PARLIAMENTARY PROCEDURES WORKSHOP Trainer's Guide 1 D E L T A S I G M A T H E T A S O R O R I T Y, I N C.
Introduction Small group meetings can be conducted without the formal procedures necessary for large groups; however, whether your group consists of 3 or 300 persons, basic ground rules are very important if you want the meeting to be fair and effective. The meeting should be conducted in such a manner that all opinions are respected, and the work gets done. Small groups may function very informally as long as there is respect for each other and the major focus is on the agenda. On the other hand, when the group is large and the meetings are dealing with a variety of interests and ideas, demanding issues, and strong opinions, the organization will need to use parliamentary procedures. Formal procedures are necessary for standards of actions and conduct. Parliamentary principles are designed to protect the rights of the minority to be heard while expressing and carrying out the will of the majority. This workshop is designed to familiarize participants with those basic principles that lead to orderly, fair and effective discussions and decisions during meetings. 2
Agenda Introduction Meditation Icebreaker Purpose/Objectives Definitions o Parliamentary Procedure o Rules of Order Learning Activity 1 Principles of Parliamentary Procedures Delta s Governing Documents Key Players Learning Activity 2 Order of Business How Members Express Themselves Types of Motions Learning Activity 3 Questions Pertaining to Motions Presenting Motions Question/Answers Wrap up and Evaluation 3
Objectives At the completion of this workshop session, you should be able to: Define parliamentary procedure and identify the reasons for using it Define Robert s Rules of Order Identify and describe the steps in presenting and disposing of a motion Classify motions into classes of privileged, incidental, subsidiary, unclassified, and main Describe the purpose of the most often used procedures such as: main motion, amend, refer to a committee, point of order, adjourn, lay on the table, and others Identify whether certain motions require a second, whether they are debatable and/or amendable, the vote necessary for passage, whether the motion may be reconsidered and/or rescinded, and other significant information. 4
Logistics for the Workshop The steps below will help you create the best opportunity for ensuring that participants have a successful session: Establish a schedule for the training This Parliamentary Procedure Workshop will require one session of approximately two hours. Invite an appropriate number of people to participate in the training This presentation is appropriate for a varying range of participants. Schedule the appropriate space The most desirable location for teaching this workshop is a medium to large room with chairs and tables. Participants will have a writing surface and a clear view of the front where the trainer will be situated. It is helpful to have wall space to tape up flip chart pages that will be used during the presentation. The room will also need a screen and an overhead or LCD projector for transparencies or PowerPoint. Copy the Participant s Manual for this workshop. Copy the Evaluation Form for this workshop. Provide the following material for your session: Name tags -- if needed for this group Flip chart for taking notes and displaying them to the class Masking tape and/or punch pins for displaying material from flip charts Projector and screen for PowerPoint or overhead transparencies Magic markers/transparency pens Extra pencils and paper for note taking Timer to time group activities 5
Preparing for the Presentation Develop an Agenda The training session should consist of an introduction; definitions, explanations, and discussion of terms and concepts; a series of exercises appropriate for the group; identification and discussion of issues; and a closing consisting of a debriefing and the completion of a session evaluation. Exercises are provided in this guide to enable you to tailor your workshop to the needs and interests of participants. Note the workshop's learning outcomes and key concepts Be prepared to emphasize the three or four key ideas underlying this workshop and repeat them several times during the session. Doing this will help the participants remember the most important points. Read the Powerpoint Notes several times to become familiar with the suggested script and intended flow of activities You should not read the script verbatim during your presentation, but use the suggested points as the structure for your presentation. Review the Participants Manual prior to the presentation. During the Presentation Pay attention to the suggested time to be spent on each segment Bring a clock that you can easily see as you present the workshop if you think this will help you stay on schedule. Communicate in a positive manner Listen carefully to what all participants have to say, paraphrase and present it back to the group. Use language and tone that will help you steer the discussion in the direction you want it to go. Use positive prompts that initiate thinking in the right direction. Example: What can we do together to or As we move forward, what are the next steps in 6
