Parliamentry Procedure Guide

A PARLIAMENTARY GUIDE FOR
ORGANIZATIONAL OFFICERS
Dr. Roger Garret

A PARLIAMENTARY GUIDE
TABLE OF CONTENTS

• The Chairman - Page 2
• The Secretary - Page 4
• Writing the Minutes - Page 5
• Order of Business - Page 6
• Handling of Main Motions - Page 7
• Amendments Changing Motions - Page 8
• Summary of Motions Page 9
• Fill in the Blank Constitution Form - Page 11
©1968 & 1996 by Dr. Roger W. Garret Used by permission rgarret61 @yahoo.com 1

The Chairman
• 1) Calls the meeting to order.
• 2) Keeps the meeting to its order of business.
• 3) Handles the discussion in an orderly way:
• 4) Does not enter into discussion.

– a. Gives every member who wishes it a chance to speak.
– b. Tactfully keeps all speakers to rules of order and to the
question.
– c. Should give pro and con speakers alternating
opportunities to speak.
• 5) States each motion before it is discussed and before it is voted upon.
• 6) Puts a motion to a vote and announces the outcome.
• 7) May vote when his vote would change the outcome, or in any
case when voting is by ballot.
• 8) Should be familiar enough with parliamentary law to inform the

assembly on proper procedure.
• 9) May appoint committees when authorized to do so.
• 10) May suggest motions (e.g. for adjournment) but not make them.

The Chairman
• The chairman can remain seated during the meeting except at these
times.
• 1) To call the meeting to order.
• 2) To put a question to a vote.
• 3) To give his decision on a point of order.
• 4) May stand to recognize speakers (particularly if assembly

is large).
• In speaking to the assembly, the chairman refers to himself as “The

Chair.”

The Secretary
• 1) Keeps an accurate record of each meeting, including in the minutes:
• a. Kind of meeting (regular, special, or adjourned).
• b. Name of assembly.
• c. Date, hour, and place of meeting.
• d. Name and title of officer presiding and presence of quorum.
• e. Approval of previous minutes.
• f. Record of reports.
• g. Record of each main motion with name of person who made it.
(unless withdrawn)
• h. Record of points of order and appeals.
• i. Record of all other motions (unless withdrawn).
• j. Record of counted votes.
• k. Time of Adjournment
• l. Signature and title of secretary.
• 2) Keeps an up-to-date roll of members.
• 3) Keeps a copy of constitution and by-laws, with amendments properly

entered.
• 4) Keeps a record of all committees.
• 5) Provides a list of pending and potential business (agenda) for chairman

before the meeting.
• 6) Handles correspondence of organization (unless there is a corresponding

secretary).
• 7) Notifies members of meetings (e.g., if a special meeting is called).


Writing the Minutes
• Recording of minutes:
• Record what is done not what is said.
• Keep notes together in a special notebook.
• Organize the notes into clear, concise statements and record in permanent
minute book to be read at the next meeting.
• Record each motion in a separate paragraph. Minutes should be read and

approved at the next regular meeting or adjourned meeting.
• If the organization is not scheduled to meet for several months, minutes

should be read before adjournment of the meeting or a committee may be
appointed to approve them when they are in permanent form.
Final Form of the Minutes:
• Should be typewritten or legibly written in permanent ink. Should not be

defaced.
• (Corrections should be made by bracketing the erroneous portions and

stating correctly in the wide margin.)
• Should be kept in book form.
• If done in longhand, a bound book should be used.
• If typewritten, a loose-leaf notebook should be used.
• If a loose-leaf notebook is selected, each page should be signed or initialed

by the secretary and one other officer to guard against substitution of pages.
• Each page should be recorded with wide margins for corrections.
• Minutes when approved, should be signed by the secretary and, if desired,

by the president.

