PARLIAMENTARY

PROCEDURES
Salvador V. Valeroso
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What is Parliamentary
Procedures

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Parliamentary Procedures
The business procedures which
originated in the parliament of England,
and which are generally adopted and
followed by the law making bodies of
democratic countries. Although certain
modifications may have been made to
conform to local conditions.

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Importance of Parliamentary
Procedures

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 Purposes/ Importance

 It achieves effective, efficient and

orderly meeting;
 It gives everyone the opportunity

to be heard;

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 Purposes/Importance

 It achieves brief, concise, accurate

and business-like discussions;
 It respects the will of the majority
and protects the rights of the
minority; and
 It enriches the value of leadership.

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Democratic Processes During
Meetings

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 Democratic Processes in
Conduct of Meetings
 General Membership Interest prevails
Personal and private interests of a member
should be subordinated to that of the general
membership
 Equality
All members have equal rights to deliberate,
discuss, and exercise the privileges and
obligations afforded to them.

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Democratic Processes in
Conduct of Meetings
 Singularity of the subject
Only one subject will have the attention of the
participants at one time.
 Impartiality and fairness
The Chairman/presiding officer must be
impartial.
 Will of majority prevails
The majority decision is the group’s collective
decision.

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 Democratic Processes in
Conduct of Meetings
 Minority must be protected
Rights of minority deserve protection but must
abide by the decision of the majority.
 Free discussion
Total, full and free discussion for or against
the motion, proposal, resolution or question
shall be allowed.
 Every motion adopted must be voted or decided
upon by the body

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 Democratic Processes in
Conduct of Meetings
Decorum
 This calls for proper observance of
courtesy to others .No one should speak
while another has the floor
 Business-like proceedings

In all meetings, the transactions related

therewith shall be conducted in a business-
like manner.

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Role of Attendees During
Meetings

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 Role of the Presiding Officer
1) Recognizes the speaker
2) Decides the order of speaking
3) Restrains speaker within the limits of the
rule
4) States each motion before it is discussed
& before it is put into vote
5) Enforces good decorum
6) Declare recess or adjournment anytime if
decorum is not observed properly
7) Decides point of order & questions of
privilege
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 Role of the Presiding Officer
8) Decides manner of voting in certain cases
9) Creates & appoints committees when
authorized to do so
10) Assists in wording of motions if proposer
requests assistance
11) Must be impartial and equal to all members
12) Ejects unruly members from place of
meeting with prudence
13) May vote when allowed under the rules
14) Puts motion to a vote & announces the
result
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 Parliamentary Don’ts for
Presiding Officers
1) Don’t fail to start the meeting on time (a
quorum being present) – ten minutes grace
may be allowed
2) Don’t stand during debate or while a report
is being given
3) Don’t take part in debate while you are the
Chair. If you must speak, turn the chair over
to the vice-chairman, do not return to the
Chair until the vote has been taken
4) Don’t allow members to deal in personalities
while debating
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Parliamentary Don’ts for
Presiding Officers
5) Don’t say “I think”, “I appoint”, “It’s my
opinion”, etc. but say “The Chair thinks”,
“The Chair appoints”, “It is the opinion of
the Chair”, etc.
6) Don’t say “You are out of order”, when you
mean “The motion is out of order”.
7) Don’t strike with the gavel any harder than
necessary to attract the attention of the
members.
8) Don’t lose your calmness, objectivity, or
impartiality.
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Role of the Secretary
 1. Ensure that all members of the body
have the necessary materials for the
meeting;
 2. Keep with him copy of the notice,
acknowledgement receipts and other
related documents
 3. Certify the presence of quorum;

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Role of the Secretary
 4. Take the minutes of the meeting;
 5. Assists the presiding officer during
the conduct of meeting; and
 6. Ensure that the Minutes of the
meeting were duly attested by the
presiding officer after every meeting.

