PARLIAMENTARY PROCEDURES

PARLIAMENTARY PROCEDURES, WRITING

By:
RESOLUTIONS AND MINUTES
Atty. Ederic M. Apao
PARLIAMENTARY PROCEDURE
WHAT IS PARLIAMENTARY PROCEDURE

 also called rules of order, the generally accepted rules, precedents, and
practices commonly employed in the governance of deliberative assemblies.
Suc
 rules are intended to maintain decorum, to ascertain the will of the
majority, to preserve the rights of the minority, and to facilitate the orderly
transaction of the business of an assembly.
BASICS

 it is an independent or autonomous group convened to determine actions of

the group in free discussion.
 its size is sufficiently large that formal proceedings are necessary;
 its members are free to act, and each member’s vote has equal weight;
 failure to agree “does not constitute withdrawal from the body”
 members who are present act for the entire membership “subject only to
such limitations as may be established by the body’s governing rules.”
IMPORTANT POINTS

 Agenda for the meetings or sessions.

 Making motions or propsosals, to incorporate topics that were not
predetermined in the agenda.
 Voting may be by ballot, by division (i.e., a rising, or standing, vote), by viva
voce (a voice vote), by show of hands, by tellers who may take the count in
various ways, and by yeas and nays (the clerk calling the roll and recording
each vote).
 If there is doubt as to the result of a voice vote, any member may request
that a formal vote be taken.
IMPORTANT POINTS

 Only members in attendance may vote, unless provision has been made for
proxy votes.
 A tie vote defeats an affirmative motion.
 The presiding officer, if a member of the assembly, may vote to break a tie or
to make one.
 The committee of the whole consists of the entire assembly acting as a
general committee.
MINUTES
WHAT IS A MINUTE

 notes that are recorded during a meeting.

 They highlight the key issues that are discussed, motions proposed or voted
on, and activities to be undertaken.
 The minutes of a meeting are usually taken by a designated member of the
group.
 Their task is to provide an accurate record of what transpired during the
meeting.
 Includes the members present, votes taken, motions heard and other matters
relevant in the meeting
STEPS

 Pre-planning
 Record-taking
 Writing or transcribing the minutes
 Sharing meeting minutes
 Filing or storage of minutes for referencing in the future
What to Include in Meeting Minutes

 Date and time the meeting happened

 Names of attendees, as well as absent participants
 Acceptance of, or amendments made to, the previous meeting’s minutes
 Decisions made regarding each item on the agenda, such as:
 Activities undertaken or agreed upon
 Next steps
 Outcomes of elections
 Motions accepted or rejected
 New business
 Date and time of the next meeting
RESOLUTION WRITING
WHAT IS A RESOLUTION

 a formal expression of opinion or intention made, usually after voting, by a

formal organization, a legislature, a club, or other group.

 In law, a resolution is a written motion adopted by a deliberative body. The

substance of the resolution can be anything that can normally be proposed as
a motion
BASIC PARTS

 TITLE
 “WHEREAS” STATEMENTS
 “RESOLVED” STATEMENTS
TITLE

 - must appropriately reflect the intent

WHEREAS STATEMENT

 provides the basic facts and reasons for the resolution. The whereas
statement(s) should lead the reader to your conclusion (resolved).
 Introduce the topic.
 Be factual
 Brief description of the problem or urgency of the same, with its effects.
 Usually, if based of a higher order, site the said order.
RESOLVED STATEMENTS

 - identifies the specific proposal for the requestor's course of action.

 Resolve statements are the only parts of a resolution that the Council and
Board of Directors act upon.
 A single resolution can both recommend changes in the policy and recommend
actions about that new policy.
 The way to accomplish this objective is to establish the new policy in one
resolve (a policy resolve), and to identify the desired action in a subsequent
resolve (a directive).
 the resolve should be stated as a motion that can be understood without the
accompanying whereas statements
end