Order of Business
• 1) Chairman: The meeting will come to order
• 2) Chairman: The secretary will read the minutes of the last meeting.
• (Minutes are read.)
• 3) Chairman: Are there any corrections to the minutes? (Corrections are

suggested without motion or vote.)
• If there are no (further) corrections, the minutes stand approved as read (as
corrected).
• 4) Chairman: We will have the report of the …
• A. Officers (e.g., financial report by treasurer)
• B. Standing Committees
• C. Special Committees
• 5) Chairman: Is there any unfinished business?
• (Action is completed on any business not settled when the last meeting was
adjourned. After unfinished business or, as it is sometimes called, Old
Business…)
• 6) Chairman: Is there any new business?
• (Each new motion is discussed and settled before another main motion can
be proposed. After business is completed…)
• 7) Chairman: Are there any announcements?
• If there is no further business the meeting will stand adjourned (If no

business is presented…)
• 8) Chairman: The meeting is adjourned.

(If assembly wishes to adjourn meeting before all business is completed,
business must be adjourned by motion.)

Handling of Main Motions
• 1) Member stands: (“Mr. or Madam Chairman”)
• 2) Chairman recognizes speaker: (Mr. or Miss X)
• 3) Speaker proposes motion…
• 4) Member seconds the motion.
• 5) Chairman speaks:
• “It has been moved by (name of mover) and seconded that ….
• Is there any discussion?”
• Discussion must be addressed to the Chair
• Motions may be changed by amendment.
• (When discussion stops…)
• 6) Chairman states: “If there is no further discussion (Silence is

taken as consent)
• The motion is… (state motion on the floor).
• All in favor of the motion please say “Aye” (Yes).
• All opposed please say “No”
• (If the Chair is able to tell from this “voice vote” whether there are more
“Ayes” or more “No’s”, he announces the vote.)

Amendments Changing Motions
• 1) A second to the motion is now in order.
• (“I second the motion to amend.”)
• 2) “(It has been proposed to amend the motion to read as

follows…”)
• Chair states the main motion and the amendment, so the group will
understand how the amendment changes the motion.
• Amendment is handled in the same way as a main motion, with…
• 3) Discussion: Chair asks:
• “Is there any discussion?”
• 4) Question: Chair states:
• “If there is no further discussion, the amendment before us is…”
• 5) Vote: Chair asks:
• “All in favor of the amendment…”
• Chair announces the outcome:
• “The amendment is carried (or lost).”
• “The motion before the house is…”
• (motion plus the amendment if carried.)

Parliamentary Procedure - Summary of Motions
KIND OF MOTION Interrupt Second Debatable Amendable Vote

Speaker Required Required
Main Motion
General No Yes Yes Yes Majority
Specific:
• Take from Table No Yes No No Majority
• Reconsider Yes Yes Yes No Majority
• Rescind No Yes Yes Yes 2/3
Adopt Resolution No Yes Yes Yes Majority
Adjourn (qualified) No Yes Limited Yes Majority
Create orders of Day No Yes Yes Yes Gen. Maj.
• (special) Spec: 2/3
Amend (Constitution, etc.) No Yes Yes Yes 2/3
Subsidiary Motions
Lay on the Table No Yes No No Majority
Previous Questions No Yes No No Majority
Limit or extend debate No Yes Limited Yes 2/3
Postpone definitely No Yes Limited Yes Majority
Refer to Committee No Yes Limited Yes Majority
Amend No Yes Yes Yes Majority
Postpone Indefinitely No Yes Yes No Majority

Privileged Motions
Fix time to adjourn No Yes Limited Yes Majority
To adjourn (unqualified) No Yes No No Majority
To take a recess No Yes Limited Yes Majority
Question of Privilege Yes No No Yes Chair Rules
Call for Orders of the Day Yes No No No None
Incidental Motions
Suspend Rules No Yes No No 2/3
Withdraw Motion No No No No Majority
Read papers No Yes No No Majority
Object to Consideration Yes No No No 2/3
Point of Order Yes No No No Chair Rules
Parliamentary Inquiry Yes No No No None
Appeal Decision of Chair Yes Yes Limited No Majority
Division of House Yes No No No Majority
Division of Question No Yes No Yes Majority

CONSTITUTION
ARTICLE I – NAME
The name of this organization shall be ______________________________________

ARTICLE II – PURPOSE

The purpose of this organization shall be ________________________________________

ARTICLE III – MEMBERSHIP

Membership in this organization shall be open to those students who:
(1) _________________ (2) _________________ (3) ____________________, etc.

