NATIONAL TRAINING COMMISSION – NATIONAL TRAINING COMMISSION – Rgp

It refers to that group of generally accepted rules, precedents and practices commonly employed to regulate the proceedings of assemblies or organizations.

Parliamentary AuthorityParliamentary Authority is a guide is a guide or manual which is used as or manual which is used as

a source of parliamentary a source of parliamentary information adopted by an information adopted by an organization as its authority organization as its authority for for deciding matters not deciding matters not covered covered in the constitution in the constitution and by-laws and by-laws or rules.or rules.

1.1. Equality of all membersEquality of all members2.2. The majority rules.The majority rules.3.3. Protection of the minorityProtection of the minority4.4. Singularity of subjectsSingularity of subjects5.5. Full and free debate must be allowed.Full and free debate must be allowed.6.6. Every motion must be voted upon.Every motion must be voted upon.7.7. Group interest must prevail.Group interest must prevail.8.8. The Chair must be impartial.The Chair must be impartial.9.9. Silence is consent.Silence is consent.

BASIC PRINCIPLES  1. Parliamentary procedure exists to facilitate 1. Parliamentary procedure exists to facilitate the transaction of business and to the transaction of business and to promote cooperation and harmony.promote cooperation and harmony.  

2. All members have equal rights, privileges, and 2. All members have equal rights, privileges, and obligations. The majority has the right to obligations. The majority has the right to decide. The minority has rights which must decide. The minority has rights which must be protected. be protected.

  3. A quorum must be present for the group to act. 3. A quorum must be present for the group to act.

BASIC PRINCIPLES

4. Full and free discussion of every motion 4. Full and free discussion of every motion considered is a basic right. considered is a basic right.

5. Only one question at a time can be considered 5. Only one question at a time can be considered at any given time. at any given time.

6. Members have the right to know at all 6. Members have the right to know at all timestimes what the immediately pending what the immediately pending question is, and to have it restated question is, and to have it restated before a before a vote is taken.vote is taken.

BASIC PRINCIPLES

7. No member can speak until recognized by the 7. No member can speak until recognized by the chair. chair.

8. No one can speak a second time on the same 8. No one can speak a second time on the same question as long as another wants to speak a question as long as another wants to speak a first time.  first time.  

9. The chair should be strictly impartial. 9. The chair should be strictly impartial.

   11.11.          Effective meetings require planning in advance, Effective meetings require planning in advance,

both on the part of the person who chairs them both on the part of the person who chairs them and of the people who participate. and of the people who participate.

  

2.2.          Do not have a meeting unless it is necessary. Do not have a meeting unless it is necessary.

  3.3.          Don't engage in political game playing or Don't engage in political game playing or parliamentary maneuvering. Members must parliamentary maneuvering. Members must commit themselves to the group purpose. commit themselves to the group purpose.

MAKING MEETINGS WORK

4. Listen to what others at the meeting have to 4. Listen to what others at the meeting have to say.say.5. Make sure you understand the reason for a 5. Make sure you understand the reason for a meeting and do your homework in meeting and do your homework in accordance accordance with this understanding. with this understanding. 6. Actively engage in the discussion. 6. Actively engage in the discussion.

MAKING MEETINGS WORK

 

7. Recognize that five kinds of knowledge are all 7. Recognize that five kinds of knowledge are all needed for a successful meeting participant: needed for a successful meeting participant:

Knowledge of the subject matter at hand Knowledge of the subject matter at hand

Knowledge of parliamentary rules of order Knowledge of parliamentary rules of order

Knowledge of rhetoric-the power to persuade Knowledge of rhetoric-the power to persuade

Knowledge of problem solving and decision making Knowledge of problem solving and decision making

Knowledge of human social-emotional dynamics Knowledge of human social-emotional dynamics

MAKING MEETINGS WORK

 

8. Be sure the purpose of each meeting, and each 8. Be sure the purpose of each meeting, and each item on the agenda, is clear to the members: item on the agenda, is clear to the members:

To share ideas and information only To share ideas and information only

To brief members before action To brief members before action

To generate new ideas To generate new ideas

To make a decision To make a decision

To make a recommendation To make a recommendation

MAKING MEETINGS WORK

 

MAKING MEETINGS WORK

9. Be sensitive to the physical, informational, 9. Be sensitive to the physical, informational, and social needs of others. and social needs of others.   

