The Standard Code of Parliamentary Procedure by Alice Sturgis
Appropriate excerpts from our adopted PA are presented on these pages for the benefit of those who do not have a copy. When the PA is vague or offers insufficient guidance, excerpts from other texts will also be provided when germane.
Drafting Bylaws
Good bylaws alone do not make an effective organization, they are an outline
of its structure. However, suitable bylaws are necessary to enable an
organization to function well.
Bylaws should be concise and are best arranged in outline form. Many
organizations keep their bylaws simple and brief by including only essential
provisions and supplementing them with adopted procedures. (See: Suggested
Structure Appendix
A)
The best bylaws are those which are written to meet the needs of the particular
organization. A provision that works well for one organization may be entirely
unsuitable for another. Bylaws should be custom-made to fit each individual
organization.
Revision of Bylaws
After bylaws have served for a considerable period of time, it may be
necessary to amend many portions of them. The simplest method, when extensive
changes are required, is to select a special committee to study the bylaws and
submit a revision. The report of a special revisions committee or of a bylaws
committee is a revision when it proposes a substantial number of changes that
may affect considerably the structure of the organization, or a rewriting of the
form of the bylaws for clarity or reorganization.
A copy of the proposed revision with notice of the date when it will be
considered and voted on should be sent to each member in advance of the meeting
or convention. Any necessary explanation should be inserted before the provision
to which it applies. A revision proposes, in effect, a new set of bylaws, and
the revision is presented, considered, and voted upon under the same procedures
as those followed for the adoption of the original bylaws. The original bylaws,
which are still in effect, are not before the assembly for consideration. A
revised set of bylaws requires only a majority vote for adoption.
A revised set of bylaws automatically becomes effective immediately after the
vote adopting the new revision. It is possible, however, in the motion to adopt
the revised bylaws that certain portions of them should not become effective
until a later specified date.
Detailed Procedures
There are many minor details of procedure that are necessary to carry out
provisions of the charter, bylaws, and adopted
rules. These detailed procedures
should not be included in the bylaws as they will add length and confusion. The
procedures adopted by an organization are called adopted procedures. They
are changed more frequently than the bylaws or more important rules and require
only a majority vote to adopt or to change. They should be classified under
suitable headings, for example, "Procedures of the Election
Committee."
Adopted Policies
Bylaws define the structure of an organization. Policies define the beliefs
and philosophy. Both are equally binding on the organization. Organizations
frequently adopt policies that are as important in determining the action of the
group as are its bylaws or other rules. Policies
are usually formulated to meet recurring problems that come up for decision.
Most successful businesses have written policies that have developed from
experience and that guide their operations. Many organizations develop policies
that have an equally powerful influence on their effectiveness.
Once a policy is developed and adopted,
it sets a standard for judging and deciding all new proposals dealing with the
subject or situations covered by the policy. If a proposal is contrary to
an adopted policy of the organization, it is not in order and is not considered.
Organizations that use policies as guiding principles should provide in their
bylaws for their adoption, the vote required, and the method for amending and
reviewing them. Some organizations review their policies each year to see whether changes
or new policies are required. Many organizations provide for a standing
committee on policies which maintains a list of currently effective policies,
considers and makes recommendations on proposed policies, reviews all policies
annually, and interprets them when requested. Policies
should not be included in the bylaws but should be compiled separately
and stated appropriately.
Special and Standing
Rules
Organizations sometimes adopt rules of procedure that add to or vary from
the rules of parliamentary law as stated in their parliamentary authority. The
rules that are temporary adn intended to meet a current or special situation are
termed special rules. The rules that are intended to stand until revoked
are termed standing rules. Organizations have the right to adopt special
or standing rules by majority vote without notice and to abolish or amend them
in the same manner.