Remember that the participants are adults. You need to respect their behavior, but expect professional courtesy. Let the participants know the importance of the workshop and that in order for objectives to be reached, all participants must behave in a professional manner. Use visual aids effectively. Ensure that the audience receives the information in as many forms as possible. As you facilitate the session, move around the room. Always be aware of your position in the room. Standing in front the entire time implies that you need all of the attention. Sitting or standing in the back implies that you are not in control, and if the seats are all facing front, the audience will not be able to see you. When you give directions, remember the audience and what is to be done. Although the participants are adults, the directions must be clear and easy to follow. Make sure you have an attention-getting signal and that your audience knows what the signal is. This will allow you to gain attention, bring the group back together or calm the group if there is dissention. Participant Packet for the Workshop Introduction Agenda Definitions: Parliamentary Procedure, Rules of Order Principles of Parliamentary Procedures Delta s Governing Documents Key Players Order of Business How Members Express Themselves Types of Motions Questions Pertaining to Motions Presenting Motions Resources Learning Activity 1 Learning Activity 2 Learning Activity 3 Parliamentary Terms Resources 7
8 ACTIVITIES
Parliamentary Procedures - Activity 1 Test your knowledge of parliamentary procedure by completing the exercise below. Place an X in front of the correct answer. 1. is used to obtain information about meeting procedure. a) Parliamentary Inquiry b) Point of Information c) Point of Order 2. Previous Question means. a) call for the assembly to return to the agenda b) if adopted by a two thirds vote, debate ends and a vote is immediately taken c) a request for the secretary to read the motion aloud 3. Other than the Articles of Incorporation, the highest body of rules in an organization is. a) Robert's Rules of Order b) bylaws c) standing rules 4. A quorum is. a) the largest number that can be expected to attend a meeting, except in bad weather b) a majority of the members present c) the minimum number of members who must be present for business to be transacted 5. A main motion. a) brings business before the assembly b) cannot be amended c) is the highest ranking motion 6. If a member makes a motion that is not in order,. a) he should be censured b) he should be ruled out of order by the chair c) the chair may suggest an alternate motion 9
Parliamentary Procedures - Activity 1 7. If the bylaws require an election to be by ballot,. a) a voice vote can be used if there is no objection and there is only one nominee for each office b) this provision can be suspended by unanimous consent, and a rising vote used instead c) this provision cannot be suspended, even by a unanimous vote 8. Division of the question means. a) to separate a motion into two or more parts, each capable of standing as separate motions b) to retake a voice vote by a rising vote c) to have members who favor a motion and those who oppose it to move to opposites sides of the room 9. The motion to Lay on the Table can be used to. a) kill a motion b) temporarily set aside a motion because something of immediate urgency has arisen, without a time to set to resume its consideration c) postpone consideration of a motion until the next meeting, in order to find out additional information 10. A meeting at which the proceedings are secret is called. a) a convention of delegates b) an executive session c) a mass meeting ANSWERS: 1 A, 2 B, 3 B, 4 C, 5 A, 6 C, 7 C, 8 A, 9 B, 10 B 10
