Organizational Principles

BASIC PRINCIPLES

a) The considered rule of the majority must prevail.
b) The rights of members with a minority opinion must be protected.
c) Respect for the dignity of all members must be assured.
d) A logical order of business must be provided.

CONSTITUTION, BY-LAWS AND STANDING RULES
The Constitution: Defines the structure, purpose and organization of the group.
By-Laws: Whereas the constitution contains the policy of the organization, the By-Laws specify the means of carrying out this policy.
Standing Rules: Covers matters pertaining to the orderly process of business not significant enough to be in the By-Laws. Majority vote is sufficient for their establishment and they may be amended or rescinded by a two-third vote.

TYPES OF MEETINGS

A “Meeting” is the assembly of the members for any length of time
A “Session” refers to a series of meetings.

a) Regular Meeting: Held at specified times and deals with the general business of the organization.
b) Special Meeting: Convened to treat a special problem. No other business is in order.

TYPES OF PROCEDURES

a) Formal procedure: Does not permit discussion of a subject until it is offered as a motion, then seconded and restated by the Chair. This procedure results in quick, orderly action.
b) Informal procedure: The membership is permitted to discuss the subject prior to framing a motion. The informal procedure forms better motions by permitting the group to arrive at a general opinion before the making of a motion.
c) Conduct of the Meeting: Whether formal or informal procedure is used, all discussion is controlled by the Chairman. Members address the Chairman as “Mr. (or Madam) Chairman”. The Chairman refers to himself in the third person: The Chair rules…” or “The Chair disagrees.”.
d) Recognizing members: The Chairman need not rise when recognizing a member who wishes to speak. The Chair must recognize members in the order in which they raise their hands.

AGENDA: ORDER OF BUSINESS, A SEQUENCE
1. Call to order.
2. Minutes of the previous meeting.
3. Reports of Officers, Boards, Standing Committees.
4. Report of Special Committees.
5. Announcements.
6. Unfinished business.
7. New business.
8. Adjournment.

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PURPOSE
a) The order of business provides a logical system for group considerations and the procedure by which the chair advances from one matter to another.
b) Reports action of the elected officers.
c) Contributes knowledge gained by special committees.
d) Reminder of actions still pending.
e) Furnishes knowledge and facts recently obtained.
f) The order of business can be rearranged at any time by a two-thirds vote. (Note: Written copies of the agenda should be available at the start of each meeting).

AGENDA: CALL TO ORDER
The president of the organization usually presides as the Chairman. Should he be absent, the Vice-President presides, and next the Secretary.

a) Quorum:
The Chair opens the meeting by enquiring of the Secretary if a quorum is present. A Quorum is a simple majority in legislative bodies, but in social and professional organizations it can be as low as 25% of the membership. The specific number for a quorum is in the By-Laws. To open a meeting, the Chairman stands, raps the gavel and announces, “The meeting will please come to order”. When no quorum can be had, he says, “As there is no quorum, a motion to adjourn is in order”. The motion is made by a member, then seconded, and the meeting is adjourned by the Chairman.

b) Calling the Roll:
Usually the Roll is called only if there is a question as to whether there is a proper quorum or to identify all individuals present or not present.

In cases of extreme urgency, the Chair may conduct a meeting without a quorum. Any actions approved must be ratified at the next legal meeting. An action undertaken, which breaks the faith or inflicts injury by repealing or rescinding, is illegal.

Should a meeting start with a quorum and lose it (members leaving before adjournment), discussion may continue but no vote can be taken.

Agenda - Minutes of the previous meeting:
Minutes are the official record of the actions of the group. They are read and approved at the opening of each meeting to establish continuity of action and to check on the group’s affairs. Reading of the minutes may be postponed by a majority vote but must be read at the beginning of the next meeting. The Chairman will call upon the Secretary to read the minutes.

a) Contents of the Minute Report:
1. Name of the Group.
2. Kind of meeting (regular or special).
3. Place, date and time of meeting.
4. Name of the presiding Officer.
5. Approval of the previous minutes.
6. List of motions introduced, their sponsors and their final disposition.
7. The time of the adjournment of the meeting.

b) Sanctioning of Minutes:

The minutes are read and the Chair announces, “You have listened to the minutes. Are there any corrections? (The Chair waits) If there are none, the minutes stand approved as read. Approval can be given by silent consent. If corrections are suggested, the Chair instructs the Secretary to make them. Should any objection to the Correction arise, a vote must be taken. Those in favour say “Aye”, those opposed say “Nay”, the Chair announces the results. The process is repeated if other corrections arise. The Chair finally announces, “there being no further corrections, the minutes stand approved as corrected.” (Note: Minutes may be corrected at any time, but if already approved, a two-thirds majority vote is required to change them. If notice of the desired correction is posted or distributed for the membership to read prior to the consideration a majority vote is sufficient.
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