Parliamentary Procedure

Rachel Hare-Mustin

What is Parliamentary Procedure?

Parliamentary procedure is a set of rules that a group uses to make decisions in an orderly and fair way. In the United States parliamentary procedures derive from the rules of the British Parliament and the United States Congress. There are several parliamentary systems of procedures, which vary somewhat in complexity and details. However, all of them are based on the same principles. Our adopted parliamentary authority is Keesey's Modern Parliamentary Procedure

What Is the Precedence of Rules?

Organizations are guided by a general hierarchy of rules. First are various federal state, and local laws. Next is the association's Corporate Charter. Then comes the association's Bylaws. Then are the formally adopted Rules of Order, which sometimes appear in the bylaws, and the rules of order of the Parliamentary Authority that the association has adopted. Finally, is the Operations Manual, followed by the Summary of Board Policy Decisions.

Why Not Informal, Open Discussion?

First, informal, open discussion is usually not democratic. Louder, more vocal members will dominate the discussion. The Chair may also dominate by (however, gently) moving the group in the directions the Chair thinks best. The principle of equal voice among members is lost.

Second, decision making is often by impatience or exhaustion. Often in informal discussion there will be frequent interruptions of speakers, frequent changes of subject, repetition of ideas, unrelated comments, and loss of focus on key points. Members become impatient and eager for closure from poor quality of debate.

The Chair must guard against the mistaken belief that informal discussion is a more democratic way to conduct business because it seems more friendly, rather than an unequal way.

What Are the Steps in Handling a Motion?

1. The Motion is made.
   
   
2. The Chair states the motion
   
   
3. Discussion: The Chair asks for discussion. The member making the motion speaks first, then others.
   
   
4. End Debate: The Chair asks if there is further discussion
   
   
5. Vote: The Chair then restates the motion and takes the vote, asking first for those in favor, then those opposed. The chair does not ask for abstentions, but if a member wishes to have an abstention recorded for personal reasons, he or she may request it.
   
   
6. Results: The Chair announces the result of the vote. The Chair again states the motion, as having been either passed or lost.
   
   
7. Restating the motion. Note that the Chair (1) states the motion before discussion, (2) states the motion before the vote, and (3) states the motion after the vote. Members should not be unsure about what business is before them.

Is There Always a Formal Vote?

No. When a Chair senses agreement on a motion, the use of general consensus is an expedient and desirable way to proceed. Following discussion the Chair will state the motion and then say, "If there is no objection, we will . . . ." Members, of course, must be ready to prevent abuse of this procedure by saying, "I object," if they do so. The Chair must allow time for such an objection to be heard. A single objection forces a vote.

Voting is often seen as less desirable than consensus as a means to decide questions. One argument against voting is that it causes polarization within a group. An atmosphere of winning and losing limits cooperation within a group and discourages individuals from feeling personal responsibility for decisions.

Some organizations require formal votes only on fiscal matters and on elections.

Is a Unanimous Vote the Same as Consensus?

No. A unanimous vote means that all members present and eligible to vote did so, and all voted the same way. To say a member did not object, thus "standing aside" to allow the group to achieve consensus, is different from saying that he or she voted.

The term "by unanimous vote" should not be used carelessly. It may be hard for members to protest this misuse openly. The practice of declaring a large majority vote unanimous because it would look better on the record is never acceptable. Similarly, declaring a member who has been elected by a secret ballot "elected by unanimous vote" is not an acceptable practice.

The basic principle of equality of membership should guarantee that each member has the right to vote or abstain from voting without having to reveal which he or she did.

References

Freeman, J.A. ( ). The tyranny of structurelessness.

Gualdoni, J. A. (2002). Parliamentary procedure for government leaders. Parliamentary Journal, 43 (4), 131-136.

Keesey, R. E. (1994). Modern parliamentary procedure. Washington, DC: American Psychological Association.