Meeting Manners

Parliamentary Procedures Effective Meeting Skills

Unmanaged meeting problems will result in wasted time, frustration, and a general dread of attending meetings in which these problems occur unchecked.
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Productive meetings are the responsibility of everyone, not just the formal leader.

Parliamentary Procedure (rules) provides formal, well-defined structure for groups.

Parliamentary Procedure (rules) provides formal, well-defined structure for groups. Roberts Rules of Order used by estimated 80% of organizations, government bodies and associations.

Parliamentary Procedure (rules) provides formal, well-defined structure for groups. Roberts Rules of Order used by estimated 80% of organizations, government bodies and associations. Sturgis Standard Code of Parliamentary Procedure, used by about 15% of groups (particularly physicians and dentists).
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Parliamentary Procedure (rules) provides formal, well-defined structure for groups. Roberts Rules of Order used by estimated 80% of organizations, government bodies and associations. Sturgis Standard Code of Parliamentary Procedure, used by about 15% of groups Unions and legislatures sometimes use others.

What is Parliamentary Procedure?

The formal procedures used by a deliberative assembly to present and discuss possible courses of action, make decisions and keep order The rules of democracythe commonly accepted way in which a group of people come together to conduct their business

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Benefits
Enhanced leadership credibility Faster and more efficient meetings Prevention of illegal actions Improved communication skills

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The Basic Principles

Courtesy and justice for all Consideration of only one subject at a time Rights of absent members must be protected The minority must be heard The will of the majority must prevail

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Who Uses These Rules?

Congress Student Government City Council Meetings Faith-Based Organizations Corporate Boards School Boards Homeowners Associations Professional Associations Fraternities and Sororities Various Clubs
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Why Roberts RulesRules!

Out of all organizations that use parliamentary procedure, approximately 95% choose Roberts Rules of Order as their parliamentary authority The parliamentary authority used at FAU is the current edition of Roberts Rules of Order Newly Revised

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History of Roberts Rules

Formalized by Henry M. Robert US Army general and engineer Began at a church meeting in 1863 First edition published in 1876 The most popular authority Over 5 million copies in print

I would never attend another meeting until I knew something ofparliamentary law. Where there is no law, but every man does what is right in his own eyes, there is the least of real liberty. Henry M. Robert
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Roberts Rules help advance the decision-making process.

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Roberts Rules help advance the decision-making process.

Robert's 'Rules of Order' are the rules of a fight; they are intended to prevent unfair advantage and to give the minority a fighting chance.
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Roberts Rules helps advance the decision-making process.

Use them whenever a meeting mangler threatens to derail a meeting.

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Roberts Rules helps advance the decision-making process.

Use them whenever a meeting mangler threatens to derail a meeting.

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Roberts Rules helps advance the decision-making process.

Use them whenever a meeting mangler threatens to derail a meeting.

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Roberts Rules helps advance the decision-making process.

Use them whenever a meeting mangler threatens to derail a meeting.

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Roberts Rules helps advance the decision-making process.

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Roberts Rules helps advance the decision-making process.

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Roberts Rules helps advance the decision-making process

Agenda Setting

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Roberts Rules helps advance the decision-making process.

Agenda Setting Order of Business

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Roberts Rules helps advance the decision-making process.

Agenda Setting Order of Business Protecting minority views

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Roberts Rules helps advance the decision-making process.

Agenda Setting Order of Business Protecting minority views Nearly every meeting possibility.

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How to Act at a Meeting

Stand up when you are speaking Remain quiet while others are speaking Address others by their title and avoid first names If you must leave the room, request permission If giving a speech, state your name and position

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Cell Phone Procedures

Refrain from cell phone use during the meeting No texting during the meeting Harsh fines can be imposed by the State of Florida All communications in a meeting are public record

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BASIC PRINCIPLES
1. Parliamentary procedure exists to facilitate the transaction of business and to promote cooperation and harmony. 2. All members have equal rights, privileges, and obligations. The majority has the right to decide. The minority has rights which must be protected. 3. A quorum must be present for the group to act.
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BASIC PRINCIPLES
4. Full and free discussion of every motion considered is a basic right.
5. Only one question at a time can be considered at any given time.

