Church Business
And Parliamentary Procedures
Pastor David Chan
The New Testament church should maintain a respect for and an appreciation of parliamentary procedures. Let us begin by defining parliamentary procedures
Parliamentary law is a set of common-sense rules to democratic bodies in the transaction of business. . . It is a simple, businesslike plan for conducting a business meeting in a Christian manner and an orderly fashion. It provides full and open discussion in such a way that the will of the majority may be determined without confusion. Every member is given equal opportunity in every respect.
Advantages of knowing parliamentary procedure is vital for the church to achieve the greatest progress toward achieving the adopted goals. Thomas L. Lynn in his book, Church Administration presents five advantages of knowing parliamentary procedures.
1 The business is conducted in an orderly manner
2 The meeting takes less time
3 The people involved have a clearer understanding of what is going on
4 Each person has an opportunity to express his opinions
5 Records are easier to keep
It is important to know the procedures of parliamentary law, but even more important to practice the procedures when conducting church business. People often make unkind remarks about proceedings they have witnessed in church business meetings. Gaines Dobbins has wisely stated, When controversy arises, the faithful become alarmed and the careless become interested.
Before we begin to conduct business meeting, we need to be sure what the church hopes to accomplish in the business session. We need to know what the desired outcome will be. If we cannot reasonably predict the out come of a matter of business, it is not yet ready for presentation to the church. Being able to reasonably predict the outcome of each motion shows that we have done our homework and that we are, in fact, the leaders of the church.
There are some basic principles that will help us to ensure that a meeting will be successfully conducted. Three steps are suggested by Browning Ware
1 Define Priorities: Leaders, particularly the moderator, must be sensitive to the relative significance of matters for discussion and vote.
2 Dignify the meeting: This is not a call to stuffiness. Informal meetings may have dignity. Dignity is largely a matter of attitude in those who address the congregation. Avoid ‘forced reports’ from unwilling substitutes.’ I didn’t know I was to speak.’ ‘I guess I could say a few words’, etc.
3 Defend Congregational Democracy: Church business has the reputation of being uninteresting, particularly when someone is ramrod ding it. Leaders can vitalize business sessions by providing a welcome climate for all onions. Fear of being embarrassed has been interpreted as agreement and dull quietness as peaceful unanimity.4
One of the constant complain about business is the poor attendance. Thus we need to make careful plans to encourage increasing attendance and participation at its business meetings. Garland Hendricks lists nine factors which the church can implement for this purpose.
1 An agenda for each meeting, carefully planned and announced in advance so that the church members know what to expect.
2 A policy whereby only important church matters are brought up in business meetings.
3 A strategy clearly designed for moderating meetings so that everyone can expect fairness and firmness.
4 Special attention to keeping all business meetings on time and within reasonable time limits.
5 A requirement by the moderator (the pastor) that any person address the Chair, be recognized, then speak only to the subject under consideration.
6 Previous arrangements for all reports to be factual, brief, and clearly presented.
7 A series of four discussions at payer meeting emphasizing the importance of business meetings.
8 A decision by the church concerning the most appropriate time for the congregation to conduct business meetings
9 Several church leaders making a covenant that they would attend
business meetings faithfully.
There is often a debate on the subject of who should be the moderator. After the church and the pastor have an opportunity to consider varying aspects of this officer’s role and the potential leadership available for the role, the selection should be made with everyone in agreement.
Maddry has contrasted the pastor as moderator and the layman as moderator. He presents each possibility with respective strengths.
When the Pastor is Moderator- (Well over 75% of churches world-wide maintain the pastor as the moderator or chairman.)
1 The pastor by training, experiences and personal interest is more able to keep the meeting more ‘brotherly’.
2 The pastor usually knows better than any other person the matters to come before the church.
3 If an average layman is to moderate the sessions, the pastor still must often explain the matters which should come before the
When a layman is Moderator
1. The pastor has more freedom to speak from the floor and to present or explain any matter which comes before the church.
2. This arrangement keeps the pastor aloof from the business so that he can better be the spiritual leader of the church.
3. The laymen feel a greater sense of responsibility when they conduct their own business sessions.6
For the last 30 over years I have been in the ministry I have served as chairman of the Council, Business meeting, Diaconate. I find it very refreshing and relaxing when I come to Miami because for the first time in my pastoral ministry I do not have to serve as chairman. This is the way I like it. This will allow me more time to attend to the spiritual aspect of the ministry.
Practical Tips for the Moderator
The late Dr. McCoy states,
Parliamentary procedure is viewed by some as being ‘common sense used in a gracious manner’. A contrasting view is that ‘parliamentary procedure is the devil’s democracy’. Which it is depends upon the understanding and use (or abuse) of procedure both by the moderator and the members.
1. Consider persons more important than procedures. Maintain the spirit of Christian love while you preside.
2. Seek to be more Christ like than business like. Try to breathe Christian
warmth into the deliberation of the body.
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3. Be honest, fair and courteous with all members. Protect the rights of each one.
4. Give help to members who are not familiar with parliamentary procedure and do so in a way that will not embarrass them.
5. Do not permit a matter to be discussed until a motion has been made, seconded, and you have stated it to the body.
6. A member should not be permitted to merely, ‘I so move’ when referring to an idea or suggestion made by someone else. Insist that a motion be stated.
7. You cannot make a motion. You can suggest that some member make one by stating, ’A motion is in order to…’
8. Call on the person who makes a motion to discuss it first. He is the most logical reason for doing so.
9. Follow the principle of full and free debate. Good creative discussion is the essence of democracy. Lead members to talk through their disagreements.
10. A member who has not spoken should be given preferences over one who has. Be careful not to let one or a few monopolize the discussion.
