PARLIAMENTARY PROCEDURE TIPS Article VIII-Section 3 (Parliamentary Procedure) of the ISUAA Bylaws states, “Matters of procedure in parliamentary practice, not covered in the Articles of Incorporation or these bylaws, shall be governed by the latest edition of Robert's Rules of Order.” The purpose of these tips is to help all board members understand some basics of following proper parliamentary procedure for board and committee meetings.
4.
Member is recognized by chair, and member presents motion in proper form - “I move that (give specific business item) be approved.
5.
Chair asks for a second.
6.
Another member seconds the motion.
7.
Chair calls for discussion on motion.
8.
Upon completion of discussion, Chair calls for vote (All in favor; then, all opposed, and any abstaining). Special Note: Vote is usually by voice, but chair can take a vote by show of hands or by asking members to stand. If special circumstances call for a recorded vote (due to policy or chair wants to be sure all members vote), than a roll call vote is taken.
9.
Chair announces vote results with one tap of gavel and moves on to next item on agenda.
The use of parliamentary procedures promotes efficient meetings so the business can be transacted in an orderly manner. Practicing proper parliamentary procedure also helps the group in the following ways: •
address one item at a time,
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extend courtesy to all involved in the meeting,
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ensure majority rules, and
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protect rights of all members.
Use of gavel This is a symbol of leadership, and it helps keep meetings flowing efficiently. •
One tap (3 basic uses) - 1. After announcing results of vote; means that business item is completed. 2. Meeting is adjourned. 3. Members are to be seated.
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Two taps - Officially call meeting to order.
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Three taps - Signal that all members are to stand (such as for salute to flag).
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Robert's Rules of Order has many specific motions that can be used to help conduct efficient and productive meetings. Two basic motions that could sometimes be used in a meeting are the motion to amend and the motion to refer to a committee. •
Amend is when during discussion on a motion, a board/committee member can add/delete language in the original motion by properly approving such an amendment before voting on the main motion as amended..
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Refer to a committee is when discussion on a motion brings up areas or questions that need further information before a final decision can be made. If approved, the committee is charged to get information and bring item(s) back to a future meeting for the final decision to be made by the Board.
Series of taps (2 basic uses) - 1. Get members attention. Everyone is to be quiet and sit down so meeting can be called to order. 2. Restore order; help get attention and focus back on the current business item.
Basics of a motion to formally and properly make decision on a business item which is officially on the approved board or committee agenda. Agenda should clearly show which items will need board or committee approval.
Adjourn the meeting 1.
Chair calls for motion to adjourn after all items on agenda are completed.
2.
Member is recognized and moves to adjourn.
1.
Report/update is given by board member and/or staff
3.
Chair gets a second from another member.
2.
Discussion and questions on item.
4.
3.
Chair asks for a motion to approve specific item which has been indicated needs board/committee approval.
Chair takes vote (Note- motion to adjourn is not debatable so no discussion).
5.
Chair announces that meeting is adjourned and taps gavel once.
