Parliamentarian

PARLIAMENTARY PROCEDURE  

A wise parliamentarian can effect the success of any organization, from the local level on up.  Meetings will run more efficiently, the presiding officer will be viewed as an effective leader, and members will gain a sense of fairness in spite of divisive issues that may be up for debate.

As no painter could complete his job without brushes, rollers, drop cloths and the like, no  parliamentarian can function without the tools of her trade. An American Legion Auxiliary Unit parliamentarian will need the following:

1. Unit Constitution and Bylaws and standing rules
2. County rules
3. District rules
4. Department Constitution and Bylaws
5. National Constitution and Bylaws
6. "Roberts Rules of Order, Newly Revised," 10th Edition

Incoming parliamentarians should be able to secure a copy of the Unit Constitution and Bylaws and the standing rules from the outgoing parliamentarian, secretary or president. 

Copies of the American Legion Auxiliary Department Constitution and Bylaws can be downloaded and copied from the Department website: http://www.deptny.org. or ordered directly from the Department office at a cost of $1.50 including shipping.  Copies of the National Constitution and Bylaws may be purchased from National Emblem Sales for $1.95.   Purchases  may  be  made  online  from  www.Emblem.Legion.org  or  by  calling 1-888-4LEGION.  "Robert's Rules of Order, Newly Revised," 10th Edition is available from major book stores in paperback at a cost of $18.00.

The first job of the parliamentarian upon accepting the appointment is to secure the above tools and review the Unit Constitution and Bylaws as well as any standing rules.  Among Constitution and Bylaws specifics that you will need to know without taking time to research during meetings are the quorum for both regular and executive committee meetings (the number of members in attendance to conduct formal business), rules governing the election of officers, rules for proposing and amending motions, and/or bylaws, and procedures for adopting and forwarding resolutions of Department and National scope.

The parliamentarian is also expected to know the basic rules of parliamentary procedure that deal with the conducting of business. "Roberts Rules of Order, Newly Revised," 10th Edition, is our organization's authority on all questions not specifically addressed in the Constitution and Bylaws. The unseasoned parliamentarian will find abbreviated charts that identify types of motions, whether they require a second, whether they are debatable, and the vote required for adoption a helpful reference.

County and District organizations should make copies of rules available in the event that copies cannot be obtained from the Unit.  Once the parliamentarian has a working knowledge of the Unit Constitution and Bylaws and standing rules, she will need to study County, District, Department, and National documents, as well, as many of these regulations impact action at the Unit level.

One cannot be expected to have familiarity with the entire works of Henry Roberts when taking on this responsibility, but should always carry it, in addition to the above mentioned tools, to all meetings.  Even when the answer to a regulation is known, it is always helpful to have a professional ruling on hand.

Among mistakes often made at Unit meetings are:

1. Failure to secure a second to a motion requiring one.
2. Calling for a second when none is needed such as in nominations from the floor.
3. Failure to call for nay votes when adoption of a proposed motion is assumed.
4. Failure to vote on a main motion after an amendment to said motion is adopted.

Always remember that the role of the parliamentarian is advisory.  The presiding officer  alone has the power to rule on a question.  When called upon by the presiding officer or chair, and only then, the parliamentarian may express an opinion to the assembly.  The president knows in advance the business to come before a meeting and should confer with the parliamentarian before said meetings so that she can consult the parliamentary authority in advance of any anticipated problems.

The parliamentarian is always seated to the right of the presiding officer so that she is in a position to provide advise as inconspicuously as possible.  The use of a small pad is suggested in order to send her notes on something that needs attention or has been overlooked.  Remember the presiding officer always has the right to follow or ignore the parliamentarian's advise.

Questions are welcome and will be thoroughly researched before an opinion is offered.  This procedure will, hopefully, prove beneficial to you and to many other Units who may be experiencing similar concerns.  The Department Newsletter will include such questions but the identities of submitting Units will be kept confidential.

Phyllis Bachman  - pcbachman@gmail.com  
Parliamentarian, Department of New York

 Note: For Chairman's physical address,  contact Chairman or  Department Office