Basic business meeting procedures

1. Basic business meeting procedures 1.0 1 Identify Basic Meeting Skills

2. Basic principles of parliamentary procedure • All members have equal rights, privileges and obligations • Majority - has the right to decide • Minority - has the right to express opinion and must be protected • Justice and courtesy for all • One item is considered at a time • Maintain order all times • Business is transacted quickly and efficient

3. Order of business • Opening • Roll call, the vote of each member is formally recorded in the minutes • Reading of the secretary's minutes • Treasurer’s report • Committee reports either standing or Ad Hoc • Unfinished business • New business • Program • Adjournment (the finish of the meeting)

4. Types of motion • Motions • Motion Interrupt Second Debatable Amendable Vote • Adjourn No Yes No No Majority • Recess No Yes Sometimes Yes Majority • Question • of Privilege Yes No No No Chair • Point of • Information Yes No No No Chair • Lay on the table No Yes No No Majority (2/3) • Previous • Question No Yes No No 2/3 • Postpone to a • certain time No Yes Yes Yes Majority • Refer to • Committee No Yes Yes Yes Majority • Amend No Yes If motion is Yes Majority Postpone • MAIN MOTION No Yes Yes Yes Majority

5. Terms and Definitions Parliamentary procedure a body of rules followed by an assembly Assembly a group of persons gathered together for a common reason, as for a legislative, religious, educational, or social purpose. Debate To consider something; deliberate. To engage in argument by discussing opposing points. To engage in a formal discussion or argument. Minute A note or summary covering points to be remembered; a memorandum. Minutes an official record of the proceedings of a meeting. Committee A group of people officially delegated to perform a function, such as investigating, considering, reporting, or acting on a matter Standing committee a permanent committee; one in a house or senate with jurisdiction over legislation in a particular area (as the judiciary or the armed services)

7. Unfinished business work that is left incomplete • Majority voting A type of voting right in which stockholders are granted one vote for each director's position for each share held. Thus, the holder of 100 shares would have the right to cast 100 votes for each position for which an election is held. Under this system, any stockholder or group holding 51% of the shares voting is able to control every position up for election. • Second Coming next after the first in order, place, rank, time, or quality. • Meeting An assembly or gathering of people, as for a business, social, or religious purpose • Minority the smaller of two groups constituting a whole: as a : a group (as in a legislative body) having less than the number of votes necessary for control b : a group of judges among those hearing an appeal who disagree with the majority's judgment • Majority the group or political party whose votes predominate b: the judges voting in a particular case who together determine the prevailing decision • Quorum The minimal number of officers and members of a committee or organization, usually a majority, who must be present for valid transaction of business.

8. Raps of the gavel and its purpose • The gavel is a symbol of authority and should be used accordingly. When • used properly, it is the only item necessary to control the proceedings of a • meeting. The presiding officer should not be afraid to use the gavel with • authority.  • There are three raps, these are: • 1. One Rap - To seat the audience/membership • 2. Two Raps - call the meeting to order • 3. Three Raps - To have the audience/membership stand

9. Steps for processing a main motion • Obtaining the floor • Make your motion • Wait for someone to second your motion • Another member will second your motion • If there is no second it is lost • The chairperson states your motion

10. Voting • Unless special rules apply, the majority decides • Other way is voice voting • A member has no right to explain his/her vote