PARLIAMENTARY

PROCEDURES

SALVADOR V. VALEROSO
what is
PARLIAMENTARY
PROCEDURES?
 PARLIAMENTARY
PROCEDURES

The business procedures

which originated in the
parliament of
England, and
which are generally adopted
and followed by the law making
bodies of democratic countries.
Although certain modifications
may have been made to
conform to local conditions.
 IMPORTANCE OF PARLIAMENTARY
PROCEDURES

01 02 03 04 05

It achieves It gives everyone It achieves brief, It respects the It enriches the

effective, the opportunity concise, accurate will of the value of
efficient and to be HEARD and business-like majority and LEADERSHIP
ORDERLY DISCUSSIONS protects the
meeting RIGHTS of the
minority
 DEMOCRATIC PROCESSES IN
CONDUCT OF MEETINGS
All members have
equal rights to
deliberate, discuss, The
1 and exercise the 3 Chairman/presiding 5
privileges and
officer must be
obligations afforded
to them. impartial

General Membership Singularity of the Impartiality and Will of majority

EQUALITY
Interest prevails subject fairness prevails

Personal and private Only one subject The majority

interests of a will have the decision is the
member should be
2 attention of the 4 group’s collective
subordinated to that
of the general participants at one decision
membership time.
 DEMOCRATIC PROCESSES IN
CONDUCT OF MEETINGS
Total, full and free This calls for proper
discussion for or observance of
6 against the motion, 8 courtesy to others. 10
proposal, resolution No one should speak
or question shall be while another has the
allowed floor
Every motion adopted must
Minority must be Business-like
Free Discussion be voted or decided upon Decorum
protected by the body proceedings

Rights of minority -- In all meetings, the

deserve protection transactions
but must abide by the
7 9 related therewith
decision of the
majority shall be conducted
in a business-like
manner
ROLE OF ATTENDEES
DURING MEETINGS
 ROLE OF THE PRESIDING OFFICERS

Recognizes Decides Restrains States Enforces

the the order speaker each good
speaker of within the motion decorum
speaking limits of before it

3
1

5
the rule is
discussed
& before
it is put
into vote
 ROLE OF THE PRESIDING OFFICERS

Declare Decides Decides Creates & Assist in

recess or point of manner of appoints wording of
adjournment order & voting in committees motions if
anytime if questions certain when proposer

10
8
6

9
decorum is of privilege cases authorized requests
not to do so assistance
observed
properly
ROLE OF THE PRESIDING OFFICERS

Must be Ejects May vote Puts

impartial unruly when motion to
and equal members allowed a vote &
to all from place under the announces

13
11

12

14
members of meeting rules the result
with
prudence
 PARLIAMENTARY DON’TS FOR
PRESIDING OFFICERS

Don’t fail to start Don’t stand during Don’t take part in Don’t allow
the meeting on debate or while a debate while you members to deal in
time (a quorum 01 report is being 02 are the Chair. If 03 personalities while 04
being present) – given you must speak, debating
ten minutes turn the chair over
grace may be to the vice-
allowed chairperson, do not
return to the Chair
until the vote has
been taken
 PARLIAMENTARY DON’TS FOR
PRESIDING OFFICERS

Don’t say “I Don’t say “You Don’t strike with Don’t lose your
think”, “I are out of order”, the gavel any calmness,
appoint”, “It’s my 05 when you mean 06 harder than 07 objectivity, or 08
opinion”, etc. but “The motion is out necessary to impartiality.
say “The Cahir of order”. attract the
thinks”, “The attention of the
Chair appoints”, members.
“It is the opinion
of the Chair”, etc.
 ROLES OF THE SECRETARY

Ensure that the Minutes of

the Meeting were duly Ensure that all members of
attested by the presiding the body have the necessary
officer after every meeting 6 1 materials for the meeting

Keep with him copy of

Assists the presiding the notice,
office during the 5 2 acknowledgement
conduct of meeting receipts and other
related documents

Take the minutes of the 4 3 Certify the presence of quorum

meeting
 ROLES OF OTHER MEMBERS

1 2 3

➢ Arrived on time for ➢ Assemble and ➢ Second the motion

the meeting. You attend meetings in immediately if you
maybe needed to proper attire are in agreement
complete a with motion
quorum
 ROLES OF OTHER MEMBERS

