Chapter Operations and Parliamentary Procedure Mr. Herren Ag. Mech. I

Essentials of a successful FFA chapter FFA knowledge FFA knowledge Membership diversity Membership diversity All members share responsibility All members share responsibility Capable officers Capable officers Challenging program of activities Challenging program of activities Workable constitution and bylaws Workable constitution and bylaws Proper equipment and records Proper equipment and records

Essentials of a successful FFA chapter Well planned, regularly held chapter meetings Well planned, regularly held chapter meetings Adequate financing Adequate financing School and community support School and community support

Program of activities Student development Student development Chapter development Chapter development Community development Community development

Student development Leadership Leadership Healthy lifestyles Healthy lifestyles SAE SAE Scholarship Scholarship Agricultural career skills Agricultural career skills

Chapter development Recruitment Recruitment Finance Finance Public relations Public relations Leadership Leadership Support group Support group

Community development Economic Economic Environmental Environmental Human resources Human resources Citizenship Citizenship Agricultural awareness Agricultural awareness

Parliamentary officers President President Vice president Vice president Secretary Secretary Treasurer Treasurer Reporter Reporter Sentinel Sentinel Advisor Advisor

Optional officers Chaplain Chaplain Historian Historian Parliamentarian Parliamentarian

General officer duties A genuine desire to be part of a team A genuine desire to be part of a team A willingness to accept responsibility A willingness to accept responsibility A sincere desire to work with all chapter members in meeting their leadership, personal and chapter goals. A sincere desire to work with all chapter members in meeting their leadership, personal and chapter goals. A commitment to lead by example A commitment to lead by example

General officer duties A knowledge and understanding of the chapter, state, and national FFA constitutions, bylaws and programs. A knowledge and understanding of the chapter, state, and national FFA constitutions, bylaws and programs. A working knowledge of parliamentary procedure. A working knowledge of parliamentary procedure. An ability to memorize official ceremonies. An ability to memorize official ceremonies.

Duties of the president Preside over meetings according to parliamentary procedure Preside over meetings according to parliamentary procedure Appoint committees Appoint committees Coordinate chapter activities and evaluate their progress according to the chapter POA Coordinate chapter activities and evaluate their progress according to the chapter POA Represent the chapter on official functions Represent the chapter on official functions

Duties of the vice president Assume all duties of the president when necessary Assume all duties of the president when necessary Develop the POA Develop the POA Coordinate all committee work Coordinate all committee work

Duties of the secretary Prepare agenda for each meeting Prepare agenda for each meeting Keep minutes for each chapter meeting Keep minutes for each chapter meeting Maintain a list of member attendance Maintain a list of member attendance Have a copy of the chapter constitution and bylaws Have a copy of the chapter constitution and bylaws

Duties of the treasurer Receive, record, and deposit FFA funds Receive, record, and deposit FFA funds Present monthly treasurer reports at meetings Present monthly treasurer reports at meetings Collect dues Collect dues Prepare and submit membership roster Prepare and submit membership roster Serve as chairperson for finance committee Serve as chairperson for finance committee

Duties of the reporter Serve as chair for the public relations committee Serve as chair for the public relations committee Release news and information to local papers Release news and information to local papers Publish chapter newsletter Publish chapter newsletter Prepare and maintain a chapter scrapbook Prepare and maintain a chapter scrapbook Serve as chapter photographer Serve as chapter photographer

Duties of the sentinel Assist president in maintaining order Assist president in maintaining order Keep meeting room, equipment and supplies in proper condition Keep meeting room, equipment and supplies in proper condition Welcome guests and visitors Welcome guests and visitors Assist with special features and refreshments Assist with special features and refreshments

Duties of the advisor Supervise chapter activities year- round Supervise chapter activities year- round Instruct students in leadership and personal development Instruct students in leadership and personal development Build school and community support Build school and community support Prepare students for participation in career development events (CDE’s) Prepare students for participation in career development events (CDE’s)

Assignment Read pages in the FFA Student Handbook. Read pages in the FFA Student Handbook.

Parliamentary Procedure Using well defined rules from Robert’s Rules of Order to conduct a business meeting using a formal, organized approach. Using well defined rules from Robert’s Rules of Order to conduct a business meeting using a formal, organized approach.

Team events The parliamentary procedure CDE is a team event where it takes 9-12 members to successfully compete in the contest. The parliamentary procedure CDE is a team event where it takes 9-12 members to successfully compete in the contest.

