A text book for parlimentary [!] practice classes

TABLE of CONTENTS

V Page

"> Lesson 1 — Forming an Organization. Duties of

Officers and Members 1

Foreword

BECAUSE of the need and desire for further knowledge of parliamentary law by MotheJs' .^lubs, the author was induced to organize parliamentary practice classes. In her teaching the necessity for a simple text-book was soon apparent. In order to simplify the acquisition of parliamentary knowledge this book has been prepared in the hope that many will find it helpful.

For more advanced information the student should consult Robert's Revised Rules of Order, which is the authority that has been used in these lessons.

In submitting this, the author desires to acknowledge her indebtedness to the following:

Robert's Revised Rules of Order, Parliamentary Usage for Women's Clubs, by

Emma A. Fox, Parliamentary Law with Diagram of Motions,

by Nanette Paul, ' Practical Lessons in Parliamentary Procedure,

and in addition to these, she has been helped by instruction received in the parliamentary practice classes conducted by Mrs. Ben Loewenstein, whose method of teaching hasbeen to some extent followed, and lastly, to Miss Annie Laws, whose lectures and classes inspired the author to more earnest effort in acquiring further knowledge on the subject and who so kindly has given so much time and advice to the Mothers' Clubs of Cincinnati. — L E. W.

TEXT BOOK FOR PARLIAMENTARY PRACTICE CLASSES

The object of a parliamentary practice class is to learn the fundamental principles of parliamentary law.

PARLIAMENTARY LAW teaches us to conduct meetings with dignity and justice to all concerned, that we may listen to the voice of the minority and obey the will of the majority.

In addition to those laws in general use, any organization may have special laws (by-laws) for its particular needs.

In FORMING AN ORGANIZATION the person with whom the idea originates mentions it to others who he knows will favor it, and arranges beforehand with certain ones to make essential motions. It is best to get a plan of action worked out before it is presented; then a meeting is called. After a sufficient number are present, the person who called the meeting says, "Will the meeting please come to order?"

When this is done, this person says, "The first order of business is to nominate a temporary chairman." It is well to arrange to have some one nominated who will conduct the meeting satisfactorily. The election is by plurality vote; that is, the greatest of three or more numbers, and should be either oral or by ballot.

In order to obtain the oral vote, the person presiding asks for nominations, saying, "Will some one nominate a temporary chairman?" Some one in the assembly then rises and says, "I nominate Mr. A." Nominations need not be seconded. When any one desires to stop furt*her nominations, he rises and says, "Mr. Chairman, I move that nominations be closed." This motion must be seconded. This means that another person besides the one making the motion must be in favor of it and express himself so by saying, "I second the motion," thereby meaning that he is a second person in favor of that particular motion. The person presiding at once puts this motion to a vote, and as, according to parliamentary usage no discussion is allowed on this motion, says at once, "All those in favor of closing nominations say 'Aye'." The person presiding makes mental note of the number of those voting favorably by the volume of sound. Following this the person says, "Those opposed say 'No'." After giving time for the negative vote, he tells the result of the vote, saying, "The motion is carried (or lost)," and Mr. A. is elected, or not, as the case may be.

Always call for the negative vote, and give the result. This is absolutely necessary.

If the person conducting the meeting should be unable to decide the result by the volume of sound, he mentions this and says, "We will take a rising vote. The secretary will please count. All those in favor please rise," (secretary counts). When they are seated he continues, "Contrary rise," (secretary counts again). The secretary reports the result of his count to the person conducting the meeting and he then states the result.

If a member is uncertain about the result of an oral vote, he rises and says, "I call for a division." This does not require a second and cannot be debated or amended. The presiding officer is obliged to proceed at once to take the vote again by having the affirmative rise and when they are seated having the negative rise and stating the result after the secretary reports the count to him.

If two or three are nominated and you ask for oral vote on the first, there is no need to vote on the others if he gets a majority. He is then declared elected. If the vote is by ballot, those present write their choice on a slip of paper and the person receiving the largest number of votes is declared elected on a plurality vote.

The term plurality means the greatest of three or more numbers.

The term majority means more than half of all votes cast.

