PARLIAMENTARY PROCEDURE

Divisions of the Order of Business:

Beginning (No quorum needed)

1. Call to order by the president.

2. Opening ceremonies: Invocation, Pledge of Allegiance, etc.

Body (Quorum needed)

1. Reading and approval of the minutes.

2. Reports of officers, board members and standing committees.

3. Reports of special committees.

4. Special orders.

5. Unfinished business and general orders.

6. New business.

End (No quorum needed)

1. Good of the order.

2. Program

3. Announcements

4. Adjournment

Suggested Order of Business

Call to order

Opening exercises (if desired)

Roll Call (may be omitted)

Reading of the Minutes

Reports of officers

Reports of the board

Reports of standing committees

Reports of special committees

Reports of delegates (if any)

Unfinished business

New business

Adjournment

Composition of a Set of Minutes

First Paragraph: 1. Kind of meeting

a. Regular or adjourned-regular

b. Special or adjourned-special

c. Annual

2. Time, date, and place if not always the same.

3. Name of organization

4. The fact that the president and secretary were present or the names of their substitutes.

5. Whether the minutes of the previous meeting were read and approved as read or approved as corrected.

6. The presence of a quorum may also be stated.

Body: 1. The body of the minutes should contain a separate

Paragraph for each subject.

2. A convenient way to remember what should be contained in the body of the minutes is shown in three groupings which are:

Group 1: All main motions or motions to bring the question again before the assembly except those that are withdrawn.

Group 2: All points of order and appeals, whether sustained or lost.

Group 3: All other motions not lost or withdrawn.

Closing Paragraph: 1. Should state the hour of adjournment.

2. Minutes are signed by the secretary. The words “Respectfully submitted” are NOT used.