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PART II.
Organization, Meetings, and Legal Rights of Assemblies.
Art. XII. Organization and Meetings.
- 69. An Occasional or Mass Meeting.
-
- (a) Organization
- (b) Adoption of Resolutions
- (c) Committee to Draft Resolutions
- (d) Semi-Permanent Mass Meeting
- 70. A Permanent Society
-
- (a) First Meeting
- (b) Second Meeting
- (c) Regular Meeting
- 71. Meeting of a Convention.
-
- (a) An Organized Convention
- (b) A Convention not yet Organized
69. An Occasional or Mass Meeting.
(a) Organization. Before calling a meeting that is
not one of an organized society, the following
Preliminary Steps should be taken: Those who are responsible for the
call should consult together and agree upon the place and time of the meeting,
how the notice shall be given, who shall call the meeting to order and nominate
the chairman, who shall be nominated for chairman, and who shall explain the
object of the meeting. It is also good policy sometimes to have a set of
resolutions drafted in advance to submit to the meeting.
It is not customary to call mass meetings to order
promptly at the appointed time, but to wait ten or fifteen minutes, when the one
chosen for the purpose steps to the front and says: "The meeting will
please come to order; I move that Mr. A act as [or I nominate Mr. A for]
chairman of this meeting." Some, one else says, "I second the motion
[or nomination]." The first member then puts the question to vote, by
saying, "It has been moved and seconded that Mr. A act as [or Mr. A has
been nominated for] chairman of this meeting; those in favor of the motion [or
nomination] say aye;" and then the affirmative vote is taken, he
says, "Those opposed say no." If the majority vote is in the
affirmative, he says, "The ayes have it, and Mr. A is elected chairman. He
will please take the chair." If the motion is lost he announces that fact,
and calls for the nomination of some one else for chairman, and proceeds with
the new nomination as in the first case.
The member who calls the meeting to order, instead of
making the motion himself, may act as temporary chairman, and say, "The
meeting will please come to order; will some one nominate a chairman?" He
puts the question to vote on the nomination as described above, or as below, in
case of the secretary. This is dangerous, however, in large meetings, where an
incompetent person may be nominated and elected chairman. In large assemblies,
the member who nominates, with one other member, frequently conducts the
presiding officer to the chair, and the chairman makes a short speech, thanking
the assembly for the honor conferred on him.
When the chairman takes the chair he says, "The
first business in order is the election of a secretary." Some one then
makes a motion as just described, or he says, "I nominate Mr. B," when
the chairman puts the question as below. Sometimes several names are called out,
and the chairman, as he hears them, says, "Mr. B is nominated; Mr. C is
nominated," etc.; he then takes the vote on the first one he heard, putting
the question in a form similar to this: "As many as are in favor of Mr. B
for secretary say aye; those opposed say no. The chair is in doubt: those in
favor of Mr. B for secretary will rise; those opposed will rise. The negative
has it and the motion is lost. As many as are in favor of Mr. C for secretary
say aye; those opposed say no. The ayes have it, and Mr. C is elected secretary.
He will please take his place at the desk." If Mr. C fails of election the
vote is taken on the next nominee, and so on until one is elected. The secretary
should take his seat near the chairman, and keep a record of the proceedings, as
described in 59. The chairman should always stand in putting the question to
vote, and in large assemblies it is better f or him to stand while stating the
question. During debate he should be seated, and pay attention to the
discussion. When nominations are made it is optional whether they are seconded
or not. They are usually not debated, though sometimes the one making the
nomination and the one seconding it say a few words at the time in favor of
their nominee. A nomination cannot be amended. If additional officers are
desired, they may be elected in the same manner as the secretary.
(b) Adoption of Resolutions.
These two officers are all that are usually necessary, so as soon as the
secretary is elected, the chairman directs the secretary to read the call for
the meeting and then calls on the person most familiar with the question to
explain the object of the meeting more fully, or he may do this himself. This
explanation should be immediately followed by some one's offering a series of
resolutions previously prepared, or by his moving the appointment of a committee
to prepare resolutions upon the subject In the first case he rises and says, "Mr.