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Role of the Other Members
1) Arrived on time for the meeting. You
maybe needed to complete a quorum;
2) Assemble and attend meetings in
proper attire;
3) Second the motion immediately if you
are in agreement with motion;

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Role of the Other Members
5) Listen and do not interrupt speakers
unless allowed by rules;

6) Participate in the debate if you have a

viewpoint to express;

7) Allow and encourage others who are

not speaking;

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Basic Rules Governing a
Meeting

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 3 Basic Rules Governing A Meeting
1) EXISTENCE OF A QUORUM
In any cooperative, no action taken
at a meeting is legally binding unless a
quorum existed.
The number which will constitute a
quorum is usually specified in the by-laws
of the cooperative, but where the by-laws
are silent on the matter, a quorum is the
majority of those registered members in
good standing.
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 3 Basic Rules Governing A Meeting
2) OBSERVANCE OF ORDER OF BUSINESS
The order of business is usually
provided in the by-laws. It is a program or
outline of things to be done or the matters
to be taken up ahead which must be followed
and properly observed.
As a rule, the Order of Business
cannot be arbitrarily re-arranged without
making a formal motion to this effect and
duly approved by the body.
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 3 Basic Rules Governing A Meeting
3) OBSERVE RULES ON SPEAKING
If 2 or more members seek recognition, the
Chair shall be guided by the following rules:
(a) The author of the motion should be given priority to
speak first;
(b) The member who has not spoken on an immediate
pending question has the priority over one who
has already spoken on it;
( c) The Chair should give equal opportunity to
members to speak out their views on either side of
the issue;

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3 Basic Rules Governing A Meeting
3) OBSERVE RULES ON SPEAKING
If 2 or more members seek recognition,
the Chair shall be guided by the following
rules:
(d) All matters being equal, the member who
seldom speaks is given preference; and
(e) A non-speaking member must be encouraged
by the Chair to participate and speak.

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Classification of Motions

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Classification of Motions
 Main or Principal Motions
 Subsidiary Motions
 Incidental Motions
 Privileged Motions
 Some Main and Unclassified Motions

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Privileged Motions
 Fix the Time to which the Assembly
shall Adjourn
 Adjourn
 Take a Recess
 Questions of Privilege
 Call for the Orders of the Day

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Incidental Motions
 Questions of Order and Appeal
 Suspension of the Rules
 Objection to the Consideration of a
Question
 Division of the house

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Incidental Motions
 Motions relating to Methods of Voting
 Motions relating to Nominations
 Requests growing out of Business
Pending or that has just been pending
 Parliamentary Inquiry,
 Request for Information, Withdraw a
Motion or for any other Privilege

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Subsidiary Motions
 Lay on the Table
 The Previous Question
 Limit or Extend Limits of Debate
 Postpone Definitely, or to a Certain
Time

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Subsidiary Motions
 Commit or Refer, or Recommit
 Amend a motion
 Postpone Indefinitely

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Unclassified Motions
 Take from the Table
 Reconsider
 Rescind
 Other

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Order of Precedence

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Order of Precedence
 The ordinary motions rank as follows,
the lowest in rank being at the bottom
and the highest at the top of the list.
When any one of them is immediately
pending the motions above it in the list
are in order, and those below are out of
order.

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Order of Precedence
 Fix the Time to which to Adjourn
 Adjourn
 Take a Recess
 Raise a Question of Privilege
 Call for the Orders of the Day
 Lay on the Table.

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Order of Precedence
 Previous Question
 Limit or Extend Limits of Debate
 Postpone to a Certain Time
 Commit or Refer
 Postpone Indefinitely.

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Uses of Gavel

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Uses of Gavel
1) Three (3) taps precede the
“CALLING OF THE MEETING TO
ORDER”
2) Two (2) taps signify that the
members shall rise for rituals, if
any;
3) One (1) tap after the rituals tells
that members may sit down;

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Uses of Gavel
4. Series of soft taps may be made to
restore dignity and order
5. One (1) soft tap signifies that a
decision has been made
6. One (1) short-sharp tap follows an
announcement of RECESS or
ADJOURNMENT

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Handling Productive Meetings

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Order of Business
 Roll Call
 Proof of due Notice
 Call to order
 Consideration of the previous minutes
 Consideration of Reports

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Order of Business
 Unfinished Business
 Election of Directors and committees
 Approval of the Development
Plan/Annual Plan and Budget
 New Business
 Adjournment

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 Calling an Assembly Meeting to
Order
- Bringing a group of persons who are assembled to
a state of readiness so that it can transact
smoothly all business which come up in the
meeting.
- Marks the beginning of a formal meeting and the
transaction of official business.