6. Members have the right to know at all times what the immediately pending question is, and to have it restated before a vote is taken.
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BASIC PRINCIPLES
7. No member can speak until recognized by the chair.
8. No one can speak a second time on the same question as long as another wants to speak a first time. 9. The chair should be strictly impartial.

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MAKING MEETINGS WORK

1. Effective meetings require planning in advance, both on the part of the person who chairs them and of the people who participate.
2. Do not have a meeting unless it is necessary.

3. Don't engage in political game playing or parliamentary maneuvering. Members must commit themselves to the group purpose.

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MAKING MEETINGS WORK

4. Listen to what others at the meeting have to say.
5. Make sure you understand the reason for a meeting and do your homework in accordance with this understanding.

6. Actively engage in the discussion.

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MAKING MEETINGS WORK

7. Recognize that five kinds of knowledge are all needed for a successful meeting participant: Knowledge of the subject matter at hand
Knowledge of parliamentary rules of order Knowledge of rhetoric-the power to persuade Knowledge of problem solving and decision making

Knowledge of human social-emotional dynamics

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MAKING MEETINGS WORK

8. Be sure the purpose of each meeting, and each item on the agenda, is clear to the members:
To share ideas and information only To brief members before action

To generate new ideas

To make a decision To make a recommendation
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MAKING MEETINGS WORK

9. Be sensitive to the physical, informational, and social needs of others.

10. Suggest committee work when an issue is too big for the group or the group hasn't adequately considered the topic. Demand hard work and good reports from the committee.

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Dont fail to start the meeting on time. Dont stand during the discussion of a motion or while a report is being given. Dont take part in the debate. If you must speak, relinquish the chair to the next ranking officer. Do not return to the chair until the vote has been taken. Dont allow members to deal in personalities while debating.

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Dont say I Think, I appoint, It is my opinion, My commissioner, My chapter, but say The Chair thinks, The Chair appoints, It is the Chairs opinion, Our Commissioner. Dont say You are out of order when you mean The motion is out of order. Dont strike the gavel any harder that necessary to get attention of the members. Dont lose your calmness, objectivity or impartiality.
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Prepares the agenda and other communications in coordination with the president. Keep the minutes and records of all proceedings. Call the roll and records the attendance. Certify if there is quorum. Prepares reports.
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 Dont accept an office unless you are willing to assume the responsibilities that goes with it. Dont use your knowledge in Parliamentary procedures to hinder meeting by emphasizing so much with technicalities. Dont fail to address all proposals and/or motions to the Chair. Dont leave the meeting, unless necessary, until the chair declares the adjournment.
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Remarks must be germane to the question before the group.

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Remarks should be addressed through the chair.

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Speakers should stand when speaking.

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Speakers should refrain from attacking another member's motives.

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A member may not speak until recognized by the chair.

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1. Call to order 2. Rituals 3. Certification of a quorum 4. Reading and approval of the minutes of the previous meeting

8. Reports of standing committees 9. Reports of Special Committees 10. Unfinished

Business
8. New Business 9. Other matters

5. Approval of the agenda 6. Presidents Time

7. Treasurers Report

10. Announcement
11. Adjournment
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A gavel is a mallet which is used by the Presiding Chairman as a symbol of authority during meetings.
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 3 TAPS - to call the meeting to order 2 TAPS - to signify that the assembly should rise for rituals 1 TAP - signify that the assembly may sit down Series of Taps - to call order in the floor, silence or order. 1 soft TAP signify that a decision in a major issue has been made / follows an announcement of adjournment
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 TO START. The presiding officer stands and taps the gavel three times and say: The chair now calls this meeting to order TAPS twice to call the assembly to rise Then rituals (Prayer, National Anthem..) Then taps the gavel once to signify that the assembly should sit down.

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What is a Quorum?
A quorum must be present to transact business Quorum requirement is established by the statutes According to Section 458.210:
The percent of members of a Campus House of Representatives attending a meeting to establish a quorum must be 50% plus one of the membership rounded up.

