Parliamentary Procedure: Formal Procedure Followed in the Conduct of Meetings

August 25, 2024 4 min read Social Sciences History Politics Governance Meetings Robert's Rules of Order Formal Procedure

Parliamentary Procedure refers to the formal procedures followed in the conduct of meetings, usually guided by Robert's Rules of Order, to expedite and organize the meeting's agenda.

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Parliamentary Procedure is the standardized set of rules and guidelines designed to govern the conduct of meetings and decision-making processes within deliberative assemblies. It ensures efficiency, fairness, and orderliness during discussions and debates, paving the way for structured and democratic decision making. The most widely recognized authority on parliamentary procedure is Robert’s Rules of Order, a manual of parliamentary law authored by Brigadier General Henry Martyn Robert in 1876.

Objectives of Parliamentary Procedure

Efficiency: Facilitate the smooth and orderly conduct of meetings.
Fairness: Ensure each member has an equal opportunity to participate.
Clarity: Provide a clear method for making decisions.
Consistency: Maintain uniformity in following established procedures.

Key Components of Parliamentary Procedure

Motions

A motion is a proposal that the group take specific action or contemplate an issue. Motions are ranked by precedence, which determines the order in which they should be resolved.

Main Motions: Introduce new business or propose a decision.
Subsidiary Motions: Modify or affect how a main motion is handled (e.g., amend, table).
Privileged Motions: Address urgent issues unrelated to the pending business (e.g., adjourn, recess).
Incidental Motions: Deal with procedural questions arising from other motions.

Debate and Voting

Debate: Allows members to express their views and arguments for or against the motion.
Voting: Various methods can be used including voice vote, roll call vote, secret ballot, or show of hands.

Quorum

A quorum is the minimum number of members that must be present for the meeting to be legally valid and for decisions to be made.

Special Considerations

Amendments and Modifications

Motions can often be amended or modified before final approval. An amendment must be germane to the original motion.

Meetings and Sessions

Regular Meetings: Held at stated intervals.
Special Meetings: Convened to address urgent matters.
Executive Sessions: Closed meetings for sensitive matters.

Historical Context

Parliamentary Procedure traces its roots back to the early English Parliament of the 13th century. The modern format practiced today in many democratic societies is largely based on the adaptation and refinement of these earlier systems. Robert’s Rules of Order was specifically designed for use in the rapidly growing United States, reflecting Henry Martyn Robert’s military precision and organizational skill.

Applicability

Parliamentary Procedure is applicable in a variety of settings including assemblies, clubs, boards, councils, and governmental bodies. It is integral in:

Governmental legislative bodies.
Corporate board meetings.
Non-profit organizations.
Professional associations.

Consensus Decision-Making: Unlike majority rule, consensus seeks agreement from the entire group.
Democratic Procedures: Focuses on ensuring majority rule with minority rights protected.
Facilitation Techniques: Often employed in informal settings and focus on collaborative strategies.

Agenda: A structured outline of the topics and motions to be discussed in the meeting.
Chairperson: An individual who presides over the meeting and ensures adherence to the procedural rules.
Minutes: The official written record of the actions taken during a meeting.

FAQs

What are Robert's Rules of Order?

Robert’s Rules of Order is a manual of parliamentary procedure that provides the established rules for conducting meetings in an organized and systematic manner.

Why is Parliamentary Procedure important?

It provides a framework that promotes efficiency, fairness, and respect in decision-making processes.

How does a motion get introduced?

A motion is formally introduced when a member rises, obtains the floor, and states “I move that…”, followed by the specific proposal. Another member must second the motion for it to be considered.

Can the Chairperson vote?

The Chairperson votes only to break a tie or when the vote is conducted by ballot, unless otherwise stipulated by the organization’s rules.

What is a quorum?

A quorum is the minimum number of members required to be present for the meeting to be valid and for business to be conducted.

References

Robert, H. M. (1915). Robert’s Rules of Order Revised. Chicago: Scott, Foresman and Company.
Cannon, H. W. (1956). Cannon’s Concise Guide to Parliamentary Procedure. Indianapolis: Bobbs-Merrill.

Summary

Parliamentary Procedure is essential in creating an orderly, efficient, and democratic process for conducting meetings. Rooted in traditions dating back to the early English Parliament, its modern form is predominantly shaped by Robert’s Rules of Order. With clear structures for motions, debates, voting, and amendments, it ensures equitable participation and decision-making in various organizational settings.