How?

The presiding officer “may say” the Chair declares

that there is a quorum our meeting will now come
to order.
Note: Those who are attending the meeting observe proper decorum.
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 Calling for Orders of the Day
- Orders of the day are items that are included in
the order of business for a meeting. The assembly
should not deviate from taking these matters
unless the rules are first suspended. Otherwise
the assembly is out of order.

How?

“Mr. Chairman, I call for the order of the day.”

Note: No one can rise without waiting to be recognized, and even when someone
is speaking on the floor.

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 Suspending Rules
- Standing rules are those which may be
adopted from time to time by the assembly
to protect the interest of the cooperative
and its members. (They are different from
rules embodied in the by-laws).

How?

“Mr. Chairman, I move to suspend the

standing rule about (such and such)

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 Obtaining the Floor
- Securing permission from the chairman to rise and
speak before an assembly.

How?

o One should raise one of the hands to catch the

attention of the Chairman.
o If his raised hand is not noticed, he may say “Mr.
Chairman!”

Note: One should not rise while asking for the floor and one must not ask for
the floor while another has it.

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 Presenting a Motion
- A proposal that is presented before an assembly
for its consideration and disposal.

How?

o The person who has the floor may say: “Mr.

Chairman, I move that …………….”
o After presented, he must sit down
(Yields the floor to the presiding officer)

Note: Motions should be presented and seconded at the proper time to be in

order.

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 Seconding a Motion
- An expression of agreement with the proposal

How?

o One may rise or remain seated and say “I second

the motion” or “I second it” or “seconded”.

Note: When a motion needing a second was not seconded, it cannot be

entertained. Chairman may say : “For want of a second, the motion is not in
order”.

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 Stating a Motion
- Repeating it before the assembly for its
information and consideration.
(Unless it has been stated , the motion is not yet
before the assembly for consideration)

How?

o Chairman may say it by saying: “It was moved and

seconded that ………….”

Note: Motions should be stated in the same way they were said when moved.

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 Discussing a Proposal
- Analyzing and studying its merits and
defects with a view of reaching a decision
on how it should be disposed off.

How?

o The chair may say after the motion: “Any

remarks”

Note: Discussions usually start with the explanations and remarks of

the mover.

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 Limiting Debate
- The act of shortening the time for
the debate, or reducing the number
of speakers during the debate.

How?

o One after obtaining the floor may

say: “Mr. Chairman, I move to limit
the debate by (tells how).”

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 Taking a Recess during Meeting
- An intermission during a meeting or session
of an assembly.

How?

o One may say “Mr. Chairman, I move that we

take a recess for _____.”

Note: After the recess, the chair then say “the Chair declares that
the recess has ended; the meeting will now come to order.

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 Questions of Privilege
- Are those which members usually rise in
relation to their convenience, comfort,
honor or rights during the meeting.

How?

o One may say “Mr. Chairman, I rise to a

question of privilege.”

Note: The mover shall wait until the chairman requested him to state
his question.

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 Fixing the Time at which to
Adjourn Assembly
- Usually fix the time which to adjourn if the
agenda is so crowed that all important
items cannot be taken up when the body
adjourns too soon.

How?

o One may say “Mr. Chairman, I move to fix

the time to adjourn to ________.”

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 Adjourning an Assembly
Meeting
- Putting off until a later day, the transaction of
business. If the assembly will not meet again, it
means closing the transaction of business.

How?

o The motion will be worded as: “Mr. Chairman in as

much as the assembly have disposed all the
agenda, I move that we adjourn until ______.”

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 Referring to a Committee
- Entrusting it to a group of member for further
study and appropriate action or recommendation.

How?

o One may say: “Mr. Chairman, I move that the

motion be referred to a committee.”
o The chairman may say, without waiting for a
motion: “The motion is referred to the
committee……”
Note: The committee must be instructed on what to do and when to make the reports..

