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2023CI_Parliamentary_Procedure

The document outlines a session on parliamentary procedure, focusing on effective meeting management using Robert's Rules of Order. It covers the principles, roles, and processes involved in running meetings, including the responsibilities of the chair and the importance of maintaining order and inclusivity. Additionally, it discusses the relationship between parliamentary procedure and the Brown Act, as well as resources and alternatives to traditional rules.

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Mark Angelo Enriquez
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5 views25 pages

2023CI_Parliamentary_Procedure

The document outlines a session on parliamentary procedure, focusing on effective meeting management using Robert's Rules of Order. It covers the principles, roles, and processes involved in running meetings, including the responsibilities of the chair and the importance of maintaining order and inclusivity. Additionally, it discusses the relationship between parliamentary procedure and the Brown Act, as well as resources and alternatives to traditional rules.

Uploaded by

Mark Angelo Enriquez
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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Parliamentary Procedure

Friday, July 14, 2023


10:30am-11:45am
Presenters

• Eric Narveson, Evergreen Valley College, ASCCC


Curriculum Committee
• Erik Reese, Moorpark College, ASCCC Area C
Representative

2
Session Description

• Parliamentary procedure provides guidelines for running


effective meetings. For example, Robert’s Rules of Order
Newly Revised aims to facilitate an organization to work out
satisfactory solutions to the greatest number of questions in the
least amount of time, while still providing folks the opportunity to
discuss and share diverse views. Join this interactive session
to learn the basics of how to effectively run meetings and
practice running and contributing to meetings of deliberative
bodies.

3
Outline

• Role & principles of parliamentary procedure


• Basics of Robert’s Rules of Order Newly Revised
• Relationship between parliamentary procedure and Brown Act
• Building an agenda
• Relationship between curriculum committee and academic
senate
• Tools for chairs
• Resources, including alternatives to Robert’s Rules
4
Role of Parliamentary Procedure

• Effective meeting management


• Arrive at the general will on the greatest number of questions in
the minimum amount of time, while being inclusive
• Reach decisions regardless of whether there is total harmony or
impassioned division of opinion

5
Principles of Parliamentary
Procedure

• All voices are heard


• Ability for each member to provide input on topics
• All members have equal rights, privileges, and obligations
• Full and free discussion with a diversity of ideas
• Maintenance of order

6
Role of the Chair

• Introduces agenda items and provides factual context


• Recognizes speakers
• Keeps discussion centered on current item/motion
• Facilitates votes on motions and other items, and announces the results
• Ensures that all members understands exactly what is being voted on
• Remains impartial during the debate
• Maintains the integrity of the parliamentary process

7
Quorum

• Must have quorum to make decisions


• Majority of voting members (more than half)
• Must be maintained throughout meeting

• Note that your bylaws may define quorum differently

8
Basic Process for Motions

• Member obtains recognition of the chair


• Member makes a motion
• Motion must be seconded by another member
• Chair states the motion and opens debate
• Maker of motion may speak first in debate
• Debate ensues
• Chair puts the question, aka facilitates the vote
• Chair announces the results
• Note: Brown Act requires all votes be listed in the minutes
9
Rules of Engagement

• Collegiality and supporting students is the common goal


• Debate ideas, not personalities
• Keep debate focused on the current motion/item being
considered
• All remarks are addressed to the chair

10
General Rules of Debate (partial)

• Members may only speak if recognized by chair


• All discussion must be relevant to motion/item
• Members may speak up to twice on a motion/item
• Each time, members may speak up to 10 minutes
• Members that have yet to speak in a motion/item have
preference
• When possible, alternate between pro and con speakers

