Overview
Parliamentary procedure is the accepted rules, ethics, and customs governing meetings of an assembly or organization. Its objective is to allow orderly deliberation upon questions of interest to the organization and arrive at the sense or the will of the majority of the assembly upon these questions. It provides the process for proposing, amending, approving, and defeating legislative motions. Following parliamentary procedure can make council/committee meetings more efficient and reduce the chances of council/committee actions being declared illegal or challenged for procedural deficiencies.
Parliamentary procedure defines how groups of people, no matter how formal or informal, can most effectively meet and make decisions in a fair, consistent manner, and make good use of everyone’s time. While parliamentary procedure cannot guarantee that every member of an organization is pleased with the outcome of a decision, it aims to ensure that every member is satisfied by the manner in which the decision was made and that the organization makes decisions efficiently but with consideration for every member’s opinion.
Basic Rules
- Only one subject may be before a group at one time. Each item to be considered is proposed as a motion which usually requires a “second” before being put to a vote. Once a motion is made and seconded, the chair places the question before the council/committee by restating the motion. Then the chair/moderator opens the floor for discussion concerning the motion (for/against).
- “Negative” motions are generally not permitted. To dispose of a business item, the motion should be phrased as a positive action to take, and then, if the group desires not to take this action, the motion should be voted down. (The exception to this rule is when a governing body is asked to take action on a request and wishes to create a record as to why the denial is justified).
- Only one person may speak at any given time. When a motion is on the floor, an order of speaking is prescribed by Robert’s Rules, allowing the mover of a motion to speak first, so that the group understands the basic premise of the motion. Persons who desire to speak raise a hand and wait to be recognized by the chair/moderator. Only one person speaks at a time. Anyone who speaks out of turn violates this privilege and is ruled “out of order.”
- All members have equal rights. Each speaker must be recognized by the chair/moderator prior to speaking. Each speaker should make clear his or her intent by stating, “I wish to speak for/against the motion” prior to stating arguments.
- Each item presented for consideration is entitled to a full and free debate. Each person speaks once, until everyone else has had an opportunity to speak.
- The rights of the minority must be protected, but the will of the majority must
prevail. Persons who don’t share the point of view of the majority have a right to have their ideas presented for consideration, but ultimately the majority will determine what the council/committee will or will not do. Use parliamentary procedure as a tool, not a bludgeon.