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 Voting on a Proposal
- Deciding whether it should or not should be
approved.
- Taken to determine how many of those in an
assembly favor or oppose a proposal.

How?

o The Chairman may say: “Is the assembly ready for

the question?”
o If the assembly replies by saying, “Question”, the
chairman should then put the question to a vote.

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 Questions of Order
- Motions, which seek to maintain or restore, order,
proper decorum and good atmosphere.

How?

o One may rise without waiting for recognition and

then say: “Mr. Chairman I rise to a point of order”.
o The chairman may then say: “Will the gentleman
state his point of order.”
o The member should again rise and state and tell
what is not in order.

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 Appeals from Decisions
- Is a request for reconsideration of a decision, which the
presiding officer rendered with respect to points of order
raised on the floor.

How?

o The member may say: “Mr. Chairman I appeal from the

decisions of the chair.”
o After it was seconded, the chairman must attend to it
immediately by saying: “An appeal from the decision of the
chair has been raised, will the gentleman explain his reasons
for the appeal.

Note: Vote should be taken.

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 Postpone Action on a Motion
(Definitely or Indefinitely)
- Delaying its consideration to a certain
definite or indefinite time.

How?

o One may say: “Mr. Chairman, I move to

postpone the action on the
motion….(tell the time).”

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 Motion to Reconsider a Vote
- Voting on a question once more inspite of a fact
that a vote or it had already been taken, it is
prompted by a change in the thinking of those who
previously voted with the prevailing side when the
question was first put to a vote.

How?

o One who voted with the prevailing side after

obtaining the floor may say: “Mr. Chairman, I am
one of those who voted for the motion, after
considering my previous stand and what I now
believe, I would like to move for the
reconsideration of the vote on such question.
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 Amending the Motion/Presenting
an Amendment
- A proposed alteration, modification, revision, or
change on a motion or resolution that is under
consideration before an assembly.
- Moving it for assembly to consider.

How?

o One should first obtain the floor and say: “Mr.

Chairman, I move to amend the motion by ……….”

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 Laying Motion on the Table
- To temporarily rest the motion on times when it is
not ready to make final decisions.

How?

o The mover has to obtain the floor and then say:

“Mr. Chairman, I move that the pending
motion/proposal be laid on the table.”

Note: The delay of final action should be for a short period only because a
motion laid on the table indefinitely is considered a “dead” motion.

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 Division of the House or
Assembly
- The verification of votes taken on
motion/proposal.

How?

o One can immediately rise and speak without

waiting to be recognized before saying: “Mr.
Chairman, I call for the division of the assembly.”
o Chairman must immediately inform the assembly
by saying: “Division of the assembly has been
called.”

Note: Voting should be followed immediately.

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 Announcing the Result of a Vote
- Telling the assembly how it voted and the nature
of the decision reached and should include the
effect of the decision.

How?

o The chairman may announce: “There being

_______ in favor of the motion, while ________
voted against it, it is approved. Therefore ………..”

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 Inquiries and Requests
- Incidental motions which come up in connection with the
business of the assembly, presented by those who like to ask
for vital information which help them in making a decision.

(a) Parliamentary Inquiry

- When a member doubts his knowledge about the rule or
procedure.

How?

o One may say: “Mr. Chairman, I rise to a parliamentary

inquiry.”
o If recognized, he may then inquire by saying: “I would like to
know whether ________.”

Note: The chair must always attend to parliamentary inquiry.

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 Inquiries and Requests
(b) Request for Information
- Raised when member likes to ask the chairman or a speaker
to give certain information that is pertinent to the topic

How?

o Member may rise and say: “Mr. Chairman, I rise for

information.”
o The movant may answer.

(c) Request to Withdraw a Proposal

- usually presented by one who finds his proposal untimely
and irrelevant.

