Florida Council of Catholic Women/Province of Miami at P. O. Box 1811, Labelle, FL 33975 US - PROTOCOL CORNER

Q. Should a head table always be used, even at affiliation meetings? A. It is recommended that a head table be used at all rings of Council whenever possible. Good habits are learned early and the organization provided by using a head table will help your meeting run more smoothly. Always use a micropone if possible and place it in the center of the head table so that the president may conduct her business from there with her parliamentarian to her immediate left. Q. Who should sit at the head table? A. Have the officers sit at the head table and introduce them (whether everybody knows them or not - the position is being recognized as well). Also, if there are officers from other rings of Council (deanery/district, diocesan, etc.) they should be included at the head table as well. Be sure all rings are recognized. Place cards, names on both sides, should be used as well and should be large enough to be read in the audience. Higher ranking individuals and guests are setated on the right side (facing the audience) and this side can get crowded sometimes. Guest speakers should always be seated at the head table. Other guests should be invited to sit at the head table but given the option to sit in the audience if they are more comfortable there. Q. Is there anything special that should be done when there is a guest speaker at a meeting? A. Be sure those at the registration table are familiar with the guest speaker(s) or at least their name(s) so that they will not expect them to pay any fees. Have someone assigned to meet the guest when he or she arrives and escort them to their seat. Be sure to ask in advance if the speaker charges a fee so that there will be no misunderstanding or embarrassment at the meeting. If there is no fee, it is appropriate to thank them with a gratuity or small gift. Ask the speaker to send a biography ahead of time to help in introducing them to the audience. Q. What is the proper way to open discussion on a necessary item of business in your organization? A. After a member has obtained the floor and been recognized, she may make a main motion. Also, the chair of an appointed committee may make a motion at the appropriate time. Q. What is the proper way to make this motion? A. You simply state: “I move to _______” or “I move that _________,” stating the feeling of that individual. Q. Does this motion need to be seconded? A. Yes. Another member simply states “I second it” or “I second the motion”. They may or may not agree with the motion but feel it should come before the group for discussion. It is not necessary to name that individual in the minutes. No second is needed when the motion comes out of committee. If no second is made and the chair is sure all have heard the motion and then questions “Is there a second to the motion?” and still no second is made, then the motion dies and the chair goes on to the next item of business. Q. Once a motion has been made, can it be changed? A. Yes, by amending the motion: “I move to amend by striking (or inserting, or striking and inserting, or by adding at the end of a sentence or paragraph). Always vote on the amendment first , then on the whole motion as amended. Q. Can making a decision on the motion be postponed or delayed? A. Yes, by postponement indefinitely - used to reject a motion without the risk of brining it to a vote. Also, by postponement to some definite day, meeting, etc. It can also be tabled, which gives a temporary postponement with the intent of taking the question up again later in the same meeting by the motion to “Take from the Table.”

(Back)