Chairman;" the chairman responds, "Mr. C." Mr. C, having thus
obtained the floor, says, "I move the adoption of the following
resolutions," which he reads and hands to the chairman. Some one else says,
"I second the motion." The chairman then says, "It has been moved
and seconded to adopt the following resolutions," which he reads, or
directs the secretary to read, and then says, "The question is on the
adoption of the resolutions." If no one rises at once, he asks, "Are
you ready for the question?" The resolutions are now open to debate and
amendment. They may be referred to a committee, or may have any other subsidiary
motion applied to them. When the debate appears to be finished, the chair again
asks, "Are you ready for the question?" If no one then rises, he says,
"As many as are in favor of the adoption of the resolutions say aye;"
after the ayes have voted, he says, "As many as are of a contrary opinion
[or are opposed] say no;" he then announces the result of the vote as
follows: "The ayes have it [or the motion is carried] and the resolutions
are adopted." If the debate has lasted any length of time, he should,
before taking the vote, have the resolutions again read.
It is the practice, in legislative bodies, to send to
the clerk's desk all resolutions, bills, etc., the title of the bill and the
name of the member introducing it being indorsed on each. In such bodies,
however, there are several clerks and only one chairman. In most assemblies
there is but one clerk or secretary, and as he has to keep the minutes, there is
no reason for his being constantly interrupted to read every resolution offered.
In such assemblies, unless there is a rule or established custom to the
contrary, it is usually much better to hand all resolutions, reports, etc.,
directly to the chairman. If they were read by the member introducing them, and
no one calls for another reading, the chairman may omit reading them when he
thinks they are fully understood. [For the manner of reading and stating the
question when the resolution contains several paragraphs, see 24.]
Dividing Resolutions. If the committee reports
several independent resolutions relating to different subjects, the chair must
state the question separately on the resolution, or resolutions, relating to
each subject, on the request of a single member. If the resolutions relate to a
single subject and yet each one is capable of standing alone if all the rest are
rejected, they may be divided by a majority vote on a motion to divide the
question, as explained in 24, If the
resolutions are so connected that they cannot stand alone, then the proper way
to secure a separate vote on any objectionable resolution is to move to strike
it out. When the chair states the question on striking it out, the resolution is
open to amendments of the second degree, so as to perfect it, before the vote is
taken on striking it out. [See 33:6.]
Amending a Resolution. If it is desired to amend
a pending resolution, that is, a resolution that the chair has stated as before
the assembly for action, a member rises and obtains the floor as already
described, and offers, or moves, his amendment, thus: "I move to insert the
words 'with asphalt' after the word 'paved.'" If the motion is not at once
seconded, the chair asks if the motion is seconded. In a large assembly he
should repeat the motion before making this inquiry, as members who would be
willing to second the motion may not have heard it. In fact, the chair must
usually assume that some members do not hear what is said from the floor, and
therefore that he must always repeat motions and the result of votes. The motion
being seconded, the chair states the question thus: "It is moved and
seconded to amend the resolution by inserting the words 'with asphalt' after the
word 'paved.' Are you ready for the question?" The question is now open to
debate and amendment, which must be confined, however, to the amendment, as it
has superseded the resolution and has become what is termed the immediately
pending question. If no one rises to claim the floor, the chair puts the
question thus: "As many as are in favor of the amendment [or motion] say
aye; those opposed say no. The ayes have it, and the amendment is adopted. The
question is now on the resolution as amended, which is as follows [repeat the
amended resolution]. Are you ready for the question?" The resolution is
again open to debate and amendment, as it has again become the immediately
pending question. When the chair thinks the debate ended, he asks, "Are you
ready for the question?" If no one rises to claim the floor, he puts the
question on the resolution, thus: "The question is on adopting the
following resolution: "Resolved, That ................... Those in favor of
the motion [or, of adopting the resolution] say aye; those opposed say no. The
ayes have it, and the resolution is adopted."