4 5 6

➢ Listen and do not ➢ Participate in the ➢ Allow and

interrupt speakers debate if you have encourage others
unless allowed by a viewpoint to who are not
rules express speaking
1 Existence of a Quorum

2 Observance of Order of Business

3 Observe Rules on Speaking

1
The number which
In any will constitute a
cooperative, quorum is usually
no action specified in the BY-
taken at a EXISTENCE LAWS OF THE
COOPERATIVE, but
meeting is OF A
where the by-laws
legally binding QUORUM are silent on the
unless a matter, a quorum is
the majority of
QUORUM
those registered
existed members in good
standing
 OBSERVANCE OF
2 ORDER OF BUSINESS
The order of business is usually
provided in the by-laws. It is a
program or outline of things to be
done or the matters to be taken
up ahead which must be followed
and properly observed
As a rule, the Order of Business
cannot be arbitrarily re-arranged
without making a formal motion
to this effect and duly approved
by the body
 • The Author of the motion should be
3
a given priority to speak first

b • The member who has not spoken on

OBSERVE RULES an immediate pending question has
ON SPEAKING the priority over one who has already
spoken on it
• If 2 or more
members seek c • The Chair should give equal
recognition, opportunity to members to speak
the Chair shall out their views on either side of
be guided by the issue
the following d • All matters being equal, the member
rules: who seldom speaks is given
preference; and

e • A non-speaking member must be

encouraged by the Chair to participate
and speak.
 Main or principal
Motions

Subsidiary
Motions

Incidental
Motions

CLASSIFICATION Privileged
OF Motions 4
MOTIONS
Some Main and
Unclassified
Motions 5
 2 3 4 5
SUBSIDIARY INCIDENTAL PRIVILEGED UNCLASSIFIED
MOTIONS MOTIONS MOTIONS MOTIONS
➢ Lay on the Table ➢ Questions of Order and
➢ The Previous Question Appeal ➢ Fix the Time to ➢ Take from the
➢ Limit or Extend Limits ➢ Suspension of the Rules which the Table
of Debate ➢ Objection to the Assembly shall ➢ Reconsider
➢ Postpone Definitely, or Consideration of a Question Adjourn ➢ Rescind
to a Certain Time ➢ Division of the house ➢ Adjourn ➢ Other
➢ Commit or Refer, or ➢ Motions relating of ➢ Take a Recess
Recommit methods of Voting
➢ Questions of
➢ Amend a motion ➢ Motions relating to
➢ Postpone Indefinitely Nominations privilege
➢ Requests growing out of ➢ Call for the Orders
Business Pending or that of the Day
has just been pending
➢ Parliamentary Inquiry
➢ Request for Information,
Withdraw a Motion or for
any other Privilege
 ORDER OF PRECEDENCE
The ordinary motions are rank, the
lowest in rank being at the bottom and
Fix the Time to which to
the highest at the top of the list. When
any one of them is immediately
pending the motions above it in the list
1 Adjourn

are in order, and those below are out of

order

Call for the Orders of the Day Adjourn

Raise a Question of Privilege Take a Recess

 ORDER OF PRECEDENCE

Lay on the Table Previous Question

Postpone Indefinitely Limit or Extend Limits of

Debate

Commit or Refer Postpone to a Certain Time

 HANDLING
PRODUCTIVE MEETINGS
 USES OF GAVEL

1 short sharp tap follows an

announcement of recess or 3 taps precede the “ calling
adjournment of meeting to order ”
6 1

2 taps signifies that the

1 soft tap signifies that a members rise for ritual,
decision has been made 5 2 if any

Series of soft taps may be made 4 3 1 tap tells that members may sit
to restore dignity and order down after the ritual
 ORDER OF BUSINESS

Proof of Consideration
of the
Due previous
Notice minutes

Call to Consideration
Roll Call of Reports
Order
 ORDER OF BUSINESS

Election of
Directors New
and Business
Committees
Approval of
Unfinished the
Development Adjournment
Business Plan/Annual
and Budget
Calling an
Assembly
Meeting to HOW?
order
Bringing a group of persons who are assembled to a state of readiness so that it can
transact smoothly all business which come up in the meeting.
Marks the beginning of a formal meeting and the transaction of official business.

