SIMPLE PARLIAMENTARY PROCEDURE

PARLIAMENTARY PROCEDURE

rules governing the procedure and conduct of organizational meetings generally, whether in business, labor, or fraternal organizations.

PURPOSE

To have an orderly, well conducted meeting.

FIVE PRINCIPLES OF PARLIAMENTARY LAW

Courtesy and justice to all. Consider only one thing at a time. The majority rules. The minority must be heard. The purpose is to facilitate action.
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PARLIAMENTARY COURTESIES

Stand when addressing the president, as in making a motion, discussing a question before the body, or making a committee report. Address the president as Madam Chairman or Mr. President.
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PARLIAMENTARY COURTESIES

Sit down talking.

promptly

when

finished

Do not speak during the business meeting except when addressing the chair and then only after having been properly recognized.
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PARLIAMENTARY COURTESIES

Never talk or whisper to member during the meeting.

another

Never stand to get recognition from the president when another member has the floor.

PARLIAMENTARY COURTESIES

Confine discussion to the question before the group. Refer to an officer by her official title, to members by the member who spoke last or other designate members, but not their names.
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PARLIAMENTARY COURTESIES

Willingly accept the decision of the majority. Be punctual during meetings.

REMINDERS FOR THE PRESIDING OFFICER

Correct procedure should always be your goal. If dealing with motions or amendments, always state the exact wording. Ask the secretary to read it if you forget how it was phrased.
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REMINDERS FOR THE PRESIDING OFFICER

Discussion is not in order until the motion has been stated by the chair. The chair does not enter discussion while presiding. As a member of the assembly, the chair is entitled to his or her vote.
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REMINDERS FOR THE PRESIDING OFFICER

Always indicate clearly how a vote is to be taken. Never call for the usual sign. Always call for the negative vote, saying, Those opposed say no.

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REMINDERS FOR THE PRESIDING OFFICER

Adoption of an amendment does not mean adoption of the main motion. Remember to state the main motion as amended. It is better to say: The motion is out of order than The member is out of order.
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ORDER OF BUSINESS

The plan for conducting the business of the group in a logical, organized manner.

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TYPICAL AGENDA

Call to order. The president calls the meeting to order after he has determined a quorum is present. Opening ceremonies. This includes invocation, singing of hymns, roll call (last part).
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TYPICAL AGENDA

Reading of the Minutes. Reports of Committees. Officers and Standing

Reports of Special Committees

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TYPICAL AGENDA

Unfinished business. New business. Announcements. Program.

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HOW TO PRESENT AND DISPOSE OF A MOTION

Step 1: Obtaining the floor. Mr. President Step 2: Making a motion. I move that Step 3: Seconding a motion. I second the motion
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HOW TO PRESENT AND DISPOSE OF A MOTION

Step 4: Debating the Motion. Is there any discussion? Step 5: Putting the Question (calling for a vote) Is there any further discussion? As many as are in favor, say aye. Those opposed say, no.
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HOW TO PRESENT AND DISPOSE OF A MOTION

Step 6: Announcing the Results. The ayes have it. The motion carries. The club will

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CLASSIFICATION OF MOTIONS

Main motions used to introduce a main item or question of business to the group. Subsidiary motions used to modify, defer, remove, or dispose of the main motion.
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CLASSIFICATION OF MOTIONS

Privilege motions relate to order and the rights and welfare of the members.

Call for the orders of the day Adjourn Recess Raise a question of privilege Set the time to adjourn
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CLASSIFICATION OF MOTIONS

Incidental motions procedures.

relate

to

Appeal a ruling of the chair Suspend the rules Rise to a point of order Withdraw motions Reconsider , Rescind, and Take from the table.
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MINUTES

Permanent record of the groups action. They are a record of facts, not opinion Record of what happened and not the thoughts or feelings of members or officers.
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GUIDELINES FOR WRITING MINUTES

1.

Include in the first paragraph:

the kind of meeting (regular, special, annual) the name of the group the date, time, and place of the meeting whether or not the president and secretary were present and, in their absence, the name of their substitutes the disposition of the minutes of the last meeting
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Example
The regular meeting of the Junior Philippine Institute of Accountants UB Chapter was held on June 19, 2006, at 11:00 a.m. at the CSAC Deans Office, UB. The president being the chair and the secretary being present, Ivylyn Cagadas led the prayer. Following the roll call of members, the minutes of the last meeting were approved as read.
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THE BODY

Should include a separate paragraph for each subject matter and should show: A. All main motions or motions to bring a main question before the assembly except motions withdrawn. When recording a motion, include: *the exact wording of the motion as adopted or otherwise disposed of, *the disposition of the motion, including temporary disposition, and any primary or secondary amendments.
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THE BODY

All points of order and appeals, whether sustained or lost, and reasons given by the chair for the ruling.

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Example
The treasurer reported a disbursement of P1,500 for the general assembly meeting, leaving a balance of P12,500 as of June 19, 2006. The program committee report was received and placed on file.
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Example
The special committee that was appointed to canvass the price of the sound system reported that Gerisonic offers the most affordable price. Antonette Diez moved that Gerisonic be contracted during the acquaintance party. Motion was seconded by Jasper Baculio. After debate, the motion was adopted.
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Example
Mark Bruce Lee moved that JPIA will shoulder the registration fee of the officers during the Leadership Training Seminar on July 14-15, 2006, which motion was seconded by Richie Cahulogan. The motion was carried without objections.
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Example
The president announced the next meeting would be on July 28, 2006 at 1:00 p.m. at CSAC Deans office.

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CLOSING

The last paragraph of the minutes should contain the hour of adjournment. The minutes should be signed by the secretary or the person who took the minutes.
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Example
The meeting was adjourned at 9:30 p.m. (Sgd) Jane Ibarra

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