Presiding at Meetings
The main responsibility of the president is to conduct meetings properly. Everyone has the right to speak. For every member to have the right to speak, the president must insist that people have permission to speak. If everyone talks at once, no one will be heard and nothing can be decided.
A good president guides his or her group in making decisions. He or she leads the group in orderly discussion to reach a decision (consensus) the majority agrees upon. A good president is faithful to his or her duties, understands the problems the groups is discussing, and has the leadership ability to guide the group to reach a decision.
The club manager should assist the presiding officer by insisting that club members respect those who have permission to speak by listening to them and not talking to others.
An excellent resource to use in training officers and club members in parliamentary procedure is the Parliamentary Procedure Guide.
Directing Meetings
The president should direct the business of the meeting in an orderly manner. There are parliamentary rules which help groups to conduct business. It is important that the president understand these rules.
Parliamentary procedure defines the way each member should make a motion, second a motion and amend a motion. Robert’s Rules of Order is the oldest and most recognized set of rules for conducting business meetings. The rules were first printed in 1876 by General Henry M. Roberts of the Engineering Corps, United States Army. If these rules are followed they will help keep a group orderly and help in reaching decisions with less confusion. If a president is fair in using these rules, both the majority and minority in a club or group will be heard and respected.
The size of the group will usually determine how strictly the rules are followed. With larger groups, it will be necessary to follow the rules very carefully. With small, informal groups, only the basic rules for making motions, seconding and amending motions may be needed.
Presenting a Motion
A motion is a formal way of getting an idea, proposal or plan of action before a group. Motions are part of the orderly way of conducting a meeting. Motions call for discussion and action by the group. The steps in presenting a motion are:
- Rise and Address the Chair
A member wishing to present an item of business, discuss a motion, ask a question or give information related to the subject must first address the presiding officer. The member will say “Mr. President” or “Madame President” or “Mr. Chairman,” or use a special title if he or she has one, but never use a personal name.
In small, informal groups, the person who wants to be recognized will not need to stand to address the Chair.
- Recognition by the Chair
The Chair recognizes the person by calling his or her name (“Bill,” “Mary,” “Mr. Smith”) or by nodding. If the member is not known by the Chair or group, then he or she should state full name and organization. (“Mr. President,” “Jim Jones,” “4-H Delegate,” “Clover Club.”.) The floor is assigned to the member rising or addressing the Chair first, the exception being that the maker of the motion is entitled to speak first, if he or she wishes. After the person is recognized he or she is free to speak.
- Make the Motion
The person recognized by the Chair makes a motion by saying, “I move that ....” or “I propose that....” or “I move the adoption of ......”Any other wording is incorrect.
- Second the Motion
All ordinary motions must be seconded. This is to show the group that two people want the subject discussed. A motion should receive a second soon after it is made. If it does not receive a second, the motion is dead and cannot be acted upon by the group. The member wishing to second the motion does not have to be recognized by the Chair. In large formal meetings it is proper to stand and say, “Mr. Chairman or Madame Chairman I second the motion.” In small groups, the member wishing to second the motion does not need to stand but says, “I second the motion” or “I second it.”
- Statement of Question
Before a motion is voted on by the group, the Chair will restate the motion. The motion is restated so that everyone understands before they begin discussing.
- Discussion (Debate) of Motion
The president then opens the floor for discussion or debate on the motion “The motion (question) is now open for discussion (debate or remarks).” Or “Is there any discussion?” Any member of the group has the right to discuss the motion after they being recognized by the Chair. All discussion must be about the motion or the speaker can be ruled out of order by the president.
- Putting the Question (Voting)
After the members have discussed the motion, the president “puts the question to a vote.” The president will say “Are you ready for the question?” (pause to see if someone still wishes to discuss the question) If not, the chair restates the question and asks for the vote. Both the affirmative (aye) and negative (no) votes must be taken. The president will say, “All those in favor of the motion that..., say “Aye.” All those opposed say, “Nay.”
If the vote is close, the president or one of the members may call for a count. The president will then ask members to raise their hands or stand for the vote.
- Results of the Vote
The Chair always announces whether the motion was adopted or lost and the results of the vote. Action on a motion is not legally complete until this is done.
“The motion is adopted that...” or “The motion that...is lost.”
