# Parliamentary Procedure Part of the Public Speaking Merit Badge Digital Resource Guide: [Introduction & Overview](https://merit-badge.university/merit-badges/public-speaking/guide/index.md) *5. Leading a Meeting* > **5.** Show you know parliamentary procedure by leading a discussion or meeting according to accepted rules of order; or by answering questions on the rules of order. Public speaking is not only about standing in front of a crowd and giving a speech. It is also about leading productive conversations, keeping meetings on track, and making sure every voice in the room gets heard. That is what parliamentary procedure is all about — and it is a skill that will serve you in Scouting, school, and far beyond. ### What Is Parliamentary Procedure? Parliamentary procedure is a set of rules for running meetings fairly and efficiently. The most widely used set of rules is called **Robert's Rules of Order**, written by Henry Martyn Robert in 1876. Robert was a U.S. Army officer who attended a church meeting that turned into chaos because nobody agreed on how to run it. He decided to write a guidebook, and it has been the standard ever since. The core idea behind parliamentary procedure is simple: every member of a group deserves a fair chance to speak, propose ideas, and vote — and no one person should dominate the conversation. > **Did You Know?** > > The original edition of Robert's Rules of Order was just 176 pages. Today's edition is over 700 pages and covers everything from how to take a vote to what happens if someone falls asleep during a meeting. Do not worry — you only need to know the basics for this requirement. ### Key Roles in a Meeting Every formal meeting has specific roles. Understanding who does what is the first step to running a meeting well. - **Chair (or Presiding Officer):** The person who runs the meeting. The chair calls the meeting to order, recognizes speakers, keeps the discussion on track, and calls for votes. The chair stays neutral during debate. - **Secretary:** Takes notes (called "minutes") on what happens during the meeting. The minutes include what was discussed, what was decided, and any votes taken. - **Members:** Everyone else in the meeting. Members can propose ideas (motions), discuss them, and vote on them. ### The Flow of a Meeting A formal meeting follows a set order, called an **agenda**. Here is a typical structure: 1. **Call to Order** — The chair says, "The meeting will come to order." 2. **Reading of Minutes** — The secretary reads the notes from the last meeting. Members approve them or suggest corrections. 3. **Reports** — Officers or committees share updates. 4. **Old Business** — Unfinished items from previous meetings. 5. **New Business** — New items for discussion and decision. 6. **Announcements** — General information for members. 7. **Adjournment** — The chair officially ends the meeting. ![A Scout standing at the head of a table leading a patrol leaders' council meeting, with several Scouts seated around the table, some raising their hands](https://ik.imagekit.io/doulacoop/tr:w-800/mbu-assets/merit-badges/public-speaking/guide/scout-leading-meeting?v=2f9c0aac) ### How Motions Work A **motion** is a formal proposal for the group to do something. Motions are the engine of parliamentary procedure — they are how decisions get made. Here is how the process works: **The Life of a Motion** — Six steps from idea to decision - [ ] A member makes a motion: "I move that we hold our next campout at Lake Wilson." - [ ] Another member seconds the motion: "I second the motion." (This shows that at least two people think the idea is worth discussing.) - [ ] The chair states the motion: "It has been moved and seconded that we hold our next campout at Lake Wilson. Is there any discussion?" - [ ] Members discuss: Anyone who wants to speak raises their hand. The chair recognizes them one at a time. Speakers should address the chair, not each other. - [ ] The chair calls for a vote: "All those in favor, say 'aye.' All opposed, say 'no.'" - [ ] The chair announces the result: "The motion carries" (passed) or "The motion fails" (did not pass). > **Tip** > > When you make a motion, be specific. "I move that we do something fun" is too vague. "I move that we schedule a fishing trip to Pine Lake on March 15" gives the group something clear to discuss and vote on. ### Types of Motions You Should Know Not all motions are created equal. Some motions take priority over others. Here are the most important ones: **Main Motion** — Introduces a new topic for the group to consider. This is the most common type. "I move that we buy new troop T-shirts." **Amendment** — Changes a motion that is already on the table. "I move to amend the motion to specify blue T-shirts instead of red." The amendment is voted on first, then the original motion (as amended, if the amendment passes). **Motion to Table** — Temporarily sets aside a motion to deal with something more urgent. "I move to table this motion until next month's meeting." **Motion to Adjourn** — Ends the meeting. "I move that we adjourn." This motion requires a second and a vote. **Point of Order** — A member believes a rule is being broken and asks the chair to correct it. "Point of order — we have not had a second on this motion." The chair rules on it immediately. **Point of Information** — A member asks a factual question. "Point of information — how much money is in the treasury?" This does not require a vote. ### Running the Meeting Yourself For this requirement, you may either lead a discussion or meeting using parliamentary procedure, or answer your counselor's questions about the rules. If you choose to lead a meeting, here is how to prepare: **Meeting Leader Preparation** — Get ready to chair a meeting - [ ] Write an agenda: List the items to be discussed in the correct order (call to order, minutes, reports, old business, new business, announcements, adjournment). - [ ] Assign a secretary: Someone needs to take minutes. Ask a fellow Scout before the meeting starts. - [ ] Prepare at least one item for new business: Have a motion ready so the group has something to practice with. - [ ] Review the motion process: Know the six steps from memory so you can guide the group through them. - [ ] Stay neutral: As chair, you do not take sides during debate. Your job is to make sure everyone gets a fair chance to speak. - [ ] Keep it moving: If discussion drags on, you can say, "Is there any further discussion?" and then call for a vote. > **Be Prepared! Two People Want to Speak at the Same Time** > > This happens in almost every meeting. As the chair, here is how to handle it: > > - **Recognize speakers in order.** The first person to raise their hand gets to speak first. > - **Alternate viewpoints.** If someone just spoke in favor of a motion, try to call on someone who might have a different perspective next. > - **Set a time limit.** If discussion is getting long, you can suggest: "Let's limit comments to one minute each so everyone has a chance." > - **Stay calm and fair.** Your job is not to agree or disagree — it is to keep the process running smoothly. ![A group of Scouts seated at a meeting table raising their hands to vote on a motion, with the Scout leading the meeting standing and counting raised hands](https://ik.imagekit.io/doulacoop/tr:w-800/mbu-assets/merit-badges/public-speaking/guide/voting-at-meeting?v=0fe9632a) ### Common Mistakes to Avoid > **Safety First!** > > Parliamentary procedure exists to protect fairness. Avoid these common errors that undermine the process: > > - **Skipping the second.** Every main motion needs a second before discussion can begin. If nobody seconds it, the motion dies. > - **Debating before a motion is on the floor.** Discussion should only happen after a motion has been made, seconded, and stated by the chair. > - **The chair taking sides.** If you are leading the meeting, stay neutral. If you want to debate, temporarily hand the chair to someone else. > - **Cutting off discussion.** Every member has the right to speak. Do not rush to a vote until everyone who wants to speak has had a chance. ### Explore More Resources [Robert's Rules of Order — Official Website](https://robertsrules.com/): The official resource for Robert's Rules, including a simplified guide, FAQs, and a summary of the most commonly used rules. [National Association of Parliamentarians](https://www.parliamentarians.org/): An organization dedicated to teaching and promoting parliamentary procedure. Includes educational resources and youth programs. --- - Previous: [Researched Speech](https://merit-badge.university/merit-badges/public-speaking/guide/req4/index.md) - Next: [Extended Learning](https://merit-badge.university/merit-badges/public-speaking/guide/extended-learning/index.md)