ARTICLE IV – OFFICERS
Section 1. The officers of this organization shall be a President, ______, _____, etc.
Section 2. In order to be eligible for office, candidates shall ________________
Section 3. The officers shall be elected (when) and shall take office (when).
A majority (or plurality) of the votes cast shall be necessary to elect to any
office.
Section 4. Should a vacancy occur in any office it shall be filled (how).
ARTICLE V – MEETINGS
Section 1. Regular meetings shall be held (when).
Section 2. Special meetings shall be called (how).
Section 3. A quorum for any regular or special meeting shall consist of (what number
of or fraction of the membership).
ARTICLE VI – AMENDMENT
This constitution may be amended (how).
BY-LAWS
Article I _______________________________________________________Etc., etc.

(By-‐laws customarily include details relating to committees, duties of officers, dues,
parliamentary authority, provision for amending By-‐laws, etc.)

Parliamentry Procedure Guide

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Parliamentry Procedure Guide

Uploaded by

Copyright:

Available Formats

A PARLIAMENTARY GUIDE FOR

Dr. Roger Garret

• The Chairman - Page 2

• The Secretary - Page 4

• Writing the Minutes - Page 5

• Order of Business - Page 6

• Handling of Main Motions - Page 7

• Amendments Changing Motions - Page 8

• Summary of Motions Page 9

• Fill in the Blank Constitution Form - Page 11

• 2) Keeps the meeting to its order of business.

• 3) Handles the discussion in an orderly way:

• 4) Does not enter into discussion.

• 5) States each motion before it is discussed and before it is voted upon.

• 6) Puts a motion to a vote and announces the outcome.

• 8) Should be familiar enough with parliamentary law to inform the

• 9) May appoint committees when authorized to do so.

• 1) To call the meeting to order.

• 2) To put a question to a vote.

• 3) To give his decision on a point of order.

• 4) May stand to recognize speakers (particularly if assembly

• In speaking to the assembly, the chairman refers to himself as “The

• a. Kind of meeting (regular, special, or adjourned).

• c. Date, hour, and place of meeting.

• d. Name and title of officer presiding and presence of quorum.

• e. Approval of previous minutes.

• h. Record of points of order and appeals.

• i. Record of all other motions (unless withdrawn).

• j. Record of counted votes.

• l. Signature and title of secretary.

• 2) Keeps an up-to-date roll of members.

• 3) Keeps a copy of constitution and by-laws, with amendments properly

• 4) Keeps a record of all committees.

• 5) Provides a list of pending and potential business (agenda) for chairman

• 6) Handles correspondence of organization (unless there is a corresponding

• 7) Notifies members of meetings (e.g., if a special meeting is called).

• Record what is done not what is said.

• Keep notes together in a special notebook.

• Record each motion in a separate paragraph. Minutes should be read and

• If the organization is not scheduled to meet for several months, minutes

Final Form of the Minutes:

• Should be typewritten or legibly written in permanent ink. Should not be

• (Corrections should be made by bracketing the erroneous portions and

• Should be kept in book form.

• If done in longhand, a bound book should be used.

• If typewritten, a loose-leaf notebook should be used.

• If a loose-leaf notebook is selected, each page should be signed or initialed

• Each page should be recorded with wide margins for corrections.

• Minutes when approved, should be signed by the secretary and, if desired,

• (Minutes are read.)

• 3) Chairman: Are there any corrections to the minutes? (Corrections are

• 4) Chairman: We will have the report of the …

• A. Officers (e.g., financial report by treasurer)

• 5) Chairman: Is there any unfinished business?

• 6) Chairman: Is there any new business?

• 7) Chairman: Are there any announcements?

• If there is no further business the meeting will stand adjourned (If no

• 8) Chairman: The meeting is adjourned.

• 2) Chairman recognizes speaker: (Mr. or Miss X)

• 3) Speaker proposes motion…

• 4) Member seconds the motion.

• “It has been moved by (name of mover) and seconded that ….

• Is there any discussion?”

• Discussion must be addressed to the Chair