Parliamentary Terms Activity 2 1. Addressing the chair A proposal by a member, in a meeting, that the assembly takes a particular action. 2. Agenda A vote by having members stand. 3. Ad Hoc Committee Committee established for a specific purpose. 4. Adjourn A procedure by which the vote of each member is formally recorded in the minutes. 5. Chairwoman Pro Tem To repeal, annul, cancel, or revoke formally. 6. Division of the assembly; a division A vote taken for the purpose of verifying a voice vote or show of hands. 7. Division of the question Closely related, relevant; amendments and debate must be related to the question at hand. 8. Ex officio Having been recognized by the chair to speak. 9. Germane A motion to divide a pending motion into two or more separate questions in order that they may be considered separately. 10. Having the floor Getting the chair s attention by saying, Madam Chairwoman, or Madam President. 11. Majority In an election, the largest number of votes given a candidate when three or more candidates are running; a plurality that is not a majority never elects anyone to office except by virtue of special rule previously adopted. 12. Motion Request for information concerning a motion. 13. Orders of the day Agenda for a meeting. 14. Parliamentarian Presiding officer for the time being. 15. Plurality More than half of the votes cast by persons legally entitled to vote, excluding abstentions. 11
Parliamentary Terms - Activity 2 16. Point of information To end a meeting. 17. Question of privilege A device that permits a request or main motion relating to the rights and privileges of the assembly or any of its members to be brought up for immediate consideration because of its urgency, e.g., a motion to turn the air conditioner up or a motion to close the windows so that people can hear. 18. Quorum The minimum number of members who must be present at a meeting for business to be legally transacted. 19. Rescind By right of office. 20. Rising vote To indicate support for consideration of a motion. 21. Roll call vote Order of business; program of a business meeting. 22. Second Parliamentary adviser to the presiding officer. 23. Unanimous (or general) consent A means of taking action on a motion without a formal vote. When a presiding officer perceives that there is little or no opposition to a motion before the assembly, business can often be expedited by the chair simply calling got objections, if any. If no objection is heard, the motion is adopted; and if even one member objects, the motion is brought to a formal vote by the usual procedure. 12
Parliamentary Terms Activity 2 Answer Key 1. Addressing the chair 12 A proposal by a member, in a meeting, that the assembly takes a particular action. 2. Agenda 20 A vote by having members stand. 3. Ad Hoc Committee 3 Committee established for a specific purpose. 4. Adjourn 21 A procedure by which the vote of each member is formally recorded in the minutes. 5. Chairwoman Pro Tem 19 To repeal, annul, cancel, or revoke formally. 6. Division of the assembly; a division 6 A vote taken for the purpose of verifying a voice vote or show of hands. 7. Division of the question 9 Closely related, relevant; amendments and debate must be related to the question at hand. 8. Ex officio 10 Having been recognized by the chair to speak. 9. Germane 7 A motion to divide a pending motion into two or more separate questions in order that they may be considered separately. 10. Having the floor 1 Getting the chair s attention by saying, Madam Chairwoman, or Madam President. 11. Majority 15 In an election, the largest number of votes given a candidate when three or more candidates are running; a plurality that is not a majority never elects anyone to office except by virtue of special rule previously adopted. 12. Motion 16 Request for information concerning a motion. 13. Orders of the day 13 Agenda for a meeting. 14. Parliamentarian 5 Presiding officer for the time being. 15. Plurality 11 More than half of the votes cast by persons legally entitled to vote, excluding abstentions. 13
Parliamentary Terms - Activity 2 Answer Key 16. Point of information 4 To end a meeting. 17. Question of privilege 17 A device that permits a request or main motion relating to the rights and privileges of the assembly or any of its members to be brought up for immediate consideration because of its urgency, e.g., a motion to turn the air conditioner up or a motion to close the windows so that people can hear. 18. Quorum 18 The minimum number of members who must be present at a meeting for business to be legally transacted. 19. Rescind 8 By right of office. 20. Rising vote 22 To indicate support for consideration of a motion. 21. Roll call vote 2 Order of business; program of a business meeting. 22. Second 14 Parliamentary adviser to the presiding officer. 23. Unanimous (or general) consent 23 A means of taking action on a motion without a formal vote. When a presiding officer perceives that there is little or no opposition to a motion before the assembly, business can often be expedited by the chair simply calling got objections, if any. If no objection is heard, the motion is adopted; and if even one member objects, the motion is brought to a formal vote by the usual procedure. 14
