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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

slide12

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

slide17

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

slide19

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

slide21

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

slide25

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

slide26
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

slide27

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

slide28
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

slide31

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

slide32
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

slide33
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

slide34

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

slide35

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

slide36

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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