Parliamentary Parliamentary Procedure Procedure Seminar-WorkshopSeminar-Workshop

Parliamentary Parliamentary Procedure Procedure Seminar-WorkshopSeminar-Workshop

You are here today You are here today because, because, You are a You are a leader!leader!

You are here today You are here today because, because, You are a You are a leader!leader!

A Student leader is: A Student leader is:

C, C, Courteous, Courageous, CommittedCourteous, Courageous, Committed

HH, , Humble, Hospitable, Honest, HelpfulHumble, Hospitable, Honest, Helpful

A, A, Amiable, Active, AccountableAmiable, Active, Accountable

R, R, Resourceful, Religious, ResoluteResourceful, Religious, Resolute

M, M, Moderate, Meek, Moderate, Meek, I, I, Intelligent, IndustriousIntelligent, Industrious

N, N, Not envious, Not rude, NeatNot envious, Not rude, Neat

G, G, Godly, Generous, Good followerGodly, Generous, Good follower

LeaderLeaderVirtuesVirtues

The fear of the LORD is the beginning The fear of the LORD is the beginning

of wisdomof wisdom

A leader has the ability to A leader has the ability to MOVE!MOVE!

A leader has the ability to A leader has the ability to MOVE!MOVE!

M -M - Manage, Motivate, Mobilize Manage, Motivate, Mobilize

PeoplePeople O -O - Oversee, OrderOversee, Order

V - V - VetoVeto E -E - Execute, EvaluateExecute, Evaluate

M -M - Manage, Motivate, Mobilize Manage, Motivate, Mobilize

PeoplePeople O -O - Oversee, OrderOversee, Order

V - V - VetoVeto E -E - Execute, EvaluateExecute, Evaluate

Parliamentary Rules and Parliamentary Rules and ProcedureProcedure

Parliamentary Rules and Parliamentary Rules and ProcedureProcedure

Parliamentary procedure generally refers Parliamentary procedure generally refers to the way or practice that has been to the way or practice that has been adopted in deliberative assemblies or adopted in deliberative assemblies or bodies which are non-legislative in bodies which are non-legislative in nature, like business, civic, social political nature, like business, civic, social political organizations, and the like.organizations, and the like.

Rules of Order, according to HM Robert, Rules of Order, according to HM Robert, refers to any written parliamentary rules refers to any written parliamentary rules so adopted whether they are contained in so adopted whether they are contained in a manual or have been specially a manual or have been specially composed by the adopting body. composed by the adopting body.

Parliamentary procedure generally refers Parliamentary procedure generally refers to the way or practice that has been to the way or practice that has been adopted in deliberative assemblies or adopted in deliberative assemblies or bodies which are non-legislative in bodies which are non-legislative in nature, like business, civic, social political nature, like business, civic, social political organizations, and the like.organizations, and the like.

Rules of Order, according to HM Robert, Rules of Order, according to HM Robert, refers to any written parliamentary rules refers to any written parliamentary rules so adopted whether they are contained in so adopted whether they are contained in a manual or have been specially a manual or have been specially composed by the adopting body. composed by the adopting body.

2. Sanggunians 2. Sanggunians (SPanlalawigan, (SPanlalawigan, SPanlungsod, SBayan, SBarangay)SPanlungsod, SBayan, SBarangay)

In the Philippines, In the Philippines, Legislative Bodies are Legislative Bodies are known as:known as:

What are the different kinds of deliberative assemblies or bodies?

1. 1. Congress Congress (House of Senate and (House of Senate and House of Representatives)House of Representatives)

1.1. Legislative BodyLegislative Body

2.2.Non-Legislative Body Non-Legislative Body

On the other hand,On the other hand,

1.1. CommissionsCommissions

2.2. Ordinary BoardsOrdinary Boards

3.3.CommitteesCommittees

4.4.Ordinary CouncilsOrdinary Councils

5.5.Private OrganizationsPrivate Organizations

Non-Legislative Bodies are:

Deliberative Bodies

A body or gathering A body or gathering of persons, or a of persons, or a group of persons, group of persons, meeting together meeting together

A body or gathering A body or gathering of persons, or a of persons, or a group of persons, group of persons, meeting together meeting together

What is an Assembly?

What is a meeting?What is a meeting?

A gathering of members of an A gathering of members of an organization in order to organization in order to transact business in a transact business in a continuing deliberation except continuing deliberation except for occasional period of for occasional period of recess until it is terminated recess until it is terminated upon adjournment.upon adjournment.