The presiding officer

may say: “the Chair
declares that there
is a quorum, our
meeting will now
come to order.”
 Orders of the day are items that are
Calling for included in the order of business for a
meeting. The assembly should not deviate
Orders of the from taking these matters unless the rules
are first suspended. Otherwise, the
Day assembly is out of order.

“Mr. Chairman, I call for the

order of the day.” HOW?
Note: No one can rise without waiting to be recognized, and even when someone is speaking on the floor.
SUSPENDING
RULES
“Mr. Chairman,
Standing rules are those
I move to suspend the
which may be adopted from standing rule about
time to time by the assembly to (such and such)
protect the interest of the
cooperative and its members. (They
are different from rules embodied in
the by-laws).
OBTAINING THE
FLOOR HOW?
❖ One should raise one of the
hands to catch the
Securing permission attention of the Chairman
from the chairman to
rise and speak ❖ If his raised hand is not
before an assembly noticed, he may say: “Mr.
Chairman!”

Note: One should not rise while asking for the floor and one must not ask for the floor while another has it.
PRESENTING
A MOTION
HOW?
A proposal that is
presented before • The person who has the
an assembly for its floor may say: “Mr.
consideration and Chairman, I move that….”
• After presented, he must
disposal sit down (yields the floor
to the presiding officer)

Note: Motions should be presented and seconded at the proper time to be in order.
 SECONDING
An Expression of A MOTION
agreement with
Note:
the proposal When a motion reading was not
seconded, it cannot be
entertained. Chairman may say:
“For want of a second, the

HOW? motion is not in order.”

• One may rise or remain

seated and say “I second
the motion” or “I second
it” or “seconded”
Stating a
HOW?
Motion Chairman may say it by
saying: “It was moved and
Repeating it before the seconded that….”
assembly for its information
and consideration. (Unless
it has been stated, the
motion is not yet before the
assembly for consideration)

Note: Motions should be stated in the same way they were said when moved.
 DISPOSING MOTIONS

SECOND
THE VOTING
MOTION
ANNOUNCING
DISCUSSION THE RESULT
MOTION AND EFFECT
OR DEBATE
OF THE VOTE
 DISCUSSING A
PROPOSAL
Analyzing and studying
its merits and defects HOW?
with a view of reaching a
decision on how it
The Chair may say
should be disposed off
after the motion:
“Any remarks”

Note: Discussions usually start with the explanations and remarks of the mover.
 LIMITING
The act of
DEBATE
shortening the time
for the debate, or
reducing the
number of speakers
during the debate
HOW?
One after obtaining the floor
may say: “Mr. Chairman, I move
to limit the debate by (tells
how).”
 TAKING A RECESS
DURING MEETING
An intermission during OW
H ?
a meeting or session of
an assembly.
One may say: “ Mr.
Chairman, I move
that we take a recess
for ______.”

Note: After the recess, the Chair then say: “The Chair declares that the recess has ended; the meeting will now come to order.”
QUESTIONS OF
PRIVILEGE
Are those which
members usually
rise in relation to
their convenience, HOW?
comfort, honor or One may say: “Mr.
rights during the Chairman, I rise to a
meeting question of privilege.”

Note: The mover shall wait until the Chairperson requested him to state his question.
 FIXING THE TIME AT WHICH TO
ADJOURN ASSEMBLY

One may say: “Mr. Chairman,

I move to fix the time to
Usually fix the tine adjourn to ____.” HOW?
which to adjourn if
the agenda is so
crowed that all
important items
cannot be taken up
when the body
adjourns too soon.
ADJOURNING AN
ASSEMBLY

W
The motion will
MEETING be worded as: “Mr.

?
Chairman in
Putting off until a

O
as much as the
later day the
assembly have
transaction of
disposed all the
business. If the
agenda, I move
assembly will not H that we adjourn
meet again, it means
until ____.”
closing the
transaction of
business.
REFERRING TO A
COMMITTEE OW

H
?
Entrusting it to a One may say: “Mr. Chairman, I move
group of member that the motion be referred to a
committee.”
for further study
and appropriate
The Chairman may say, without waiting for a motion:
action or “The motion is referred to the committee.”
recommendation

Note: The committee must be instructed on what to do and when to make the reports.
 VOTING ON A PROPOSAL
If the assembly replies by
saying, “Question”, the
• Deciding whether it should or not be Chairman should then put the
question to a vote.
approved
• Taken to determine how many of those
in an assembly favor or oppose a HOW?
proposal

The Chairman may say: “Is the

assembly ready for the
question?”
QUESTIONS OF ORDER
• Motions which seek to maintain
or restore, order, proper decorum
and good atmosphere
• One may rise without waiting for

A recognition and then say: “Mr.

