Opening The Meeting Presentation of Reports

OPENING THE MEETING
CH: We now come to the Order of Business of this meeting.

PRESENTATION OF REPORTS
The presiding officer is shown here as a chairman (CH), the Secretary as, (SEC).
CH: Ladies and Gentlemen, please be ready in 2-minute time, we will start the
meeting.
st
The (1 General Membership Meeting) will now please come to order. Please
rise for a prayer to be lead by
CH: The next order of business is the (committee / project report) of (Mr./Ms _____) on
(title of report)
The Reporting Party (Project Chairman) reads report or presents main points from it
and closes with a motion to act on the report as the report requests.
ROLL CALL
Reporting Party: Mr. Chairman, I move for the acceptance of my report on (title of the
report).
CH: The Secretary may now Call the Roll and certify if a quorum is present in this
meeting.
CH: Is there any second to the motion? It has been moved and seconded that the
report on (title of the report) be accepted. Is there any discussion?
SEC: Mr. Chairman, we have ___ members present
If there is no discussion or after a series of discussions, the Chair reiterates the motion
before closing the report.
CH: Since we have a quorum, our meeting will now proceed.

PRESENTATION AND APPROVAL OF PROJECTS
READING AND APPROVAL OF THE MINUTES
(if applicable) We now come to the Reading and Approval of the Minutes of the
Previous meeting.
The Sec reads minutes of previous session or makes motion to dispense with reading if
all members have been given copies prior to meeting.
CH: Are there any corrections or objections to the minutes as read (or as distributed)?
If objections are raised, sometimes all present will agree to change without a formal
motion. Otherwise, a formal motion and vote to correct are required.
CH: After all the corrections have been decided, If there are no (further) objections, the
minutes are approved as read (or as distributed).
This includes presentation of new projects, decisions and proposals that require actions
from the chair or members of the assembly.
The Reporting Party reads project report or presents main points from it and closes
with a motion to approve the reports requests.
Reporting Party: Mr. Chairman, I move for the approval of this project. or that this
proposal be approved and that the organization ...(describe specific grouped action
contemplated).
CH: Is there any second to the motion? It has been moved and seconded that the
proposal on (title of the report) be approved. Is there any discussion, amendment?
After a series of deliberations, the Chair reiterates the motion before closing the
proposed project.
READING AND APPROVAL OF THE AGENDA

CH: We now come to the presentation and approval of the agenda. The Sec may
now read todays agenda.
Note: Agenda cannot be amended for Special Meetings. Otherwise
CH: The motion to approve the project / proposal that (repeat the main item) is
hereby presented. Is there any objection? Hearing none, the motion is hereby
approved.
If voting is required, Since the body is left divided on the motion presented, we come to
voting. As many as (in favor)/(not in favor) of ____ raise your right hand
CH: Are there any amendments to the agenda just presented?

Since there are no more objections and amendments, any motion for the approval
of the agenda? it has been moved and seconded that todays agenda as presented
or amended be approved.
Announce the results by, We have (# in favor) and (# are not in favor), therefore, the
motion to (repeat the motion) is hereby approved / disapproved.
CHART ON PARLIAMENTARY MOTIONS
PRESENTATION AND APPROVAL OF MOTIONS

A motion can be the result of a report or it can be made under the new Business, Old
Business, etc.
REQUIRES
SECOND
MAY BE
AMENDED
MAYBE
DEBATED
REQUIRED
VOTE
MAYBE
RECONSIDERED
MAY
INTERRUPT
SPEAKER
1. Main Motion for

General Business
2. Take from the Table
Yes
Yes
Yes
Majority
Yes
No
Yes
No
No
Majority
No
No
3. Reconsider
Yes
No
(2)
Majority
No
Yes
MEMBER: I second the motion.
4. Rescind
Yes
Yes
Yes
Majority
Yes
No
CH: It has been moved and seconded that...(repeats motion). Any discussion,
amendment?
5. Make Special Order

of Business
SUBSIDIARY MOTIONS
No
No
No
2/3
Yes
No
No
Majority
No
No
CH: Mr./Ms. ____ is recognized.