10. Suggest committee work when an issue is too big 10. Suggest committee work when an issue is too big for the group or the group hasn't adequately for the group or the group hasn't adequately considered the topic. Demand hard work and good considered the topic. Demand hard work and good reports from the committee. reports from the committee.

He should not participate in the discussions.

He should not influence a vote by his own comment on a motion under consideration.

He must state each motion before it is discussed.

He may refuse recognition of members offering dilatory, absurd, frivolous motions or one intended to obstruct business.

He may restrain speakers within the limits of the rules.

He may enforce decorum. He may appoint committee

members. He decides point of order. Assist in wording of motions

if assistance is requested.

He must start meetings on time and keep schedule.

Keeps meetings moving and avoid gaps.

Prevent embarrassment and quell disturbances.

Prevents monopolies and intimidation of free expression.

Don’t fail to start the meeting on time.Don’t stand during the discussion of a motion or while a report is being given.Don’t take part in the debate. If you must speak, relinquish the chair to the next ranking officer. Do not return to the chair until the vote has been taken.Don’t allow members to deal in personalities while debating.

Don’t say “ I Think”, “ I appoint”, “It is my opinion”, “ My commissioner”, “My chapter”, but say “ The Chair thinks”, “The Chair appoints”, It is the Chair’s opinion”, “Our Commissioner”.Don’t say “You are out of order” when you mean “ The motion is out of order”.Don’t strike the gavel any harder that necessary to get attention of the members.Don’t lose your calmness, objectivity or impartiality.

Remarks must be germane to the question before the

group.

Remarks should be addressed

through the chair.

Speakers should

stand when speaking.

Speakers should refrain from

attacking another member's motives.

A member may not

speak until recognized

by the chair.

Don’t accept an office unless you are willing to assume the responsibilities that goes with it.Don’t use your knowledge in Parliamentary

procedures to hinder meeting by emphasizing so much with technicalities.Don’t fail to address all proposals and/or motions to the Chair.

Don’t leave the meeting, unless necessary, until the chair declares the adjournment.

Prepares the agenda and other Prepares the agenda and other communications in coordination with communications in coordination with

the president.the president.Keep the minutes and records of all Keep the minutes and records of all

proceedings.proceedings.Call the roll and records the attendance.Call the roll and records the attendance.

Certify if there is quorum.Certify if there is quorum.

Prepares reports.Prepares reports.

As a rule, he must be the first to come As a rule, he must be the first to come and the last to go. and the last to go.

Assist the Secretary in the preparation Assist the Secretary in the preparation of the program of activities/ agenda.of the program of activities/ agenda.

Keep the members fully informed Keep the members fully informed about the work, needs and problems about the work, needs and problems of of the organization. the organization.

Observe proper decorumObserve proper decorum (ex. (ex. Proper attire).Proper attire).

A meeting is the interaction of A meeting is the interaction of ideas, opinions, or information ideas, opinions, or information for the purpose of ascertaining for the purpose of ascertaining the the opinion or consensus of the the opinion or consensus of the group upon matters and for the group upon matters and for the group to adopt a particular the group to adopt a particular idea or take a particular course idea or take a particular course of action. of action.

1. Purpose2. Attendance3. Venue and Facilities4. Agenda or Order of

Business

1.1. Sub-committee MeetingsSub-committee Meetings2.2. Committee / Commission Committee / Commission

MeetingsMeetings3.3. Board / Execom MeetingBoard / Execom Meeting4.4. General Membership Meeting General Membership Meeting

(GMM) / General (GMM) / General Assembly (GA)Assembly (GA)

is an outline of is an outline of things which an things which an assembly has assembly has scheduled for scheduled for consideration consideration during meeting.during meeting.

1. Call to order

2. Rituals

3. Certification of a quorum

4. Reading and approval of the minutes of the previous meeting

5. Approval of the agenda

6. Presidents Time

7. Treasurers Report

8. Reports of standing committees

9. Reports of Special Committees

10.Unfinished

Business

8. New Business

9. Other matters

10.Announcement

11.Adjournment

A gavel is a mallet A gavel is a mallet which is used by the which is used by the Presiding Chairman as Presiding Chairman as a symbol of authority a symbol of authority during meetings. during meetings.