There are other types of There are other types of gathering: gathering:

SessionSession

ConferenceConference

CaucusCaucus

ConvocationConvocation

ConventionConvention

OtherOtherTermsTerms

Where two or three are gathered in my Where two or three are gathered in my name, there I am in their midst.name, there I am in their midst.

Making Meetings Work 1. Effective meetings require planning in advance, both on the part of the person who chairs them and of the people who participate. 2. Do not have a meeting unless it is necessary. 3. Don't engage in political game playing or parliamentary maneuvering. Members must commit themselves to the group purpose. 4. Listen to what others at the meeting have to say. 5. Make sure you understand the reason for a meeting and do your homework in accordance with this understanding. 6. Actively engage in the discussion. 7. Recognize that five kinds of knowledge are all needed for a successful meeting participant: Knowledge of the subject matter at hand Knowledge of parliamentary rules of order Knowledge of rhetoric-the power to persuade Knowledge of problem solving and decision making Knowledge of human social-emotional dynamics

Making Meetings Work

8. Be sure the purpose of each meeting, and each item on the agenda, is clear to the members: To share ideas and information only To brief members before action To generate new ideas To make a decision To make a recommendation 9. Be sensitive to the physical, informational, and social needs of others. 10. Suggest committee work when an issue is too big for the group or the group hasn't adequately considered the topic. Demand hard work and good reports from the committee.

Rules and Procedure in Rules and Procedure in Deliberative BodiesDeliberative Bodies

Decorum- the propriety of conduct Decorum- the propriety of conduct and decency of words or speech of and decency of words or speech of members in a deliberative assemblies members in a deliberative assemblies or bodies.or bodies.

Rules on DecorumRules on DecorumRules on DecorumRules on Decorum

Formal reference to the Presiding Formal reference to the Presiding Officer;Officer;

Formal reference to another member;Formal reference to another member; Relevance of statements to issue;Relevance of statements to issue; Refraining from personalities;Refraining from personalities; Coursing remarks, questions or Coursing remarks, questions or

answers to the Chair;answers to the Chair;

Rules on Decorum: (continuation)Rules on Decorum: (continuation)Rules on Decorum: (continuation)Rules on Decorum: (continuation)

Speaking against own motion is not allowed;Speaking against own motion is not allowed; Observance of time limit;Observance of time limit; Civility in the conduct of members;Civility in the conduct of members; No monopoly of discussion or debate;No monopoly of discussion or debate; Member may change vote;Member may change vote; Recognition first before speaking; except:Recognition first before speaking; except:

Raise a question of PrivilegeRaise a question of Privilege Call for orders of the dayCall for orders of the day ReconsiderReconsider Reconsider and have entered on the minutesReconsider and have entered on the minutes Raise a point of orderRaise a point of order Raise a Parliamentary InquiryRaise a Parliamentary Inquiry Raise a point of InformationRaise a point of Information Appeal from no decision of the ChairAppeal from no decision of the Chair Divide the assembly, houseDivide the assembly, house Divide the questionDivide the question

Rules on Decorum: (continuation)Rules on Decorum: (continuation)Rules on Decorum: (continuation)Rules on Decorum: (continuation)

No motion to adjourn if someone has the floor;No motion to adjourn if someone has the floor; Motion of a reporting committee chairman or Motion of a reporting committee chairman or

member needs no second;member needs no second; Impartiality of the Chair;Impartiality of the Chair; Exercise of Right has limitExercise of Right has limit

When he is assigned as Presiding Officer;When he is assigned as Presiding Officer; When propriety (delicadeza) prevents him from doing When propriety (delicadeza) prevents him from doing

so;so; When he has pecuniary interest, directly or indirectly, When he has pecuniary interest, directly or indirectly,

in the matter being deliberated upon;in the matter being deliberated upon; When he is barred by the rules of the organization.When he is barred by the rules of the organization.

Rules on InterpellationRules on Interpellation Be honest in asking questions.Be honest in asking questions. Avoid embarrassing questions.Avoid embarrassing questions. Avoid faultfinding questions.Avoid faultfinding questions. Avoid questions that tend to cross-examine or Avoid questions that tend to cross-examine or

interrogate. interrogate. Avoid asking more than two successive Avoid asking more than two successive

questions at a time.questions at a time. Graciously acknowledge the answer.Graciously acknowledge the answer. Never argue with the respondent.Never argue with the respondent.