The one elected at once takes the chair and asks for nominations for a temporary secretary. A vote is taken as for the temporary chairman and the person receiving the majority vote is declared elected. In order that the meeting may be conducted satisfactorily, it is well that a person who has the interest of the new movement at heart be selected beforehand. The success of any new organization depends greatly upon the first officials chosen.

After the temporary secretary has taken his place the presiding officer asks some one (decided beforehand) to say why the meeting was called. He rises, states the reasons, offers a resolution to start an organization, and puts it in the form of a motion, as follows: "I move that this body resolve itself into an organization for the purpose of studying parliamentary law."

This is a main motion. Every main motion must have a second before it can be discussed. When it has been seconded the chairman rises and says, "There is a motion before the assembly that this body resolve itself into an organization for the purpose of studying parliamentary law." He repeats the entire motion in this way. He adds, "Are there any remarks ?"

When you wish to address the meeting (privilege of the floor) you rise and say, "Mr. Chairman," then mention your own name unless you are known, the chairman repeats your name, thus granting you the privilege of the floor.

After some discussion has taken place, the chairman asks, "Is there any further discussion?"

There being no further discussion, the chairman proceeds to have the assembly vote on the motion and announces the result.

If the vote has been in the affirmative, the chairman says, *'The next matter to come before the assembly will be the adoption of a constitution."

In order that this may be accomplished, it is advisable that a member make a motion that a committee be appointed to draft a constitution and by-laws and report at the next meeting. When the motion has been made, seconded and carried the chairman appoints a committee on constitution, the first-named person being the chairman of the committee.

The OBJECT of the CONSTITUTION is to give the organization a name, tell its object, decide the membership, time of meetings, names of committees and duties of officers. It should embody the important regulations of the organization and how they can be amended. The by-laws consist of the details of the regulations. The constitution states facts; the by-laws give details and methods of carrying on the work. The constitution is the supreme law of the organization. After the constitution has been adopted, the organization becomes a permanent one.

The committee on constitution is a special committee, usually appointed as soon as the decision is made by the temporary organization, the duty of which is to present a constitution and by-laws for adoption. When that is done, the next step is the election of officers. The constitution and by-laws should be treated separately.

The business of the first meeting being now completed, there is time for a lesson regarding officers.

The officers of an organization consist usually of a president, a vice president, a recording secretary, a corresponding secretary, a treasurer and an auditor.

Duties of Officers.

The presiding officer, called a president or chairman, conducts the affairs of the organization. He handles what the organization wants, the body decides. The chairman only directs the course of the meeting. He should never be arbitrary. The spirit between the president and his organization should be ideal; they should work together in full co-qperation. He must at all times be very fair, calm, just, tactful and dispassionate, so neutral that no one ever suspects his likes or dislikes. It is a fatal error to show which side he is on. He must know no friend, no enemies. He must listen to the voice of the minority and obey the will of the majority.

He should rise to state questions, when taking the vote, and when making announcements. He must always announce the result of the vote. He should know the business of the organization and never say he thinks a certain thing has been attended to. He remains seated during discussions.

He can not speak to any question unless he leaves the chair, appointing some one else to act as chairman in his stead, with one exception: when there is an appeal from the decision of the presiding officer. He may vote only when the vote is by rollcall, by ballot, or when there is a tie. He must state a motion clearly, allow discussion, and announce the result of the vote. He appoints standing committees and may appoint special committees, if authorized by the by-laws, or by vote of the assembly, and may be made by the by-laws ex-officio a member of all committees. The chairman has the power to attend all committee meetings to give advice.

He signs all vouchers and has them countersigned by the secretary or chairman of the committee, if the obligation has been undertaken by a committee.

When you are chairman speak so that every one in the assembly can hear you; put as much earnestness in your voice as possible. It is that quality that carries. Do not vacillate; talk as positively as you can; there is nothing so contagious as confidence.

The chairman has a right to adjourn a stormy meeting when he is. sure it is for the good of the organization.

When made presiding officer, study your constitution — that is your fortification.