Chairman, I rise to a point of order.”

B The Chairman may then say: “Will the

HOW? gentleman state his point of order.”

C The member should again rise and state

and tell what is not in order
 APPEALS FROM
DECISIONS
• Is a request for HOW?
reconsideration of
• The member may say: “Mr.
a decision, which
Chairman I appeal from the
the presiding
decisions of the chair.”
officer rendered
• After it was seconded, the
with respect to
Chairman must attend to it
points of order
immediately by saying: “An appeal
raised on the
from the decision of the Chair has
floor.
been raised, will the gentleman
explain his reasons for the appeal.”

Note: Vote should be taken.

POSTPONE ACTION
ON A MOTION
(Definitely or Indefinitely)
One may say: “Mr.
Delaying its consideration to a Chairman, I move to
certain definite or indefinite postpone the action on
the motion … (tell the
time
time).”

HOW?
MOTION TO
RECONSIDER A VOTE
- Voting on a question once more inspite of a fact that a vote or it had already been
taken, it is prompted by a change in the thinking of those who previously voted with
the prevailing side when the question was first put to a vote

HOW?
• One who voted with the prevailing side after obtaining the floor may say: “Mr. Chairman,
I am one of those who voted for the motion, after considering my previous stand and
what I now believe, I would like to move for the reconsideration of the vote on such
question.
 AMENDING THE MOTION/
PRESENTING AN AMENDMENT

• A proposed alteration,
modification, revision, or change
on a motion or resolution that is
under consideration before an

HOW?
assembly.
• Moving it for assembly to
consider.
• One should first obtain the
floor and say: “Mr.
Chairman, I move to amend
the motion by . . . “
 LAYING MOTION
ON THE TABLE
HOW?

• To temporarily rest the

motion on times when
it is not ready to make The mover has to obtain
final decisions the floor and then say: “Mr.
Chairman, I move that the
pending motion/proposal
be laid on the table.”

Note: The delay of final action should be for a short period only because a motion laid on the table indefinitely is
considered a “dead” motion.
 DIVISION OF THE HOUSE OR
ASSEMBLY
• The verification of votes taken on motion/proposal

HOW?

One can immediately rise and Chairman must immediately

speak without waiting to be inform the assembly by saying:
recognized before saying: “Mr. “Division of the assembly has
Chairman, I call for the division been called.”
of the assembly.”.

Note: Voting should be followed immediately.

 ANNOUNCING THE RESULT
OF A VOTE

Telling the assembly how it voted

and the nature of the decision
HOW?
reached and should include the
effect of the decision.

The Chairman may announce: “There being

____ in favor of the motion, while ______ voted
against it, it is approved. Therefore . . . . “
 INQUIRIES AND REQUESTS
Incidental motions which come up in connection with the business of the assembly, presented by those
who like to ask for vital information which help them in making a decision

When a member
One may say: “Mr.
doubts his knowledge Chairman, I rise to a
about the rule or parliamentary inquiry.”
procedure.
a.) PARLIAMENTARY
INQUIRY HOW?

If recognized, he may then

inquire by saying: “I would like
to know whether ________.”

Note: The Chair must always attend to parliamentary inquiry.

 INQUIRIES AND REQUESTS
b.) REQUEST FOR INFORMATION
- Raised when member likes to
ask the chairman or a speaker • Member may rise and say: “Mr.
to give certain information that Chairman, I rise for information.”
is pertinent to the topic • The movant may answer

HOW?

