What is Parliamentary Procedure?
When to Use Parliamentary Procedure
Consensus: An Alternative to Voting
Using Parliamentary Procedure
Parliamentary Procedure Cheat Sheet
Preparing to Use Parliamentary Procedure
Bylaws Provisions
Conclusion
Parliamentary Authorities
For More Information

What is Parliamentary Procedure?

Whether it's a meeting of two people or 200, basic ground rules are a key ingredient for fair and effective meetings. Everyone should leave a meeting feeling that:

Small groups of persons with similar interests may function very informally, needing only a healthy respect for the opinions for each member and a focus on the agenda. But in larger meetings, with more varied interests, more difficult issues and stronger opinions, the informal approach may not be effective. In that event, an organization may want to use parliamentary procedure, or rules of order as they are also known.

Parliamentary procedure is a system of rules for conducting meetings and making group decisions. They allow groups to hold efficient meetings and to make decisions in a fair, orderly and expeditious manner.

The most familiar system of rules is Robert's Rules of Order, but there are other parliamentary authorities besides Robert. (See the "Parliamentary Authorities" section of this kit.) A parliamentary authority will usually be specified in the organization's bylaws. If not, it's a good idea to amend the bylaws to include one.

Many people avoid rules because they think they are too complex, they don't understand them, or they are afraid others will use the rules to manipulate the process. Actually, the principles are designed to protect the rights of the minority to be heard, while carrying out the will of the majority. They prevent motions from being "pushed through" before all relevant information is brought to light.

Rules of order cover many, many meeting situations, such as how to draw up an agenda, define officer duties and hold elections. But the rules governing discussion and decision-making are the most commonly used, and are all that's needed to run effective meetings.

Parliamentary procedure can be used at any business meeting, whether it's a committee, board or general membership meeting.

Use Rules of Order if...

• The issue under discussion is heated.
• The group is diverse.
• The group tends to lose sight of its purpose.
• The chair is inexperienced.

• Fair decisions can be made in an informal, but responsible manner.
• It is a social or educational gathering.

Familiarity with a few basic principles will lead to orderly, fair and effective discussions and decisions. While there are lots of other meeting situations that parliamentary procedure can address, for example, what to include on the agenda, how special meetings can be called, and election procedures, the basic rules for discussion and decision-making are all that's needed to run effective meetings.

1. Discussion begins with a motion: Discussion should not occur without some purpose, and must begin with someone's suggestion that the organization do something. That "suggestion" is a motion. For example:
   
   "I move that the organization donate $200 to Save the Whales, Inc."
   
   
2. Motion must be seconded: If at least one other person wants to discuss the item, that person may "second" the motion and discussion can proceed. If someone else in the group is interested in saving whales and wants to discuss this topic she will say:
   
   "I second the motion."
   
   If no one else is interested in discussing the topic then the motion dies for lack of a second. No second means no discussion and no vote.
   
   
3. Orderly discussion: Once the motion is properly made and seconded, then it is up for discussion. In small groups or on simple matters, discussion may take the form of an informal conversation. But in more structured meetings, persons wishing to speak raise their hands and wait for the chair to recognize them before speaking. The person speaking should not be interrupted.
   
   
4. One motion at a time: If a motion is properly made and seconded, the group must decide that motion before it can deal with any other matter. This helps keep the discussion focused. There is one exception to this rule....
   
   
5. The motion may be amended: If any member wishes to add or delete something from the original motion, he may suggest it by proposing an amendment. For example:
   
   "I move to amend the amount of the donation to $100."
   
   The motion to amend is now treated like any other motion. It must be seconded, discussed and decided before any other matter can be discussed, including the original motion. Motions to amend can be tricky because the amendment is separate from the original motion. For example, the group votes on the amendment to change the amount of the proposed donation, but not whether to actually make the donation. That decision comes in a separate vote after all proposed amendments are decided on. Amendments are often used for compromise, to bring more support to the issue than the original motion had. If you support the idea of saving the whales, but were concerned about the size of the donation, you may be more likely to vote for a donation in a smaller amount. That's compromise.
   
   
6. Ending debate: In most cases debate will conclude in a reasonable time. But on occasion it goes on and on. Any member may move to end discussion by saying:
   
   "I move to close discussion."
   