Basic Types of QuestionsBasic Types of QuestionsTypesTypes PurposePurpose

FactualFactual To get to the bottom of the problemTo get to the bottom of the problem

HypotheticalHypothetical To introduce new angle of discussionTo introduce new angle of discussion

ComparativeComparative To motivate others to agree through To motivate others to agree through comparisoncomparison

JustifyingJustifying To elicit new ideas, proof, justificationTo elicit new ideas, proof, justification

AlternativeAlternative To hasten decision on alternativesTo hasten decision on alternatives

ExploratoryExploratory To get additional information or explanationTo get additional information or explanation

LeadingLeading To elicit action; to open or close discussionTo elicit action; to open or close discussion

CoordinatingCoordinating To reconcile or integrate ideasTo reconcile or integrate ideas

RhetoricalRhetorical To elicit an answer with rhetorical effectTo elicit an answer with rhetorical effect

What are the requisites of What are the requisites of a meeting?a meeting?

Presiding OfficerPresiding Officer

SecretarySecretary

QuorumQuorum

Rules of ProcedureRules of Procedure

Order of BusinessOrder of Business

ProceduralProcedural

RulesRules

Where two or three are gathered in my Where two or three are gathered in my name, there I am in their midst.name, there I am in their midst.

QUORUMQUORUM

MEANING

COMPUTING

EFFECT

Quorum – is the minimum number, proportion or percentage, of members required to be present at a particular meeting of a deliberative body for it to legally transact businessBasis for Basis for computingcomputing

Actual Actual Membership or Membership or

incumbentsincumbentsw/o it NO Business Transaction

Rules of Rules of ProcedureProcedure

Standing Rules

By-Laws

Constitution

A document containing a set of procedural rules that governs the orderly transaction of businesses and defining the duties and responsibilities of the officers during the conduct of meetings.

ORDER OF BUSINESSORDER OF BUSINESSLEGISLATIVE BODYLEGISLATIVE BODY NON-LEGISLATIVE BODYNON-LEGISLATIVE BODY

1.1. Call to OrderCall to Order

2.2. Roll Call (Optional)Roll Call (Optional)

3.3. Reading and consideration of Reading and consideration of previous minutesprevious minutes

4.4. Privilege HourPrivilege Hour

5.5. Question HourQuestion Hour

6.6. First Reading and Referral of First Reading and Referral of proposed measures or proposed measures or communicationscommunications

7.7. Committee ReportsCommittee Reports

8.8. Calendar of ActivitiesCalendar of Activities

- Unfinished business - Unfinished business

- Business for the Day- Business for the Day

- Unassigned Business- Unassigned Business

9.9. AdjournmentAdjournment

1.1. Call to OrderCall to Order

2.2. Roll Call (Optional)Roll Call (Optional)

3.3. Reading and Reading and consideration of previous consideration of previous minutesminutes

4.4. Reports of Standing Reports of Standing CommitteesCommittees

5.5. Reports of Special (or Ad-Reports of Special (or Ad-Hoc) CommitteesHoc) Committees

6.6. AgendaAgenda

- Unfinished business - Unfinished business

- Business for the Day- Business for the Day

- New Business- New Business

7.7. Announcement (optional)Announcement (optional)

8.8. AdjournmentAdjournment

What is the role of the What is the role of the Presiding Officer?Presiding Officer?

What is the role of the What is the role of the Presiding Officer?Presiding Officer?

The primary duty of the Presiding The primary duty of the Presiding Officer is to see to it that the rules Officer is to see to it that the rules are being observed by all the are being observed by all the members of the body.members of the body.

The Presiding Officer shall The Presiding Officer shall refer to himself only in the third refer to himself only in the third person. person.

The Presiding Officer has the following duties:

1.1. To call the meeting to order;To call the meeting to order;2. To recognize properly the member obtaining the floor or seeking

recognition;3. To make ruling particularly on points of order, parliamentary inquiry,

requests, and other routinary procedural matters;4. To maintain order and decorum;5. To put the pending question to a vote and announce the result

thereof;6. To inform the body of each item of business;7. To clarify issues when needed;8. To adjourn the meeting/session properly;9. To perform other duties required of him by the rules of the

organization

……What is the What is the role of the role of the Secretary?Secretary?

Is the presence of the Is the presence of the Secretary who shall record the Secretary who shall record the proceedings in the form of a proceedings in the form of a

journal or journal or minutes.minutes.

In a meetingIn a meeting Or sessionOr session

Equally Equally importantimportant

Handling a motion.

Three steps by which a motion is brought before the group 1. A member makes a motion.

2. Another member seconds the motion. 3. The chair states the question on the motion.

Three steps in the consideration of a motion1. The members debate the motion (unless no member claims

the floor for that purpose). 2. The chair puts the question to a vote.

