Positively Presidential: Tools of

the Trade

Robert B. Blair, Ph.D., PRPSouthern Business Education

AssociationLittle Rock, Arkansas

Discuss major roles played by presiding officer.

Review basic parliamentary procedure.

Identify the basic requirements needed to be the presiding officer (president).

Plan an agenda.

Discuss the role and duties of the presiding officer (president/chairperson).

Objectives

President (Chairperson) Roles

Administrator

Jack-of-all-trades Ability to get along

with people Knowledge of the

organization (bylaws, rules, policies, culture, etc.)

Skill in planning and conducting a meeting

Presiding Officer

Sets example Courtesy to all One item at a time Majority rule with respect

to right of the minority Consideration for the

rights of members, absentees, and the organization

Partiality for none and justice for all

Tools of the Trade

Governing Documents

Parliamentary Procedure Basics

Script Writing

Meeting Management

Governing Documents

Charter Bylaws Policies and

Procedures Manual Convention

Handbook Membership

Handbook Strategic Plan Program of Work

Purposes

Ten Principles

Introduction of Business

Obtaining the Floor

Handling A Motion

Parliamentary Procedure Basics

Parliamentary Procedure Purposes

Expedite Business

Maintain Order

Ensure Justice

Equal Treatment of Members

Accomplish Organization’s Purpose

The organization is paramount and voting members govern the

organization. Members have equal rights. A quorum is needed for a legal meeting. Only one main motion is permitted at a time. Debate can only be limited by a two-thirds vote. Personal remarks are out of order. A settled question may not be presented again in the same

form in the same session. The majority rules. Two-thirds vote is necessary where basic rights of members are

involved. Silence gives consent.

Ten Principles of Parliamentary Law

Introduction of Business

Motions Formal proposal that

certain action be taken.

Classes of Motions Main Subsidiary Privileged Incidental Bring a Question Again

Before the Assembly

Obtaining the Floor

Addressing the Chair Assigning the Floor

Handling A Motion

Making

Seconding

Stating

Debating

Putting

Announcing

Approve the budget

Allocate funds for travel to state association convention

Support a candidate for a national officer position

Develop a brochure to promote membership

Review and Application

Meeting Management

Agenda (Order of Business)

Opening the Meeting Call to Order Invocation, Patriotic

Ceremony, or Ritual Business

Minutes Officer and Board

Reports Standing Committee

Reports Special Committee

Reports

Special Orders Unfinished Business and

General Orders New Business

Program Announcements Adjournment

Script Writing

Open meeting at scheduled time provided a quorum is

present. The meeting will come to order.

Announce the business before the assembly in the order in which it is to be acted upon. The next business in order is hearing reports of special

committees… Recognize a member entitled to speak after that member

has risen and addressed the chair. The chair recognizes Ms. Norris or Mr. Norris…

State clearly all questions properly brought before the meeting or arising in the course of the proceedings. It is moved and seconded that…

Presiding Officer Duties

Be impartial in assigning the floor in debate, by giving

both sides an opportunity to speak. Several members have spoken for this motion. Does any

member wish to speak against it? Put the question to vote.

The question is on the adoption of the motion that… Those in favor, say aye. {Pause} Those opposed, say no. {Pause}

Announce the result of the vote. The ayes have it, the motion is adopted. The treasurer will…

Protect the meeting from annoyance by refusing to recognize obviously frivolous or dilatory motions. The chair cannot entertain such a motion.

Presiding Officer Duties

Assist in expediting business.

Would the member care to put that in the form of a motion? Does the member mean...(helping to phrase the motion)? If there is no objection…”

Enforce the rules relating to debate, order, and decorum. The member has exhausted his two minutes of debating time. This member has already spoken. Does any other member wish

to speak on this question? Ms. Carr has the floor. Other members will be seated.

Decide all questions of order (subject to appeal by the assembly). The chair rules that the proposed amendment is germane and

therefore is in order at this time.

Presiding Officer Duties

Respond to inquiries of members regarding procedure and

the business before the assembly. Yes, a call for the Previous Question would be in order at this

time. No, the club has not participated in a project of this nature in

recent years. Inform the assembly.

In accordance with the bylaws, nominations from the floor will be in order at the May meeting.

An emergency message has been received for Charles Smith. Is he in the hall?

Declare the meeting adjourned. The meeting is adjourned.

Presiding Officer Duties

Presiding Officer Etiquette

Stand when… Calling a meeting to

order Declaring a meeting

adjourned Ruling on a point of order Putting a question to vote Announcing result of vote Speaking on an appeal Defending ruling Exceptions

Impartiality References to Self

The Chair Your President

Avoid Personalities Expressing Opinions

Basic Parliamentary Information Leaflet Motion Script Cards Parliamentary Law Pathways to Proficiency Presidentially Speaking: A Guide to

Presiding Plastic Reference Cards Pointers on Parliamentary Procedure Pointers on Parliamentary Procedure Workbook Robert’s Rules of Order Newly Revised (11th ed.) Robert’s Rules of Order Newly Revised In Brief (2nd ed.) Spotlight on You the President Teaching Guide for Pointers on Parliamentary Procedure

References