FAQ: Parliamentary Procedure

FAQ: Parliamentary Procedure by Karen Goodwin

The answers to these FAQs are intended for discussion purposes and to provide the reader with useful ideas and general guidance on the topics and issues covered. This article does not constitute legal advice and information provided may require consultation with applicable professionals to appropriately apply to specific circumstances.

What is the purpose of using parliamentary procedure?

Parliamentary procedure was developed to protect the rights of everyone involved in a meeting. By using a structured approach to a meeting, all parties have an opportunity to be heard in an orderly fashion.

Is it required to use parliamentary procedure? Is there a state or federal law that requires boards to use these procedures?

Parliamentary procedure is not required by state or federal law, but it is typically adopted by municipalities as their method of conducting business. State statutes do provide authority for cities to adopt rules to govern their proceedings. What are the most commonly used motions?

The most common motions are a main motion that introduces business for consideration, motion to postpone, point of order, motion to table, motion to amend, and of course, motion to adjourn.

What are a few examples of misused motions that boards make?

One very common misused or misunderstood motion is the motion to table. Typically, an item is tabled within the same meeting so that the board can revisit this item later in the meeting. It is called “laying it on the table” and a motion then is required to “remove it from the table” to bring it back for discussion. This motion sometimes gets confused with postponing or continuing an item that is typically used for pushing an item to another scheduled meeting.

Do you have any good references, books, websites or guides you would recommend?

Parliamentarians.org is a good resource for books, FAQs and guides.

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Can you provide examples or scenarios of how parliamentary procedure works?

For a municipality, the main motion, or the motion to approve an item on the agenda, is most prevalent. Typically, a bill is introduced by a board member and read for the first time. A board member then moves to read the bill for a second time, seconded by another board member. Now the bill is on the floor for discussion. After the discussion takes place, the chair calls for a roll call vote of the board for final passage of the bill to become an ordinance.

What is the role of the city clerk in administering parliamentary procedure?

City clerks have historically been relied upon to know parliamentary procedure and advise their boards on the proper usage. We all learn very quickly in our careers as city clerks that we need to know how to guide our boards in meetings because we are typically the constant presence and board leadership can change often.

How do you amend a motion?

Once a main motion is on the floor for consideration, a motion can be made to amend it (or change it in some way). The motion requires a second and a majority vote of the board. If there is an amendment on the floor for a vote, it must be voted upon before the main motion can be voted upon. What is the process of making a motion? For example, is it make a motion, discuss, vote on motion; or make a motion, vote on the motion and then discuss or something totally different?

A motion is made to put an item on the floor for discussion. The motion is seconded and before the motion is voted upon, the chair should call for discussion. Once discussion is ended, then the chair calls for the final vote.

Is parliamentary procedure different based on the class of the city (3rd, 4th, charter, village)?

Parliamentary procedure is the same for all organizations that adopt it as their preferred method of conducting meetings. Robert’s Rules of Order is the most popular but there are other similar formats also available.

Karen Goodwin is the city clerk for Florissant, Missouri. She is the recipient of the 2021 Outstanding City Clerk Award from the Missouri City Clerks and Finance Officers Association. Goodwin has earned the designation of Missouri Professional City Clerk (MPCC), the highest level for a city clerk in Missouri. She has also earned the designation of Master Municipal Clerk from the International Institute of Municipal Clerks (IIMC).

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