What is a Quorum?. A quick overview of Parliamentary Procedure Presented by Betty L Curry CPSR, CPIA, CPIW, DAE. Basic Terminology. Quorum – number of members that must be in attendance to conduct business Recess – a short break Motion – a formal proposal presented by a member
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A quick overview of Parliamentary
Presented by Betty L Curry CPSR, CPIA, CPIW, DAE
- Voice Vote – Chair asks for verbal confirmation by “ayes” or “nays”
- Rising Vote – Chair asks those in favor to rise
Minutes should contain mainly what was done at the meeting, not what was said.
First paragraph should contain
Report is in written form and should show:
No vote is taken on the report. It is filed for audit.
(Name of Group)
Balance on hand as of January 1, 2011 $1,200.00
Member dues $300.00
Proceeds from Bake Sale $ 75.00
Total Receipts $ 375.00
Postage $ 25.00
Total Disbursement $ 125.00
Balance on hand as of January 31, 2011 $1,450.00
Amotion is a formal proposal brought by a member.
To present a motion:
Presenting a motion
Present your motion in clear concise terms. It is up to the secretary to record the motion in the minutes, so it is recommended that
the motion be presented to the secretary and the meeting chair.
Is it true the Chair can vote only to break a tie?
No. If the Chair is a member of the group, they have the same rights as all members.
Is it true, that once a quorum is established, it continues to exist no matter how many members leave during the course of the meeting?
No. Each motion will need to have a quorum present.
Must debate on a motion stop immediately as soon as a member calls the question?
It is a misconception that the debate must immediately stop. The member first must be acknowledged by the Chair, call the question and there must be a second and adopted by a 2/3 vote.
How can I get an item on the agenda for a meeting?
Most of our local meetings have a proposed agenda that is not adopted by the group. Therefore any member may bring up a topic for discussion.
Isn’t it necessary to summarize matters discussed at a meeting in the minutes of that meeting in order for the minutes to be complete?
Not only is it not necessary, but it is improper to do so. Minutes are a record of what was done at a meeting, not a record of what was said.
If minutes of the previous meeting are corrected, are the corrections entered in the minutes of the meeting at which the corrections were made?
If the corrections to the minutes are made at the time those minutes are originally submitted for approval, such corrections are made in the text of the minutes being approved. The minutes of the meeting at which the corrections were made should just state that the minutes were approved “as corrected”. If minutes need to be corrected later, a motion will need to be made to correct the already submitted minutes.
Can we hold our board meeting by conference call?
You can only hold the board meeting by conference call if your bylaws specifically authorize this.