The chairman should not allow any one to rise to talk on a matter unless a motion has been made and seconded. If this should happen, the chairman should say: "If you will make a motion and it is seconded, we will enter upon the discussion, otherwise it must not go on."

It is well to remember that no rules will take the place of tact and common sense on the part of the chairman.

It is the duty of the vice president to assume the duties of the president in his absence.

The recording secretary, usually called the secretary, is the recording officer of the organization. He should make notes of the proceedings of the meeting and make a record of them for future reference. These records are called the minutes of the organization.

He should keep his minutes in a record book, tightly bound, into which he should file the reports of all officers and committees. He should record all motions whether lost or carried. If there is a difference of opinion as to whether certain business has come before tlie assembly, the records should give exact information.

The secretary must not indulge in a personal discussion in his minutes and must not record suggestions. He should be brief and record the happenings of the organization as definitely as possible. The secretary rises when reading minutes. The corrections of the minutes are put into the margin of the minutes read, and in the following minutes is written, "The minutes of the previous meeting were corrected to read as follows: '* * *'."

The secretary outlines his minutes as

follows: "The last meeting of the

Parliamentary Practice Class was held (date, time and place) . The president, Mrs. A, conducted the meeting. The minutes of the previous meeting were read and approved. The treasurer reported a balance on hand of $ (the

secretary puts only the treasurer's balance in the minutes). The treasurer's report was accepted as audited.

"The report of the corresponding secretary was adopted and duly filed.

"Upon motion of Mr. A, duly seconded by Mr. B, it was decided to accept the report of committee.

"Upon motion of Mr. G, seconded by Mr. D, it was decided to adjourn until the

next meeting, (date), at the same

time and place. "John Smith."

Sign your given name and surname without any prefix.

A secretary writes his minutes according to the tone of the organization. This being a parliamentary practice class, it is well to have the lesson to a great extent embodied in the minutes.

The secretary has the privileges of any other member. He may make motions, discuss them and vote upon them.

In order to have the routine of each business regular, the secretary should prepare in addition to his minutes a slip of paper with the order of business on it for the presiding officer.

In the absence of both the president and vice-president it is the duty of the secretary to call the meeting to order.

The secretary should take charge of all the documents of the organization.

If an arbitrary secretary should refuse to correct the minutes, then it is necessary to do it by vote of the assembly.

Expenditures can only be made by a vote of the assembly and the purpose for which the money can be used must be indicated in the minutes. No funds of the organization can be used unless specifically authorized by the members of the organization. The method of making expenditures should be indicated in the by-laws.

The corresponding secretary should have in charge all the correspondence of the organization unless otherwise ordered. In matters of importance there should be made a duplicate copy of letters sent out and an alphabetical file of all letters received.

The treasurer is the custodian of the funds. He should keep an accurate account of all money received and spent. His accounts must at all times balance. He should pay bills only when signed by the president, by the recording secretary, or some designated officer. He should keep an accurate alphabetical file of all receipts and should present a written report to the organization.

It is advisable that when collecting from members the amount paid should be put opposite the names when the members pay, not a V check, accurate bookkeeping means figures.

The treasurer outlines his report as follows:

"Mr. Chairman and Members: Your treasurer begs leave to submit the following report:

Balance on hand at last meeting

Money collected

Money spent

Balance on hand

Mary Smith."

The treasurer's report is not accepted until it is audited. If it is not audited at every meeting a motion should be made that the treasurer's report be received for audit.

The auditor, or, in large organizations, the auditing committee, examines the books of the treasurer and gives a statement as to the result of the Examination. He should see the receipted bills of the treasurer.

The outline of the auditor's report should be as follows: —10—

"Mr. Chairman and Members: Your auditor begs leave to report that he has examined the books of the treasurer and found them to be correct.

John Brown."

In the absence of the auditor, defer accepting the treasurer's report until properly audited.

In presenting any report always address the presiding officer.

Duties of Members.

It is the duty of every member to attend all the meetings of his organization, unless unavoidably detained, and to be on time. It is also his duty to support the chairman in every way and to do all in his power to make the organization a success.

What you put into an organization you get out of it.

