Parliamentary Procedure Quick Reference

Robert’s Rules of Order is a manual of parliamentary procedure that governs how boards hold meetings. A board’s culture will determine how formal, or informal, business meetings operate. 

Basic Principles

Parliamentary procedure provides a structured way to conduct meetings efficiently and fairly.

• Majority rules, but minority rights are protected.
• One issue is discussed at a time.
• Debate is structured and respectful.
• Decisions are made through voting.
• The chairperson facilitates but remains neutral.

Meeting Structure

A standard meeting follows this order:

• Call to Order – The chairperson officially starts the meeting.
• Roll Call – If required, attendance is recorded.
• Approval of Minutes – Previous meeting minutes are reviewed and approved.
• Reports – Officers and committees provide updates.
• Unfinished Business – Items from previous meetings are addressed.
• New Business – New topics and motions are introduced and discussed.
• Adjournment – The meeting is formally closed.

Handling Reports

• Reports provide information and do not require a motion unless action is recommended.
• Reports should be clear, concise, and relevant.

Making & Handling Motions

Making a Motion

• Motion – Member makes a motion.
• Second – Another member seconds the motion.
• Restate – President restates the motion.
• Debate – Members discuss the motion.
• Amend – Main motion is modified.
• Vote – President restates motion and calls for a vote.
• Announce – President announces the result of the vote. 

Common Types of Motions

• Main Motion – Introduces new business.
• Amendment – Modifies a motion.
• Refer to Committee – Assigns an issue for further study.
• Postpone or Table – Delays discussion.
• Call the Question – Ends debate and forces a vote.
• Point of Order – Raises a concern about procedure.
• Adjournment – Ends the meeting.

Forming a Committee

• A motion is made to form a committee.
• The purpose, timeline, and responsibilities are defined.
• Members are appointed or elected.
• The committee reports back with findings and recommendations.

Nominations & Elections

Methods of Nominations:

• Open Floor – Any member may nominate.
• Nominating Committee – A committee presents candidates.
• Self-Nomination – Allowed in some organizations.

Election Procedures:

• Secret ballot is preferred for fairness.
• Majority vote typically decides.
• If no majority, a runoff may be needed.

Voting Methods

• Voice Vote – “Aye” or “No.”
• Show of Hands – Visual confirmation of votes.
• Roll Call – Each member states their vote individually. (Required by Open Meetings Act)
• Ballot Vote – Written votes for privacy.

Simplified Parliamentary Procedures for Small Groups

Small boards and committees do not have to follow certain parliamentary procedure rules. According to Robert’s Rules of Order, small means no more than about 12. 

• Members do not need to stand for recognition.
• Discussion can occur before a motion is made. 
• Discussion can be informal but structured.
• The chair can participate in discussion.

Troubleshooting & Common Issues

• Conflict of Interest – Involves any action, inaction, or decision which would materially affect his or her financial interest (or their family members or business associated with).
  • The individual should reveal the conflict or potential conflict to the other members and recuse themselves from any action or vote. Recusal means leaving the room and not participating in the discussion or decision on the matter in question.
• Confusion About Rules – The chair clarifies or refers to a parliamentarian.
• Meetings Running Long – Set time limits and prioritize discussion.
• Tied Vote – The chair may cast the deciding vote if allowed.