(c) Committee to Draft
Resolutions. If it is preferred to appoint a committee to draft resolutions,
a member, after he has addressed the chair and has been recognized, says: "I
move that a committee of five be appointed by the chair to draft resolutions
expressive of the sense of this meeting on," etc., adding the subject for
which the meeting was called. The motion being seconded, the chairman states the
question thus: "It has been moved and seconded that a committee of five be
appointed by the chair to draft resolutions, etc. [repeat the motion]. Are you
ready for the question?" If no one rises he may put the question thus: "As
many as are in favor of the motion say aye; those opposed say no. The ayes have
it and the motion is adopted." Or, it may be put thus: "The question
is, 'Shall a committee of five be appointed by the chair to draft resolutions,
etc. [repeating the motion]?' As many as are of the affirmative will raise their
right hands. As many as are of the negative will signify it in the same way. The
affirmative has it and the motion is adopted. The chair will appoint Messrs. A,
B, C, D, and E as the committee on resolutions. The committee will withdraw and
prepare the resolutions as quickly as possible. What is the further pleasure of
the meeting?"
In a mass meeting, or in any very large assembly, it is
safer to have all committees appointed by the chair. If the assembly, however,
prefers a different method, the procedure is as described in 32; or the following method may be adopted: A
member moves, "That a committee be appointed to draft resolutions,"
etc. This motion being adopted, the chair asks: "Of how many shall the
committee consist?" If only one number is suggested, he announces that the
committee will consist of that number; if several numbers are suggested, he
states the different ones, and then takes a vote on each, beginning with the
largest, until one number is selected. He then inquires: "How shall the
committee be appointed?" This is usually decided without the formality of a
vote. The committee may be "appointed" by the chair, in which case the
chairman names the committee, and no vote is taken; or the committee may be "nominated"
by the chair, or by members of the assembly (no member naming more than one,
except by unanimous consent), and then the assembly votes on their appointment.
When the chairman nominates, after stating the names, he puts one question on
the entire committee, thus: "As many as are in favor of these gentlemen
constituting the committee say aye," etc. If nominations are made
by I members of the assembly, and more names are mentioned than the number of
the committee, a separate vote must be taken on each name, in the order of
nomination, until the committee is filled.
When the committee is appointed, it should at once
retire and agree upon a report, which should be written out as described in 52. During its absence other business may be
attended to, or the time may be occupied with hearing addresses. If the chairman
sees the committee return to the room, he should announce, as soon as the
pending business is disposed of, or the member speaking closes, that the
assembly will now hear the report of the committee on resolutions: or, before
this announcement he may ask if the committee is prepared to report. If the
chairman does not notice the return of the committee, its chairman avails
himself of the first opportunity to obtain the floor, when he says: "The
committee appointed to draft resolutions is prepared to report." The
chairman tells him that the assembly will now hear the report, which is then
read by the chairman of the committee, who immediately moves its adoption, and
then hands it to the presiding officer, upon which the committee is dissolved
without any action of the assembly. The chairman then proceeds as stated above
when the resolutions were offered by a member. If it is not desired immediately
to adopt the resolutions, they may be debated, modified, their consideration
postponed, etc., as explained in 10.
When through with the business for which the assembly
was convened, or when from any other cause it is desired to close the meeting,
some one moves "to adjourn." If no time has been appointed for another
meeting, this motion may be amended and debated as any other main motion. If the
motion is carried, and no other time for meeting has been appointed, the
chairman, in case the ayes and noes are nearly equal, says: "The ayes seem
to have it, the ayes have it, the motion is adopted, and we stand adjourned
without day (sine die)." If the vote is overwhelmingly in the affirmative,
the expression, "The ayes seem to have it," should be omitted. If a
time for an adjourned meeting has been appointed, the chair declares the
assembly "adjourned to 8 o'clock next Wednesday evening," or whatever
is the appointed time. Before declaring the adjournment, or even taking a vote
on adjourning, the chair should satisfy himself that all required notices are
given.
