MP350

Simplified Handbook of

Parliamentary
Procedure

University of Arkansas, U.S. Department of Agriculture, and County Governments Cooperating

Revised and updated by Bobby Hall, program associate - Community and Economic Development, with the
University of Arkansas Division of Agriculture, Cooperative Extension Service. Hall is currently a member of
the Arkansas Association of Parliamentarians and the National Association of Parliamentarians.

This publication is designed to help experienced and inexperienced

leaders and members conduct meetings of high quality and effi
ciency and give them guidance in organizational structure and
functions. Knowledge of parliamentary rules is helpful to partici
pants on every level: members need to be aware of methods of good
procedure and leaders need to be knowledgeable in the use of
proper techniques.

Preface

Good parliamentary procedure ensures justice to everyone,

prescribes order, reflects kindness and generosity, provides
constructive use of limited time and gives one a sense of
self-confidence.
The text of this Handbook of Parliamentary Procedure is in
harmony with the best authorities and resources available. (See
table of references.) It is a streamlined guide adaptable to any size
organization or assembly and provides simplified, up-to-date
practice and procedure.
Roberts Rules of Order, Newly Revised, 11th Edition, Perseus
Publishing, Cambridge, Massachusetts.

References

Publications of the National Association of Parliamentarians,

213 South Main Street, Independence, Missouri 64050-3850.
Suthers The New Primer in Parliamentary Procedure 1977, Dartnell
Corp., 4660 Ravenswood Ave., Chicago, Illinois.
Leonardys Elementary Course in Parliamentary Procedure, Out of
Print as of 3/7/83.
Roberts Parliamentary Law, Scott, Foresman & Co., New York City,
New York.

Introduction

The 11th edition of Roberts Rules of Order, Newly Revised, is the

eleventh edition of the manual that the people of this country
have looked to for 135 years as the authoritative statement of
parliamentary law and the basic guide to fair and orderly
procedure in meetings.
The 11th edition of Roberts Rules of Order, Newly Revised, is the only
currently authoritative volume to contain what is now the
complete Roberts Rules of Order subject matter as finally developed
by the original author, General Robert, and those who have
worked after him.
Among the more important areas of revision in the 11th edition of
Roberts Rules of Order are:
More detailed treatment of removal of officers and trials as well
as expanded provisions on remedies for abuse of authority by
the chair in Chapter XX.
Revision of the content of modified parliamentary rules in small
boards and committees.
A new subsection on electronic meetings.
Clarification of the rules governing the ways in which business
can go over from one session to a later one.
A new subsection on challenging the announced results of
elections and more precise rules on the retention of tally sheets
and ballots.
More precise delineation of the motions in order in the absence
of a quorum.
Clarification of what rights members have to inspect records of
the assembly, boards and committees.
Provision permitting notice to be sent by electronic communica
tions, such as e-mail or fax, to members who consent.
Please refer to the Preface of the 11th Edition of Robert Rules
of Order, Newly Revised, for additional important points which
are included in the revision.

Membership

Privileges and

Responsibilities

No organization can exist without members. The qualifications for

membership, which are determined by the organization, should be
clearly stated in its governing rules (charter, constitution and/or
bylaws). Some organizations define in their governing documents
different classes of membership, not all of which include full
participation in the proceedings of the organization; however, the
term member in this handbook refers to a person who has full
participating rights.
When one joins an organization, one enters into a contract of
membership with the organization. Should the member feel that
change is necessary, it should be brought about by working fairly
through the proper channels within the current rules.

Membership carries with it responsibilities as well as privileges, and

where these are peculiar to the organization, they should be defined
in its bylaws. However, it is neither necessary nor advisable to
encumber bylaws with a list of privileges and responsibilities that
are common to members of all organizations. Such a list of generally
accepted privileges and responsibilities of membership should
include, but should not be limited necessarily to, the following:
A. Privileges
1. To attend meetings.
2. To make motions and enter into debate.
3. To vote.
4. To nominate when appropriate.
5. To be a candidate for office when requested.
6. To insist on the enforcement of the rules of the organization
and of parliamentary law based on Roberts Rules of Order,
Newly Revised, or other adopted authority.
7. To review official records of the organization, including the
most recent governing document and the minutes of previous
meetings.
B. Responsibilities
1. To promote the object and purposes of the organization.
2. To comply with and uphold the organizations governing
rules.
3. To attend meetings regularly and punctually.
4. To give ones undivided attention to the business as well as the
program of the meeting.
5. To abstain from acts or remarks outside the meetings that will
in any way interfere with the work of the organization and/or
its officers.
6. To hold office when requested.
7. To perform conscientiously any duty assigned and accepted in
the organization.
Attends meetings regularly and arrives on time.
Speaks up during the meeting, bringing out important points
and contributing from ones own experiences.