11. Alternate discussions so as to bring out both sides of a question. This will help members in arriving at their decisions.
12. Respect the minority. While the majority must prevail, the minority has a right to be heard.
13. Maintain a neutral position while presiding. Ask an assistant to preside if you wish to debate a question under consideration.
14. If the procedure bogs down, speed it up where you can, but do not take short cuts. By no means should you force a proposition through by voting.
15. Always take the affirmative vote first. Then take the negative vote second, but always take it. This protects the rights of the minority.
16. It is correct to assume that members who do not vote are on the prevailing side.7
Moderator’s Control Points
The manner in which a meeting is conducted, the atmosphere of the meeting, the direction the meeting takes and the action taken at the meeting is largely dependent upon the moderator. The group holds this person responsible to possess and exercise the skills required of this office.
Auger maintains there are seven techniques in conducting a meeting that every leader can learn which will enable a moderator to achieve the desire objectives in conducting a business meeting:
Control Points for the Chairman
1. Stimulate discussion; don’t let the meeting drag.
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2. Balance the discussion; don’t let any single point of view predominate when others are to be heard.
3. Keep the discussion on track; don’t let people digress.
4. Break up hot controversies; they’ll tear the meeting apart.
5. Keep the meeting lively; don’t let people daydream.
6. Watch your timetable; finish on schedule.
7. Make sure there is a conclusion and some positive action initiated.8
Some patterns which insure the lack of or even the loss of control in a business meeting:
• Come to the meeting without adequate preparation—no agenda.
• Maintain the authoritarian style of leadership.
• Permit interruptions from the outside sources to control your attention; i.e. telephone calls from which are not emergencies.
• Resent questions raised from the floor about something you say.
• Allow the meeting to ‘run by itself’ with little or no direction.
• Criticize and/or demonstrate resentment to one person or to a small group.
• Attempt the comedian role.
Remember: The model you set will be copied by one or more who are learning from you style of being the moderator/ chairman—make your model one which is worthy of copying!
Practical Tips for members
Dr. McCoy presents sixteen “Practical Tips for Member’ which might be helpful if a copy could be provided for each church member.
1. Always express your ideas and views on a proposition. This will aid others in making intelligent and fair decisions.
2. If you do not know the proper procedure or how something should be said, ask the moderator. It is his responsibility to help you.
3. Work for the good of the body. Do not let personal preference color your discussion of determine you vote.
4. Obtain the floor before stating your motion or discussing a motion. You do this by standing and calling, ‘Mr. Moderator.’
5. Introduce a motion with the words, ‘I move that…’ Any other way of stating a motion is incorrect.
6. Be gracious, charitable, and confident in you manner and choice of words.
7. Say or do nothing that will cause embarrassment to the moderator or to a fellow member.
8. Avoid being ‘smart’ or ‘cute.’ This is not good taste in any kind of church meeting.
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9. Refrain from deliberately trying to get the moderator into a parliamentary tangle. To do so is both disrespectful and unchristian.
10. Stay on the subject before the body. Do not introduce irrelevant or unimportant matters.
11. Be careful not to monopolize a discussion however much you may be interested in it.
12. Refrain from moving the previous question to deliberately cut off debate. This is out of place in a Christian democracy.
13. Show courtesy and respect for the moderator by refraining from carrying on a conversation with another person while he is presiding.
14. Make sure you understand what action is being proposed before you vote.
15. Pray and seek God’s leading in determining how you should vote. How you arrive at your decision may be more important than voting your decision.
16. Vote when you can do so intelligently. Not to vote has been said to be ‘one-half vote for and one-half vote against.9
Reaching Consensus in a Business Meeting
It is quite simple to say that to reach consensus in any type of group meeting there will need to be some ‘give and take’ on the parts of all concerned. There is a way to enable the body to take steps which will assist the members in reaching consensus and thus to build a high trust and low fear atmosphere in the body. John Kline has proposed ten techniques for the group to implement in reaching consensus in a meeting:
1. Orient the Group
2. Insist on True Consensus
3. Keep Maintaining Your Position as Long as It is Valid
4. Seek Out Differences in Opinion
5. Remain Open to Other Opinions
6. Be Willing to Compromise
7. Contribute Frequently to the Discussion
8. Use Group Pronouns Rather Than Personal Pronouns
9. Give Adequate Information
10. Clarify the Discussion.10
The following page gives us an overview of a practical guide to parliamentary procedures.11
Endnotes
1. T. B. Lackey, “It Pays to Know Parliamentary Procedures” Church Administration, July 1960, p.16
2. Thomas L. Lynn, “How’s your Parliamentary Procedures?” Church Administration, April 1964, p. 47
3. Gaines S. Dobbins, The Churchbook, (Broadman Press, 1951), pp.194 & 195.
4. Browning Ware, “Getting the Church Business Meeting Off the Ground” Church Administration, October 1966, p. 9.
5. Garland A. Hendricks, “What’s A Business Meeting For?” Church Administration, October 1965, p; 34.
6. Charles A. Maddry, “Who Should Serve as Moderator of a Church?” Church Administration, February 1961, pp. 29-30.
7. Lee H. McCoy, “Understanding and Using Parliamentary Procedures.” Church Administration, February 1979, pp.31-32
8. B. Y. Auger, “Make Those Meetings Pay Off” Supervising Management, October 1963.
9. McCoy, Ibid,. . 32
10. John A. Kline, “How to Reach Consensus in Your Meetings.” Church Administration, June 1980, pp31-32
11. Lee H. McCoy, “A Practical Guide to Parliamentary Procedures” Church Administration, October 1979, pp. 26-27.