Parliamentary Procedure Training

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

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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. Bowman, 05; Revised 09

19. 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

20. 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

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

22. 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

23. 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

24. 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

25. 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

26. 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

27. 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

28. 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

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

30. 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

31. 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

32. 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

33. 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

34. 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

35. 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

36. 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

37. 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

38. 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

39. 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

40. 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

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

42. 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