(d) Semi-Permanent Mass
Meetings. Sometimes it is desirable to continue the mass meetings until a
certain object is accomplished, and in such case the assembly may prefer to make
a temporary organization at first, and then make their semi-permanent
organization with more deliberation. If so, the assembly would be organized as
just described, only adding "pro tem." to the title of the
officers, thus, "chairman
pro tem." The "pro tem." is never used in
addressing the officers. As soon as the secretary pro tem,. is elected,
a committee is usually appointed to nominate the semi-permanent officers, as in
the case of a convention. A committee on rules should also be appointed, which
should recommend a few rules providing for the time and place for holding the
meetings, for some authority on parliamentary law, and for the number and length
of speeches allowed, if two speeches not to exceed ten minutes each is not;
satisfactory.
Frequently the presiding officer is called the
President, and sometimes there is a large number of Vice Presidents appointed
for merely complimentary purposes. The Vice Presidents in large formal meetings
sit on the platform beside the President, and in his absence, or when he vacates
the chair, the first on the list that is present should take the chair.
70. A Permanent Society. (a)
First Meeting. When it is desired to form a permanent society, those
interested in it should consult together and carefully lay their plans before
calling a meeting to organize the society. They should also be careful in
calling the meeting to see to it that there is a majority in sympathy with their
plans. By neglect of this, and giving a newspaper invitation to all interested
in the object to attend the meeting, those who originated the work have found
themselves in the minority and not in sympathy with the constitution which was
adopted, so that they did not care to join the society after it was organized.
Having taken all the preliminary steps, then, as described in case of a mass
meeting [69], they invite those who they have reason
to think are in sympathy with their general plans to meet at a certain time and
place to consider the question of organizing a society for a certain purpose. As
one of their preliminary steps they should procure copies of the constitutions
and by-laws of several similar societies for the use of the committee in
drafting their own.
It is not usual in meetings called to organize a
society, or in mass meetings, to commence until ten or fifteen minutes after the
appointed time, when the person previously selected for the purpose steps
forward and says: "The meeting will please come to order; I move that Mr. A
act as chairman of this meeting." Some one "seconds the motion,"
when the one who made the motion puts it to vote (or, as it is called, "puts
the question"), as already described under a "mass meeting" [69]; and, as in that case, when the chairman is elected he
takes the chair and announces, as the first business in order, the election of a
secretary.
After the secretary is elected, the chairman calls on
the member who is most interested in forming the society to state the object of
the meeting. When this member rises he says, "Mr. Chairman." The
chairman then announces his name, when the member proceeds to state the object
of the meeting. Having finished his remarks, the chairman may call on other
members to give their opinions on the subject, and sometimes a particular
speaker is called out by members who wish to hear him. The chairman should
observe the wishes of the assembly, and, while being careful not to be too
strict, he must not permit any one to occupy too much time and weary the
assembly.
When a sufficient time has been spent in this informal
way, some one should offer a resolution, so that definite action can be taken.
Those interested in arranging for the meeting, if it is to be a large one,
should have previously agreed upon what is to be done, and be prepared, at the
proper time, to offer a suitable resolution, which may be in form similar to
this: "Resolved, That it is the sense of this meeting that a
society for (state the object of the society) should now be formed in this city."
This resolution, when seconded and stated by the chair, is open to debate and
amendment, and is treated as already described [69].
This preliminary motion could have been offered at the commencement of the
meeting, and if the meeting is a very large one this is generally better than to
have the informal discussion.
After this preliminary motion has been voted on, or even
without waiting for such a motion to be made, one like this may be offered: "I
move that a committee of five be appointed by the chair to draft a constitution
and by-laws for a society for (here state the object), and that it report at an
adjourned meeting of this assembly." This motion can be amended by striking
out and adding words, etc., and it is debatable.
When this committee is appointed, the chairman may
inquire; "Is there any other business to be attended to?" or, "What
is the further pleasure of the assembly [or club, or convention, etc.]?"
When all business is finished, a motion may be made to adjourn to meet at a
certain place and time, which, when seconded and stated by the chair, is open to
debate and amendment. It is usually better to fix the time of the next meeting
at an earlier stage of the meeting; and then, when it is desired to close the
meeting, move simply "to adjourn," which cannot be amended or debated.
