Parliamentary Procedure How can I survive a formal meeting? NOTE: Objectives are rearranged from LADOE for ease of teaching

Objective 1: Define parliamentary procedure. Anticipated Problem: How can parliamentary procedure relate to all business meetings not just FFA? Make a list of many ways that you exercise leadership in your family, school, and community. Explain what works and what does work during a meeting.

Have you ever experienced…  Meetings that seem endless because the business could have been completed hours ago?  Confusion as to what exactly is being discussed and voted on?  Irritation because one person or a small group of people dominate a meeting?  The feeling that you never get your voice heard in group discussion?  Anger about decisions made that do not reflect the feelings of the majority of the group?

End the Frustration!!! Here’s How…  What is Parliamentary Procedure?  Why use Parliamentary Procedure?  The Importance of an Agenda  The Role of the Members  Basic Parliamentary Procedure Skills

What is Parliamentary Procedure? Set of rules and guidelines that allow the following: Majority rules Minority is heard Handling one item at a time Maintains order A predetermined set of “rules” that will be used to “govern” the way business will be conducted A system of procedure that allows an organization to effectively conduct its official business in a fair and democratic manner

History of Parliamentary Procedure 1562 – Started in England by Sir Thomas Smyth 1876 – Henry M. Robert finished 1900 – became known as “Robert’s Rules of Order” 1915 – First revision 2010 – Latest revision

Why use Parliamentary Procedure? Focus on one item at a time - no more than one issue will be discussed Extend courtesy to everyone - all members have an opportunity to participate Observe the rule of the majority - no group decision is granted without majority Ensure the rights of the minority - all members have equal access to decision-making

Terminology The Floor point where attention of meeting should be focused. Quorum or Majority Minimum number of members that must be present at a meeting for legal business to be transacted 1/2 of members in a club/organization plus 1

Objective 3: Identify roles of the chairman and members of an organization. Anticipated Problem: How do we choose the President of the United State of America? What is his role versus a president of a FFA Chapter?

Presiding Officer referred to as: Mr./Madam President Mr./Madam Chairperson An Agenda is a formal listing of the business that is to be conducted at a meeting The agenda must be approved by the membership at the start of the meeting in order to follow it Whenever possible, an agenda should be presented to membership well in advance of the meeting for membership review Terminology

Other considerations The taps of the gavel (symbol of leadership, represents chair’s authority). 1 tap: be seated, announce vote. 2 taps: call to order 3 taps: all rise Series of taps: restore order

Other considerations Everyone gets the chance to voice their opinion Everyone gets the chance to Vote Must take yes and no votes Only one topic at a time can be discussed Who ever makes a motion has the right to discuss it first

The Role of Members It is the responsibility of the membership of any organization to establish and maintain effective meeting structure Every member has the right and responsibility to participate in meetings and the process of parliamentary procedure Members must educate themselves regarding the Constitution and By-Laws of the group REMEMBER – Strong group discussion and interaction leads to strong decisions made by the group

Voting on a Motion Can be done by the following means: Voice Hand Raising/Standing/Visual Secret Ballot Roll call Mechanical device

Types of votes Simple majority: one more than half the votes cast; 50% plus one Two-thirds: must have two-thirds of the total population represented to pass; 66.7% of the vote

Objective 2: Demonstrate a minimum of eight motions following Robert’s Rules of Order. Anticipated Problem: How can you improve the working order of a meeting? Without rules can a meeting function properly?

Classification of Motions Privileged Motions (5) – do not relate to a pending question, however are of such great importance that they take precedence of all other questions (motions) Incidental Motions (8) – arise from another question that is pending and must be decided before the question out of which they arise (are made as the result of another motion) Subsidiary Motions (7) – applied to other motions for the purpose of appropriately disposing of them Main Motion (1) – used to bring up a new subject or idea to the group Unclassified (3) – have a definite purpose but are not classified as any other

Main Motions Means of introducing business to a meeting. Requires: Second Is debatable Is amendable Majority vote

Steps to handling a Main Motion Stand Ask to be recognized by President President recognizes you by name Motion is correctly stated Motion is seconded Motion is repeated by President Motion is discussed President restates motion Motion is voted on Results of vote announced by President

Anatomy of a Main Motion Always starts with “I move…”

Debating a motion Raise concerns about the motion. Persuade others to vote one way or another. Provide information about motion.

Amending a Motion Allows for changes to a main motion to appease both sides or improve the motion.