Keys to Being a

Good Member

Learns to be brief, because brevity wins the goodwill of

other members.
Refrains from being technical or more strict than is absolutely
necessary for the good of the meeting.
Participates with good humor; brightens up the meeting and
makes way for differing viewpoints.
Faces opposition without taking offense or feeling there was
personal criticism where none was intended.
Serves willingly to the best of ones ability, thus gaining
experience with each added duty.
Confines oneself to the question before the assembly and
avoids personalities.
Practices correct parliamentary procedure.
5

Meetings
Types of Meetings

All organizations conduct their affairs through meetings. Regardless

of format, meetings are one of the following types.
1. Regular Meetings Meetings for which the time and place are
usually prescribed in the bylaws or standing rules.
2. Special Meetings Meetings called for transaction of a special
item of business. Procedure usually defined in bylaws.
3. Annual Meetings Meetings scheduled for hearing reports,
election of officers, amending rules and such other business as
may need to come for information of members at the close of the
organization year.
3. Electronic Meetings A group that holds an official meeting by
alternative means that is, other than as a single gathering in one
room or area does not lose its character as a deliberative body
as long as the meeting provides, at a minimum, a condition of
opportunity for simultaneous aural communication among all
participating members equivalent to those of meetings held in
one room or area.
Bylaws must have provision to allow for conducting an electronic
meeting. If done by teleconference, it must be done in a way that
allows all participants to hear each other simultaneously, and if
done by video conference, they must be able to see each other as
well. Special rules of order and standing rules should be adopted
with specific details how each participant will be recognized and
given the floor. (RONR, p. 97-98)

Procedure for

Small Boards

A small board is defined as one where there are not more than
about a dozen members present. All of Roberts Rules of Order
apply as far as practicable, with certain exceptions. Best to adopt
rule on procedure followed, otherwise it is assumed small board
will be followed. Should not flip-flop between large and small
board procedures at will but suspend rules to change procedure
if necessary.
Members may raise hand instead of rising to obtain the floor.
Can be seated while making motions or speaking.
Motions do not need to be seconded.
There is no limit to the number of times a member can speak to
a debatable Question.
Motions are still in order to close or limit debate, including
limiting times one can speak on a motion.
Appeals are debatable under the regular rules.
Can speak only once in debate.
Chair may speak twice in debate.

 Informal discussion of a subject is permitted while no motion is

pending. A vote can be taken without a motion, if everyone is
perfectly clear.
Unless there is unanimous consent, all actions must be
approved by vote.
Chair must restate motion before voting.
Best to take vote by show of hands.
Chair does not need to rise while putting the question (calling
for the vote).
Chair can speak in informal discussion and in debate.
Chair can vote on all questions
Footnote to actual rules (not in actual text of rules)
Informal discussion can be initiated by chair.
Chair can submit proposals.
Chair can make a motion.
(RONR, p. 487-488)
An Order of Business is essential to all meetings in which
business of the organization is transacted. It assists the presiding
officer and members in proceeding in an orderly way, maintains
continuity in the transaction of business and establishes priorities
for items of business.

Order of Business
and Agenda

Orders of Business should not be included in the bylaws since

the bylaws may never be suspended. The Order of Business
should be spelled out in the standing rules or the parliamentary
authority. It is recommended that every group adopt a parliamen
tary authority as a guide. Roberts Rules of Order, Newly Revised, is
the most widely accepted authority in both deliberative and
legislative assemblies.
An Order of Business differs from an Agenda. The following set
forth the basic components of both.
Order of Business: The basic outline of the business proceedings.
1. Call to order.
2. Reading and approval of the minutes.
3. Reports of officers, boards, standing committees.
4. Reports of Special Committees (committees appointed to
exist until they have completed a specified task or been
discharged).
5. Special Orders matters which demand special priority).
6. Unfinished Business (never referred to as old business), which
deals with matters previously introduced but not completed.
7. New Business (to bring a new matter before the organization
for discussion).
7

Agenda: A schedule of the order of business, noting details.