A. The chair restates the question. B. The chair takes the vote:

"All in favor of the motion, say aye." "Those opposed, say no."

Handling a motion.

3. The chair announces the result of a vote. A complete announcement should include:

A. Report on the voting itself, stating which side prevailed (and giving the count if a count prevailed).

B. Declaration that the motion is adopted or lost. C. Statement indicating the effect of the vote or

ordering its execution. D. Where applicable, announcement of the next item of business or stating the question of the next motion that

consequently comes up for a vote.

VotingBasic Methods of Voting

Voice vote A vote by voice is the regular method of voting on any question that does not require more than a majority vote for

its adoption. Rising vote Used principally when a voice vote has produced an inconclusive result and as the normal method of voting on

motions requiring a two-thirds vote, members indicate their vote by standing.

Show of hands As an alternative to the voice vote or as a way to verify an inconclusive result, members show their vote by

raising their hand. A vote by show of hands should be limited to very small meetings.

Other methods which may be ordered:Ballot Voting by ballot is used when secrecy of the member's votes is

desired. Voting by ballot is sometimes required in certain cases by the bylaws of an organization. Any vote relating to charges or proposed charges against

a member or an officer should always be by ballot.

Voting

Roll call A roll call vote has the effect of placing on record how each member votes. It should not be used when members are

not responsible to a constituency.Bases for determining a voting result

Majority vote The basic requirement for approval for action, except where a rule provides otherwise, is a majority vote. The term "majority" means "more than half," excluding blanks and

abstentions, at a properly called meeting with a quorum. Two-thirds vote Two-thirds vote means at least two-thirds of the votes cast, excluding blanks and abstentions, at a properly

called meeting with a quorum. Modifications

Majority of members present (or two-thirds of . . .) Majority of entire membership (or two-thirds of . . .)

Rules Governing Debate

The term debate applies to the discussion on the merits of a pending question.

[Note that less formal rules apply to boards and committees. Also, smaller groups may relax the formality of these rules.]

1. A member may not speak until recognized by the chair. 2. When no special rule relating to the length of speeches is adopted by the group, a member can speak no longer than ten minutes unless the consent of the group is obtained.

3. Rights in debate are not transferable. A member cannot yield an unexpired portion of his/her time to another member (the chair controls who speaks) or reserve any portion of time

for later. 4. No member may be allowed to speak more than twice to

the same question on the same day.

Rules Governing Debate

5. Proper decorum in debate must be observed: Remarks must be germane to the question before the group.

Speakers should speak loudly and clearly. Speakers should refrain from attacking another member's

motives. Remarks should be addressed through the chair.

Speakers should stand when speaking. Thomas Jefferson's advice is still good: "No one is to disturb

another in his speech by hissing, coughing, spitting, speaking or whispering to another, etc."

If any member objects, a speaker has no right to read from or to have the secretary read from any paper or book as part of

his/her speech, without permission of the assembly.

Frequent Things You Want to Do

ObjectiveAppropriate motion

Present an idea for consideration or action

Main motion or Resolution; Consider subject informally

Improve a pending motion

Amend; Division of the question

Regulate or cut-off debate

Limit or extend debate; Previous question (vote immediately)

Delay a decision Refer to committee; Postpone definitely ; Postpone indefinitely (kills motion)

Suppress a proposal Object to consideration; Postpone indefinitely; Withdraw a motion

Meet an emergency Question of privilege; Suspend rules; Lay on the table

Gain information on a pending motion

Parliamentary inquiry; Request for information; Question of privilege; Request to ask member a question

Question the decision of the chair

Point of order; Appeal from decision of chair

Enforce rights and privileges

Division of assembly; Division of question; Parliamentary inquiry; Point of order; Appeal from decision of chair

Consider a question again

Resume consideration; Reconsider; Rescind

Change an action already taken

Reconsider; Rescind; Amend motion previously adopted

Terminate a meeting Adjourn; Recess

Table of Rules related to Motions John A. Cagle, 2006 -- Based on Robert's Rules of Order Newly

Revised Excel version for printing Table of Rules

Motions

MOTION (by order of precedence)

Interrupt

Second

Debatable

Amenda-ble

Vote

Adjourn No Yes No No Majority

Recess No YesSometimes

Yes Majority

Question of Privilege Yes No No No Chair

Personal Privilege Yes No No No Chair

Parliamentary Inquiry Yes No No No Chair

Point of Information Yes No No No Chair

Orders of the Day No No No No Chair

Lay on the table No Yes No NoMajority (2/3)

Table of Rules related to Motions John A. Cagle, 2006 -- Based on Robert's Rules of Order Newly

