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Parliamentary Procedure. Meeting Protocol Submitted by: The Alpha Omicron Chapter of Tau Beta Sigma Spring 2013. Voting Members. Must be in good standing including Paid dues Maximum of 3 excused absences Paid fines G.P.A. of at least a 2.5 Active band participation.

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parliamentary procedure

Parliamentary Procedure

Meeting Protocol

Submitted by:

The Alpha Omicron Chapter of Tau Beta Sigma

Spring 2013

voting members
Voting Members
  • Must be in good standingincluding
    • Paid dues
    • Maximum of 3 excused absences
    • Paid fines
    • G.P.A. of at least a 2.5
    • Active band participation
meeting etiquette
Meeting Etiquette
  • Attendance/ Tardies
    • Max. 3 excused absences
    • Max. 3 tardies
  • NO FOUL LANGUAGE OR GESTURES
  • Keep in mind that the point of discussing a motion is not to hurt feelings/ get angry at each other.
  • Please do not interrupt other speakers
  • Members who wish to speak MUST be recognized by the chair BEFORE doing so
  • Meetings are for business purposes, not social hour
  • Unfinished business MUST be handled before new business can be presented.
  • If unfinished business is NOT taken up again at the next meeting, the issue dies.
terms to know
Terms to know
  • The Chair – the presiding office ( usually the president, but in the presidents absence, the vice president may take his/her place)
  • The Question- a proposal to take action
  • Quorum- the number of voting members that must be present for the transaction of business
  • Abstain- to refrain from voting usually because of a conflict of interest (not because you don’t feel like voting)
general motions
General Motions
  • Main Motion – introduce subjects to the assembly for consideration “I move that we…..”
  • Subsidiary Motion- change or affect how the main motion is handled. Must be voted on before the main motion. For example, an amendment to a main motion.
  • Privileged Motions- usually more urgent; typically about special or important matters not related to pending business. i.e. “I move we adjourn”
  • Incidental Motions- questions of procedure that arise out of other motions. Must be considered BEFORE the motion in question. For Example, a motion to suspend the rules is an incidental motion
6 steps to a motion
6 Steps to a Motion
  • Rise, wait for recognition from the chair, and make the motion.
    • Motions should be stated using the phrase “ I MOVE THAT…”
  • Another member seconds the motion
  • The chair restates the motion to the assembly
    • The chair will state “ It has been moved and seconded that we […… ]This motion is now open for discussion”
  • Members discuss the motion, and make amendments if necessary.
    • This is NOT an opportunity to get out of control and argue.
6 steps cont d
6 Steps (cont’d)
  • The Chair calls for the vote.
    • The chair MUST state what kind of vote is being taken ( raise your hand; say aye; stand; etc;)
  • The chair announces result followed by one tap of the gavel, and moves on to the next item of business
how to modify a motion
How to Modify a Motion
  • Usually must be done AFTER the motion has been seconded, but BEFORE the question is called
  • Any modification made after the motion has been passed requires unanimous consent
  • To amend a motion you must either:

a) insert words

b)striking out words (not deleting)

c) striking out and inserting words.

for example
For Example
  • “I move that we have a cookie cake sale”
  • “ I move to amend the motion to have a cookie cake sale by INSERTING the words ‘on Jan. 30th’ at the end of the motion.
  • “ I move to amend the motion to have a cookie cake sale by STRIKING OUT the word ‘cake.’”
  • “ I move to amend the motion to have a cookie cake sale by STRIKING OUT the word ‘cookie’ and INSERTING the word ‘ice cream.’”
suspending the rules
Suspending the Rules
  • When the voting members wish to do something that violates the regular rules of the assembly, it can pass a motion to Suspend the Rules.
  • This motion pertains to regular Rules of Order (requires a 2/3rd vote) and standing rules (requires a majority vote). You CANNOT suspend Bylaws or the Constitution unless your bylaws/ constitution has made provisions to allow for rule suspension
  • “I move that we suspend the rule that prohibits us from [….]”