When this motion is carried, the chairman says, "This meeting stands
adjourned to meet at," etc., specifying the time and place of the next
meeting.
(b) Second Meeting. At the
next meeting the officers of the previous meeting, if present, serve until the
permanent officers are elected. When the hour arrives for the meeting, the
chairman, standing, says, "The meeting will please come to order;" as
soon as the assembly is seated, he says. "The secretary will read the
minutes of the last meeting," and then takes his seat. If any one notices
an error in the minutes, he should state the fact as soon as the secretary
finishes reading them; if there is no objection, without waiting for a motion,
the chairman directs the secretary to make the correction. The chairman then
says, "There being no [further] corrections, the minutes stand approved as
read [or as corrected]."
The chair then announces, as the next business in order,
the hearing of the report of the committee on the constitution and by-laws. The
chairman of the committee, after addressing "Mr. Chairman" and being
recognized, says something like this: "The committee appointed to draft a
constitution and by-laws has agreed upon the following, and has directed me to
report the same and move their adoption." He then reads them, moves their
adoption, and hands them to the chair. The motion being seconded, the chair
says: "It has been moved and seconded to adopt the constitution and by-laws
reported by the committee. The question is on the adoption of the constitution,
which will now be read." The constitution is then read from the platform by
the secretary, or by the chairman of the committee, as the chair directs. This
reading may be dispensed with by general consent, as it has already been read.
He then reads, or has read, the first paragraph, and asks if there are any
amendments proposed to this paragraph. When through with amending it he says, "There
being no [further] amendments to this paragraph, the next will be read." No
vote should be taken on adopting the separate paragraphs. He thus proceeds
through the entire constitution, and then says the whole constitution is now
open to amendment. This is the time to insert additional paragraphs, or make any
amendments to the earlier paragraphs rendered necessary by changes made in the
later ones.
When the chairman thinks the constitution has been
modified to suit the wishes of the assembly, he inquires: "Are you ready
for the question?" If no one wishes to speak, he puts the question: "As
many as are in favor of adopting the constitution as amended say aye;"
and then, "As many as are opposed say no." He distinctly
announces the result of the vote. This should never be omitted. Only a majority
vote is required to adopt a constitution of a new society, or to amend it before
it is adopted.
The chairman now states that the constitution having
been adopted, it will be necessary for those wishing to become members to sign
it (and pay the initiation fee, if required by the constitution), and, if the
assembly is a large one, suggests that a recess be taken for the purpose. A
motion is then made to take a recess for, say, ten minutes, or until the
constitution is signed. The constitution being signed, no one is permitted to
vote excepting those who have signed it, and thus have joined the society. While
the payment of the initiation fee is strictly a prerequisite to the right to
vote, it should be waived at this meeting with those who are unprepared to make
the payment.
The recess having expired, the chairman calls the
meeting to order, and says, "The secretary will read the roll of members."
This is necessary in order that all may know who are entitled to take part in
the future proceedings. After the roll has been read, the chair says, "The
question before the assembly is on the adoption of the by-laws reported by the
committee. The secretary will please read them." He then proceeds exactly
as in the case of the constitution. The motion to adopt the constitution and
by-laws reported by the committee having been made when the committee made its
report, no further motion is necessary.
When the by-laws are adopted, the chair says, "The
next business in order is the election of the permanent officers of the society."
