Basic Considerations

1. Purpose of Parliamentary Procedure

   The purpose of parliamentary procedure is to provide an organized way to conduct meetings. It is provided to allow the majority rule but at the same time protecting the rights of the minority. Main motions are the mechanism by which nearly all business is conducted and is the primary tool of the majority. Nearly all other motions are the tools for use by the minority.

2. Role of the presiding officer

   The chairperson of a meeting is expected to be impartial. Therefore, the person chairing a meeting should not enter into debate. However, the chair may vote by secret ballot or to make or break a tie since none of these circumstances violates the chair’s neutral position..

   A good chair is decisive and rules on motions and should not equivocate. For members who believe the chair is incorrect in its decision have parliamentary recourse to deal with their concerns.

   In using the gavel, the chair should use it firmly, not harshly. One tap signals that an item of business has been completed. It also is the signal to be seated. Two taps signals the meeting is to begin. Three taps is the signal to rise. A series of short raps is a signal for order.

   After a motion has been made and seconded, the chair should state the motion for the entire group before any further action is taken such as discussion or a vote.

3. Obtaining the floor and stating a motion

   Generally, a person wishing to obtain the right to speak or make a motion simply stands and addresses the chair by stating, "Mr./Madame President (Chairperson). Once the chair recognizes the individual by name, the person may then offer their statement or motion. Generally, motions are stated, "I move . . ."

4. The concept of precedence

   Precedence is a method established for determining priority of handling motions which allows the concept of one thing at a time to be in force during a meeting. Main and unclassified motions are at the bottom of precedence while Privileged motions are highest. Subsidiary motions are in the middle and Incidental motions are simple handled as they arise. The subsidiary and privileged motions are listed in order of precedence.

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Send questions about this website to Denise Davies at ddavies@ag.arizona.edu.   For course information or questions not included in these pages contact Dr. James Knight. Copyright (c) 1998 Department of Agricultural Education, The University of Arizona.  Website version 1.2, last updated on Thursday, August 16, 2001.