Felt’s Parliamentary Procedure/Permanent Organization

by Orson B. Felt

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PERMANENT ORGANIZATION.

9. If the society is to be a permanent one the presiding officer is usually called the president. A vice president is also elected, to preside in the absence of the president; a secretary to keep a record of the doings of the society, and such other officers as are necessary to properly perform the duties required by the organization. In such cases immediately after the temporary organization, as described in section 5, has been completed, a carefully selected committee should be appointed to draft a constitution, by-laws and rules. This should be presented at a full meeting of the society, and after amendment, if necessary, of the several sections, should be adopted as a whole. The constitution and by-laws, after adoption, constitute the organic law of the society, and must be strictly adhered to.

10. The constitution should only contain such fundamental rules as the society will never need to suspend, to-wit: The name of the society; the purpose for which the society was organized; eligibility to membership; the officers of the society; their duties; how elected; how vacancies may be filled, etc., and should be so carefully drawn as to avoid the necessity of frequent amendment. Such amendments should be made difficult by requiring that notice of any proposed amendment be submitted in writing at a regular meeting, also requiring previous notice to all members of the proposed amendment at a certain meeting and by making a two-thirds vote necessary to carry such amendment. The constitution should be adopted before the permanent officers are elected, and after such adoption to opportunity should be given all to sign. This act makes them members of the society or organization, since only those who have fulfilled this requirement are members and allowed to vote.

11. The by-laws should contain nothing which conflicts, in any way, with the constitution, and may include such matters as initiation fee, dues, rules for government of the society's affairs, number necessary to constitute a quorum, time and place of meeting, how special meetings may be called, business which may be transacted at such special meetings. Amending the by-laws should also be made difficult by placing it out of the power of any one meeting to modify them by requiring previous notice; also by making a two-thirds vote necessary for adoption. It should be remembered, however, that while an amendment to the constitution or by-laws requires previous notice and a two-thirds vote, either the constitution or the by-laws before adoption may be amended by a majority vote.

12. Standing Rules should not conflict with either the constitution or by-laws, and are of less importance than the by-laws, and are subject to the will of a majority at a regular meeting. They should be binding upon the society until rescinded; but may be suspended, modified, or rescinded at any regular meeting by a majority vote. Societies usually prescribe methods for amending their constitution, by-laws and rules. When such methods are not provided, parliamentary law regulates such action.

13. In conventions or assemblies, whose members claim their seats by virtue of an election by their constituents, or by appointment, or on the ground of conformity to some requirement, and the membership may not be known, or is in dispute, it becomes necessary to know who are properly members of the assembly before a permanent organization can be effected, as it is evident they cannot fully organize until the question of membership is settled, since only members have the right to participate in the proceedings of the assembly. In such cases it is customary to first effect a temporary organization by electing temporary officers, as described in section 4. The chairman of such temporary organization then appoints a committee on credentials to examine into and report upon the evidences of election, or the validity of the credentials, of those claiming seats as members. This committee will, after consultation, report as to who are entitled to seats in the assembly, or the committee will report disputed cases with recommendations. These disputed cases will be decided by the assembly.

14. If a delegate's right to membership is questioned he is entitled to a hearing by the committee on credentials, or by the convention before the final vote is taken. Only those whose credentials are not disputed have a right to vote. After the membership has been decided, the assembly will, by vote, perfect the organization by making the temporary officers the permanent, or by electing permanent officers, or by appointing a committee to nominate permanent officers, to be approved by the assembly. As soon as the permanent officers are elected the temporary officers retire, the permanent officers taking their places and the assembly is fully organized for business.