The by-laws should prescribe the method of nomination and election of the
officers. and they should be strictly complied with. If the by-laws do not
prescribe the method of nomination, the chair asks, "How shall the officers
be nominated?" Some one may at once move that a committee be appointed by
the chair to nominate the permanent officers of the society. This motion being
adopted, the chair appoints the committee, which retires and agrees upon a
ticket. During the absence of the committee the assembly may transact any
business it pleases, or it may take a recess. When the committee returns to the
hall, as soon as pending business is disposed of, the chair calls on the
chairman of the committee for the report. The chairman of the committee reads
the list of nominations, and hands it to the chair. The chair reads the list,
and then asks, "Are there any further nominations?" Any member may now
rise and, after addressing the chair, nominate any one else for any office, or
he may nominate one person for each office, thus proposing a new ticket. The
chair announces the nominations as made, and when he thinks that no more names
will be proposed, he asks, "Are there any more nominations?" If there
is no response, and if the by-laws prescribe that the election shall be by
ballot, as they usually should, he appoints tellers and directs them to
distribute blank ballots, upon which each member writes the name of each office
and the person for whom he votes to fill that office. When the ballots are
filled out, the chair directs the tellers to collect the ballots, which they do,
in any convenient receptacle. The chair then inquires if all have voted who wish
to, so as to be sure that the tellers have not missed any members. When all have
voted that wish, he announces that "the polls are closed," and the
tellers count the ballots, and the first one appointed reports the vote, as
described on page 196, under Voting by Ballot. The chair then announces as
elected all the candidates who received a majority vote, and the temporary
officers are immediately replaced by the permanent ones elected. If the
president is elected on this first ballot he immediately takes the chair. In
case any of the offices remain unfilled, the chair immediately orders the
tellers to distribute blank ballots, and directs the assembly to prepare ballots
for these offices. Balloting is continued until all the offices are filled. The
voting is not limited to the nominees, as every member is at liberty to vote for
any member who is not declared ineligible by the by-laws.
After the offices are filled, if there is business that
the chair knows requires immediate attention, he should mention it. Committees
should probably be appointed for various purposes, as described in the by-laws,
and the place of meeting should be determined. It is possible that an adjourned
meeting may be necessary in order to complete the organization before beginning
the regular work of the society. When the work is completed, or when an
adjourned meeting has been provided for, and the lateness of the hour requires
an adjournment, some one should move to adjourn. If the motion is carried, the
chair announces the vote and declares the assembly adjourned. If there can be
any question as to where and when the next meeting is to be held, he should
mention the place and time, though this is not necessary afterwards when the
place and time are regularly established and known.
If the society is one that expects to own real estate,
it should be incorporated according to the laws of the state in which it is
situated, and for this purpose some member of the committee on the constitution
should consult a lawyer before this second meeting, so that the constitution may
conform to the laws of the state. In this case the trustees, or managers, or
directors, are usually instructed to take the proper measures to have the
society incorporated.
(c) Regular Meetings of a
Society. After a society is properly organized, its regular business
meetings are conducted as follows: When the hour fixed for the meeting to begin
arrives, the presiding officer takes the chair and calls the meeting to order
and directs the secretary to read the minutes of the last meeting. When they are
read, he asks, "Are there any corrections to the minutes?" If none are
suggested, he adds, "There being none, the minutes stand approved as read."
If any corrections are suggested, the secretary makes them, unless there is
opposition. If there is difference of opinion, some one moves to amend the
minutes, or the chair, without waiting for a motion, may put the question on the
amendment that has been suggested. When this has been settled, the chair asks, "Are
there any further corrections (or amendments) to the minutes?" If there is
no response, he adds, "There being none, the minutes stand approved as
corrected." He then announces the next business in order, following the
order of business prescribed by the rules of the society.
If the order of business is the same as given in 65, as
soon as the minutes are read and approved, the chair says, "The next
business in order is hearing the reports of the standing committees." He
may then call upon each committee in its order for a report, thus: "Has the
committee on applications for membership any report to make?" In this case
the committee may report as shown above, or some member of it reply that it has
no report to make. Or, when the chairman knows that there are but few, if any,
reports to be made, it is better, after making the announcement of the business,
for him to ask, "Have these committees any reports to make?" After a
short pause, if no one rises to report, he states, "There being no reports
from the standing committees, the next business in order is hearing the reports
of special committees," when he will act the same as in the case of the
standing committees. The chairman should always have a list of the committees,
to enable him to call upon them, as well as to guide him in the appointment of
new committees.
Having attended to the reports of committees, the chair
announces the next business in order, and so on until the business of the
meeting has been disposed of, when some one moves to adjourn. If this motion is
carried, the chair announces the vote and declares the assembly adjourned.
