Parliamentary Procedure Tips

Article VIII-Section 3 (Parliamentary Procedure) of the ISUAA Bylaws states, “Matters of procedure in parliamentary practice, not covered in the Articles of Incorporation or these bylaws, shall be governed by the latest edition of Robert's Rules of Order.”

The purpose of these tips is to help all board members understand some basics of following proper parliamentary procedure for board and committee meetings. The use of parliamentary procedures promotes efficient meetings so the business can be transacted in an orderly manner. Practicing proper parliamentary procedure also helps the group in the following ways: • address one item at a time,

• extend courtesy to all involved in the meeting, • ensure majority rules, and • protect rights of all members.

Use of gavel

This is a symbol of leadership, and it helps keep meetings flowing efficiently. • One tap (3 basic uses) - 1. After announcing results of vote; means that business item is completed. 2. Meeting is adjourned. 3. Members are to be seated. • Two taps - Officially call meeting to order. • Three taps - Signal that all members are to stand (such as for salute to flag). • Series of taps (2 basic uses) - 1. Get members attention. Everyone is to be quiet and sit down so meeting can be called to order. 2. Restore order; help get attention and focus back on the current business item.

Basics of a motion to formally and properly make decision on a business item which is officially on the approved board or committee agenda.

Agenda should clearly show which items will need board or committee approval. 1. Report/update is given by board member and/or staff 2. Discussion and questions on item. 3. Chair asks for a motion to approve specific item which has been indicated needs board/committee approval. 4. Member is recognized by chair, and member presents motion in proper form - “I move that (give specific business item) be approved. 5. Chair asks for a second.

6. Another member seconds the motion.

7. Chair calls for discussion on motion.

8. Upon completion of discussion, Chair calls for vote (All in favor; then, all opposed, and any abstaining).

Special Note: Vote is usually by voice, but chair can take a vote by show of hands or by asking members to stand. If special circumstances call for a recorded vote (due to policy or chair wants to be sure all members vote), than a roll call vote is taken.

9. Chair announces vote results with one tap of gavel and moves on to next item on agenda.

Robert's Rules of Order has many specific motions that can be used to help conduct efficient and productive meetings. Two basic motions that could sometimes be used in a meeting are the motion to amend and the motion to refer to a committee.

• Amend is when during discussion on a motion, a board/committee member can add/delete language in the original motion by properly approving such an amendment before voting on the main motion as amended..

• Refer to a committee is when discussion on a motion brings up areas or questions that need further information before a final decision can be made. If approved, the committee is charged to get information and bring item(s) back to a future meeting for the final decision to be made by the

Board.

Adjourn the meeting

1. Chair calls for motion to adjourn after all items on agenda are completed. 2. Member is recognized and moves to adjourn. 3. Chair gets a second from another member. 4. Chair takes vote (Note- motion to adjourn is not debatable so no discussion).

Consent Agenda

An organization can follow protocol to have this on agenda. Basic item is minutes of previous meeting to be approved. ISUAA Board protocol has been to include formal approval of an appointment of a board associate to a committee or a non-alumnus/a representative to the board as part of the consent agenda. Key point of proper parliamentary procedure on 'Consent Agenda' is that it means one motion is properly presented and seconded to approve the 'Consent Agenda.' Chair can ask for minor clarification or correction on minutes but no open discussion is allowed! Immediately take vote!! If a board member wants to discuss something specific on the 'Consent Agenda,' chair must move that item off the 'Consent Agenda' and place it later in the meeting as a separate item to be fully discussed and then properly voted on.

Executive Sessions

(Formally known as 'Closed Meetings of the Board') Such sessions should be of very, very limited use by the ISUAA Board of Directors. The primary function of a Planned Executive Session should be to discuss/review the ISUAA President/CEO evaluation. Only if a specific legal or liability issue has come forward on an item, should such a session be on the agenda. The ISUAA Board adopted an Executive Session Policy in 2018. The current board chair needs to be responsible to ensure all board members understand this policy and ensure the policy is followed. The Executive Sessions Policy, adopted by the ISUAA Board of Directors, meets all basic parliamentary procedure rules for these sessions as well as legal requirements.