Parliamentary Motions Match-Up - Activity 3 Point of Information Amend Parliamentary Inquiry Division of the Assembly Rescind/Amend Something Previously Adopted Point of Order Adjourn Recess Previous Question Table Appeal Postpone Indefinitely Refer Postpone Limit/Extend Debate Reconsider Main Motion a. demands a rising (but not counted) vote after a voice vote b. places a limit on the time or number of speakers c. allows a matter to be sent to a smaller group to consider and report back d. kills main motion e. delays consideration of a matter f. ends debate immediately g. permits a short break h. allows a member to ask a question relevant to business (but not procedure) i. calls attention to an error in procedure j. allows a member to ask a procedural question k. temporarily delays a matter when something of urgency arises l. brings business before the assembly; permitted only when no other motion is pending m. revisit motion already voted on at same meeting n. strikes or modifies motion adopted at prior meeting o. allows modification to another motion by adding, deleting, or changing words p. takes decision from chair and gives to assembly q. ends the meeting Jim Slaughter, Certified Professional & Professional Registered Parliamentarian - web site www.jimslaughter.com 15
Parliamentary Motions Match-Up - Activity 3 Answer Key h Point of Information a. demands a rising (but not counted) vote after a voice vote o Amend b. places a limit on the time or number of speakers j Parliamentary Inquiry c. allows a matter to be sent to a smaller group to consider and report back a Division of the Assembly d. kills main motion n Rescind/Amend Something Previously Adopted e. delays consideration of a matter i Point of Order f. ends debate immediately q Adjourn g. permits a short break h. allows a member to ask a question relevant to business g Recess (but not procedure) f Previous Question i. calls attention to an error in procedure k Table j. allows a member to ask a procedural question p Appeal k. temporarily delays a matter when something of urgency arises d Postpone Indefinitely l. brings business before the assembly; permitted only when no other motion is pending c Refer m. revisit motion already voted on at same meeting e Postpone n. strikes or modifies motion adopted at prior meeting b Limit/Extend Debate o. allows modification to another motion by adding, deleting, or changing words m Reconsider p. takes decision from chair and gives to assembly l Main Motion q. ends the meeting 16
Parliamentary Terms Addressing the chair: Agenda: Ad Hoc Committee: Adjourn: Announcing the Vote: Ballots: Carried: Caucus: Chair: Chairperson Pro Tem: Commit: Committee of the Whole: Convene Division of the Assembly: Division of the Question: Election by Acclamation: Ex Officio: Getting the chair's attention by saying, e.g., "Madam Chairwoman," "Mr. Chairman," "Madam President," or "Mr. Moderator." Order of business; program of a business meeting. Committee established for a specific purpose, for a particular case. To end a meeting In announcing the vote on a motion, the chair should: report on the voting itself, stating which side has prevailed, declare that the motion is adopted or lost; and state the effect of the vote or order its execution. Slips of paper for voting Passed or adopted; used in referring to affirmative action on a motion. Private session in advance of a scheduled meeting. The chair, chairman, chairwoman: To preside over; the presiding officer. Presiding Officer for the time being To refer to a committee. Designation of all of the members of an assembly present at a meeting as members of an ad hoc committee; working as a committee of the whole allows an assembly to function informally (e.g., to have unlimited debate). To open a session. A vote retaken for the purpose of verifying a voice vote or show of hands; a division may be ordered by the chair or by a single member. A vote retaken for the purpose of verifying a voice vote or show of hands; a division may be ordered by the chair or by a single member. Election by unanimous consent; used when only one person has been nominated for an office. By right of office. 17