The meetings of different societies vary greatly, and
they should be managed differently in order to obtain the best results. Some
societies require a strict enforcement of parliamentary rules, while with others
the best results will be obtained by being informal. It is important that the
presiding officer have tact and common sense, especially with a very intelligent
assembly.
71. Meeting of a Convention or Assembly of
Delegates. (a) An Organized Convention. If a
convention is an organized body (that is, if when convened it has a constitution
and by-laws and officers), a committee on credentials, or registration, and one
on program, should have been appointed previous to the meeting. These committees
may have been appointed at the previous convention, or by the executive board,
or by the president, as prescribed by the by-laws. The committee on credentials,
or registration, should be on hand somewhat before the time of the meeting, in
some cases the day before, so as to be prepared to submit its report immediately
after the opening addresses. It should furnish each delegate, when he registers,
with a badge or card as evidence of his being a delegate and having the right of
admission to the hall. The committee on program should in most cases have the
programs printed in advance. In many cases it is better that the constituent
bodies be furnished in advance with copies of the program. This should always be
done when there is difficulty in getting full delegations to attend. In addition
to these two committees there are a number of local committees usually appointed
by the local society, as on entertainment, etc. One of the general officers
usually performs the duty of a committee on transportation, to obtain reductions
in railroad fares, etc.
When the hour appointed for the meeting arrives, the
president, as the permanent presiding officer of a convention is usually called,
stands at the desk, and, striking it with the gavel to attract attention, says,
"The convention will come to order." In large conventions there is
usually much confusion and noise at the opening, and it requires self-control,
firmness, and tact on the part of the presiding officer to preserve proper order
so that all members may hear and be heard. It is a mistake for the chairman to
try to stop the noise by pounding with the gavel and talking so loud as to be
heard in spite of conversation on the floor. It is better for him to set the
example of being quiet, and to stop all business while the noise is such that
members cannot hear. Members should be required to be seated and to refrain from
talking except when addressing the chair.
When the convention has come to order it is customary to
have some opening exercises, the nature of which depends upon the character of
the convention. In the majority of cases the convention is opened with prayer,
an address of welcome, and a response. The program, however, is the president's
guide as to the order of business, even though it has not yet been adopted by
the convention. It should provide for hearing the report of the credential
committee as soon as the opening exercises are concluded, so that it may be
known who are entitled to vote. This committee's report usually consists merely
of a list of the delegates and their alternates, if any, whose credentials have
been found correct, and of the ex-officio members of the convention, no one
being on the list, however, who has not registered as present. The constitution
should always provide that such as are present of the officers of the
convention, the members of the Board of Managers, and the chairmen of the
committees that are required to report at the convention, shall be ex-officio
members of the convention.
When this report of the credential committee is
presented it is read either by the chairman of the committee or by the reading
secretary, or official reader, if there is one. In all cases, it, and all other
reports, should be read from the platform. When the chairman of a committee
cannot read so as to be heard, the report should be read by a reading secretary,
or official reader, who should be appointed in every large convention, solely
for the purpose of reading resolutions, reports, etc. If there is a case of
contest between two sets of delegates and there is serious doubt as to which is
entitled to recognition, the committee should omit both from the list and report
the fact of the contest. If the committee, however, thinks the contest not
justified, it should ignore it and enter on the list the names of the legitimate
delegates. A motion should. be made to accept or adopt the report, which, after
it is stated by the chair, is open to debate and amendment. No one can vote
whose name is not on the list of delegates reported by the committee. Upon the
motion to substitute one delegation for another, neither one can vote. So upon a
motion to strike out the names of a delegation whose seats are contested they
cannot vote. But upon the main motion to accept the report, all persons whose
names are on the list of members as reported by the committee and amended by the
convention are entitled to vote, and they alone. When this report has been
adopted, the president should immediately call upon the program committee for a
report. The chairman of that committee submits the printed program and moves, or
some one else moves, its adoption. This is open to debate and amendment, and
when once adopted by a majority vote can not be deviated from except by a
two-thirds vote of those voting, or by a majority vote of the enrolled
membership.