Revised Excel version for printing Table of Rules

MotionsPrevious Question No Yes No No 2/3

Limit or extend debate No Yes No Yes 2/3

Postpone to a certain time No Yes Yes Yes Majority

Refer to committee No Yes Yes Yes Majority

Amend No YesIf motion is

Yes Majority

Postpone Indefinitely No Yes Yes No Majority

MAIN MOTION No Yes Yes Yes Majority

RECONSIDER Yes YesIf motion is

No Majority

RESCIND No Yes Yes No2/3 (majority)

AMEND MOTION PREVIOUSLY ADOPTED

No Yes Yes Yes2/3 (majority)

The The meeting will meeting will please come please come

to order.to order.

The The meeting will meeting will please come please come

to order.to order.

The president holds The president holds his gavel and while his gavel and while standing raps the standing raps the

gavel once or thrice.gavel once or thrice.

The The President President announcesannounces

..

1- Call to order

The The Secretary Secretary will please will please call the roll call the roll

of members.of members.

The The Secretary Secretary will please will please call the roll call the roll

of members.of members.

If roll call is to be If roll call is to be made.made.

The The President President tells the tells the

Secretary.Secretary.

2 – Roll Call

The The Secretary Secretary will please will please call the roll call the roll

of members.of members.

The The Secretary Secretary will please will please call the roll call the roll

of members.of members.

The Secretary reads aloud The Secretary reads aloud the names of the the names of the

members...answer: “here” members...answer: “here” or “present”.or “present”.

The The President President tells the tells the

Secretary.Secretary.

2 – Roll Call

The President: The President: “There being no “There being no

corrections offered, corrections offered, this minutes shall this minutes shall

stand adopted stand adopted without without

corrections.”corrections.”

The President: The President: “There being no “There being no

corrections offered, corrections offered, this minutes shall this minutes shall

stand adopted stand adopted without without

corrections.”corrections.”

The above scenario is another The above scenario is another example of a decision by example of a decision by

general consent.general consent.

The The President: President: “Are there “Are there corrections corrections to be made to be made

on this on this minutes?” minutes?”

3– Reading and Consideration of Previous Minutes

The President: The President: “The affirmative “The affirmative side has it. The side has it. The

proposal is proposal is hereby adopted.”hereby adopted.”

The President: The President: “The affirmative “The affirmative side has it. The side has it. The

proposal is proposal is hereby adopted.”hereby adopted.”

If there are proposed If there are proposed corrections, the Pres should corrections, the Pres should put the proposal to a vote.put the proposal to a vote.

The President: The President: “As many are “As many are

in favor of in favor of proposed proposed

corrections, corrections, please raise please raise your right your right

hand… Those hand… Those opposed opposed

please do the please do the same.”same.”

3– Reading and Consideration of Previous Minutes

Or The President: Or The President: ““If there is no objection If there is no objection from the floor, the Chair from the floor, the Chair would like to suspend would like to suspend

the rules of this body in the rules of this body in order that we could order that we could accommodate our accommodate our

distinguished visitor in distinguished visitor in the person of…”the person of…”

Or The President: Or The President: ““If there is no objection If there is no objection from the floor, the Chair from the floor, the Chair would like to suspend would like to suspend

the rules of this body in the rules of this body in order that we could order that we could accommodate our accommodate our

distinguished visitor in distinguished visitor in the person of…”the person of…”

Any procedural ruling made by Any procedural ruling made by the Chair, which is not the Chair, which is not

reversed by the body, is reversed by the body, is considered to be that of the considered to be that of the

body itself.body itself.

The President: The President: “If there is no “If there is no objection from objection from the floor, the the floor, the Chair would Chair would

like to have a like to have a fifteen minutes fifteen minutes

recess.”recess.”

4– Assumed Motion for Recess

The The Secretary: Secretary:

Mr. P.O., the Mr. P.O., the first item is: first item is:

…”…”

The The Secretary: Secretary:

Mr. P.O., the Mr. P.O., the first item is: first item is:

…”…”

The P.O.: “It is hereby The P.O.: “It is hereby referred to the Committee referred to the Committee

on… for appropriate on… for appropriate action. What is the next action. What is the next

item, Mr. Sec?”item, Mr. Sec?”

The The President: President: Now, we Now, we

have come have come to the item to the item

on First on First Reading and Reading and Referral. Will Referral. Will

the the Secretary Secretary

please read please read the items?”the items?”

5 – Reading and Referral

The EndThe EndThe EndThe EndGod BlessGod BlessGod BlessGod Bless