These details indicate items of business, reports, programs,
appointments, resolutions and such other specific features as the
presiding officer may need to ensure an orderly and courteous
transition from item to item in the conduct of business. Careful
preparation of an agenda requires familiarity with the rules of the
organization, both local and parent, parliamentary practice,
minutes of the previous meeting, a calendar of events and
commitments, records of adopted policy, the roster of members
and names of officers and chairmen.
In a large meeting or a convention, it is important that the agenda
be well planned and that each member of the entire session be
timed accurately and spaced in efficient and attractive sequence.

Procedure for
Order of Business

The following procedure for an order of business is suggested.

1. Call to Order
Presiding officer raps the gavel once and announces, The
meeting will come to order.
2. Opening Ceremonies (optional)
3. Roll Call (usually only necessary to establish a quorum and
is optional)
4. Reading and Approval of the Minutes
Chair: The Secretary will read the minutes; following the
reading, the Chair will ask, Are there any corrections to
the minutes? (Additions and omissions are corrections,
therefore not used in this question.) If there are none, the Chair
says, The minutes stand approved as read. If there are
corrections, they are usually made by general consent and the
Chair says, The minutes stand approved as corrected.
5. Reports of Officers, Boards and Committees
Chair: The Treasurer will now report. Following the report,
the Chair will ask, Are there any questions on the Treasurer s
Report? If there are no questions, the Chair says, The report
will be filed for audit. (A Treasurer s Report is never adopted.)
Officers who have reports will be called on in proper order.
The presiding officer should know in advance who is prepared
to report.
6. The Board or Executive Committee may be empowered to
transact business.
The action taken is read by the Secretary for information as a
Report of the Board. If the Report carries a recommendation,
action may be taken at the time of the Report or under
New Business.

7. Standing Committees are usually called upon in the order in

which they are listed. The Chair should know in advance who
is prepared to report. If the Report is for information only, no
action is taken; if the report brings a recommendation, action
may be taken at this time or under New Business. Action on
the report is moved by the reporting member.
8. Special Committees are usually called on in the order in
which they were appointed. If the Report is given for
information, no action is taken; if the Report brings a
recommendation, the reporting member may bring the
recommendation for action at this point or under New Business.
9. Unfinished Business is business postponed or referred by
motion or left unfinished from the previous meeting as
recorded in the minutes (not referred to as old business).
10. New Business may be introduced by the Chair or by any
member. The Chair will ask, Is there any new business? at
which time there is an opportunity to bring new items of
business by motion or resolution.
11. Program (If there is a planned program, the schedule should
be optional.)
12. Announcements
13. Adjournment The Chair asks, Is there any further business
to come before the assembly? If the Chair hears none, the Chair
may declare the meeting adjourned; however, a motion may be
made to adjourn the meeting, requiring a second to the motion
and a majority vote. The meeting is not adjourned until the
Chair declares it adjourned.
A motion is a proposal to bring a subject to a group for its
consideration and action. Motions are not all the same. They fall
within certain classes, and some take priority over others. The
following explains these classes of motions.

Motions

1. Main Motions: A main motion is a motion whose introduction

brings before the assembly a question or business for con
sideration when no other business is pending. Only one main
motion can be considered at a time, and no other main motion
may be introduced until the first one is disposed of in
some manner.

Classes of Motions

2. Subsidiary Motions: Subsidiary motions assist the assembly in

treating or disposing of a main motion. Since they relate to the
question before the house, it is in order to propose a subsidiary
motion when a main motion is still before the assembly. The
vote on the subsidiary motion is taken before the action is taken
on the main motion. (See chart of motions and RONR, p. 62.)

3. Privileged Motions: Privileged motions do not relate to the

pending business but deal with special matters of immediate
and overriding importance. Privileged motions may interrupt
debate before the assembly. (See chart of motions and RONR,
p. 66.)
4. Incidental Motions: Incidental motions are motions incidental
to another motion pending or incidental to other business at
hand, such as suspending the rules or closing nominations. (See
chart and RONR, p. 69.)
5. Motions That Bring a Question Again Before the
Assembly: These motions bring a question that has already
been considered by the assembly back before the assembly, as in
the case of the motions to rescind or take from the table. (See
chart and RONR, p. 74.)

