Parliamentary Procedure Training

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Presentation transcript:

Parliamentary Procedure Training April Bowman, Extension Agent, 4-H Youth Development Bowman, 05; Revised 09

Parliamentary Procedure Officers Gavel Order of Business Main Motion Voting Other Motions Nomination for Office Postponement Review Bowman, 05; Revised 09

Parliamentary Procedure Constitution and By-Laws Name Object Members Officers Meetings Executive Board Committees Parliamentary Authority (typically Robert’s Rules of Order) How to amend the by-laws Bowman, 05; Revised 09

President Check on arrangements for the meeting. Preside over all meetings. Appoint Committees as needed. Cast deciding vote in the event of a tie. The Chair is the person presiding over the meeting and not necessarily the chair. Bowman, 05; Revised 09

Vice-President Learn the duties of the President. Be prepared to perform these duties on short notice. Assist other officers in arranging for and conducting meetings. Usually serves as chairman of the program committee. Bowman, 05; Revised 09

Secretary Call or check the roll and keep a record of attendance. Keep a record of the minutes of all meetings. Read the minutes when the president calls for them. Take care of club correspondence. Send and post notices of meetings. Call the meeting to order when the president and vice-president are absent. Provide your leader or advisor with copies of the club roll and reports if applicable. Bowman, 05; Revised 09

Secretary - Minutes Organization Name Date, Time and Location of Meeting Acting Chair and Secretary If the Previous Meetings minutes were approved or approved as corrected Any main motions and amendments Name of person making motion List results of any counted votes Secondary motions needed for clarity Points of Order and Ruling Adjourn Time Secretaries initials and date (or signature) http://www.parlipro.org/minutes.htm Bowman, 05; Revised 09

Treasurer Keep an accurate record of all money received and deposit it in a bank in the name of the club by treasurer. Pay all bills on action by club and approval of club leader if applicable. Sign checks. Keep an accurate record of all money spent. Be prepared to give a report at each club meeting of money received and spent and balance in the treasury. Complete the end of year treasury forms as required. Bowman, 05; Revised 09

Treasurer’s Report Club Name Beginning Balance and Date Amount of Money Received, Date & Purpose Amount of Expenses, Person, Date & Purpose Closing Balance Back Checks not shown on bank statement + Deposits not shown on bank statement - Adjusted balance = Bank Statement Treasurer’s, President’s Signature and Date Guerdat, K.G. North Carolina 4-H Club Treasurer Record Book Bowman, 05; Revised 09

Reporter Write a brief report of club meetings and activities for newspapers. Tell what was done and by whom. Learn to write interesting news items and send them in on time. Make a collection of all newspaper items referring to your club for permanent records kept by secretary. Bowman, 05; Revised 09

Parliamentarian Calls points of order Rules on points in question concerning parliamentary procedure Helps with voting procedures in club meetings. Maintains parliamentary rules and order in the meeting. Bowman, 05; Revised 09

Use of the Gavel Two taps of the gavel to call the meeting to order Three taps of the gavel to stand One tap of the gavel to sit One tap after the ruling of a vote on a motion One tap after announcing adjournment One sharp tap used to get members to come to order Series of sharp taps used to get members to come to order Bowman, 05; Revised 09

Order of Business Call to order with two taps of the gavel Pledge of Allegiance and 4-H Pledge (three taps of the gavel to stand, one to sit) Song and/or Thought for the day Roll Call Reading and Approval of minutes Treasurer’s Report Committee Reports Bowman, 05; Revised 09

Order of Business (cont’d) Unfinished (old) Business New Business Program (educational presentation, talk, demonstration, skit, review of program for next meeting, etc.) Announcements (including deadlines and time for next meeting) Adjourn (one tap) Recreation Bowman, 05; Revised 09

Parliamentary Procedure Main Motion Used when someone wants an idea considered, an action to be taken or a rule or policy to be adopted (you want something to be done) Anyone can make a main motion except the chair Begin by standing and saying Madame/Mr. President The chair will then recognize you by saying your name You then say “I move…” and sit down The motion must then be seconded by a member (second) Discussion follows Bowman, 05; Revised 09

Parliamentary Procedure Main Motion The chairperson will ask for any more discussion. If there is none, the main motion will be restated and then a vote will be taken: typically by saying yeah or nay. The chairperson rules on the vote and asks the secretary to record. If a member disagrees with the ruling on the vote by the chairperson, they can call for a “division” from his/her seat. Bowman, 05; Revised 09

Parliamentary Procedure Voting Voice vote: Say “aye” or “nay” Counted vote: Standing or raise right hand Division 2/3 Suspend the rules Close nominations Previous question (stop discussion) Rescind a motion (get rid of a motion after passed) Ballot vote: Write your vote on a piece of paper and place in a central location to be read by the president. Bowman, 05; Revised 09

Bowman, 05; Revised 09

Parliamentary Procedure Voting - The President only votes: In the event of a tie To make a vote a tie When secret ballot is used When they are part of the assembly Bowman, 05; Revised 09

Parliamentary Procedure Division Used when a member disagrees with the President’s ruling. A “division” does not need a second, nor does the member have to be recognized. The chairperson should ask for a counted or hand vote. Bowman, 05; Revised 09

Parliamentary Procedure Someone makes a good motion, but one part of it should be changed, how do you do it? Bowman, 05; Revised 09

