three times before the motion is voted upon. The presiding officer will say, ―All those in favor of … (restate the motion) say ‗Aye‘. All those opposed say ‗No‘.‖
- Results are announced: The presiding officer announces the results by stating if the motion is carried or defeated.