Making a Motion

To properly make a motion, the following procedures are followed:

1. Member rises and addresses the Chair.
Mr. /Madam President or Chairperson.
2. Chair recognizes the member.
3. Member: I move that __________ (states motion).
4. Second to motion (not necessary to stand).
I second the motion. If the motion comes as a
recommendation from two or more members, the motion does
not need a second.
5. Chair states motion: It has been moved by (name) and
seconded that __________.
6. Discussion: If the motion is debatable, every member has the
right to debate; the Chair refrains from debate while
presiding. The Chair carefully determines the order in which
members are recognized to speak, giving first opportunity to
the proposer of the motion. Care should be given to assure
that discussion is related to the question.
7. The Chair says, If there is no further discussion, the motion
is __________ (restate motion).
8. Vote: The Chair says, All those in favor of __________ (the
motion stated) say aye. Those opposed say no.
9. Result of the vote is stated by the Chair. The motion is
carried or the motion is lost.

Amending a Motion

To amend a motion is to alter or modify the wording of a motion

that has already been made.
1. Methods of Amending
a. Insert
b. Add (at the end)

10

c. Strike out
d. Strike out and insert (words only)
e. Substitute (a paragraph)
An amendment must be germane to the main motion; it must
relate to the same subject matter.
2. Types of Amendments
a. Primary an amendment that applies directly to the main
motion.
b. Secondary an amendment that applies directly to the
primary amendment only.
No amendment beyond the above is in order, and only one of
each may be made at one time. It is possible to have a motion,
an amendment to the motion and an amendment to the
amendment before the assembly at one time.
3. Voting on Amendments
a. Discussion and vote on secondary amendment.
b. Discussion and vote on primary amendment as amended
(if amendment carried).
c. Discussion and vote on main motion as amended (if
amendments carried).
Some of the most often used motions are these. Their purposes
are also explained.

Some Most
Used Motions

Main Motion a motion to bring a matter before the assembly

for discussion and action.
Amendments primary and secondary amendments are to
modify or change a motion. (See amendments.)
Postpone Indefinitely to reject a motion or question pending
without taking a direct vote. The effect is to kill the main
motion.
Refer to a Committee to delay action; to give more time for
consideration or study of the matter.
Postpone to a Definite Time to delay action on a proposed
question to a specified time.
Limit or Extend Debate to limit by decreasing the allotted
time or to extend by increasing the allotted time. (See chart.)
Call for the Previous Question a motion to determine
whether the assembly will cut off debate and vote at once on the
pending question (requires two-thirds vote).
Lay on the Table a motion which enables the assembly to put
aside a pending question temporarily; can be brought back by a
motion to take from the table (not intended as a killing motion).
Call for Orders of the Day a request that the prescribed rules
of order be followed.
11

Questions of Privilege (Personal and General) a motion

requesting special privilege for an individual or the assembly.
Recess to dissolve an assembly temporarily.
Adjourn to close a meeting officially.
Fix Time and Place to Which to Adjourn to provide for
another meeting (called adjourned meeting) to continue
business that was not completed in present session.
Point of Order to request enforcement of the rules of order.
Appeal From the Decision of the Chair to question a
decision of the Chair; an effort to reverse the decision of the Chair
on a point of order.
Objection to Consideration to suppress and prevent
discussion of an undesirable or sensitive question (must be raised
before debate begins).
Withdraw to remove a matter for consideration without a vote
upon it. (May be made by the mover or by permission of assembly.)
Take From the Table to take up a matter which has been laid
on the table.
Reconsider to consider or bring back a matter previously
voted. Motion to reconsider must be made by voter on prevailing
side and must be made on the same day or in the same session.
Rescind to repeal or annul action previously taken. Requires
majority vote with previous notice, two-thirds without notice.
Ratify to make legal action taken in an emergency.

12

Chart for Determining When Each Motion Is in Order

In the chart below, the privileged, subsidiary, incidental and main motions are listed in order of rank. The
motion at the top takes precedence over all the others, and each of the remaining motions takes precedence
over all those below it. A main motion is in order only when no other motion is pending.
When a given one of the motions listed is immediately pending, then (a) any other motion appearing above it
in the list is in order, unless a condition stated opposite the other motion causes that motion to be out of order,
and (b) motions listed below the given motion, which are not already pending, are out of order (except for the
application of amend or the previous question to certain motions ranking above them).
In order when
another has
the floor

Requires a
second

Debatable

Vote required

PRIVILEGED MOTIONS (Can Quinton Really Afford a Ferrari? ranking order)