Be sure to stand up for your own opinion. Be active participants in an organization of which you are a member. Do not take advantage of superior knowledge to defeat others. Tact is an important force in parliamentary law. Never leave until the meeting is adjourned or you must take the consequences if anything important comes up and you did not get a chance to act.

Discussion should always take place in the meeting and not after the meeting. If any adverse criticism is made it has often been found to be the fault of the one making it, due to his timidity, lack of moral courage, or his lack of knowledge of parliamentary law. Have the courage of your convictions. Vote "No" when you want "No." There is no one more to be admired than the person who, in the face of seemingly overwhelming opposition, rises and tells in a distinct voice his reasons for not wanting the motion passed.

It must be borne in mind, however, that the welfare of the organization must underly all reasons for or against a motion. Never should anything personal enter into it. The good of the organization only must be considered.

In order to bring a meeting to a close a motion to adjourn is necessary. This is accomplished by some member making a motion to adjourn. The motion may stipulate the time and place when the next meeting should be held. Upon being seconded, voted upon, and declared carried, the meeting ceases.

The temporary secretary having prepared the order of business on a slip of paper, gives it to the temporary chairman. This should read as follows for this meeting :

Reading of minutes of previous meeting.

Old business — Report of committee on constitution.

New business.

The temporary chairman raps lightly and says: "The meeting will please come

to order."

He waits a short time and says: "The secretary will read the minutes of the previous meeting." This is done.

The chairman rises and says : "You have heard the reading of the minutes, are there any corrections?"

Should you wish to make a correction

rise and say: "Mr. Chairman, Mr. ,"

(if not known, giving your name).

The chairman repeats your name, thus recognizing you and granting you permission to speak. You then make your correction.

If there are no corrections from the floor the chairman then has the privilege of making any corrections he may have in mind. He then says: "If there are no further corrections the minutes will stand approved as corrected."

Should there be no correction the chairman says: "Inasmuch as there are no corrections the minutes will stand approved as read."

Before taking up the report of the committee on constitution the members should learn something about motions.

Nearly every motion can be placed in one of the following four classes, the lowest in rank being at the bottom and the highest at the top of the list.

1. Privileged motions.

2. Incidental motions.

3. Subsidiary motions.

4. Main motions and unclassified motions.

One of the important parts of parliamentary law is the precedence of motions.

For convenience the same general outline for all motions will be followed in this order —

1. OBJECT— The object will tell the

reason a certain motion is used.

2. FORM— The form will give the gen-

eral wording of the motion.

3. RANK— The rank will state the

place of the motion in the order of precedence.

4. DEBATABLE — This will state

whether the motion may be debated or not.

5. AMENDABLE — This will state

whether the motion may be amended or not.

6. VOTE— This will state whether the

motion requires a majority vote, a 2/3 vote, or any vote.

Although the first three classes of motions take precedence of main motions, the principal business of an organization is accomplished by main motions and we will proceed at once to the outline of this class of motions. Motions are frequently spoken of as questions.

Outline of Main Motions.

OBJECT — ^The object of a main motion is tlie bringing before the assembly for its consideration any particular subject.

FORM— The form is "I move * * * " RANK — It is lowest in rank, it takes precedence of no other motions, that is it cannot be made when any other question is before the assembly.

I

Debatable — A main motion is fully debatable.

Amendable — A main motion may be

amended twice.

VOTE — A main motion requires a majority vote.

NOTE — Main motions about amendments to the constitution, by-laws or rules of order .already adopted require a 2/3 vote unless the by-laws state otherwise.

When seconding a motion the member should rise and, after being recognized by the chairman, say: "I second the motion." This gives the secretary the opportunity to record the name of the person who seconded the motion and if a difference arises as to the exact wording of a motion the one who seconds can readily be called upon to state what he has seconded.

After a main motion has been made and seconded, the chairman says: "The motion to * * * has been made and seconded, is there any discussion?" It is necessary for the chairman to repeat the entire motion so there can be no mistake, or he asks the secretary to read it as he has it recorded.

Every main motion must be thrown open for discussion. If during the discussion of a motion that a member has made, he becomes convinced that it is not a good motion for his organization to adopt, he should not talk against it, as this is unwise, instead he should ask consent to withdraw it, (this can be done if no one objects) or vote against it.