Main objectives of parliamentary law 1. Focus on one item at a time to help prevent confusion. 1. Focus on one item at a time to help prevent confusion. 2. Extend courtesy to everyone- recognize before speaking. 2. Extend courtesy to everyone- recognize before speaking. 3. Observe rule of majority-keeps unpopular ideas from being adopted. 3. Observe rule of majority-keeps unpopular ideas from being adopted. 4. Ensure the rights of the minority- all sides can make motions, second motions, discuss and vote. 4. Ensure the rights of the minority- all sides can make motions, second motions, discuss and vote.

Order of business 1)Opening ceremony 2)Reading of minutes from previous meeting 3)Officer reports 4)Report on chapter POA 5)Special features 6)Old business

Order of business 7)Committee reports 8)New business 9)Degree and installation ceremonies 10)Closing ceremonies 11)Entertainment and refreshments

Voting methods Voice vote Voice vote Say “aye” or “nay”Say “aye” or “nay” Rising vote Rising vote Secret ballot Secret ballot Roll call Roll call

Voting terms Quorum- half or more of active membership present to conduct business. Quorum- half or more of active membership present to conduct business. Simple majority- half of voters present plus one voter Simple majority- half of voters present plus one voter Two-thirds vote- two-thirds of voters present Two-thirds vote- two-thirds of voters present

Use of gavel One tap- follows announcement of adjournment, completion of business item, or to seat the members. One tap- follows announcement of adjournment, completion of business item, or to seat the members. Two taps- to call the meeting to order Two taps- to call the meeting to order Three taps- to stand in unison on the third tap Three taps- to stand in unison on the third tap Series of taps- restore order Series of taps- restore order

Commonly used motions Main motions Main motions Amendments Amendments By additionBy addition By substitutionBy substitution By striking outBy striking out Lay on the table/Take from the table Lay on the table/Take from the table Refer to a committee Refer to a committee Point of order Point of order Adjourn Adjourn

Assignment Practice the opening ceremony with the elected officers. Practice the opening ceremony with the elected officers.

Types of Motions

Main motion Brings an item of business before the assembly. Brings an item of business before the assembly. Stated as “I move to…” Stated as “I move to…” Most common motion Most common motion Must be seconded to continue or motion dies Must be seconded to continue or motion dies

Amending a motion To change or modify a main motion To change or modify a main motion Stated as “I move to amend this motion by… and…” Stated as “I move to amend this motion by… and…” SubstitutingSubstituting AddingAdding Striking outStriking out

Lay on the table Postpones a motion to a later meeting and then it will come up in old business Postpones a motion to a later meeting and then it will come up in old business Stated as “I move to lay this motion on the table.” Stated as “I move to lay this motion on the table.”

Steps to make a motion Raise your hand and say “Mr./Mdm. President” and wait until you are called upon by the presiding officer Raise your hand and say “Mr./Mdm. President” and wait until you are called upon by the presiding officer Stand up Stand up Start the motion with the words “I move to…” Start the motion with the words “I move to…” Describe the action you want to have taken Describe the action you want to have taken

Steps to make a motion Sit down Sit down If there is a second and discussion, explain why you propose this idea. If there is a second and discussion, explain why you propose this idea.

Rise to a point of order Corrects a parliamentary mistake Corrects a parliamentary mistake State as State as Member “ I rise to a point of order”Member “ I rise to a point of order” President “State your point.”President “State your point.” Member – make the correctionMember – make the correction President “Point well taken” or “Point not well taken.”President “Point well taken” or “Point not well taken.” Does not require a second Does not require a second

Refer to a committee Refers a motion to a committee to gather more information on the motion before it is voted upon. Refers a motion to a committee to gather more information on the motion before it is voted upon. Stated as “I move to refer this motion to a committee Stated as “I move to refer this motion to a committee

Adjournment Ends the meeting Ends the meeting A privileged motion A privileged motion Must be enacted during another motion’s discussion Must be enacted during another motion’s discussion

Division of the house Used when a voice vote sounds too close to call Used when a voice vote sounds too close to call Any member can call for this Any member can call for this Must use a counted vote for this Must use a counted vote for this

Previous question Ends discussion Ends discussion Used if discussion is going no where Used if discussion is going no where Voted on in two ways Voted on in two ways ConsensusConsensus Two-thirdsTwo-thirds

Postpone indefinitely Used to kill a motion Used to kill a motion