• 3 TAPS - to call the meeting to order3 TAPS - to call the meeting to order• 2 TAPS - to signify that the assembly should 2 TAPS - to signify that the assembly should

rise for ritualsrise for rituals• 1 TAP - signify that the assembly may sit 1 TAP - signify that the assembly may sit

downdown• Series of Taps - to call order in the floor, Series of Taps - to call order in the floor,

silence or order.silence or order.• 1 soft TAP – signify that a decision in a major 1 soft TAP – signify that a decision in a major

issue has been made / follows an issue has been made / follows an announcement of adjournmentannouncement of adjournment

• TO STARTTO START. The presiding officer stands and taps the gavel three times and say:

The chair now calls this meeting to order

TAPS twice to call the assembly to rise…

Then rituals …(Prayer, National Anthem..)

Then taps the gavel once to signify that the assembly should sit down.

- A quorum is a the number of active members who must be present at a given meeting for the organization to officially transact business. A quorum is determined by the constitution or by-laws or policy manual of the organization. In its absence, simple majority of 50% plus one is the basic rule to be observed.

These are official records of the organization pertaining to business transacted, projects

implemented and plans projected, general growth and other official undertakings.

CORRECTING THE MINUTESErrors in the minutes are corrected after the

Secretary is through reading the minutes

Chair: Are there any corrections or comments on Chair: Are there any corrections or comments on the minutes just read?the minutes just read?

If there are no corrections, the Chair may then solicits for a If there are no corrections, the Chair may then solicits for a motion to have the minutes just read be approvedmotion to have the minutes just read be approved

- methods of presenting idea - methods of presenting idea to the meeting so it can be to the meeting so it can be discussed and acted upon. It discussed and acted upon. It is a formal proposal that the is a formal proposal that the assembly either adopt a assembly either adopt a certain view or take a certain view or take a certain action on a question certain action on a question pending before it.pending before it.

It starts with “ I MOVE THAT…”

MOTIONSMOTIONS

An oral An oral presentation presentation of proposal of proposal

for discussionfor discussion

RESOLUTIONSRESOLUTIONS

A motion A motion presented in a presented in a

written form and written form and it precedes the it precedes the

though or subject though or subject of the proposalof the proposal

  Three steps by which a motion is brought Three steps by which a motion is brought before the group… before the group…   1. 1. A member makes a motion. A member makes a motion. 2. 2. Another member seconds the motion. Another member seconds the motion. 3. The chair states the question on the 3. The chair states the question on the motion.motion.

Three steps in the consideration of a Three steps in the consideration of a motionmotion1. 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."   3. The chair announces the result of a vote.

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

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

ordering its execution. ordering its execution. Where applicable, announcement of the next Where applicable, announcement of the next

item of business or stating the question of the item of business or stating the question of the next motion that consequently comes up for a next motion that consequently comes up for a vote.vote.

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

2. 2. Rising vote.Rising vote. Used principally when a voice vote has Used principally when a voice vote has produced an inconclusive result and as the normal produced an inconclusive result and as the normal method method of voting on motions requiring a two-thirds vote, of voting on motions requiring a two-thirds vote, members members indicate their vote by standing. indicate their vote by standing.

3. 3. Show of hands.Show of hands. As an alternative to the voice vote or As an alternative to the voice vote or as a way to verify an inconclusive result, members show as a way to verify an inconclusive result, members show their vote by raising their hand. A vote by show of hands their vote by raising their hand. A vote by show of hands should be limited to very small meetings.should be limited to very small meetings.

1. 1. Ballot.Ballot. Voting by ballot is used when secrecy of Voting by ballot is used when secrecy of the member's votes is desired. Voting by ballot is the member's votes is desired. Voting by ballot is sometimes required in certain cases by the sometimes required in certain cases by the

bylaws of an organization. Any vote relating to bylaws of an organization. Any vote relating to charges or proposed charges against a member charges or proposed charges against a member or or an officer should always be by ballot. an officer should always be by ballot.

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

1. 1. Majority vote.Majority vote. The basic requirement for approval The basic requirement for approval for action, except where a rule provides otherwise, is a for action, except where a rule provides otherwise, is a majority vote. The term "majority" means "more than majority vote. The term "majority" means "more than half," excluding blanks and abstentions, at a properly half," excluding blanks and abstentions, at a properly called meeting with a quorum. called meeting with a quorum.