To fix the time to which to adjourn

No

Yes

No

Majority

To adjourn

No

Yes

No

Majority

To recess

No

Yes

No

Majority

To rise to a question of privilege

Yes

No

No

Chair rules

To call for the order of the day

Yes

No

No

None

SUBSIDIARY MOTIONS (Pearls Are Classy, Pretty Lady, Pretty Lady ranking order)
To lay on the table

No

Yes

No

Majority

To call for the previous question

No

Yes

No

Two-thirds

To limit or extend limit of debate

No

Yes

No

Two-thirds

To postpone to a definite time

No

Yes

Yes

Majority

To refer to a committee

No

Yes

Yes

Majority

To amend

No

Yes

Yes

Majority

To postpone indefinitely

No

Yes

Yes

Majority

To suspend the rules

No

Yes

No

Two-thirds

To withdraw a motion

Yes

No

No

Majority

To call for reading of papers

Yes

Yes

No

Majority

To object to consideration

Yes

No

No

Two-thirds (opposed)

To rise to a point of order

Yes

No

No

Chair rules

To rise to a parliamentary inquiry

Yes

No

No

Chair responds

To appeal from the decision of

the Chair

Yes

Yes

No (if relates to
priority business or
decorum)

To call for a division of the house

Yes

No

No

None

To call for a division of the question

No

Yes

No

Majority

INCIDENTAL MOTIONS (Non-ranking motions)

Majority (in negative)

MOTIONS THAT BRING A QUESTION AGAIN BEFORE THE HOUSE

To reconsider (see definition, Most
Used Motions)

No

Yes

Yes

Majority

To rescind

No

Yes

Yes

Majority (previous notice)

To take from table

No

Yes

No

Majority

No

Yes

Yes

Majority

MAIN MOTIONS

13

Officers

Good leadership and informed membership are directly related to

the officers knowledge and skillful use of parliamentary proce
dure and rules of order. The usage extent and the diversity
depend on the particular organization. Since the quality and the
effectiveness of an organized group is often determined by the
proficiency of its leaders, choices of officers and other leaders must
be made on the basis of the best qualifications for appropriate posi
tions. Members and officers should be familiar with functions of
their officers, their officers qualifications and duties as prescribed
by the organizations bylaws.
The term PRESIDENT or CHAIRPERSON is a title given to the
presiding officer unless a special title is chosen by the organization.
The officers in line to serve in the absence of the PRESIDENT are
VICE PRESIDENTS or VICE CHAIRPERSONS. The SECRETARY
is the recording officer and fills other secretarial duties if there is
no CORRESPONDING SECRETARY. The TREASURER is the
custodian of the funds.
There may be additional officers specified in the bylaws, such
as Director, Librarian, Historian and Chaplain, with assigned
special duties.
The PARLIAMENTARIAN is a consultant to the PRESIDENT or
other members of the organization and should be appointed by
the PRESIDENT.

Qualifications
of Officers

President:

Should be a good member and know the

structure and purpose of the organization, have
the ability to get along well with people, be able
to preside with dignity, have a sense of humor.

Vice President:

Should have most of the qualities of the President

since the Vice President acts in the absence of
the President.

Recording
Secretary:

Should be prompt and dependable, accurate in

work, possess some skill in the use of words.

Corresponding Should be cordial and tactful and understand

Secretary:
good principles of letter writing.
Treasurer:

Should have an understanding of good business

procedure, capacity for handling money, some
bookkeeping skills and unquestioned honesty.

Qualifications of the other officers depend on the purpose for which

they exist as defined by the organization and its rules.

Duties of Officers

14

The general duties of the officers are stated in recognized

parliamentary authority; general and specific duties are included
in the bylaws and standing rules of the particular organization. The
following list includes those duties generally considered important
for good performance.

President:

