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Essential Guide to Parliamentary Procedure for FFA Meetings

This detailed guide outlines the essential procedures for organizing and conducting meetings within the FFA (Future Farmers of America). It covers key aspects such as calling meetings to order, reading minutes, and handling various types of motions, including main and subsidiary motions. Learn about the roles of officers, the importance of quorum, and the process for making a motion and voting. This guide serves as a valuable resource for FFA advisors and members to ensure effective and democratic decision-making in meetings.

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Essential Guide to Parliamentary Procedure for FFA Meetings

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  1. Parli Pro By: Ms Kellie Claflin, Gillett and Suring FFA Advisor

  2. Organization of Meetings • Call to order • Reading of minutes • Unanimous consent (if 1 person objects, vote) • Officer reports • Standing Committee reports • Exist in bylaws/constitution • Special Committee reports (ad hoc) • Short term, can be fact finding • Special orders • Unfinished business (not “old business”) • New business • Announcements, program, adjournment

  3. How many officers needed for meeting? • President or chair • Secretary or clerk

  4. Meetings and sessions • Meeting: a single official gathering of the members of an organization, with a quorum present, in order to transact business • Quorum: the minimum # of members needed to conduct business. Majority of members – 50% + 1; can be different if stated in bylaws • Session: series of connected meetings

  5. Bring business before the group • Making the motion • Second • Chair ‘state the question’ • Debate • Chair ‘puts the question’ • Vote

  6. Making the Motion • Move a motion: make a bed • “I move that…” • Maker cannot debate against! • Motions are to be positively put forward • Bad: I move that the chapter does not go bowling. • Second • The person that seconds may debate against it

  7. ‘Stating the Question’ • Perfecting the motion – when the chair asks maker for additional info to make motion more specific • Locks the motion • Maker can still withdraw motion through a motion or by making a request • Item shifts from motion to question

  8. Debate • For each motion • 2 debates/person • No more than 10 min. for each debate • Length, etc. can be changed in special rules • Debatable appeal • Chair gets 2 debates • Members get 1 debate • “I’m in favor” or “I’m opposed” • Should restate original motion

  9. ‘Putting the Question’ • Chair asks for “further debate” • Puts the question to a vote

  10. Vote • Voice (aye or no) • Hand • Standing • Ballott • Roll Call • Chair state results – outcome of vote & effect

  11. Organization of motions • Main motion • Subsidiary motions • Incidental motions • Privileged motions • Motions that bring business back before the assembly

  12. 2 Rules • Rule #1: Only one motion before the assembly at a time • Rule #2: Only one speaker at a time

  13. Main Motion • Purpose • to introduce an item of business • Salient points • Second, amendable, debatable, majority vote • “I move that…”

  14. Amendment • Purpose • To improve the motion or amendment • Options • Add (end) • Insert (within) • Delete (strike) • Combination (strike & add) • “I move to amend the (motion/amendment) by…”

  15. Primary amendment • Purpose • Amends the motion • Salient Points • Second, amendable, debatable**, majority vote • **can be debated only if question amending is debatable

  16. Secondary amendment • Purpose • Amends the primary amendment • Salient points • Second, not amendable, debatable**, majority vote

  17. Request for information • Purpose • Questions regarding item of business (non-parli) • Salient points • No second, not amendable, not debatable, handled by the chair, may interrupt • “I rise to a point of information” or “I request…” • Chair: “Please state your point”

  18. Parliamentary Inquiry • Purpose • Questions dealing with parli pro • Kind method of correcting that which is out of order • Salient points • No second, not amendable, not debatable, decision by the chair, may interrupt • “I rise to a parliamentary inquiry • Chair: “Please state your inquiry”

  19. Refer to a committee • Purpose • Enables consideration of an item of business • Salient points • Second, amendable, debatable, majority vote • “I refer to the “committee” the motion that…” • Restate the motion

  20. Adjourn • Purpose • Formally ends the meeting • Can be made with business pending • Salient points • Second, not amendable, not debatable, majority vote • “I move to adjourn”

  21. Things You Can Do After Adjourning • Ask for announcements • Fix the time to which to adjourn – a legal continuation of present meeting • Reconsider • Reconsider & enter on minutes

  22. Postpone to a certain time • Purpose • Provides time for informal discussions, deliberation & securing followers • Postpone to a later in the meeting – as long as the meeting occurs in the quarter (3 mo.) • At the next meeting taken up as unfinished business • Can also be special order • Salient points • Second, amendable, debatable, majority vote (2/3 if special order) • “I move to postpone later in the meeting the motion…”

  23. Postpone indefinitely • Purpose • In effect, “kills” the motion (for this meeting) • Can be brought up as new business • Salient points • Second, not amendable, debatable, majority vote • Can reconsider • “I move to postpone indefinitely, the motion that…”

  24. Limit or extend time for debate • Purpose • Provides more or less time • Extends the # of debates and/or time limit • Limit the # of debates and/or time limit • Salient points • Second, amendable, not debatable, 2/3 vote

  25. 2/3 vote • Used if rights of individuals or minority are impacted • To figure out 2/3 • Double the lower # • If greater than, not 2/3 • Practice • Yes – 30 • No – 10 • 10 x 2 = 20 • Motion passes

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