A parliamentarian can assist the president when questions of procedure arise. If a parliamentarian is not appointed and ratified, the president should appoint one (pro tem) for each meeting to assist the president in conducting an orderly meeting.
Parliamentary law is an orderly set of rules for conducting meetings of organized groups for the purpose of accomplishing their goals fairly.
Principles of parliamentary law are:
- Justice and courtesy to all;
- Rights of the minority protected;
- Rule of the majority reflected;
- Partiality to none; and
- Consideration of one subject at a time.
Robert's Rules of Order, Newly Revised is the parliamentary text that governs the PTA where the bylaws do not apply. Bylaws for Local PTA/PTSA Units always take precedence over Robert's Rules of Order.
EIGHT STEPS TO MAKING A MOTION
A motion to take action is introduced by a member, seconded, discussed, and is voted upon. Only persons who have been members for at least 30 days are legally qualified to make motions, discuss, and vote. The steps are:
- Member stands and waits to be recognized.
- Chairman recognizes the member.
- The member presents the motion by stating, "I move..."
- The motion is seconded by another member. This shows that more than one person is interested in bringing the business before the group for discussion.
- The chairman restates the motion. This ensures all members understand what is to be discussed.
- Discussion is held on the motion. During discussion, all members participate fully.
- The chairman puts the motion to a vote by stating, "All those in favor say 'aye.'" (Pause for vote) "Those opposed say 'no.'"
- The chairman announces the result of the vote to assure all members know whether the motion carried or failed.
AMENDMENTS
An amendment is a way to change a motion already on the floor before the vote is taken on a motion. It may be amended by:
- Inserting or adding words.
- Striking words.
- Striking words and inserting others.
- Substituting one paragraph or resolution for another.
Amending Examples:
Main motion: "I move we have a parenting program at the park."
Inserting: "I move we have a parenting program in October at the park."
Striking: "I move we have a parenting program in October." (striking "at the park.")
Striking & inserting: "I move that we have a parenting program in November on the school grounds." (striking "October" and inserting "November on the school grounds.")
Substituting: "I move we have an ice cream social."
PARLIAMENTARIAN FACTS
Bylaws:
- Document which contains PTA’s basic rules as an organization;
- Bylaws are rules that may be amended only with prior notice to the membership;
- Must be approved by a 2/3 majority of the membership present (no proxy voting).
- Bylaws cannot ever be suspended;
- Define the primary characteristics of the organization and how it functions;
- Usually contains name, purposes, members, officers and duties, meetings, committees, parliamentary authority and amendment procedure;
- When an item is not specified in bylaws, the parliamentary authority prevails (Robert’s Rules...);
- Proposed bylaws amendments must be submitted through the channels to the California State PTA for approval prior to submission to the membership for adoption.
Standing Rules:
- Rules related to the details and policies of administrating the monthly PTA work;
- May be changed from administration to administration or from meeting to meeting;
- May be suspended for a particular meeting with the vote of the majority of members present and voting;
- May not contain any directions or procedures contrary to any provision in the bylaws.
How do Standing Rules Differ from Bylaws?
- Bylaws state when the meetings of the association and executive board are held; Standing Rules tell where and what time these meetings are held.
- Bylaws identify the primary responsibilities of officers; Standing Rules list the specifics.
Examples:
- If the bylaws state that the executive board will meet monthly during the school year, the Standing Rules would provide details as to the time and day of the month for that meeting.
- If the bylaws state that the second vice president shall also serve as the membership chairman; the Standing Rules may state that the membership chairman will conduct membership enrollment of the organization annually.
- The procedure book should contain details of the membership campaign, theme, flyer samples, yearly totals, etc.
Each member of the executive board should have a current
copy of the bylaws and standing rules.
RESOURCES:
Official Robert's Rules of Order Website - About the book and links to order it for your organization.
Rules Online - Robert's Rules of Order Newly Revised - Online version
FORMS:
SAMPLE Unit Bylaws Revised June 2007 (Adobe PDF - 33 pages - 2.93 MB) NEW!
TVC PTA Unit Bylaws Cover Packet Rev. 1/08 (Adobe PDF) NEW! MUST BE SUBMITTED WITH ALL REVISED UNIT BYLAWS
TVC PTA Bylaw Expiration Dates (Adobe PDF)
2007 Toolkit: Parliamentarian Job Description (Adobe PDF)
2007 Toolkit: Mgmt. 2.3.15 Parliamentarian through 2.4.2 Standing Rules (Adobe PDF)
2007 Toolkit: Mgmt. 2.1.5 How to Conduct Mtgs. through 2.2.5 Questions & Answers (Adobe PDF)
TVC PTA When to Elect Your Nominating Committee/Executive Board - 2007/09 (MS Word)
PTA/PTSA Unit Elections (unit election procedure) by Susan Elliott (MS Word)
Nominating Committee Information (MS Word)
SAMPLE Nomination Application (MS Word)
Effective Meeting Checklist (MS Word)