1. Prepare a detailed order of business and agenda for

each meeting.
2. Open meetings on time as designated.
3. Conduct the meeting but not dominate it; be firm but courteous.
4. Know the rules of correct procedure and use them skillfully.
5. Exact obedience to bylaws and other rules and policies.
6. Conduct business in a manner that ensures the right of every
member.
7. Meet the demands of the office unselfishly.
8. If given the authority, select chairmen, committees and
appointive officers for qualification for the particular
assignment.
9. Leave the chair to debate.
10. Vote as other members in ballot vote; may vote to break tie in
voice vote only.
11. Observe and supervise the basic program of work of the local
and the parent organizations.
12. Where bylaws designate, serve as ex-officio member of
committees. (See RONR, p. 402, #48.)
13. Sign all necessary orders, reports or financial transactions as
defined in the rules of the organization.
14. Acquire and use all tools necessary to the conduct of the office.
(Bylaws and other rules of the group and parent organization;
a copy of recognized parliamentary authority; appropriate
handbooks, yearbooks, publications, list of officers, chairmen
and members.)
Vice President:
1. Preside in the absence of the President.
2. Assume such other positions of responsibility as may be
designated in the bylaws or otherwise prescribed.
3. If the bylaws so indicate, fill a vacancy in the office of President.
Vice Presidents, where there be more than one, assume duties
in the order of their office (1st V Pres., 2nd V Pres., etc.)
Secretary:
1. Keep a precise permanent record of the proceedings called
minutes.
2. Keep a file of reports.
3. Prepare a list of unfinished business for the President.
4. Have for ready reference in meetings minutes, bylaws and
policy references, roll of members, other pertinent lists.

15

5. Take accurate notes of proceedings and transcribe them into

permanent form immediately following the meeting. Request
that complicated motions be provided in writing, signed by
the maker of the motion.
6. Write minutes in brief, carefully worded sentences.
7. Sign minutes with the name used in the membership roster (no
respectfully submitted). When approved or corrected, initial
or sign with date of approval. Write corrections in the margins.
8. Send a copy of minutes to the President within a reasonable
time.
9. Read correspondence if there is no Corresponding Secretary;
read reports of absentee members.
10. Present recommendations of the Board or Executive Committee.
The Secretary may make motions, debate and vote.
11. Sign with other officers official papers and documents as
prescribed.
12. Call a meeting to order in the absence of the presiding officers
and preside over the election of a temporary Chair.
Treasurer:
1. Be custodian of all funds.
2. Receive funds systematically and according to the rules.
3. Deposit all monies in such financial institutions as may be
approved by the organization or its Board.
4. Disburse funds as designated and keep a schedule of payment
obligations.
5. Expend only on proper authority.
6. Keep an accurate account and make such reports as may be
desirable. Be prepared to have books audited, and deliver
records to successor on time.
7. Include in the report the balance at the beginning of the
period, receipts, disbursements and balance on hand at close
of period. The Treasurer s report is never adopted; it is
referred for audit or placed on file.
8. Provide copies of the report to the President and the Secretary.
9. Where large amounts of money are involved, the Treasurer
should be bonded for protection of the officer and the
security of the organization.
Parliamentarian:
1. Have a thorough knowledge of correct parliamentary
procedure for conducting meetings and interpreting the rules
of the organization.
2. Serve as an advisor to the President at the discretion of the
President and other officers or members on matters related to
the organization.
16

3. Give opinion or advice not a ruling since the Chair rules.

4. Serve as a consultant to committees on rules, bylaws,
elections, resolutions.
Other Officers:
Duties of other officers should be carefully described in bylaws or
rules according to the needs of the organization and its parent body.
Specialists and Consultants:
Many organizations depend on the guidance of persons qualified
to give leadership in special fields and to teach certain skills.
These may be provided for in bylaws, standing rules or in the
established policy of the organization.
Many organizations have a Board to take care of the essential
business between meetings. It may be called Board of Directors,
Executive Board, Board of Managers or Board of Trustees. The
bylaws should state the name of the board, who shall serve as
members and the duties and authority of the board.

Board of

Directors

In large organizations, there is also an Executive Committee, usually

composed of the elected officers, to act in emergencies between
meetings of the Board or the membership. In some instances, it is
expedient to have this body as the only subordinate group, with its
duties and authority usually designated for a board.
A nomination is the presentation of the name of a person to the
assembly as a nominee for an office to be filled.
Most organizations have detailed provisions for nominating and
electing officers in the bylaws or other governing rules. Such
details usually include the method of nominations, time of nomi
nations, time and method of election and details of installation (if
this is observed).

Nominations

and Elections

Nominations

Listed below are the most frequently used methods.

