Parliamentary Procedure Meeting Protocol Submitted by The Alpha

Parliamentary Procedure Meeting Protocol Submitted by: The Alpha Omicron Chapter of Tau Beta Sigma Spring 2013

Voting Members �Must be in good standing including �Paid dues �Maximum of 3 excused absences �Paid fines �G. P. A. of at least a 2. 5 �Active band participation

Meeting Etiquette �Attendance/ Tardies �Members who wish to speak MUST be recognized by the chair BEFORE doing so �NO FOUL LANGUAGE OR GESTURES �Meetings are for business purposes, not social hour �Keep in mind that the point of discussing a motion is not to hurt feelings/ get angry at each other. �Unfinished business MUST be handled before new business can be presented. � Max. 3 excused absences � Max. 3 tardies �Please do not interrupt other speakers �If unfinished business is NOT taken up again at the next meeting, the issue dies.

Terms to know �The Chair – the presiding office ( usually the president, but in the presidents absence, the vice president may take his/her place) �The Question- a proposal to take action �Quorum- the number of voting members that must be present for the transaction of business �Abstain- to refrain from voting usually because of a conflict of interest (not because you don’t feel like voting)

General Motions Main Motion – introduce subjects to the assembly for consideration “I move that we…. . ” 2. Subsidiary Motion- change or affect how the main motion is handled. Must be voted on before the main motion. For example, an amendment to a main motion. 3. Privileged Motions- usually more urgent; typically about special or important matters not related to pending business. i. e. “I move we adjourn” 4. Incidental Motions- questions of procedure that arise out of other motions. Must be considered BEFORE the motion in question. For Example, a motion to suspend the rules is an incidental motion 1.

6 Steps to a Motion Rise, wait for recognition from the chair, and make the motion. 1. • Motions should be stated using the phrase “ I MOVE THAT…” 2. Another member seconds the motion The chair restates the motion to the assembly 3. • The chair will state “ It has been moved and seconded that we […… ]This motion is now open for discussion” 4. Members discuss the motion, and make amendments if necessary. • This is NOT an opportunity to get out of control and argue.

6 Steps (cont’d) The Chair calls for the vote. 5. • The chair MUST state what kind of vote is being taken ( raise your hand; say aye; stand; etc; ) 6. The chair announces result followed by one tap of the gavel, and moves on to the next item of business

How to Modify a Motion �Usually must be done AFTER the motion has been seconded, but BEFORE the question is called �Any modification made after the motion has been passed requires unanimous consent �To amend a motion you must either: a) insert words b)striking out words (not deleting) c) striking out and inserting words.

For Example �“I move that we have a cookie cake sale” a) “ I move to amend the motion to have a cookie cake sale by INSERTING the words ‘on Jan. 30 th’ at the end of the motion. b) “ I move to amend the motion to have a cookie cake sale by STRIKING OUT the word ‘cake. ’” c) “ I move to amend the motion to have a cookie cake sale by STRIKING OUT the word ‘cookie’ and INSERTING the word ‘ice cream. ’”

Suspending the Rules �When the voting members wish to do something that violates the regular rules of the assembly, it can pass a motion to Suspend the Rules. �This motion pertains to regular Rules of Order (requires a 2/3 rd vote) and standing rules (requires a majority vote). You CANNOT suspend Bylaws or the Constitution unless your bylaws/ constitution has made provisions to allow for rule suspension �“I move that we suspend the rule that prohibits us from […. ]”