Once the results have been announced by the president, the group can deal with another motion or other matters of business.
Remember -- it is:
- A motion when introduced.
- A question when being considered.
- An order, a vote or a decision when adopted.
Examples of Steps in Presenting a Motion
Bob: “Mr. President?”
Chair: “Bob”
Bob: “I move that we sell Christmas ornaments to increase our club funds.”
Sue: “I second the motion.”
Chair: “It has been moved and seconded that we sell Christmas ornaments to increase our club funds. Is there any discussion?”
Ted: “Mr. President?”.
Chair: “Ted.”
Ted: “I speak against this motion. The profits from the bake sale we had last month will cover our proposed budget.”
Bob: “Mr. President?”
Chair: “Bob.”
Bob: “We have voted to pay the expenses of our members who are to attend Texas 4-H Roundup. This expense is not included in our proposed budget. We need additional funds for it.”
Chair: “Is there further discussion?” (Other discussion and/or motions are in order.)
Chair: “Are you ready for the question? (pause) Those in favor of the motion that we sell Christmas ornaments to increase our club funds say “aye.” “Those opposed, say “nay.”
Chair: “The ayes have it. The motion is adopted (or carried) and we will sell Christmas ornaments to increase our club funds.” OR “The nayes have it. The motion is lost and we will not sell Christmas ornaments to increase our club funds.”
Rules of Debate
Debate is the discussion, during a meeting, of the various merits or demerits of the pending question. Since one of the principles of parliamentary procedure is based on the rights of all, there are certain rules to preserve these rights and to ensure that all can have their opinions heard, but still be able to conduct business in a minimum amount of time.
Rules of debate are:
- Only one subject or item of business can be before the group at one time. No new item of business can be introduced or discussed until the one being discussed is voted on.
- The maker of the motion is entitled to speak first.
- Each member who has been recognized, may speak no more than ten minutes at a time. When a member’s time has expired, the Chair rises and calls his or her attention to the fact.
- Each member is allowed to speak only twice on the same question.
To ensure that members remain courteous during debate, there are certain rules of decorum when debating:
- Limit remarks to merits of the pending question.
- Refrain from attacking a member’s motives.
- Address all remarks through the chair. Do not talk directly to another member.
- Avoid using the member’s name, say “The Member.”
- Do not talk about a previous action that is not now pending.
- Although you may vote against your own motion, do not speak against it.
- Get permission to read from reports, quotations, etc.
- Be seated if interrupted by the Chair.
- Do nothing that will disturb the other members while debate is going on.
The Chair and Debate
Although the Chair is a member of the organization and has full membership rights of debate, he or she must be impartial. He or she should refrain from debating if possible. If the Chairman feels he or she must speak on a pending question, he or she should relinquish the Chair to someone else, usually the Vice-President. He or she does not resume the Chair until the vote is taken.
Methods of Voting
The following examples are proper procedures for putting the question.
- VIVA VOCE (VOICE VOTE) – saying “aye” (affirmative) or “nay” (negative) when the question is put by the chair.
Chair: All those in favor say “aye.” (pause) Those opposed, say “nay.”
The chair should always state what happened to the motion as the result of the vote:
“The ayes have it, the motion is adopted and we will sell Christmas Ornaments.”
- SHOW OF HANDS – Recommended for use in small meetings in place of voice vote or to verify a voice vote.
“All those in favor will raise their right hand. Please lower hands.”
“All those opposed, please raise their right hand.”
- RISING VOTE – To verify a voice vote, when in doubt, and to verify vote on motions requiring a two-thirds vote. A two-thirds vote should be a rising vote.
Chair: “The Chair is in doubt. Those in favor of the motion to...will please rise. Be seated. “Those opposed will please rise. Be seated.” “There being a majority in the affirmative the motion is adopted and we will....” OR
“There being two-thirds in the affirmative, the motion is adopted and we will....” OR “There being less than two-thirds in the affirmative the motion is lost and we will not ...”
- BALLOT VOTE (Secret Vote) – This involves writing a vote on a slip of paper supplied by tellers (appointed by the Chair). This method should be used only if provided for in the bylaws or ordered by the assembly. A secret ballot is a good way to vote for officers, elect special delegates, etc.
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Page last updated:
September 14, 2007
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