2. 2. Two-thirds vote.Two-thirds vote. Two-thirds vote means at least Two-thirds vote means at least two-thirds of the votes cast, excluding blanks and two-thirds of the votes cast, excluding blanks and abstentions, at a properly called meeting with a quorum. abstentions, at a properly called meeting with a quorum.   Modifications: Modifications:     Majority of members present (or two-thirds of . . .) Majority of members present (or two-thirds of . . .) Majority of entire membership (or two-thirds of . . .)Majority of entire membership (or two-thirds of . . .)

1.1. Obtaining the floorObtaining the floor2.2. Recognition of the ChairRecognition of the Chair

3.3. Presentation of the MotionPresentation of the Motion4.4. Seconding the Motion.Seconding the Motion.5.5. Statement of the Motion of the ChairStatement of the Motion of the Chair6.6. Discussion of the MotionDiscussion of the Motion

7.7. Amendment of the Motion, if anyAmendment of the Motion, if any8.8. Announcement of the voteAnnouncement of the vote

It has been moved and seconded It has been moved and seconded that….(MOTION)that….(MOTION)

• Any discussion / question?Any discussion / question?• Amendment?Amendment?• Any objection?Any objection?• If none, then the motion is If none, then the motion is

hereby… Approved ( 1 soft tap)hereby… Approved ( 1 soft tap)

1.1. MotionMotion2.2. SecondSecond3.3. Discussion (debate)Discussion (debate)

AmendmentAmendment-Second-Second-Discussion-DiscussionAmendment to the AmendmentAmendment to the Amendment -Second-Second -Discussion-Discussion

- Approval (Voting)- Approval (Voting)4.4. Approval or RejectionApproval or Rejection

TABLE OF MOTIONS  MOTION MOTION (by order of precedence) (by order of precedence)  Interrupt   Interrupt    Second Second  Debatable Debatable     Amendable    Amendable  Vote Vote AdjournAdjourn NoNo YesYes NoNo No No MajorityMajorityRecessRecess NoNo YesYes Sometimes YesSometimes Yes Majority Majority Question of PrivilegeQuestion of Privilege YesYes NoNo NoNo No No ChairChairPersonal PrivilegePersonal Privilege YesYes NoNo NoNo No No ChairChairParliamentary InquiryParliamentary Inquiry YesYes NoNo NoNo No No ChairChairPoint of InformationPoint of Information YesYes NoNo NoNo No No ChairChairOrders of the DayOrders of the Day NoNo NoNo NoNo No No Chair Chair Lay on the tableLay on the table NoNo YesYes NoNo No No Majority Majority Previous QuestionPrevious Question NoNo YesYes NoNo No No 2/3 2/3 Limit or extend debateLimit or extend debate NoNo YesYes NoNo Yes Yes 2/3 2/3 Postpone to a certain timePostpone to a certain time NoNo YesYes YesYes Yes Yes MajorityMajorityRefer to committeeRefer to committee NoNo YesYes YesYes Yes Yes Majority Majority AmendAmend NoNo YesYes If motion is YesIf motion is Yes Majority Majority Postpone IndefinitelyPostpone Indefinitely NoNo YesYes YesYes No No Majority Majority MAIN MOTIONMAIN MOTION NoNo YesYes YesYes Yes Yes Majority Majority RECONSIDERRECONSIDER YesYes YesYes If motion is NoIf motion is No Majority Majority RESCINDRESCIND NoNo YesYes YesYes No No 2/3 (majority) 2/3 (majority) AMEND MOTION AMEND MOTION PREVIOUSLY ADOPTEDPREVIOUSLY ADOPTED NoNo YesYes YesYes Yes Yes 2/3 (majority) 2/3 (majority)

TABLE OF MOTIONS

INCIDENTAL MOTIONS -- NO ORDER OF PRECEDENCEINCIDENTAL MOTIONS -- NO ORDER OF PRECEDENCEMOTION (no order of precedence) Interrupt Second Debatable Amendable Vote

Appeal from decision of chairAppeal from decision of chair YesYes YesYes Sometimes NoSometimes No MajorityMajority

Suspend the rulesSuspend the rules NoNo YesYes NoNo No No 2/3 2/3

Object to considerationObject to consideration YesYes NoNo NoNo No No 2/3 against con. 2/3 against con.

Point of orderPoint of order YesYes NoNo NoNo No No Chair Chair

Withdraw a motionWithdraw a motion YesYes YesYes NoNo No No Majority Majority

Division of questionDivision of question NoNo YesYes NoNo Yes Yes Majority Majority

Division of assemblyDivision of assembly YesYes NoNo NoNo No No None None