If when attending a convention a delegate has been instructed to vote against a measure and the measure is passed, he, may ask the presiding officer to have the secretary record his negative vote, so that his organization may know that he has obeyed instructions.

After discussion has taken place the presiding officer says: "Are there any further remarks?" If no more discussion follows this, the chairman says: "All those in favor of * * * (repeating the motion) * * * g^y, 'Aye'."

Those wishing to vote in the affirmative say, "Aye."

The chairman says: "Those opposed say, " 'No.' "

Those wishing to vote in the negative say, "No !"

The chairman then states the result of the vote, saying either, "The motion (repeating the motion) is carried," or "The motion (repeat) is lost." This must be done and it must be recorded in the minutes.

All main motions may be amended twice. In taking up the constitution each clause is treated as a main motion and may be amended as stated.

Outline of First Amendment or Primary Amendment.

OBJECT — The object of the first or primary amendment is to perfect the main motion.

FORM— The form is: "Mr. Chairman, I move that we amend this motion by adding, (or ehminating, or substituting) the words * * * "

RANK — This motion is in order whenever there is a main motion before the assembly.

DEBATABLE— This motion is debatable.

AMENDABLE — This amendment can be

amended once.

VOTE — This motion requires a majority

vote.

Outline of Secondary Amendment.

OBJECT — The object of the secondary amendment is to perfect the first amendment.

FORM — The form is, 'T move to amend the amendment by adding (or eliminating or substituting) the words * * * ."

RANK — This motion is in order when there is one amendment before the assembly.

DEBATABLE— This motion is debatable.

AMENDABLE — This motion is not amendable.

VOTE^ — This motion requires a majority vote.

NOTE — The vote is first taken on the secondary amendment, then another vote is taken on the first amendment as amended by the secondary amendment, if this amendment was carried, and then another vote is taken on the whole motion as amended. Even if both amendments are carried, it may happen that the motion as amended will not pass.

Now the constitution can be taken up.

The chairman says: "We are now ready for the report of the committee on constitution, Mr. , (naming the chairman of the committee) will you please report?"

The chairman of the committee rises and says: "Mr. Chairman, and members, your committee on constitution and by-laws begs leave to report that it has prepared the following constitution for your consideration.

CONSTITUTION AND BY-LAWS.

CONSTITUTION.

ARTICLE 1.

Name.

The name of this organization shall be the ***** Parliamentary Practice Class.

ARTICLE 2.

Object.

The object of this organization shall be the instruction of its members in Parliamentary Law practice.

ARTICLE 3.

Membership.

Any person invited to do so may become a member of this organization by taking an active part in assuming all duties assigned to him. The membership shall not exceed twenty-five.

ARTICLE 4.

Officers.

Section 1. The officers of this organization shall be a president, a vice president, a recording secretary, a corresponding secretarj^ a treasurer and an auditor.

Section 2. Candidates for office shall be proposed by a nominating committee appointed by the chairman, the committee to report at the meeting following the adoption of the constitution, the officers, elected by ballot, to serve one meeting.

After they have served, this election being for the sake of practice only, the officers, in order to expedite matters, shall be elected as follows — the name of every member shall be written on a separate card and kept in an envelope, at the close of each meeting the names of the officers for the next meeting as w^ell as those to whom motions are assigned shall be drawn from the envelope.

ARTICLE 5.

Meetings.

Section 1. The Parliamentary Practice Class shall meet for 10 consecutive weeks, beginning * * * . . A meeting falling upon a legal holiday may be postponed or omitted by a majority vote of the members present at the meeting preceding the holiday.

Section 2. Special meetings of the Parliamentary Practice Class may be called by the president and shall be called by the secretary upon the written request of two of its members.

ARTICLE 6.

One third of the class shall constitute a quorum for the transaction of business. ARTICLE 7.

Cominittees, The president shall appoint all committees.

ARTICLE 8.

Amendments — Rules of Order.

Section 1. This constitution may be amended at any meeting of the class, by a two-thirds vote of the members present, if notice of the proposed amendment has been given in writing at the previous meeting.