Parliamentary procedure sets a specific course of action for conducting meetings. This allows meetings to be conducted in an efficient and effective manner.
For a meeting to officially begin, a quorum must be present. A quorum is the number of members that must be in attendance at a meeting for business to be conducted. Having a quorum prevents a small number of the group from making decisions that may not be in the best interest of the majority.
A quorum is typically set at one more than half of the total members in the group. For example, a group comprising of eight members would have a quorum if five members are present. The chairman, or chair, is responsible for conducting the meeting. To be effective, the chairman must: Have a good knowledge of parliamentary procedure. Keep track of the pending business. Be unbiased. Speak clearly.
The chairman uses a gavel to send specific cues to the assembly. Different gavel taps signify different messages. One tap of the gavel signals the result of a vote, lets the members know to be seated, signifies the end of the meeting, or is used to gain attention. Two gavel taps are used to begin the meeting. Three gavel taps signify to the members to rise. When the gavel is tapped in a series, it signifies to the members to come to order and refocus on the business the group is discussing.
The minutes are a complete, written record of the proceedings of a formal meeting. Information in the minutes includes: The type of meeting. The date and time the meeting began. A list of those in attendance, including the chairman. A record of all main motions and secondary motions discussed during the meeting. The results of voting on all motions. The time of adjournment.
The minutes of the meeting are prepared after the meeting has concluded. They are shown to the members at the next meeting for review and approval. The order of business is the order in which items should be presented in a meeting. The proper order of business should be:
1. Calling the meeting to order or opening ceremonies.
2. Reading and approval of the minutes of previous meetings.
3. Reports from standing committees.
4. Reports from special committees.
5. Special orders.
6. Unfinished business.
7. New business.
This flow allows the meeting to run smoothly.