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Parliamentary Procedure. How can I survive a formal meeting? NOTE: Objectives are rearranged from LADOE for ease of teaching. Objective 1:. Define parliamentary procedure. - PowerPoint PPT Presentation
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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 AgendaThe Role of the MembersBasic Parliamentary Procedure Skills
What is Parliamentary Procedure?Set of rules and guidelines that allow the following:
Majority rulesMinority is heardHandling one item at a timeMaintains order
A predetermined set of “rules” that will be used to “govern” the way business will be conductedA 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
TerminologyThe 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 PresidentMr./Madam Chairperson
An Agenda is a formal listing of the business that is to be conducted at a meetingThe agenda must be approved by the membership at the start of the meeting in order to follow itWhenever 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 VoteMust 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 MembersIt is the responsibility of the membership of any organization to establish and maintain effective meeting structureEvery member has the right and responsibility to participate in meetings and the process of parliamentary procedureMembers must educate themselves regarding the Constitution and By-Laws of the groupREMEMBER – 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 MotionsPrivileged 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 themMain Motion (1) – used to bring up a new subject or idea to the groupUnclassified (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 LegalBreak 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
AdjournPrivileged motion that ends current meeting immediately.
Requires:Second
Non-debatable
Non-amendable
Majority vote
Proper exampleMr. president, I move to adjourn.
Recess
Temporary break in a meeting.Requires:
SecondNon-debatableAmendable to time onlyMajority vote
Proper exampleMr. 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 QuestionEnds 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 DefinitelyPurpose
allow for the motion on the floor to deferred to a different day, meeting, or until after a certain event
Requires:SecondDebatableAmendableMajority vote
Proper example:Madam President, I move to postpone this motion until the December Regular Meeting.
Postpone IndefinitelyPurpose
To kill a main motion or delay a motion to a certain time.
Requires a secondNot AmendableDebatableMajority VoteCan not interrupt another speakerCan be reconsidered only if passedProper Example: Mr. President, I move to Postpone this motion indefinitely
Refer to a CommitteeAssign 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 HocAppointed by the president
Number of members can be 3 or more
Refer to a CommitteeReasons for referring to a committee:
Gather more informationAct 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 actProper example:
Mr. President, I move that we refer this motion to the Leadership CommitteeMr. 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 continuedCan be reconsidered
Improper amendmentsfrivolous 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 AmendmentPurpose
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
PurposeWhen 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 formCan 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 RulesMake exceptions to by-laws of organization’s constitution.Requires:
SecondNon-DebatableNon-AmendableTwo-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
ReconsiderPurpose
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 ContinuedHandled after the current business if:
discussion on refer to committee, or postponement has started.
Motions that can be reconsideredMain motions
Amendments
Refer to committee
Postpone definitely
Previous question
Appeal the decision of the chair
Reconsider Continued
Proper ExampleMr. 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
PurposeTo defer action on the motion until later in the meeting or until the next meeting
Requires a secondNot amendableNot debatableMajority VoteCan not interrupt another speakerProper example:
Mr. President, I move to lay this motion on the table
Take from the Table
Resume consideration of tabled motion.Requires:
SecondNon-debatableNon-amendableMajority Vote
Proper ExampleI move to take the motion that reads to buy a boat from the table.
Limit or Extend DebatePurpose
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 ExampleMadam 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 exampleMr. 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 DayThis 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 failCan only be made on motions that are not on the set agenda for that meeting.
Orders of the DayProcedure
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 recognizesJohn.”
John: “M/M President, I move that we use Parliamentary Lawaccording 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!
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