Module 2 Course Packet 1

Tuesday, 26 October 2021

11:14 am
PARLIAMENTARY PROCEDURES
-> is a set of well-known proven rules designed to move business along in a meeting while maintaining
harmony and order.
-> purpose is to help groups accomplish their task through an orderly, democratic process.
-> not intended to inhibit a meeting with unnecessary rules or to prevent people from expressing their
opinions.
-> intended to facilitate the smooth functioning of the meeting and promote cooperation and harmony
among members.
 
OVERVIEW OF PARLIAMENTARY PROCEDURES
 In general, parliamentary procedure is developed around the principle of fairness and
transparency as everyone in the group is assumed to have the right to participate in the discussion
before anyone may speak the second time around and have the right to know what is going on at
all times.
 Ensures that majority will rule and protects the right of the minority and the absentees.
 To ensure order in the conduct of the meeting, only urgent matters may interrupt a speaker and
only one thing or motion can be discussed at a time.
 
o Each decision to be made by an assembly be presented in the form of a Motion which is
expressed by saying: "I move that…"
o A motion that needs action of the assembly requires a second that is expressed by saying:
"I second the motion"
o No second is required for requests by a member.
o Motions from a committee are assumed to be seconded by a committee member.
 
ORDER OF THE MEETING
1. CALL TO ORDER
 It is the term used to formally announce that the meeting shall begin.
 The chair calls the meeting by saying:
"Good morning/afternoon/evening! It is (state the time) and I shall call the (date) meeting of the
(name of the organization/group) to order. Roll call, please."
2. ROLL CALL/DETERMINATION OF A QUORUM
 A quorum is the number of members that can be depended on to attend a meeting as determined
by a governing document such as a charter, constitution, and by-laws or standing orders of the
organization.
 If the quorum is not reached, the meeting is adjourned.
 The secretary calls each member by name, noting their presence or absence at the meeting then
announces to the chair:
"Honorable Chair, we have a quorum/we do not have a quorum"
3. ADOPTION OF THE AGENDA
 An agenda is essentially a proposed program or listing of the events and items to discuss in the
meeting. Each item in the list can be called an agendum (singular), hence you can also say that,
for example, the list contains three agenda (plural).
 The agenda has to be decided before the meeting and must be circulated to all members.
 The agenda may be amended either before or after they are adopted. The agenda in the list remain
to be a proposal until the meeting adopts them.
  Before the adoption, the motion to make changes in the agenda (i.e. add, delete, or rearrange) can
be made but it must have the approval of simple majority (more yes than no) to pass.
 After the adoption, the motion to make changes in the agenda (i.e. add, delete, or rearrange) can
be made but it must have the approval of larger majority or 2/3 of the members to pass.
 Each item on the agenda will come before the meeting unless time runs out. A motion to discuss
the agenda at the next meeting can be made.
 The chairperson shall call for a motion to adopt the agenda.
 To adopt/add/delete/rearrange the items of business on the agenda, say:
"I move that the item/s (specify) on the agenda be adopted."
"I move that… be added to the agenda."
"I move that the item/s (specify) on the agenda be deleted/removed."
"I move that the item/s (specify) be rearranged as follows…"
 A seconder is always needed before the voting for approval is done.
 
 
 
4.