MAKER: Mr. Chairman, I move that...(describe what the organization is to do).
CH: It has been move that ...(repeats motion). Is there a second to this motion?
TYPE OF MOTION
MAIN MOTIONS
6. Lay on the Table
Yes
NOTE: If no second is received, the Chairman says, The motion dies for lack of
seconder. Next order of business.
7. Previous Question
Yes
No
No
2/3
Yes
No
8. Limit Debate
Yes
Yes
No
2/3
Yes
No
After a series of deliberations, the Chair reiterates the motion before closing the
proposed motion. If voting is required, follow steps just discussed.
9. Postpone to a
Certain Time
10. Refer to Committee
Yes
Yes
Yes
Majority
Yes
No
Yes
Yes
Yes
Majority
Yes
No
THE CHAIR DECLARING A RECESS
11. Amend
Yes
Yes
(1)
Majority
Yes
No
12. Postpone
Yes
Indefinitely Main
Motions
INCIDENTAL MAIN MOTIONS
No
Yes
Majority
Yes
No
CH: The Chair declares a (2-minute recess) to .
13. Suspend Rules
Yes
No
No
2/3
No
No
NOTE:
14. Withdraw a Motion
No
No
No
Majority
Yes
No
15. Object to
Consideration
16. Point of Order
No
No
No
2/3
Yes
Yes
If members call for a recess, it should be seconded and voted by a majority vote.
No
No
No
Chairman
No
Yes
Yes
No
Yes
Chairman or
Majority
Yes
Yes
No
No
No
Yes
No
No
Majority
20. Fix Time Next

Meeting
21. Adjourn Meeting
Yes
Yes
No
Majority
No
No
Yes
No
No
Majority
No
No
22. Recess
Yes
Yes
No
Majority
No
No
23.
Question
of
Privilege
24. Point of Information
No
No
No
Chairman
Yes
Yes
No
No
No
No
Yes
After the time lapses, Gentlemen, we now resume our meeting
17.
Appeal
from
Chairmans Decision
18. Division (Verifying a
Voice Vote)
19. Roll Call
Yes
Yes
PRIVILEGED MOTIONS
There are four Basic Types of Motions (in Order of Precedence):

1. Main Motions: The purpose of a main motion is to introduce items to the
membership for their consideration. They cannot be made when any other
motion is on the floor, and yield to privileged, subsidiary, and incidental
motions.
2. Subsidiary Motions: Their purpose is to change or affect how a main motion
is handled, and is voted on before a main motion.
3. Privileged Motions: Their purpose is to bring up items that are urgent about
special or important matters unrelated to pending business.
4. Incidental Motions: Their purpose is to provide a means of questioning
procedure concerning other motions and must be considered before the other
motion.
How are Motions Presented?
1. Obtaining the floor
a. Wait until the last speaker has finished.
b. Rise and address the Chairman by saying, "Mr. Chairman, or Mr.
President."
c. Wait until the Chairman recognizes you.
2. 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.
3. Wait for Someone to Second Your Motion
4. Another member will second your motion or the Chairman will call for a second.
5. If there is no second to your motion it is lost.
6. 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.
7. 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.
8. 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.
c. On a motion to move the previous question may be adapted.
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:
1. By Voice -- The Chairman asks those in favor to say, "aye", those opposed to
say "no". Any member may move for a exact count.
2. By Roll Call -- Each member answers "yes" or "no" as his name is called. This
method is used when a record of each person's vote is required.
3. 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.
4. By Division -- This is a slight verification of a voice vote. It does not require a
count unless the chairman so desires. Members raise their hands or stand.
5. By Ballot -- Members write their vote on a slip of paper, this method is used
when secrecy is desired.
There are two other motions that are commonly used that relate to voting.
1. Motion to Table -- This motion is often used in the attempt to "kill" a motion.
The option is always present, however, to "take from the table", for
reconsideration by the membership.
2. Motion to Postpone Indefinitely -- This is often used as a means of
parliamentary strategy and allows opponents of motion to test their strength
without an actual vote being taken. Also, debate is once again open on the
main motion.
Parliamentary Procedure is the best way to get things done at your meetings. But, it will
only work if you use it properly.
1. Allow motions that are in order.
2. Have members obtain the floor properly.
3. Speak clearly and concisely.
4. Obey the rules of debate.

Opening The Meeting Presentation of Reports

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Opening The Meeting Presentation of Reports

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OPENING THE MEETING

CH: We now come to the Order of Business of this meeting.

SEC: Mr. Chairman, we have ___ members present

CH: Since we have a quorum, our meeting will now proceed.

READING AND APPROVAL OF THE AGENDA

CH: Are there any amendments to the agenda just presented?

CHART ON PARLIAMENTARY MOTIONS

PRESENTATION AND APPROVAL OF MOTIONS

1. Main Motion for

MEMBER: I second the motion.

5. Make Special Order

CH: Mr./Ms. ____ is recognized.

6. Lay on the Table

THE CHAIR DECLARING A RECESS

CH: The Chair declares a (2-minute recess) to .

13. Suspend Rules

14. Withdraw a Motion

20. Fix Time Next

After the time lapses, Gentlemen, we now resume our meeting

There are four Basic Types of Motions (in Order of Precedence):

8. Putting the Question to the Membership

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