Parliamentary Terms Expunge: To eliminate part of a motion by crossing out or drawing a line around words; one never erases, since the original text may be needed for the minutes. Germane: Having the Floor: Immediately Pending Closely related, relevant; amendments and debate must be germane to the question at hand. Having been recognized by the chair to speak. The last motion stated by the chair Question: In Order: Main Motion: Majority: Minutes: Motion: Nominate: Obtaining the Floor Orders of the Day: Parliamentarian: Pending Question: Plurality: Point of Information: Precedence: Correct according to rules of parliamentary procedure. A motion which brings before the assembly some new subject upon which action of the assembly is desired. More than half of the votes cast by persons legally entitled to vote, excluding abstentions. Written record of business transacted A proposal by a member, in a meeting, that the assembly take a particular action. To propose an individual for office. Securing permission to speak. Agenda for meeting. Parliamentary adviser to the presiding officer. A motion awaiting decision. In an election, the largest number of votes given a candidate when three or more candidates are running; a plurality that is not a majority never elects anyone to office except by virtue of a special rule previously adopted. Request for information concerning a motion. Priority in rank; to outrank. 18
Parliamentary Terms Previous Question: Proxy: Question of Privilege: Quorum: Recess: Recognize: Rescind: Resolution: Rising Vote: Roll Call Vote Unanimous Consent Voice Vote: Yield: Motion which, if adopted, orders an immediate vote. A person authorized to vote for another. A device that permits a request or main motion relating to the rights and privileges of the assembly or any of its members to be brought up for immediate consideration because of its urgency, e.g., a motion to turn the air conditioner up or a motion to close the windows so that people can hear. The minimum number of members who must be present at a meeting for business to be legally transacted A short intermission. To allow someone to obtain the floor in order to speak. To repeat, annul, cancel, or revoke formally. Motion used to express the sentiment of a group, usually beginning with the words "resolved that..." A vote taken by having members stand. A procedure by which the vote of each member is formally recorded in the minutes. Second: To indicate support for consideration of a motion by saying: "I second the motion." Slate: List of candidates. A means of taking action on a motion without a formal vote. When a presiding officer perceives that there is little or no opposition to a motion before the assembly, business can often be expedited by the chair's simply calling for objections, if any. If no objection is heard, the motion is adopted; if even one member objects, the motion is brought to a formal vote by the usual procedure. A vote taken by having members call out "aye" or "no" at the chair's direction. To give the floor to the chair, to another speaker, or to a motion taking precedence over that being considered. 19
Resources National Constitution & By-Laws, Delta Sigma Theta Sorority, Inc. Roberts Rules of Order Chapter Management Handbook, Delta Sigma Theta Sorority, Inc. The a-b-c s of Parliamentary Procedures Parliamentary Procedures at a Glance Officers Institute Manuals, Delta Sigma Theta Sorority, Inc. National Association of Parliamentarians Jim Slaughter, Certified Professional Registered Parliamentarian http://www.csuchio.edu/sac/parliament.html http://www.robertsrules.org/rulesintro.htm www.jimslaughter.com www.parliamentarians.org 20
WORKSHOP EVALUATION FORM Your feedback is critical for the Leadership Academy to ensure that we are meeting your needs. In order for us to serve you better, we would appreciate it if you could take a few minutes to share your opinions with us. Please return this form to the facilitator at the end of the workshop. Thank You. Workshop Title: Date: Facilitator: Strongly Agree Strongly Disagree 1. The presentation was clear and to the point 1 2 3 4 5 2. The presenter was responsive to participants. 1 2 3 4 5 3. The presenter was knowledgeable on the subject. 1 2 3 4 5 4. The content was interesting to me. 1 2 3 4 5 5. The content had substance. 1 2 3 4 5 6. The content was relevant. 1 2 3 4 5 7. My thinking about the topic is more focused. 1 2 3 4 5 8. I gained new insights. 1 2 3 4 5 9. The pace of the session was appropriate. 1 2 3 4 5 10. The session was well organized 1 2 3 4 5 11. AV materials/handouts enhanced the presentation. 1 2 3 4 5 12. Given the topic, this workshop was: Too short Right length Too long 13. In your opinion, this workshop was: Introductory Intermediate Advanced 14. Please rate the following: a. Visuals b. Acoustics c. Meeting space d. Handouts e. Workshop Overall Excellent Very Good Good Fair Poor 15. How could this workshop be improved? 21
The Leadership Academy 2006-2008 Ann Davis Jones, Ph.D., Chair Jeri Rochelle Durham, Co-Chair Jametria Aldridge Margaret Bentley Deloris Johnson Drakes Stephanie Flowers, LAC Liaison Kendra Johnson Patricia A. Lee Dr. Sandra F. Mack Octavia Matthews Sherina Maye Dr. Mabel Lake Murray Rose A Lee Roche Dr. Norma H. Sermon-Boyd Glenell Strum Smoot Dr. Barbara Woods Dr. Synovia Youngblood 22