NCCW Meets in Jacksonville, Elects New Officers

A. I recommend the Job Description (definitely!), recent committee and officer reports, articles written by the officer for the newsletter during her term, two years of Minutes, current Bylaws and Standing Rules, a Membership Roster, and anything else that is needed to do the job effectively. It is unwise to give boxes and boxes of unsorted “stuff” to anyone, yet you don’t want to throw out everything. Carefully use your discretion; ask a past officer if you are unsure of the value of something.

Q. How much Parliamentary Procedure do I really have to use?

A. Naturally, I’d say ALL of it! However, if you are just starting out, begin with basics such as the way to Process a Motion and a proper Agenda. Appoint a parliamentarian who is knowledgeable—or willing to become knowledgeable—and ask her to provide you with a meeting script. This will give you the correct wording to use during the meeting so that you will be relaxed and professional. Remember that the purposes of Parliamentary Procedure are democracy, efficiency, and fairness.

Q. How do you Process a Motion?

A. After you (the President) have given a member the floor (i.e., “recognized” her), she will make a motion by saying, “I move that...” Wait for a moment for someone to second the motion. After a second is made, you restate the motion and ask for discussion. When debate is done, you restate the motion again and call for the vote: “All those in favor, say ’Aye’... All those opposed, say ‘No.’” You then state the results in 3 parts: “The ayes/noes have it, the motion is adotped/lost, and we will/not ......”

Q. What goes on an Agenda?

A. Call to Order, Opening Exercises (remember: God before Country), Quorum Query, Reading and Approval of the Minutes, Reports of Officers, Reports of Standing Committees (Commissions), Reports of Special Committees, Special Orders, Unfinished Business and General Orders, New Business, Good of the Order, Announcements, and Adjournment. You probably will not have all of these items at one meeting, but this is the correct order when you do. Note that you proceed from the past to the present and the future. Be sure that everyone has a copy of the agenda at the beginning of your meeting. View the second half of the NCCW tape on Parliamentary Procedure - PREPARING FOR A MEETING? - for more details.