Parliamentary Procedure for SCC Men’s Club Meetings
(For Fair and Orderly Meetings & Conventions)
Provides common rules and procedures for deliberation and debate in order to place the whole membership on the same footing and speaking the same language. Provides for constructive and democratic meetings, to help, not hinder, the business of the assembly. Under no circumstances should “undue strictness” be allowed to intimidate members or limit full participation.
What Is Parliamentary Procedure? It is a set of rules for conduct at meetings that allows everyone to be heard and to make decisions without confusion.
Why is Parliamentary Procedure Important? Because it’s a time tested method of conducting business at meetings and public gatherings. It can be adapted to fit the needs of any organization.
Parliamentary Procedure is the best way to get things done at your meetings. But, it will only work if you use it properly.
- Allow motions that are in order.
- Have members obtain the floor properly.
- Speak clearly and concisely.
- Obey the rules of debate.
Organizations using parliamentary procedure usually follow a fixed order of business. Below is fixed order approved in the SCC Men’s Club Bylaws:
- Call to order.
- Reading of minutes of last meeting.
- Treasurer’s report.
- Committee reports.
- Old business.
- New business.
The method used by members to express themselves is in the form of moving motions. A motion is a proposal that the entire membership can take action on. Individual members can:
- State motions (motions are given to the executive board directly or through the Suggestion Box at least 1 week prior before the scheduled meeting).
- Second motions.
- Debate motions.
- Vote on motions.
How are Motions Presented?
- Obtaining the floor
a. All motions for SCC Men’s Club meetings shall be given to an Executive Board member or place in the SCC Men’s Club suggestion box at least 1 week prior to the meeting is will be presented. This will allow the motion to be placed on the meeting’s agenda.
b. Wait until the Chairman recognizes you in order to present your motion.
- Make Your Motion
a. Speak in a clear and concise manner.
b. Always state a motion affirmatively. Say, “I move that we …” rather than, “I move that we do not …”
c. Avoid personalities and stay on your subject.
- Wait for Someone to Second Your Motion
- Another member will second your motion or the Chairman will call for a second.
- If there is no second to your motion it is lost.
- The Chairman States Your Motion
a. The Chairman will say, “it has been moved and seconded that we …” Thus placing your motion before the membership for consideration and action.
b. The membership then either debates your motion, or may move directly to a vote.
c. Once your motion is presented to the membership by the chairman it becomes “assembly property”, and cannot be changed by you without the consent of the members.
- Expanding on Your Motion
a. The time for you to speak in favor of your motion is at this point in time, rather than at the time you present it.
b. The mover is always allowed to speak first.
c. All comments and debate must be directed to the chairman.
d. Keep to the time limit for speaking that has been established.
e. The mover may speak again only after other speakers are finished, unless called upon by the Chairman.
- Putting the Question to the Membership
a. The Chairman asks, “Are you ready to vote on the question?”
b. If there is no more discussion, a vote is taken.
Voting on a Motion: The method of vote on any motion depends on the situation and the by-laws of policy of your organization. There are five methods used to vote by most organizations, they are:
- By Voice — The Chairman asks those in favor to say, “Yes”, those opposed to say “No”. Any member may move for an exact count.
- By General Consent — When a motion is not likely to be opposed, the Chairman says, “if there is no objection …” The membership shows agreement by their silence, however if one member says, “I object,” the item must be put to a vote.
Rules of Debate
- Debate cannot begin until the Chair has stated the motion or resolution and asked “are you ready for the question?” If no one rises, the chair calls for the vote!
- The agenda and all committee reports are merely recommendations! When presented to the assembly and the question is stated, debate begins and changes occur!
- Before the motion is stated by the Chair (the question) members may suggest modification of the motion; the mover can modify as he pleases, or even withdraw the motion without consent of the seconder; if mover modifies, the seconder can withdraw the second.
- Obtain the floor (the right to speak). Must be recognized by the Chair before speaking! Standing while another has the floor is out of order!
- The “immediately pending question” is the last question stated by the Chair!
- No member can speak twice to the same issue until everyone else wishing to speak has spoken to it once!
- All remarks must be directed to the Chair. Remarks must be courteous in language and deportment – avoid all personalities, never allude to others by name or to motives! The assembly rules – they have the final say on everything! Silence means consent!