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5. Business Procedure
This is a brief guide for those who preside over the business of a meetings. Plan study or program before or after business and keep business to a minimum. At committee meetings, procedures are usually more informal and their actions are usually recommendations to the group of which they are a committee.
Certain rules known as parliamentary procedure are observed in a business session for the purpose of conducting an orderly meeting. The use of such procedure should enable a group to consider actions which it wishes to take as thoroughly and as quickly as possible and come to decisions.
The President (or Convener) and Secretary should prepare an agenda (list of various things to come to the meeting) before the meeting begins. The following is an order that is often used:
Call to order
- Minutes of previous meeting
- Treasurer’s Report
- Reports from officers and committees
- Unfinished business
- New business
- Set date for next meeting
- Announcements
- Adjournment
The presiding officer:
- calls the meeting to order has the minutes of the preceding meeting read,
- necessary corrections made and approved
- receives motions or suggestions made by members and puts them to the meeting
- preserves order at all times
Members should present their proposals in the form of motions and have the opportunity to debate them fully.
Motions
All business is brought before a group by a motion. When a motion is made, it should not be debated or acted on until it has been seconded.
When a motion is seconded, the presiding officer states the motion and asks for discussion. If there is no discussion, the motion is voted on. The presiding officer announces whether the motion is carried or lost.
A motion can be amended by adding to, inserting, or deleting a part; but the amendment cannot be acted on unless seconded.
An amendment is voted on before the original motion. If the amendment is lost, the original motion is considered. If the amendment is carried, then the motion as amended is voted on.
Committees
Standing or Permanent Committees are sometimes appointed to carry out ongoing tasks.
Special committees are appointed for a particular purpose. When their work is accomplished, the committee is discharged. A special committee usually consists of three to five members and is appointed by the President or nominated and elected by the group.
- When committees report, the Convener (or whoever is reporting) moves that the report be received for consideration. When it is agreed to hear the report, the report is given following which motions to adopt or amend are in order.
- When a committee to nominate officers is ready to report, the President asks someone else to take the chair, unless she has positively declined to serve for another term and is sure that she will not be re-nominated.
For a more complete guide on Parliamentary Procedure see:
Robert’s Rules of Order, Henry M. Robert,
Pyramid Publications
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