11
Request for Information,
Parliamentary Inquiry, and Point of
Order
• Request for Information
• Inquiry as to the facts affecting the business at hand
• Parliamentary Inquiry
• Request for the Chair’s opinion on a matter of parliamentary procedure
as it relates to the business at hand (not a ruling)
• Point of Order
• May interrupt the current speaker if timely
• Member calls attention to a violation of the rules of the assembly
• Must be raised promptly at the time the breach occurs
12
A Few Common Motions
Motion Wording Second? Debate? Amend? Vote
Main motion I move to… Yes Yes Yes Majority
Amend I move to amend the Yes Yes Yes Majority
motion…
Commit or Refer I move that [X] be referred to Yes Yes Yes Majority
a committee…
Postpone I move to postpone… Yes Yes Yes Majority
Previous question I move the previous question Yes No No 2/3
(end debate)
Request for I have a request for No No No --
information information
Parliamentary inquiry I would like to make a No No No --
parliamentary inquiry
Point of order Point of order! No No No --

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Unanimous Consent

• Full process is, perhaps, a bit time-consuming


• Unanimous consent provides a streamlined process
• Chair asks if there is any objection to the desired action
• If there are no objections, the chair declares agreement on the desired
action
• Useful for routine matters and those without opposition

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Chair’s Participation in Voting

• Chair ought to remain impartial


• Does not participate in debate or vote
• Exceptions:
• Chair’s vote will change the results of the vote
• Vote is by ballot
• Changing the outcome examples for majority vote
• If tie vote, motion fails and chair may vote for motion so it passes
• If pro exceeds con by only one vote, chair may vote against causing
motion to fail with a tie
15
Role of Parliamentarian

• Committees may or may not have formal parliamentarian


positions
• Parliamentarian serves in an advisory role, helping the chair
• The parliamentarian does not have the final word
• Only the chair may rule on the final application of the rules

16
Relationship Between
Parliamentary Procedure and the
Brown Act
• Brown Act is law
• Parliamentary procedure are guidelines
• Examples of overlap:
• Consider items on agenda only
• Recording of votes
• Public comments
• May impose time constraints
• Chair (and other members) do not respond
• Types of voting: for example, roll call vote when teleconferencing
17
Professional Development
Opportunities

• Committee retreat or first meeting of the academic year cover


such topics as
• Charge/purpose of committee and place within participatory
governance structures on your campus
• Roles and expectations of committee members
• Parliamentary procedure
• Brown Act

18
Relationship Between Curriculum
and Academic Senate

• Will vary by college


• Does curriculum approved by the Curriculum Committee go
directly to the board (or perhaps district curriculum committee)?
• Or does curriculum approved by the Curriculum Committee go
to Academic Senate for final approval?

19
Building an Agenda: Sample
Agenda Structure 1

• Call to Order*
• Adoption of the Agenda*
• Public Comments*
• Approval of the Minutes
• Action Items
• Discussion/Information Items
• Reports (chairs, AO, etc.)
• Adjournment
20
Building an Agenda: Sample
Agenda Structure 2

• Call to Order*
• Adoption of the Agenda*
• Public Comments*
• Approval of the Minutes
• Unfinished Business
• New Business
• Reports
• Adjournment
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Tools For Chairs Under Pressure

• You got this!


• Deep breaths
• Ensure members understand what is being considered
• No such thing as repeating the motion too much
• Alternating pro and con
• Twice is the max on a motion
• Time limits (default is each time one may speak for 10 minutes)

22
Alternatives to Robert’s Rules of
Order

• Consensus Decision-Making: A Virtual Learning Center


• Democratic Rules of Order (this has to be purchased)
• Simplified Rules of Order
• Atwood’s Rules
• Comparison of Robert’s Rules, Consensus Process and Dynam
ic Facilitation

• Martha’s Rules of Order


23
Resources

• Robert’s Rules of Order in Brief


• Robert’s Rules for Dummies

• Questions: [email protected]
• Request a local senate visit or other visit

24
Practice

• Move to approve presented courses


• Move that coffee ought to be provided at all curriculum
committee meetings
• Move to change curricular management system

25

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