As a PTA leader, you probably know that you are supposed to use parliamentary procedure in your meetings, but looking at the more than 800 pages of Robert’s Rules of Orderin the PTA materials the previous PTA president passed on to you might have you thinking, “Really?” Yes, really, but parliamentary procedure isn’t nearly as scary or intimidating as that copy of Robert’s Rules of Ordermake it appear. Here are the basics you need to know as a PTA leader.
Why Parliamentary Procedure?
Henry Martin Robert was a military engineer in the US Army. In the early 1860s while recovering from a tropical fever he had caught in Panama, he was asked to chair a meeting at his local Baptist Church in New Bedford, Massachusetts. The meeting did not go well, erupting into open conflict over abolition, and Col. Robert decided he needed to understand parliamentary procedure better before leading another meeting.
In looking at the existing manuals of parliamentary procedure, he found them to be often useless or in conflict with each other. He continued to attend meetings that ran out of control, and the guidelines each group was using were poorly written and often contributed to the chaos and rancor. So Col Robert set out to write his own rules for parliamentary procedure.
Robert’s basic premise behind his set of rules was that the voice of the minority be heard, but that the will of the majority prevail. The rules aim to keep the meeting attendees focused on the matter at hand and help them make decisions. The rules are also more important to follow as the size of the meeting gets bigger in order have business proceed smoothly, which is why you’ll see parliamentary procedure used much more formally at the Illinois PTA Convention than in most PTA meetings. As a PTA leader, if you remember that parliamentary procedure is there to make sure all voices are heard and to help your meeting run smoothly, you can avoid some of the nitty gritty details that might get in the way of those goals.
When using parliamentary procedure, these are the basic principles to keep in mind:
- Only one issue is discussed at a time.
- The chairperson is impartial. (That means that as PTA president, you are running the meeting, not influencing the debate.)
- All members have equal and basic rights to vote, to be heard, and to oppose.
- The rights of the minority must be protected.
- No one can speak until recognized by the chairperson.
- Every member can speak to an issue, but no one can speak a second time as long as another member wants to speak for the first time.
- A majority vote decides an issue (in all but a few special situations).
As PTA president, you are responsible for preparing the agenda for your PTA meeting and ensuring that it is followed. It is always a good practice to ask your fellow PTA officers, committee chairpersons, and membership if they have items for the agenda. Once the agenda is prepared, distribute it to your members prior to the meeting.
The typical order of business on an agenda is as follows:
- Call to Order
- Approval of the Minutes
- Reports from Officers and Committees
- Unfinished Business (from previous meetings)
- New Business
Note that in order to conduct business, you must have a quorum. The quorum for your PTA meetings are listed in your PTA’s bylaws for general membership meetings, executive board meetings, and executive committee meetings. Without a quorum, no official decisions can be made.
Motions are how business gets done in a meeting, and requires two people—a “mover” and a “seconder.” Motions coming from committees do not require a second, because the body has essentially already seconded the issue by referring it to the committee.
Strictly following Robert’s Rules, a motion must be made and seconded before any discussion of the issue can begin. However, as chair, you can decide to depart from strict parliamentary procedure and allow discussion to occur before the motion is made. This is often done to get opinions from the body so a more precise motion can be made and time isn’t wasted tweaking the wording of a motion. However, if you use this approach, it is important to make sure that the discussion does not wander from the issue being discussed. As chair, it is your job to keep the discussion focused.
After discussion, vote on the motion that has been made and seconded before moving on to the next item of business. A motion must receive a majority of votes to be approved (with some specific exceptions like approving bylaws amendments, which require a two-thirds majority). If there are an even number of votes, which means that the motion must receive 50% of the votes plus one. A motion that is tied is not approved. The secretary should record the exact wording of the motion in the minutes and whether it was approved or not. The secretary does not have to record all of the discussion on the motion.
When chairing a meeting, it is your responsibility to ensure that the discussion sticks to the issue being debated. Don’t hesitate to bring the group back to the issue if you feel the conversation is wandering off topic. Everyone has been in that meeting where the chair didn’t do so, and the meeting dragged on and on without coming to decisions.
Make sure that everyone is recognized by the chair before speaking. This will help you control the meeting and keep the discussion focused. Make sure that everyone who wants to speak has the opportunity to do so. If as chair you sense that the discussion has come to consensus, don’t hesitate to state what you are hearing as the group’s decision and then ask if they are ready to vote.
You may have a member “call the question,” which is an attempt to end debate and vote on the motion that is on the floor. As part of Robert’s Rules to protect the voice of the minority, a motion to “close debate” or “move the previous question” requires a two-thirds majority to pass. If it does, then you move to vote on the motion on the floor without any further discussion.
Note that discussions can get out of hand and run long. As chair, you can keep the debate moving by making sure everyone has the opportunity to speak once before anyone can speak a second time. If necessary, the group may also vote to limit the amount of time any one person can speak or limit the amount of time for debate on the issue. Since the group imposes those time limits on itself, it can also extend those times by voting to do so.
Under strict parliamentary procedure, your meeting body will change the motion on the floor by amending it by:
- Inserting extra wording to the motion
- Striking existing wording in the motion
- Striking some wording and inserting additional wording to the motion
In practice, as chair you may allow informal amendments to be made to clarify the wording, provided the maker of the motion accepts the recommendation.
The Role of the Chairperson
When strictly following Robert’s Rules of Order, the chairperson does not participate in debate, and if they want to do so, they must temporarily give up the role of presiding officer until the motion on the floor is voted on. The chairperson also does not vote on a motion. The reason behind these rules is that the chairperson is supposed to be impartial while controlling the meeting. There are some exceptions to these rules.
- The chairperson can vote if their vote will either make or break a tie. Remember that a tie vote on a motion means that it is not adopted.
- The chairperson can vote if the vote is by ballot.
- If the group is small (e.g., a committee) and operates informally, it is okay for the chair to participate in debate and vote.
- If the members of the group have been chosen to represent specific areas, groups, or interests, the chairperson may participate in debate and vote so their constituency is represented properly.
- For executive boards, executive committees, and standing or special committees, the chair may have the same privileges as other members to make motions, debate issues, and vote.
Keep in mind that if you as chair decide to participate in debate, you should not abuse the privilege and should avoid dominating the discussion. After having taken a side, it is vitally important that the chair continue to run the meeting impartially.