1. Nominations From the Floor.
a. In order when the presiding officer calls for them.
b. Require no second.
c. The presiding officer repeats the names of the nominees
and the secretary records them.
d. When the presiding officer is sure that every opportunity
has been given for nominations, the presiding officer may
declare the nominations closed. It is in order for any
member to move to close nominations; the motion requires
a two-thirds vote. Nominations may be reopened by a
motion and a majority vote.
17

2. Nominations by a Nominating Committee.

a. The nominating committee shall be elected by the
organization according to the rules of the organization. (Bylaws,
policy rules, parliamentary authority.)
b. The nominating committee shall submit to the organization,
at the prescribed time, the names of nominees proposed for
office (copies to Presiding Officer and Secretary).
c. Following the report of the nominating committee, the
presiding officer shall call for nominations from the floor.
When no further nominations are presented, the presiding
officer may declare the nominations closed or entertain a
motion to close nominations.
d. The report of the nominating committee is never adopted.
(Voting is the act of adoption.)
e. The membership of the organization may be informed of the
names of proposed nominees before the meeting at which
the committee submits its report. This should be written into
the bylaws or standing rules if the procedure is acceptable.

Elections

Being nominated to office does not within itself put a person in

office. Nominees must be elected. To be elected to office involves
member voting. The usual methods of voting following the
closing of nominations are as follows.
1. Voice Vote: Election may be by voice vote unless a ballot
vote is required. (The motion to instruct the secretary to cast
the ballot is not good procedure.)
a. Nominees are voted on in the order in which they are
nominated.
b. Tellers may be appointed to assist with the count of votes
and report to presiding officer.
c. The presiding officer officially announces the result and
declares the election.
2. Ballot Vote:
a. When a ballot vote on nominees is required or expedient,
it is important to make the necessary preparation for
ballots, ballot boxes, time allotment and space as needed.
b. Tellers to count the ballots should be carefully selected
and instructed on correct procedure. Common sense must
govern the validity of ballots if no rules exist. Three is the
usual number of tellers, but size of organization may
determine number.
c. Tellers report the result of the election at the designated
time and give copies of the report to the presiding officer
and the secretary.

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d. The presiding officer repeats the results and declares the

election.
Officers assume their duties at the time designated by the
organization. Usually the time is stated in the bylaws and provides
for taking office at the close of the meeting at which they are elected
or following an installation at some future time. If no rules exist in
practice or policy, the officers assume their duties upon election.
Organizations that have a widely distributed membership and
find it difficult to assemble members for elections may opt to hold
elections by mail or permit proxy voting. Both of these methods
are complicated and require detailed governing rules.
It is necessary that every permanent organization have rules in
order to define the organization, to provide for efficient and equi
table transaction of its business and to protect its membership.
These rules are generally in the form of bylaws, which deal with
basic rules of the organization itself (i.e., name, purpose, etc.), and
standing rules, which deal with the administration of the organiza
tion. It is the recommended practice that the basic rules be
combined in a single instrument called bylaws.

Bylaws and
Standing Rules

An organization that is incorporated, to meet legal requirements,

will have Articles of Incorporation, with bylaws and standing
rules. Otherwise, bylaws and standing rules are the recommended
form for rules of an organization today.
There should be a committee to prepare proposed bylaws. (Note
If a qualified Parliamentarian is available, the assistance of one
may be helpful in developing the proposed bylaws.) When
completed, copies of the proposed bylaws should be given to every
member in advance (at least one to two weeks) of the meeting at
which they are to be considered and action taken.
At the meeting at which the proposed bylaws are to be considered, a
motion is made to adopt the proposed bylaws (usually made by the
Committee Chairman or a member of the bylaws committee). The
bylaws are read one Article at a time, discussed and amended before
going to the next Article. After all Articles have been discussed, it is
good procedure for the presiding officer to ask if there are any
further amendments to any of the Articles discussed prior to the vote
on the motion to adopt the bylaws. A majority vote is necessary to
adopt the bylaws. Note: Bylaws become effective immediately upon
their adoption unless otherwise stated.
The following outline includes Articles that are usual in bylaws, in
the usual order. Bylaws may reflect variations on these, depending
on the type, size and complexity of the organization. Bylaws
should be kept as simple and unrestrictive as possible, including
only those rules necessary to facilitate the work of the organization.

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1.
A Suggested Outline for Bylaws is as follows. This
suggested outline spells out what should be included under
each article.
ARTICLE I. Name
The exact and properly punctuated name should be used.
ARTICLE II. Object
A brief general statement of purpose.
ARTICLE III. Membership
This article usually will have several sections dealing with
membership qualifications, classifications (if any), acceptance
and resignation procedures. Unless members financial obliga
tions are complicated, this Article should also include a section
on required fees and dues and procedures for payment and
notification of members if delinquent.
ARTICLE IV. Officers
This will include sections naming officers, qualifications for
office, terms of office, duties and procedures for election or
appointment and for filling vacancies.
ARTICLE V. Meeting
This will include sections on regular meetings (hour for this is
better set in the Standing Rules), annual meetings and special
meetings. It also includes a section establishing quorums
for meetings.
ARTICLE VI. Governing Board

(Executive Board, Board of Directors, etc.)