c.) Request to Withdraw a Proposal

- Usually presented by one who
finds his proposal untimely and
irrelevant
 MOST COMMONLY
USED PARLIAMENTARY
ABILITIES
 Most Commonly Used Parliamentary Abilities
KIND OF NEED DEBATABLE? AMENDABLE? RECONSIDERED? WHAT
MOTION SECOND? VOTE?
Adjourn to
definite time Yes Yes Yes Yes M
Adopt or
accept a Yes Yes Yes Yes M
report
Adopt a
resolution Yes Yes Yes Yes M
Amend a
motion Yes Yes Yes Yes M
Amend an
amendment Yes Yes No Yes M
Amend a by-
laws Yes Yes Yes Yes 2/3
 Most Commonly Used Parliamentary Abilities
KIND OF NEED DEBATABLE? AMENDABLE? RECONSIDERED? WHAT
MOTION SECOND? VOTE?
Appeal from
the decision Yes Yes No Yes M
Call for order
of the day No No No No None

Call for
previous No No No Yes2 2/3
question
Call for
division of No No No No None
the house
Close of the
nominations Yes No Yes No 2/3
Commit to a
committee Yes Yes Yes Yes3 M
 Most Commonly Used Parliamentary Abilities
KIND OF NEED DEBATABLE? AMENDABLE? RECONSIDERED? WHAT
MOTION SECOND? VOTE?
Fix time for
adjournment Yes Yes Yes Yes M
Lay motion
on the table Yes No No Yes M

Limit or
extend Yes No Yes Yes 2/3
debate
Main or
principal Yes Yes Yes Yes M
motion
Make motion
special order Yes Yes Yes Yes 2/3
Parliamentar
y inquiry No No No No None
 Most Commonly Used Parliamentary Abilities
KIND OF NEED DEBATABLE? AMENDABLE? RECONSIDERED? WHAT
MOTION SECOND? VOTE?
Postpone
definitely Yes Yes Yes Yes M
Postpone
indefinitely Yes Yes No Yes4 M

Objection to
consideration No No No Yes5 2/3
Raise a point
of order No No No No None
Question of
privilege No No No No None
Suspend the
rules Yes No No No 2/3
 Most Commonly Used Parliamentary Abilities
KIND OF NEED DEBATABLE? AMENDABLE? RECONSIDERED? WHAT
MOTION SECOND? VOTE?
Suspend a
standing rule Yes No No Yes M

Take a recess Yes Yes7 No Yes M

CODE OF CONDUCTS
DURING MEETINGS
 CODE OF CONDUCTS

Come prepared to
Be on time. If there Be respectful to No use of cell
meetings; e.g. bring
is any reason that fellow teammates; phones during
necessary materials
you are going to be e.g. allow them to meetings. Shut them
and resources, know
late, notify a team speak freely, listen to off!
the information,
member prior to the ideas, and encourage
have tasks
meeting; open thinking
completed, and be
ready to work;
 CODE OF CONDUCTS

Laptops are to be Don’t speak on a

Stay focused during Observance of
used for group motion while the
the meetings and objectivity when
related material vote is being
work on the task at there is a
only; e.g. no instant counted or taken;
hand throughout disagreement of
messenger, the entire meeting ideas or when a
Facebook,
duration. decision is being
MySpace, etc. made.
 CODE OF CONDUCTS

Don’t carry a Don’t fail to address Each group member Don’t use your Don’t leave the
conversation with all proposals and/or will put forth their knowledge on meeting, unless
your neighbor while questions to the best effort when parliamentary law necessary, until the
someone is Chair; working in the group; to hinder business Chair declares the
speaking; no excuses will be by constantly meeting adjourned.
made for not raising points of
completing a task or order ; and
complying with a rule.
MINUTES OF THE
MEETING
 MINUTES OF THE MEETING

Are the official records

of all business
transacted, activities records all the
undertaken, plans activities of the
projected of the meeting for
MINUTES
meeting. They future
constitute the impartial reference
account of the business The
accomplished at a Secretary
specified meeting.
CONTENTS OF THE MINUTES NAME OF THE
COOPERATIVE

TYPE OF
MEETING

Information
if minutes of
previous Date,
meeting were Time and
approved as
read and Place of
corrected; Meeting

Attendance
CONTENTS OF THE MINUTES
Reports

Business at
the meeting

Name and Exact

Signature of wording of
the Secretary all motions,
duly attested the
by the proponent
Chairman. and the
number of
votes taken
Time of
adjournment
The function of education is to teach one
to think intensively and to think critically.
Intelligence plus character - that is the
goal of true education.

Dr. Martin Luther King, Jr.