Parliamentary Procedure Amendments Motions can be amended by three ways. Add words Take out words Substitute words Must be seconded, they are debatable, can be amended and require a majority vote. Bowman, 05; Revised 09

Parliamentary Procedure Amendments I move to amend the main motion by adding the word Moratock in front of Park. I move to amend the main motion by taking out the words picnic shelter. I move to amend the main motion by substituting the words at the park with “in the extension auditorium”. Bowman, 05; Revised 09

Parliamentary Procedure Amendments I move to amend the main motion by (adding, taking out or substituting)… Second Discussion follows on the amendment Vote on the AMENDMENT IF the amendment passes, the floor is opened for discussion on the amended motion. After discussion, a vote is taken on the amended main motion Bowman, 05; Revised 09

Parliamentary Procedure If there is a motion that you need more information about before you can make an informed decision what do you do with it? Bowman, 05; Revised 09

In your motion you should state: Refer to a Committee A committee must report by the next two meetings or the motion dies and the secretary deletes it. In your motion you should state: How many are on the committee (usually an odd number to avoid ties) Who appoints the committee What power to give the committee (including when to report back) I move to refer the motion to buy a new camera to a committee consisting of 3 people to be appointed by the President to report back to us at the next meeting. Bowman, 05; Revised 09

Parliamentary Procedure When a member, including the President does something that is against proper parliamentary procedure and the President does NOT correct it, what can you do to correct it? Bowman, 05; Revised 09

Stand and say “I rise to a point of order”. The President should then say, “State your Point” The member will then state their point. For example: “the member to my right was not properly recognized before speaking”. The President will then say, “your point is well taken” or “your point is not well taken”. If the President says your point is not well taken, but you feel as if you are right, then you should appeal the decision of the chair. Bowman, 05; Revised 09

Parliamentary Procedure If someone calls for “question” from the floor without being recognized what action does the chair take? Bowman, 05; Revised 09

Question A member may call “question” from the floor without being recognized. It means that they are ready to vote and NO ACTION is taken by the chair. If a member rises, is recognized by the chair and says “I move the previous question”, and another member seconds the motion then the chair should immediately ask for a counted vote on the decision to stop debate. IF the motion passes then debate is stopped and a vote is taken on the motion previously being discussed. Bowman, 05; Revised 09

Parliamentary Procedure Two Means of Taking Nominations for Office Any office at one time Individually from highest ranking down Closing one office before accepting nominations for the next Bowman, 05; Revised 09

Stand and be recognized Nominating for Office Stand and be recognized I would place in nomination for the office of (name of office), (name of person). The member will be seated. (no second) The President will ask for additional nominations. Someone should make a motion to cease nominations (requires a second and no discussion). The President will ask for a 2/3 (counted) vote. If no one moves to close, the chair should ask “Are there any more nominations?” three times before declaring nominations closed. Bowman, 05; Revised 09

Nominating for Office (cont’d) Once the nominations are closed, you may proceed in one of two ways. If there is no competition for any of the offices, a member may rise, address the chair, and after being recognized say “I move that the slate of officers be elected by acclamation”. If there is competition, speeches by the nominees for each office should be given and a ballot vote taken. Bowman, 05; Revised 09

Parliamentary Procedure If you have a main motion on the floor and something else needs to be taken care of what motion can you make to postpone the motion? Bowman, 05; Revised 09

Parliamentary Procedure Lay on the Table To interrupt the pending business so as to permit doing something else immediately. Must be seconded, is not debatable. Requires a majority vote. Does not include a time to reconvene. Bowman, 05; Revised 09

To Postpone…. To a certain time Indefinitely Put off the pending question to a definite day, meeting, or hour, or until after a certain event. Must be seconded, is debatable, is amendable Requires a majority vote Indefinitely Useful to dispose of a badly chosen motion Must be seconded, is debatable, is not amendable Bowman, 05; Revised 09

Parliamentary Procedure Miscellaneous Information There can only be one MAIN motion on the floor at one time. A member can NOT talk against his or her own motion. A member CAN vote against his or her own motion A vote that ends in a tie, fails. Bowman, 05; Revised 09

Parliamentary Procedure Miscellaneous Information (cont’d) Only Members can vote (not parents, guests or visitors). The chairperson should ask for a standing vote when: A 2/3’s vote is needed (to suspend the rules, to close nominations, previous question and rescind a motion) Someone has called for a division Bowman, 05; Revised 09

Summary Parliamentary Procedure takes lots of practice, but is fun, as well as quick, efficient, organized and democratic. The majority rules, yet the rights of the minority are protected. Presidents should meet with their advisor or club leader before the meeting to determine the agenda, so that they (the President) can run the meeting. Bowman, 05; Revised 09

Review What should you do before speaking? Why is it important for the motion process to be orderly? What can happen if the President doesn’t do a good job of following this process? What two words should you begin a motion with? Bowman, 05; Revised 09

Review Skits Order of Business Matching Terms Who Wants to be a Parliamentarian? Bowman, 05; Revised 09

References Guerdat, K.G. North Carolina 4-H Club Treasurer’s Record Book. Raleigh. North Carolina State University. Parliamentary Procedure Online!. Retrieved December 31, 2008, from http://www.parlipro.org/minutes.htm. Robert, III, H.M., Evans, W., Honemann, D., Balch, T. Robert’s rules of order newly revised. 10th edition. Massachusetss: Perseus, 2000. Bowman, 05; Revised 09