Seconding a motion Seconding ensures the following: Get on record as supporting motion. Puts the motion to a vote.

Main Motions Continued Main Motions that are not Legal Break any Local, State or National Laws Any motion that brings up a motion that has already been failed Items that are outside the power of the group Negative motions Political or religious Support

Main Motions Continued The person who makes a motion can not talk against it Main motions can be reconsidered Can not interrupt another speaker Proper Example: Mr. President, I move that the chapter participate in crops judging this year.

Privileged motions Motions that fulfill individual needs or the interest of the group individually. Motions do not pertain directly to the business being discussed.

Privileged Motions Include the following: Fix Time to Which to Adjourn Adjourn Recess Raise a Question of Privilege Call for Orders of the Day

Fix Time to Which to Adjourn Set date and time to adjourn meeting Requires: Second NON-Debatable Amendable Majority Vote

Adjourn Privileged motion that ends current meeting immediately. Requires: Second Non-debatable Non-amendable Majority vote Proper example Mr. president, I move to adjourn.

Recess Temporary break in a meeting. Requires: Second Non-debatable Amendable to time only Majority vote Proper example Mr. President, I move to take a 5 minute recess.

Raise a question of Privilege Secures comfort/convenience for members. Requires: Nothing. Question posed by member is decided upon by the chair.

Subsidiary Motions Motions that alter, change or dispose of main motions.

Subsidiary Motions Include the following: Lay on the Table Call for Previous Question Postpone Definitely Refer to a Committee Amend Postpone Indefinitely

Call for Previous Question Ends debate immediately. Requires: Second Non-debatable Non-amendable Two-thirds vote Proper example: Madam President, I move the previous question Mr. President, I call for the previous question

Postpone Definitely Purpose allow for the motion on the floor to deferred to a different day, meeting, or until after a certain event Requires: Second Debatable Amendable Majority vote Proper example: Madam President, I move to postpone this motion until the December Regular Meeting.

Postpone Indefinitely Purpose To kill a main motion or delay a motion to a certain time. Requires a second Not Amendable Debatable Majority Vote Can not interrupt another speaker Can be reconsidered only if passed Proper Example: Mr. President, I move to Postpone this motion indefinitely

Refer to a Committee Assign main motion to a committee. used to send a pending question to a small group so that the question may be carefully investigated Requires: Second Debatable Amendable Majority vote

Refer to a Committee Two types of committees: Standing Committee one of the 15 listed in the Program of Activities Special Committee/Ad Hoc Appointed by the president Number of members can be 3 or more

Refer to a Committee Reasons for referring to a committee: Gather more information Act on a motion President must specify when the committee should report back to the chapter Usually next regular meeting Committee can be give full power to act Proper example: Mr. President, I move that we refer this motion to the Leadership Committee Mr. President, I move we refer this motion to a committee of three appointed by the chair

Amend Changes, modifies, or alters a main motion by: Striking out Inserting Striking out and inserting Adding

Amend No more than two amendments can be considered at one time. Requires: Second Debatable Amendable Majority Vote

Amendments continued Can be reconsidered Improper amendments frivolous or absurd leave an incoherent wording Proper Example: Motion on floor: That the FFA Chapter buy a boat. Amendment: Mr. President, I move to amend the motion by inserting speed in front of boat. So the motion would read, I move that the FFA Chapter buy a speed boat.

Amendment to an Amendment Purpose To modify an amendment to make it more specific Requires a second Debatable Not amendable Majority vote Can not interrupt a speaker Proper Example: Madam President, I move to ament the amendment by inserting Johnson in front of speed. So the final motion with if all amendments pass would read, I move that the FFA chapter buy a Johnson speed boat.

Postpone Indefinitely Kills motion without a direct vote. Requires: Second Debatable NON-Amendable Majority Vote

Incidental Motions Motions that: Correct ill-advised actions Correct improper use of parliamentary procedure.

Incidental Motions Include the following: Object to the Consideration of Question Appeal from the Decision of the Chair Rise to a Point of Order Withdraw a Motion Suspend the Rules Call for Division of the House Rise to Parliamentary Inquiry

Object to the Consideration of Question Stops offensive or inappropriate measures. Requires: NO Second Non-Debatable Non-Amendable Two-thirds Vote

Appeal from the Decision of the Chair Allows members to overrule chair Requires: Second Debatable only if motion being overruled was debatable NON-Amendable Majority Vote

Rise to Parliamentary Inquiry Check on parliamentary questions, or ask how to carry out a parliamentary ability. Requires: Nothing. Question presented by member is address by the chair.