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Most Commonly Used
Parliamentary Abilities

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 MOST COMMONLY USED
PARLIAMENTARY ABILITIES
KIND OF NEED DEBATABLE? AMENDABLE? RECONSIDERED? WHAT
MOTION SECOND? VOTE?
Adjourn to
definite time Yes Yes Yes Yes M
Adopt or
accept a Yes Yes Yes Yes M
report
Adopt a
resolution Yes Yes Yes Yes M
Amend a
motion Yes Yes Yes Yes M
Amend an
amendment Yes Yes No Yes M
Amend a by-
laws Yes Yes Yes Yes 2/3

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 MOST COMMONLY USED
PARLIAMENTARY ABILITIES
KIND OF NEED DEBATABLE? AMENDABLE? RECONSIDERED? WHAT
MOTION SECOND? VOTE?
Appeal from
the decision Yes Yes No Yes M
Call for order
of the day No No No No None

Call for
previous No No No Yes2 2/3
question
Call for
division of the No No No No None
house
Close of the
nominations Yes No Yes No 2/3
Commit to a
committee Yes Yes Yes Yes3 M

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 MOST COMMONLY USED
PARLIAMENTARY ABILITIES
KIND OF NEED DEBATABLE? AMENDABLE? RECONSIDERED? WHAT
MOTION SECOND? VOTE?
Fix time for
adjournment Yes Yes Yes Yes M
Lay motion on
the table Yes No No Yes M

Limit or
extend debate Yes No Yes Yes 2/3
Main or
principal Yes Yes Yes Yes M
motion
Make motion
special order Yes Yes Yes Yes 2/3
Parliamentary
inquiry No No No No None

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 MOST COMMONLY USED
PARLIAMENTARY ABILITIES
KIND OF NEED DEBATABLE? AMENDABLE? RECONSIDERED? WHAT
MOTION SECOND? VOTE?
Postpone
definitely Yes Yes Yes Yes M
Postpone
indefinitely Yes Yes No Yes4 M

Objection to
consideration No No No Yes5 2/3
Raise a point
of order No No No No None
Question of
privilege No No No No None
Suspend the
rules Yes No No No 2/3

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 MOST COMMONLY USED
PARLIAMENTARY ABILITIES
KIND OF NEED DEBATABLE? AMENDABLE? RECONSIDERED? WHAT
MOTION SECOND? VOTE?
Suspend a
standing rule Yes No No Yes M

Take a recess Yes Yes7 No Yes M

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Code of Conducts During
Meetings

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Code of Conducts
 Come prepared to meetings; e.g. bring
necessary materials and resources,
know the information, have tasks
completed, and be ready to work;
 Be on time. If there is any reason that
you are going to be late, notify a team
member prior to the meeting;

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Code of Conducts
 Be respectful to fellow teammates; e.g.
allow them to speak freely, listen to
ideas, and encourage open thinking
 No use of cell phones during meetings.
Shut them off!
 Laptops are to be used for group
related material only; e.g. no instant
messenger, Facebook, MySpace, etc.
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Code of Conducts
 Stay focused during the meetings and
work on the task at hand throughout
the entire meeting duration.
 Observance of objectivity when there is
a disagreement of ideas or when a
decision is being made.

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 Code of Conducts
Don’t speak on a motion while the vote
is being counted or taken;

Don’t carry a conversation with your

neighbor while someone is speaking;

Don’t fail to address all proposals and/or

questions to the Chair;

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Code of Conducts
 Each group member will put forth their
best effort when working in the group;
no excuses will be made for not
completing a task or complying with a
rule.

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Code of Conducts
Don’t use your knowledge on
parliamentary law to hinder business
by constantly raising points of order ;
and

Don’t leave the meeting, unless

necessary, until the Chair declares the
meeting adjourned.

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Minutes of the Meeting

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Minutes of the Meeting
Minutes are the official records of
all business transacted, activities
undertaken, plans projected of the
meeting. They constitute the
impartial account of the business
accomplished at a specified meeting.
The Secretary records all the
activities of the meeting for future
reference
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Contents of the Minutes
Name of the cooperative;
Type of meeting;
Date, time and place of meeting;
Attendance;
Information if minutes of previous
meeting were approved as read and
corrected;
Reports
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Business at the meeting;
Exact wording of all motions, the
proponent and the number of votes
taken;
Time of adjournment; and
Name and Signature of the Secretary
duly attested by the Chairman.

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Thank You Very Much!

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