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Agenda
An agenda sets out the order in which specific items are to be considered Must be approved by majority vote soon after the start of the meeting Once approved, it is the property of the assembly

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These are official records of the organization pertaining to business transacted, projects implemented and plans projected, general growth and other official undertakings. CORRECTING THE MINUTES

Errors in the minutes are corrected after the Secretary is through reading the minutes
Chair: Are there any corrections or comments on the minutes just read?
If there are no corrections, the Chair may then solicits for a motion to have the minutes just read be approved
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Standard Order of Business

Tabled Business Old Business New Business Special Order Speeches Open Forum Legislative Report Reminders Final Roll Call Adjournment

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All About Motions

Defining a Motion
A formal proposal for consideration and action Only one subject can be considered at a time No main motion can be made while another motion is before the assembly

To make a motion say I move that Seconding motions After it is seconded, it is stated by the chair Debating motions Voting
Member Chair Assembly
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MOTIONS An oral presentation of proposal for discussion

RESOLUTIONS
A motion presented in a written form and it precedes the thought or subject of the proposal
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8 Steps in Processing a Motion

Step 1: Member rises and addresses the chair when nothing else is pending
Say: Mr. / Madam Speaker

Step 2: Chair recognizes member by nodding at the member or stating his/her name
Chair replies: Representative Smith

Step 3: Member states his/her motion

Say: I move that

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8 Steps in Processing a Motion

Step 4: Another member seconds the motion by raising a hand and calling out Second!

Step 5: Chair states the motion and places it before the assembly for discussion.
It is moved and seconded that... Is there any discussion?

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8 Steps in Processing a Motion

Step 6: Members have the right to get recognition and debate the motion. During debate, subsidiary motions (i.e. amend, refer ) may be introduced to help the assembly make a final decision

Step 7: Next, the chair puts the question to a vote

Are you ready for the question? The question is on the adoption of the motion that... Those in favor, say YES. Those opposed, say NO. Secretary, please take roll.

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8 Steps in Processing a Motion

Step 8: Chair announces the results of the vote.
The affirmative [or negative] has it; the motion is adopted [or lost]; we will [not] The next business in order is

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Types of Motions
Main Motion (Main)
Brings new business (or next agenda item) before the assembly

Subsidiary Motion (Sub)

Changes or affects how a main motion is handled

Privileged Motion (Priv)

Concerns matters of great importance or urgency that are unrelated to pending business

Incidental Motion (Inc)

Provides a means of questioning procedure concerning other motions and must be considered before the other motion
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Frequently Used Motions

Amend (Sub)
Insert, strike out, or strike out and insert words Used to clarify or improve the wording of the original motion Must be germane to that motion

Call for the Orders of the Day (Priv)

A demand to return to the order of business

Commit or Refer (Sub)

Refers question to a specific committee

Lay on the Table (Sub)

Temporarily suspends further action on pending question
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Frequently Used Motions

Limit or extend limits of debate (Main)
Modifies the rules of debate, such as length of speaking time

Postpone Indefinitely (Sub)

Rejects the main motion without bringing it to a direct vote

Reconsider (Special Class)

Can be made only by a member of the prevailing side who has changed position or view

Suspend the Rules (Inc)

Allows for a violation of certain rules (depending on the context) The object of the suspension must be specified
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Getting Your Point Across

Point of Order (Inc)
Brings attention to an infraction of the rules of order Must be raised immediately after the error is made

Point of Privilege (Priv)

Pertains to noise, personal comfort, etc. May interrupt only if necessary Usually abbreviated as POP Use this to request to leave the room for any reason Upon return, someone should motion to Admit All Members

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Voting
Methods
Voice Aye/Nay Used when specific count not required Rising Standing, raising hands Used for specific count Secret ballot Roll call Secretary polls each member
University of Wyoming 66
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Voting (cont.)
Quorum
Number required to conduct business Usually one member over half unless otherwise stated in bylaws

Most votes require simple majority 1 more than half members voting
2/3 required for motions which limit rights Rising vote required

President votes in secret ballot or tied rising vote

Can also vote to create a tie in a rising vote Tie fails the motion
University of Wyoming 67
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Roll Call Voting

Most votes are done by taking roll Three responses in which a member may vote:
For (In favor of the motion or legislation) Against (Opposed to the motion or legislation) Abstain (Neither for nor against)

Members may abstain only if there is a distinct conflict of interest Passing on a vote
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VOTE ON ALL

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Committee reports are often for information only.