Call for a Division of the House Purpose When called, this forces a immediate revote by hand Requires countable vote, if voice vote was announced incorrectly by chair. Can only be called for after vote has been announced. Requires: Nothing. Addressed by chair upon being called. Proper form Can be made by saying “division” loud enough for the entire group to hear Or by standing and saying “I call for a division of the house”

Withdraw a Motion Retracts motion proposed. Can only be moved by member or proposed motion being withdrawn. Requires: Nothing. If chair asks for objections and there is none, withdraw stands. If there is an objection, a majority vote is needed for passage.

Suspend the Rules Make exceptions to by-laws of organization’s constitution. Requires: Second Non-Debatable Non-Amendable Two-thirds Vote Proper example: Mr. President, Because of the lack of time tonight, I move to suspend the rules and skip directly to new business.

Unclassified Motions Motions that do not fit other parliamentary categories Motions usually pertain to actions already taken at previous meetings.

Unclassified Motions Include the Following: Reconsider Rescind Take from the Table

Reconsider Purpose to reevaluate a decision that was made earlier Requires a second Not amendable Debatable Majority vote Only can be made by a person who voted on the winning side If passed the motion is handled immediately if: only a main motion with amendments is on the floor.

Reconsider Continued Handled after the current business if: discussion on refer to committee, or postponement has started. Motions that can be reconsidered Main motions Amendments Refer to committee Postpone definitely Previous question Appeal the decision of the chair

Reconsider Continued Proper Example Mr. President, I move to reconsider the motion to buy a boat. If passed, the motion to be reconsidered is handled just as if it was never voted on

Rescind Revoke or nullify previous action. Requires: Second Debatable Amendable Two-thirds Vote

To lay on the table Purpose To defer action on the motion until later in the meeting or until the next meeting Requires a second Not amendable Not debatable Majority Vote Can not interrupt another speaker Proper example: Mr. President, I move to lay this motion on the table

Take from the Table Resume consideration of tabled motion. Requires: Second Non-debatable Non-amendable Majority Vote Proper Example I move to take the motion that reads to buy a boat from the table.

Limit or Extend Debate Purpose To limit or lengthen the time allowed for discussion on a motion when it is clear that there will be an excessive amount of discussion or when the amount of time for the meeting is limited. Requires a second Debatable Amendable amount of time or number of speakers only 2/3 Majority Vote Can not interrupt another speaker

Limit / Extend Debate Continued Maker of the motion must specify the amount of time the number of speakers that can debate the motion Proper Example Madam President, I move that we limit debate on this motion to 3 discussions for the motion and 3 discussions against the motion. Madam President, I move to limit debate to a maximum of 5 minutes.

Point of Order Used when a member thinks that the rules of the group or the rules of parliamentary procedure are being violated. Does not require a second Not amendable &Not debatable President decides on verdict Can interrupt another speaker

Point of Order Proper example Mr. President, I rise to a point of order. President says, “State your point” After member states point, president says “your point is well taken” or “Your point is not well taken”

Orders of the Day This motion forces the group to return to the set agenda, without finishing the current business. Does not require a second Not Amendable Not Debatable 2/3 vote against to fail Can only be made on motions that are not on the set agenda for that meeting.

Orders of the Day Procedure Mr. President, I call for the orders of the day. President should say, Orders of the day has been called. All those who wish to return to the orders of the day, raise your hand. All those opposed to returning to the orders of the day, same sign.

Putting it All Together… A common “agenda item” might look like this… President: “Is there any new business…The chair recognizes John.” John: “M/M President, I move that we use Parliamentary Law according to Robert’s Rules of Order at all of our meetings.” Sue: “I second that motion.” President: “Is there any discussion?” (blah, blah, blah) President: “Seeing no further discussion, we will now proceed to vote. All those in favor say “Aye”; all opposed same sign. Motion passes.”

Final Thoughts… Do not get overwhelmed. Parliamentary Procedure takes practice, practice, practice and patience, patience, patience. Make a conscious group decision that meetings will be conducted according to Parliamentary Law and those laws will be followed by every member. Many parts of Parliamentary Procedure can be “modified” to fit the needs of an individual group. Work together to educate your members on the rules of Parliamentary Procedure to ensure effective meetings. REMEMBER – This is only a brief overview of how Parliamentary Procedure works – keep learning!