A: Some of this will depend on your bylaws, in particular the article called "Amendments." It will specify what steps need to be taken. Often, these steps include giving notice of your intent to change (amend) the bylaws, and what vote is necessary (often, two-thirds).

But I have to wonder whether the bylaws is the proper place to add this rule. You see, the bylaws is the document that keeps the rules that are fundamental to the structure and running of your organization. Although a performance award may be very important to your organization, it probably isn't fundamental. I would recommend, instead, that you offer it as a standing rule.

Standing rules deal with the details of the running of a society, rather than parliamentary procedure. (RONR p. 17.) They are kept in a separate document, but with the bylaws. They don't need previous notice, and can be adopted at any business meeting.

At the business meeting, you would rise and, after being recognized, say something like, "I move that we adopt a standing rule detailing the process for administering a performance award, and that this process be that contained on this handout." Then give a copy of the handout to the presiding officer and the secretary. It would be wise to prepare handouts for everyone, an overhead transparency, or a flipchart so that all members can see the details.

The standing rule can be adopted with only a majority vote, and the procedure would become a part of it (not a separate sheet). Later, if you want to tweek the procedure, it will be very easy (much easier than amending the bylaws).