FYI  -  In the case of the Grantwood Village of Trustees, “member” does not refer to residents in the audience, but members of the Board. Only the elected members of the Board of Trustees may vote on matters before the Board; however, the chairperson may open the floor to discussion and comment from residents and other interested parties in attendance or enter into record written communication regarding a matter.

The Basics

of Parliamentary Procedure

1. The purpose of parliamentary procedure is to make it easier for people to work together effectively and to help groups accomplish their purposes. Rules of procedure should assist a meeting, not inhibit it.

2. A meeting can deal with only one matter at a time. The various kinds of motions have therefore been assigned an order of precedence

3. All members have equal rights, privileges and obligations. One of the chairperson's main responsibilities is to use the authority of the chair to ensure that all people attending a meeting are treated equally--for example, not to permit a vocal few to dominate the debates.

4. A majority vote decides an issue. In any group, each member agrees to be governed by the vote of the majority. Parliamentary rules enable a meeting to determine the will of the majority of those attending a meeting.

5. The rights of the minority must be protected at all times. Although the ultimate decision rests with a majority, all members have such basic rights as the right to be heard and the right to oppose.

6. Every matter presented for decision should be discussed fully. The right of every member to speak on any issue is as important as each member's right to vote.

7. Every member has the right to understand the meaning of any question presented to a meeting and to know what effect a decision will have. A member always has the right to request information on any motion he or she does not thoroughly understand. Moreover, all meetings must be characterized by fairness and good faith. Parliamentary strategy is the art of using procedure legitimately to support or defeat a proposal.

Board Members express themselves in a meeting by making motions. A motion is a proposal that the entire membership take action or a stand on an issue. Individual members can:

• Call to order

• Second motions

• Debate motions

• Vote on motions

How motions are presented

A members must obtain the floor

  • Wait until the last speaker has finished.

  • Address the chairperson by saying, "Mr./Ms. Chairperson" or "Mr./Ms. President."

  • Wait until the chairperson recognizes you.

Make your motion

  • Speak in a clear and concise manner.

  • Always state a motion affirmatively. Say, "I move that we..." rather than "I move that we do not..."

  • Avoid personalities and stay on your subject.

Wait for someone to second your motion

  • Another member will second your motion or the chairperson will call for a second.

  • If there is no second to your motion, it is lost.

The chairperson states your motion

  • The chairperson will say, "It has been moved and seconded that we ...," thus placing your motion before the membership for consideration and action.

  • The membership either debates your motion, or may move directly to a vote.

  • Once your motion is presented to the membership by the chairperson, it becomes "assembly property" and cannot be changed by you without the consent of the members.

Expanding on your motion

  • The time for you to speak in favor of your motion is at this point in time, rather than at the time you present it.

  • The mover is always allowed to speak first.

  • All comments and debate must be directed to the chairperson.

AUDIENCE PARTICIPATION

Only the elected members of the Board of Trustees may vote on matters before the Board; however, at this point the chairperson may open the floor to discussion and comment from other interested parties in attendance or enter into record written communication regarding the matter. All speakers are reminded to:

  • Keep to the time limit for speaking that has been established.

  • The mover may speak again only after other speakers are finished unless called upon by the chairperson.

Putting the question to the membership

  • The chairperson asks, "Are you ready to vote on the question?"

  • If there is no more discussion, a vote is taken.

  • On a motion to move the previous question may be adapted.

Voting on a motion

The method of vote on any motion depends on the situation and the bylaws of your organization. There are five methods used to vote by most organizations, they are:

 • By voice--The chairperson asks those in favor to say "aye," those opposed to say "no."

Any member may move for an exact count.

 • By roll call--Each member answers "yes" or "no" as his name is called. This method is

used when a record of each person's vote is required.

 • By general consent--When a motion is not likely to be opposed, the chairperson says, "If

there is no objection..." The membership shows agreement by their silence; however, if

one member says, "I object," the item must be put to a vote.

 • By division--This is a slight verification of a voice vote. It does not require a count

unless the chairman so desires. Members raise their hands or stand.

• By ballot--Members write their vote on a slip of paper; this method is used when secrecy

is desired. There are two other motions that are commonly used that relate to voting.

 • Motion to table--This motion is often used in the attempt to "kill" a motion. The option

is always present, however, to "take from the table", for reconsideration by the membership.

 • Motion to postpone indefinitely--This is often used as a means of parliamentary strategy and allows opponents of motion to test their strength without an actual vote being taken. Also, debate is once again open on the main motion. Parliamentary procedure is the best way to get things done at your meetings. It will only work, however, if you use it properly. Remember to:

  • Allow motions that are in order.

  • Have members obtain the floor properly.

  • Speak clearly and concisely.

• Obey the rules of debate.

 • Most importantly, BE COURTEOUS.

Sources: AFT national rep Bob Brown, Robert's Rules of Order Newly Revised, Robert's Rules of Order Web site (www.robertsrules.com)

Robert's Rules of Order

Newly Revised

 is designed to provide an answer to nearly any possible question of parliamentary law. It is, quite detailed.  (visit the site official to order a copy).

http://www.robertsrules.com/