   If the motion is seconded, the members immediately vote on whether to end debate. A 2/3 vote is required to close discussion. If 2/3 or more have made up their minds, the further discussion is pointless. But if a significant minority, that is more than 1/3 of the people, want to continue discussion in hopes of changing someone's mind or convincing the undecided, debate must continue. In this way the majority is protected from a small obstructionist minority, but any serious minority viewpoint is assured of fair opportunity to be heard.
   
   
7. A decision may be postponed: If it appears that necessary information is missing or that further review is needed, a decision on the motion can be postponed. A member says:
   
   "I move to table the motion"
   
   or
   
   "I move to refer the motion to the _________ Committee."
   
   Such a motion requires a second and a majority vote to postpone a decision on the original motion.
   
   

8. A decision may be made: If the majority is satisfied with the available information and debate, the group can then vote on the original motion. The Secretary of the meeting should read the motion with any approved amendments. The chair then calls for a vote, usually by a show of hands
   
   All in favor? All opposed? Abstaining?
   
   A simple majority, or 51 percent, is required to pass the motion, unless organizational bylaws specify a different percentage.

Preparing to Use Parliamentary Procedure

Organizations that are new to parliamentary procedure should prepare meeting participants for a new way of doing things.

First, explain why the change is necessary. Perhaps meetings have run too long in the past, or are too chaotic for the secretary to record minutes. Hold up a copy of the rules that will guide meetings in the future, and tell how to get a copy.

Then, introduce the new terminology. Distribute copies of the parliamentary "cheat sheet" in Section IV of this kit. The organization's leadership could also demonstrate the procedures in a mock session, such as the Save the Whales example in Section III of this kit.

Before the meeting begins, remind participants of the objective of the meeting, for example "We're here to decide whether to support or oppose an application for a zoning variance for Joe's Bed and Breakfast."

A good chair should apply common sense to make meetings comfortable and open, but must be careful not use common sense as a convenient excuse to avoid the basic rules. For example, formalities in the rules such as requiring a member to say "I rise to a point of privilege" to complain about the room being hot, can be avoided by allowing folks to simply ask to open a window.

If the organization's bylaws don't already specify a parliamentary authority, amend them. Review a few different rules of order, and choose the best. Then an authority will be available should a sticky meeting situation arise.

Here are some sample bylaws provisions.

Article 8. Meetings. Section 5. The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the corporation in all cases to which they apply and in which they are not inconsistent with these bylaws and any special rules of order which the Board of Directors may from time to time adopt.

Or

Article X, Rules of Order. 1. Alice Sturgis's Standard Code of Parliamentary Procedure shall be used in conducting all business of the corporation, and in deciding any questions not otherwise provided for herein.

If there is anything in the bylaws that conflicts with what's stated by the parliamentary authority, then the bylaws take precedence.

Rules of order can be helpful tools, but remember that the overall goal should be orderly productive meetings that are fair to all.

Robert, Henry M. Robert's Rules of Order. With a guide and commentary by Rachel Vixman.

Robert, Henry M. Robert's Rules of Order Newly Revised, 10th edition (2000). Originally written in 1896, Robert's Rules are traditional, and comprehensive.

Sturgis, Alice. The Standard Code of Parliamentary Procedure. Also comprehensive, but uses modern language. Described as "Robert's Rules of Order without the deadwood," and "user-friendly."

Keesey, Ray E. Modern Parliamentary Procedure. O. J. Nettles (Ed.) Published by American Psychological Association, 1994. The publisher says, "This revision is entirely compatible with accepted parliamentary principles but free of the traditional, sometimes obscure jargon of the professional parliamentarian."

The American Institute of Parliamentarians has tips for dealing with disorderly members and problem presiding officers on their web page. They offer correspondence courses and publications.

The National Association of Parliamentarians provides current news and information to its members and clients to facilitate better meetings.

The official web site for Robert's Rules of Order Newly Revised outlines the basics of parliamentary procedure, and features an "Ask the Authors" section. Www.robertsrules.com

Chairing a Meeting With Confidence: An Easy Guide to Rules and Procedures, by Kevin Paul. Bellingham, Washington: Self-Counsel Press Ltd., 1992. Check your local library or bookstore.

CTAC offers an Effective Meetings workshop every year in the Core Series. The Effective Meetings Handbook accompanies the workshop. Contact CTAC at 412/231-2822 for information.