The membership of the convention and the program having
been decided, the convention is ready for its business as laid down in the
program. The two committees, though they have made their reports, are continued
through the session, as supplementary reports may be required from them.
Additional delegates may arrive, and speakers on the program may be sick or
unable to be present, or for other reasons a change in the program may be
necessary. These two committees should be allowed at any time to make additional
reports. The business is conducted as described in the preceding section, but,
of course, the program must be followed. Boards and standing committees and the
treasurer are always required to submit annual reports, and sometimes reports
are required from various other officers. Generally officers and the board of
managers, etc., are elected annually; but some constitutions make the term of
office two years, and some provide, in addition, that only about half the
officers shall be elected at any one annual meeting. In most organizations it is
better to have the term of office begin at the close of the convention, so that
the same officers will serve throughout the meetings. At the beginning of the
first meeting each day the minutes of the preceding day are read and approved.
At the close of the convention, if there is not time to read the minutes of the
last day, a motion should be adopted authorizing the board, or some committee,
to approve the minutes of that day. As the proceedings of a convention are
usually published, a publishing committee should be appointed, which should have
the power to edit the proceedings. When through with its business the convention
adjourns sine die.
(b) A Convention not yet
Organized. Such a convention is similar to a mass meeting, already described
in 69, in that when called to order it has no
constitution, by-laws, or officers. It has the added difficulty of determining
who are entitled to vote. In the mass meeting every one may vote, but in the
convention none but properly appointed delegates may vote, and sometimes this is
a very difficult question to determine justly. The convention must have been
called by some committee, or body of men, who should have secured the hall and
made the preliminary arrangements for the meeting. If the convention is a very
large one, so that it is necessary to reserve the main floor of the hall for the
delegates, the committee should allow only those to enter who have prima facie
evidence of their right to membership, and in contested cases both sides should
be admitted. The chairman of the committee should call the convention to order,
and either he or some one the committee has selected for the purpose should
nominate a temporary chairman and a temporary secretary. Next should come the
appointment of a committee on credentials, whose duty it is to examine all
credentials and report a list of all the delegates who are entitled to seats in
the convention. When alternates have been appointed they should be reported
also. While the committee on credentials is out, committees may be appointed on
nominations of officers, on rules, and on order of business or program. In a
large convention of this kind all committees should be appointed by the chair,
and no one whose right to a seat is questioned should be placed on a committee
until the convention has acted favorably on his case. Until the committee on
credentials has reported, no business can be done except to authorize the chair
to appoint the above mentioned committees. While waiting for the committee on
credentials to report, the time is usually spent in listening to speeches. When
the committee reports, the procedure is the same as just described in an
organized convention. When that report has been adopted, the convention proceeds
to its permanent organization, acting upon the reports of the other three
committees previously appointed, taking them in such order as the convention
pleases. When these reports have been acted upon, the convention is organized,
with members, officers, rules, and program, and its business is transacted as in
other organized deliberative assemblies. If the convention adopts rules only for
the session, the committee on rules need recommend only a few rules as to the
hours for beginning the meetings, the length of the speeches, etc., and a rule
adopting some standard rules of order, where not in conflict with its other
rules. If it is not intended to make a permanent organization, the organization
just described is all that is necessary.
If the convention is called to make a permanent
organization, the committee on nominations is not appointed until after the
by-laws are adopted, and the committee on rules should report a constitution and
by-laws as in the case of a permanent society [70].
The committee in such case is more usually called the committee on constitution
and by-laws. When a convention of this kind is composed of delegates away from
their homes it is practically impossible to have them assemble more frequently
than once a year, and, therefore, before the convention meets, a constitution
and by-laws should be carefully drafted by those interested in calling the
convention. Those who drew up the by-laws should be appointed on the committee,
in order to avoid delay in reporting them.
After the committee has reported a constitution and
by-laws the procedure is the same as already described in the previous section
in case of acting on a constitution and by-laws for a permanent society [70(b)]. When the by-laws are adopted, the officers are
elected and committees are appointed as prescribed by the by-laws, and the
convention is prepared for its work as already described.
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