The basics of parliamentary procedure: know your rights and responsibilities for participating in meetings. (Board Primer).

As a board member, one of your most fundamental rights and responsibilities is to take an active part in meetings. The following will help you know some of your rights, including when and how to use parliamentary procedure to promote fair and orderly discussion and decisions.

To propose business by making a motion or a resolution: Once adopted, a motion or resolution becomes the action or opinion of the group. The basic steps for a motion are as follows:

1. You (or any other board member) gain the right to speak (obtain the floor) by raising a hand or by standing and awaiting recognition.

2. The chair recognizes you by calling your name.

3. You make the motion (saying, "I move that..." or "I move to...," not "I make the motion that..." or "I so move...").

4. Another member seconds the motion by calling out, "Second." Recognition is not required.

5. The chair states the motion. ("It is moved and seconded that.... Is there any discussion?" However, some motions cannot be discussed. Consult your parliamentary authority for details on this.)

6. The assembly discusses (debates) the motion according to these rules:

* Members wishing to speak must first obtain the floor (as in steps one and two above).

* The maker of the motion may speak first, if desired; he or she cannot speak against the motion but may vote against it.

* Remarks must be addressed to the chair and confined to the motion being discussed. Speakers should refrain from using members' names; instead they should use titles or "the previous speaker" or "the speaker who...."

* Everyone must observe time limits. Sometimes these are previously established; if not, the limit should be 10 minutes per speech.

* No more than two speeches per member per motion are allowed on the same day.

* No second speeches are allowed if another is seeking to make a first one.

7. The discussion may end in one of two ways. The chair may sense that discussion is exhausted and simply call for a vote. Or a member can attempt to bring the discussion to an end by making the motion "previous question." When this motion is made and seconded, the chair must put it to a vote without debate; to end the discussion, this motion must pass by a two-thirds vote. However the discussion ends, the chair then conducts the vote. ("The question is on the adoption of the motion that [repeat the motion]. Those in favor say aye. [Pause.] Those opposed say no.")

8. The chair announces the results of the vote. "The ayes (or noes) have it, the motion is adopted (or lost), and [the chair then states the outcome--what has been decided]."

To second another's motion: By proposing a second, you as the seconder merely indicate that you agree that the motion has merit and should be discussed. The seconder may oppose the motion in discussion (debate) and vote against it. If a motion does not receive a second, the group does not consider it. However, if discussion begins before a second is obtained, there is no need to seek one. The fact that the group wants to discuss the motion indicates that it has merit.

To amend a pending motion: The amendment, when adopted, becomes part of the motion.

To enter into discussion (debate): Your remarks should let others know of your support or opposition. You should add information and not echo another's comments.

To know the rules of discussion (debate) found in your parliamentary authority or the organization's special rules: Some organizations limit speakers to two minutes per speech.

To ask questions (as a point of information): Your questions may bring forward information that others may be seeking.

And finally, to vote: You, or any other member, cannot be compelled to vote unless required by the rules. If the motion to be voted on relates to a direct personal or financial interest, you should abstain. When you doubt that the results of a voice vote have been properly stated, you should demand a retake of the vote by calling out "division." To have the vote counted, a motion is required that must be approved by majority vote.

Once the vote is concluded, you and your fellow board members have the satisfaction of knowing you've fulfilled your responsibility to make a well-organized effort to reach a conclusion and move along the business of your association.

Teresa A. Dean is a past president of Parliamentary Associates, Independence, Missouri. She is a professional registered parliamentarian and a certified parliamentarian and designated teacher of parliamentary procedure. E-mail: meeting [e-mail].