In such instances, no motion is necessary following the report.

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Motion not always needed. A motion to adopt or to accept a report is appropriate when the report is to be published in the name of the organization.

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On the other hand, the reporting member should end by making a motion if the committee has a specific recommendation for action.

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The Treasurers Report In contrast to common practice,

treasurers reports seldom require action.

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The motion to close debate is just another motion. A person wanting to close debate must be recognized by the chair. The Previous Question requires a second. While the motion to close debate is not debatable, a two-thirds vote is required.

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Many matters can be resolved through general consent or unanimous consent. Under this method, the presiding officer asks, Is there any objection to . . . ? For example, Is there any objection to ending debate? If no one objects, debate is closed. * If a member objects, the matter should be resolved with a motion and vote.
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The chair is the servant of the assembly, not its master. Put another way, the chair can only get away with what the assembly allows. During a meeting any member can raise a Point of Order if it is believed that the rules of the assembly are being violated. This motion can interrupt a speaker and does not require a second.

The Chair must now rule on the Point of Order. If the Chair doesnt know how to rule, the question can be submitted to the assembly for a vote.
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The chair can only get away with what the assembly allows. If a member is not happy with the Chairs ruling, any two members can Appeal from the decision of the chair. By one member making and another members seconding the Appeal, any question of parliamentary law can be taken from the chair and given to the assembly for decision. The assembly is the ultimate decider of procedural questions during a meeting.
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Parliamentary Procedure Worksheet

Chair: Is there any further business?

MAIN MOTION: Member: Mr. Chairman Chair: Tom (Sam, Eunice, Mary, Bill) Member: Since our treasury is getting low, I move that we hold a yard sale.
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Parliamentary Procedure Worksheet (cont.)

SECOND: I second the motion. Chair: It has been moved and seconded to hold a yard sale. Is there any discussion on the motion? DISCUSSION: Member 1: Mr. Chairman President: Mary
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Parliamentary Procedure Worksheet (cont.)

Member 1: I think this is a great idea because we have the manpower and our benevolence fund has been completely drained. Member 2: Mr. Chairman Chair: Dick

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Parliamentary Procedure Worksheet (cont.)

Member: I would urge the membership to vote against this motion because most of us are so busy we just dont have the time to help with such an event. AMENDMENT: Member: Mr. Chairman Chair: Lucy

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Parliamentary Procedure Worksheet (cont.)

Member: I move to amend the motion to add the words at the June 10th baseball game. Chair: Is there a second? Member: I second the motion.

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Parliamentary Procedure Worksheet (cont.)

Chair: It has been moved and seconded to amend the motion by adding the words at the June 10th baseball game. Is there any discussion? Member: Mr. Chairman Chair: Sam

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Parliamentary Procedure Worksheet (cont.)

Member:
I dont think that will work because that is the same day that most of us will be gone on that business trip to Cheyenne.

AMENDMENT: Member: Mr. Chairman Chair: Susie

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Parliamentary Procedure Worksheet (cont.)

Member: I move to amend the amendment by changing the 10th to the 17th. Member: Second Chair:
It has been properly moved and seconded to amend the amendment by changing the date from the 10th to the 17th. Is there any discussion? If there is no discussion, we are ready to vote on the amendment to the amendment to change the date to the 17th. All those in favor say aye. Those opposed nay. The motion carries.
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Parliamentary Procedure Worksheet (cont.)

Chair: We will now resume discussion on the amendment as amended to add the words at the June 17th baseball game. Is there any further discussion? If not, we shall proceed to vote on the amendment. All those in favor say aye. All those opposed nay. The ayes have it. The amendment is passed.

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Parliamentary Procedure Worksheet (cont.)

Chair: We will now resume discussion on the main motion as amended to read, We will hold a yard sale at the June 17th baseball game. Is there any further discussion? Seeing none, we will proceed to vote. All those in favor of holding a yard sale at the June 17th baseball game, say aye. All those opposed say nay. The motion is carried.

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Parliamentary Procedure Worksheet (cont.)

Member: I call for a division of the house. Chair: A division of the house has been called for. All those in favor of the motion please stand and remain standing to be counted. All those opposed please stand. The count is 23 to 14 in favor of the motion. The motion is carried.

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Questions

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