The Article includes sections to establish composition of the

Board, to specify powers delegated to the Board and to set
meeting and quorum requirements of the Board.
ARTICLE VII. Committees
This Article specifies necessary Standing Committees and
duties of each. It also should include a section on special
committees, how they shall be created and how committee
members are appointed.
ARTICLE VIII. Finances (if necessary)
This Article would include sections on financial policies and
budgeting.
ARTICLE IX. Dissolution
Most organizations of any size and/or complexity include this
Article to provide for disposition of assets in the event of
dissolution of the organization.
ARTICLE X. Parliamentary Authority
Roberts Rules of Order, Newly Revised, is the recommended
authority.

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ARTICLE XI. Amendments

This will include requirements for amending bylaws. The
accepted form is: Bylaws may be amended at any meeting
provided that the amendments have been submitted (preferably
in writing) to the membership within a specified number of
days prior to action on these amendments.
2. Standing Rules
Standing Rules are rules that deal primarily with administration
of an organization. They are not necessarily proposed at the
time of adoption of the bylaws, rather they are presented and
adopted as a need arises in the organization. Standing Rules
are adopted by majority vote and may be suspended by
majority vote. They can be amended or repealed by two-thirds
vote without previous notice or by majority vote if previous
notice is given.

Definitions

Adopt to accept or approve a report or statement.

General Definitions

Adjourn to close a meeting officially.

Agenda a detailed outline of the items under the order of business
for a specific meeting.
Approve to adopt, to accept, to agree to or to ratify.
Assembly a gathering or group of persons with common interest
and purpose.
Chair the presiding officer; the president; the chairperson.
Debate discussion.
Ex officio by virtue of office (to be designated in bylaws). Full
privilege of other members.
General Consent informal agreement without the formality of
a motion.
Germane closely related; of the same subject matter.
House, The the assembly. Members assembled for the transaction
of business.
Order of Business a sequence of business to be taken up at a session
of an assembly; a schedule of business to be considered at a
meeting.
Pro Tem for the time being; acting in place (Latin pro tempore).
Quorum the number of members, as stated in bylaws, that must
be present for a legal transaction of business. If not stated in
bylaws, it is a majority of the membership.
Rank precedence; having priority.
Recess an intermission within a meeting approved by the members.
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Definitions Related
to Motions

Amend modify or change.

Immediately Pending Question the last question stated by the chair.

Motion a formal proposal that certain action be taken; the question.

Main Motion a motion which introduces a new subject.

Pending Question (motion) a motion that has been stated by the

chair and is under consideration.

Question, The the business before the house.

Resolution a formal motion. It may have a preamble setting forth

the reasons.

Definitions Related
to Votes

Division of the House a rising vote to determine the exact number

of votes.
Majority Vote more than half of the votes cast by persons entitled
to vote.
Plurality Vote the highest number of votes when there are three or
more choices.
Tie Vote the same number on each side.
Two-Thirds Vote two-thirds of the votes cast by persons entitled
to vote.

Definitions Related to
Methods of Voting

Ballot Vote a written vote; secrecy the main object.

Mail Vote method to be provided in bylaws.

Proxy Vote a vote cast by another on authority given by member;

only valid if provided in bylaws.

Roll Call voice vote by calling roll of members.

Standing Vote members stand to indicate vote.

Unanimous Vote no one dissenting.

Voice Vote response of aye or no by members to indicate vote.

Definitions of
Governing Documents
(Laws and Rules)

Articles of Incorporation rules contained in a corporate charter

issued by a state, setting forth legal agreements with the organization
for the protection of the name, property and membership liability.
Bylaws a document adopted by an organization which contains
the basic rules for governing that organization. Now recommended
as the combined constitution and bylaws into a single
instrument called bylaws.
Charter a document issued by a parent organization granting
permission to a local group to operate as an affiliate.
Rules of Order written rules of procedure for business meetings.
Standing Rules rules which deal with the details of the
administration of an organization and which are of temporary or
semi-permanent nature and may be adopted or changed without
previous notice.

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