Have you attended meetings that are chaotic, seem to go on forever, and ultimately nothing gets accomplished? Did you think there has to be a better way? Well, there certainly is. Whether the meeting is for a business, fraternal organization, or the local gardening club, an orderly and well run meeting will accomplish more in less time. There will be discussion and debate rather than argument and grandstanding. Meeting Procedure Fundamentals is a basic overview of how to conduct an effective meeting based on Robert’s Rules of Order, Newly Revised. Robert’s is recognized as the authority on parliamentary procedure in the United States. MPF will provide a brief explanation of the following:  Rules that guide the operation of an organization.  Some rights of members protected by parliamentary law.  Usual order of business in a meeting.  Conduct of business.  Duties of the presiding officer.  Duties of the secretary  Precedence of motions.  Incidental motions.  Examples of proper language.  Glossary. MPF will help you get in, get it done, and get on with your busy life.

Rules of parliamentary procedure are developed to help promote the conduct of the most business in the least amount of time while gaining the cooperation of the members. All members have equal rights and privileges but with these go responsibilities. The will of the assembly should be found in the simplest and most direct manner. USUAL ORDER OF BUSINESS IN A MEETING After the opening ceremony, if any, and the call to order, the Chair determines if a quorum is present and business continues as follows: Reading and approval of the minutes. Reports of officers, boards and standing committees. Reports of special committees. Special orders. Unfinished business and general orders. The chair does not ask if there is unfinished business. (The term “old business” should not be used.) If there is business not completed or is postponed from a previous meeting, those items of business should appear on the agenda for the current meeting. New business. Announcements and adjournment follows the completion of the agenda. CONDUCT OF BUSINESS Business is introduced in a meeting by a motion offered by a member. A motion may also result from a recommendation included in the report of a committee. A motion from a committee (of more than one person) does not require a second. The reporting member of a committee does not preside during the disposition of the motion. There are six steps in handling a motion by a member: A member rises, is recognized, and states the motion using the words: “I move that...”. If the chair mentions that a motion on a subject would be in order, a member's saying “I so move” should not be allowed. The member should state the motion as it is to be recorded by the Secretary. Another member seconds the motion. The chair states the motion and that it has been seconded. The members discuss the motion. The chair calls for the vote on the motion. “All those in favor say ‘Aye’, those opposed say ‘No’”. “Those opposed same sign” is confusing. When there are more votes in opposition than in favor does the chair announce “The ayes have it and the motion is lost”? The chair states the result of the vote. USUAL ORDER OF BUSINESS IN A MEETING After the opening ceremony, if any, and the call to order, the Chair determines if a quorum is present and business continues as follows: Reading and approval of the minutes. Reports of officers, boards and standing committees. Reports of special committees. Special orders. Unfinished business and general orders. The chair does not ask if there is unfinished business. (The term “old business” should not be used.) If there is business not completed or is postponed from a previous meeting, those items of business should appear on the agenda for the current meeting. New business. Announcements and adjournment follows the completion of the agenda. CONDUCT OF BUSINESS Business is introduced in a meeting by a motion offered by a member. A motion may also result from a recommendation included in the report of a committee. A motion from a committee (of more than one person) does not require a second. The reporting member of a committee does not preside during the disposition of the motion. There are six steps in handling a motion by a member: A member rises, is recognized, and states the motion using the words: “I move that...”. If the chair mentions that a motion on a subject would be in order, a member's saying “I so move” should not be allowed. The member should state the motion as it is to be recorded by the Secretary. Another member seconds the motion. The chair states the motion and that it has been seconded. The members discuss the motion. The chair calls for the vote on the motion. “All those in favor say ‘Aye’, those opposed say ‘No’”. “Those opposed same sign” is confusing. When there are more votes in opposition than in favor does the chair announce “The ayes have it and the motion is lost”? The chair states the result of the vote.

Harold E. Corbin is registered by the National Association of Parliamentarians and is a member of the Vinzant Research Unit of Registered Parliamentarians in Indianapolis, IN. He has served on the Board of Managers of the Indiana State Association of the National Association of Parliamentarians. Corbin is a member of the American Institute of Parliamentarians, a charter member of Chapter 33 in Fort Wayne, IN and of Chapter 38 in Indianapolis, IN; a past governor of Region III. He is a past member of Community Associations of America and as a charter member of the Central Indiana Chapter and served its Board of Directors. He has published articles having to do with meeting procedure in the national magazine “Common Ground” and the local newsletter. Corbin has served national, state, and local organizations as consultant and convention parliamentarian, and has served as meeting consultant for and helped revise bylaws for homeowner associations. Corbin is a former member of Toastmasters International and past governor of District Eleven; a member, past President and member of the Board of Directors of Anderson, IN Noon Lions Club. “Pete” Corbin is a proud veteran of World War II, having served in the China-Burma-India Theater as a member of the Army Air Corp.