Parliamentary Procedure Quick Start

Every organization needs to have at least two officers. The minimum essential officers are the presiding officer (usually called the president or the chairman) and the secretary (sometimes called recording secretary or clerk).

The presiding officer conducts the meeting and makes sure the rules are followed.  The secretary makes a written record, or minutes, of the meeting.

If the president is absent from a meeting, the vice-president will usually preside in the absence of the president. If the vice-president is also absent, the secretary should call the meeting to order. Then the group immediately elects a president pro tem to preside for that meeting only.

When the secretary is absent from a meeting, it is necessary for the group to elect a secretary pro tem. The secretary pro tem will sign the minutes of that meeting because minutes are signed by the person who takes them.