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Parliamentary Procedure Training. April Bowman, Extension Agent, 4-H Youth Development. Parliamentary Procedure . Officers Gavel Order of Business Main Motion Voting Other Motions Nomination for Office Postponement Review. Constitution and By-Laws Name Object Members Officers

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Parliamentary procedure training

Parliamentary Procedure Training

April Bowman,

Extension Agent,

4-H Youth Development

Bowman, 05; Revised 09


Parliamentary procedure
Parliamentary Procedure

  • Officers

  • Gavel

  • Order of Business

  • Main Motion

  • Voting

  • Other Motions

  • Nomination for Office

  • Postponement

  • Review

Bowman, 05; Revised 09


Parliamentary procedure1

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

Parliamentary Procedure

Bowman, 05; Revised 09


President
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
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
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
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
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
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
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
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
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
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 procedure2
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 procedure3
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



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 procedure4
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 procedure5
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 procedure6
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 procedure7
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


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


Point of Order

  • 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 procedure8
Parliamentary Procedure

  • If someone calls for “question” from the floor without being recognized what action does the chair take?

Bowman, 05; Revised 09


Question
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


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

    • 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

    • Requires a majority vote

Bowman, 05; Revised 09


Parliamentary procedure9
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 procedure10
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
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
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


Review1
Review

  • Skits

  • Order of Business

  • Matching Terms

  • Who Wants to be a Parliamentarian?

Bowman, 05; Revised 09


References
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


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