Parliamentary Law: Business meeting decorum

1. Management & Leadership
in Ministry
Business Meeting
Decorum/Practices

2. Business Mtg. Decorum/Practices
a) Arrive early & be prepared to start
the meeting on-time.
b) Have extra copies of the agenda
and related reports and information on hand.
c) Chairperson should dress ,one level above the
average dress of those in attendance.
d) Chairperson should have on-hand, easy access to:
- Bible, paper, pen, ballots, gavel
- Roberts Rules of Order
- Church Policy book &Bylaws
- „Minutes‟ of the last business meeting
- Historic & Current Financial Reports

3. Business Mtg. Decorum/Practices
e) The chairperson does not enter into
the debate. Don‟t do it or encourage it.
f) An odd number of non-related
Tellers counting ballots (who have no vested
interest in the outcome of the balloting). Encourage
tellers to report as quickly as possible. Always best
to report the results in writing, rather than verbally.
Provide the tellers a “Report Form” to work with.
Tellers also vote
g) Keep the meeting moving along … quickly
recognize people (giving them the floor), and do
your best to alternate between those who are
speaking for/against the motion.

4. Business Mtg. Decorum/Practices
h) Reign in „character assassinations‟ and
cross talk immediately … Rule it “out of
order‟, especially if it is hurtful or disruptive.
Protect people
i) Do not let people „stand‟ while someone
else is speaking. People may inconspicuously use
their „hands‟ to get the attention of the chair. If no
one is speaking, then a person may „stand or
speak‟ (Mr. Chair) to gain the attention of the
chairperson. When the chair person
stands, everyone else immediately stops talking &
sits down, including the person who presently „has
the floor‟.

5. Business Mtg. Decorum/Practices
j) Typically there is no debate on an issue after the
issue has been called upon for a vote. Questions
about procedures or seeking clarifications about the
motion are still permissible
k) No loud „talking, whispering‟ or walking around‟
while someone else is speaking.
l) Turn off cell phones.
m) Don‟t refer to female chairperson as
a chairlady (proper : Madam Chair)

6. o) Don „t allow an individual to speak or
against a motion for more than 5 to 10
minutes (max. 2 x)
p) Do your best to present /nominate 2
individuals for each elected position (avoids the
appearance of „railroading‟ the congregation and/or a
conflicts of interest)
q) Do not delay calling for the „question‟, if you sense
the debate is begin repetitive.
r) When receiving nominations from the floor, „double
check‟ with the person being nominated to see if they
are willing & able to serve if elected. A person can
nominate themself or any number of people (unless
others object, then only 1/person)

7. s) Do not „spoil‟ ballots if the ballot is
improperly marked or a name
misspelled, but the intent of the
person casting the ballot is obvious.
t) Those who are newly elected, begin to serve at the
„rise‟ of the business meeting (not during the
meeting). A „resignation‟ begins after the letter of
resignation is formally received by the officiating
board, not when it is received in the church office
(thus a cooling off period)
u) The chairperson should not entertain a frivolous or
absurd motion (don‟t even ask for seconder).

8. v) A person should excuse themselves from a
business meeting debate whenever a motion
or election specifically relates solely to
themselves, their spouse/kids.
w) Don‟t be a legalist. Don‟t insist that
„everything‟ be done by the book & worded exactly
„so‟. Many people don‟t know nor understand
Parliamentary Rules … nor know how use the
rules, or phrase things properly. Err on the side of
grace - remember the big principles : facilitate the
will of the majority, with input from the minority;
orderly/ civil; debate1 item at a time; 2/3 for
changes/limit rights; speak to chair.

9. x) If people leave during a meeting & there is no
longer a quorum present … no official business
can be transacted. A legitimate “Point of Order”
y) Minutes of a business meeting ONLY record what
was decided or done … not what was said, who
said something, nor any opinions on matters
discussed. The minutes MAY include the „gist‟ of
the discussions (high level overview).
Minutes DO NOT need to record who „seconded‟ a
motion … but should include the
name of the mover of substantial
motions.

10. An unusual item that I didn’t know
where to put into our learning experience
A common practice amongst pastors is to conduct
a poll or vote of board members, via telephone or
e.mail, especially when a quick decision must be
made (ie: replace the broken furnace before
Sunday).
In such cases … board decisions made by
telephone or e.mail MUST be ratified at the
following board meeting, to be official
actions of the board (and recorded in
the Minutes).

11. VOTING CLARIFICATION
Role of Tellers . . .
Tellers can/should vote
Report total number of ballots cast
Report total number of ballots needed to
carry the decision ( majority or 2/3 )
Report Number of votes:
- yes and no
- votes for each person up for election
BUT it is the chairperson who declares
‘who was elected’ or if the motion was ‘carried
or lost’

12. Typical Congregational Business Mtg. Agenda
(Orders of the Day)
Call the meeting to “Order”
Opening “Welcome, Devotional, Prayer”
Approve the “Tellers”
Approve the “Agenda” (Orders of the Day)
Receive the “Minutes” of the previous meeting.
Receive the “Financial Report” (Lots of discussion, unless Info. Mtg. wk. earlier )
Report of the “Nominating Committee/ Elections” (Nominations from the floor; then
election of officers) Intersperse Reports from staff/ministry leaders while you
wait for tellers report.
“Motions/Recommendations” from various boards/ committees (Church
Board, Finance Committee/ Budget, Trustees, etc.)
Hear Reports from the Pastoral staff and various Ministry Departments (no
second, no vote… just express „thanks‟). „Recommendations‟ need a separate
motion to be officially considered/debated/voted upon by the congregation.
New Business
Motion to “Destroy Ballots” & Refer unfinished business to the church board
Closing Prayer
Adjournment (“We are adjourned”) Refreshments (at end, or ½ way through)

13. JUST A REMINDER >>> THERE ARE MANY more
motions & procedures than listed here.
Fix Time to Adjourn Second, Amendable, Majority
Adjourn Second, Majority
Take a Recess Second, Amendable, Majority
Privileged Question of Privilege Interrupt, No Vote
Call for Orders of the Day Interrupt, No Vote
Appeal Interrupt, Second, Debate, Majority
Division of Assembly Interrupt, No Vote
Division of Question Second, Amendable, Majority
Incidental Inquiry/Pt. of Information Interrupt, No Vote
Pt. of Order Interrupt, No Vote
Suspend Rules Second, 2/3 vote
Withdraw a motion By mover, if there is no amendment
Lay on the Table Second, Majority
Previous Question Second, 2/3 vote
Limit/Extend time Debate Second, Amendable, 2/3 vote
Subsidiary Postpone to Certain Time Second, Amendable, Debate, Majority
Refer to Committee Second, Amendable, Debate, Majority
Amend Second, Amendable, Debate, Majority
Postpone Indefinitely Second, Debatable, Majority
Main Motion Second, Amendable, Debate, Majority

14. Class Exercise
Fix Time to Adjourn
Adjourn Scenario:
Take a Recess
Question of Privilege
Location: Your Local Church
Call for Orders of the Day Situation: Church Board mtg.
Appeal
Division of Assembly Motion: “Motion to sell the present
Division of Question church facilities, buy 5 acres
Inquiry/Pt. of Information
of land on the south side of
Pt. of Order
Suspend Rules town, and temporarily move
Withdraw a motion the congregation into a school
Lay on the Table gym for the next 2 years while
Previous Question architectural drawings are
Limit/Extend time Debate
Postpone to Certain Time
secured for our new facility‟.
Refer to Committee Recommendation to L.C.C.
Amend
Postpone Indefinitely
Main Motion