Smooth Sailing with Parliamentary Procedure Jamie Davis Vanessa Klingensmith Jed Smith WRLF May 13 2011 Oregon State University 4-H Youth Development

Smooth Sailing with Parliamentary

Procedure

Jamie DavisJamie DavisVanessa Klingensmith Vanessa Klingensmith

Jed Smith Jed Smith

WRLF May 13 2011WRLF May 13 2011

Oregon State UniversityOregon State University4-H Youth Development 4-H Youth Development

Overview

• Background • How to incorporate into club meetings• Officers• Agenda • Motions • Tools for teaching

Purpose

• To give every member a chance to be heard

• To allow everyone to be a participating member

• To establish and maintain order• To prevent confusion• To keep the meeting moving

4-H Club Officers Handbook 4-H 035

A Short History

• Tracked back many centuries

• English Parliament improved upon and named these practices

• 1801 Thomas Jefferson compiled a manual of parliament practices– Basic rules followed by US Congress

• Wide spread use began after Henry Robert’s published Robert’s Rules of Order

Success Markers for Traditional 4-H Clubs

• Expect to See 4-H Clubs which:– Have (enrolled) members – Meet regularly – Recite 4-H Pledge – Are lead by a approved volunteer leader– Members reach their goals in at least on

project area

4-H Volunteer Information Series: Success Markers for Traditional 4-H Clubs

• Would like to See 4-H Clubs which:– Meet throughout the year– Choose/elect officers– Have one club project member do together – Have adult role models/(parental) involvement– Participate in a county, district or state event – Complete a community service activity




• Would Love to see 4-H Clubs which:– Are led by young people– Have all members participating in an out-of-

county event– Can identify the skills they are achieving – Understand the purpose and structure of the

4-H Council/Association– Learn and use Parliamentary procedure


Incorporating into 4-H Club

• Indicators to incorporate – Large club – Older youth who are seeking leadership roles – Decisions regarding finances

• Baby Steps – Spend a year learning parliamentary procedure– Utilize rotating officer positions – Appoint a committee – Attend an event that uses parliamentary

procedure

Officers

• President (Chair)

• Vice President (Vice Chair)

• Secretary

• Treasurer

• Reporter

Officers Activity

President

• Develop Agenda• Run meetings • Appoint committees • Assist in developing club goals

Vice President

• In the absence of the President -preside over meeting

• Assist in developing the agenda • Acts as a committee chair• Assume various leadership

responsibilities

Secretary

• Keep accurate meeting minutes and read at following meeting

• Keep a list of members, call the roll, and record attendance

• Keep newspaper clippings – May be completed by the reporter

• Write club letter (Thank-you) • Notify members of upcoming

meetings/activities

Treasurer

• Work with the club to create a budget• Keep an accurate account

– Pay bills

• Provide a Treasurer’s report at each club business meeting

• Helps plan fundraisers • Provide all required reports to the County

Extension Office and 4-H Leaders Association

Reporter

• Write a news report at each club meeting and send to the newspaper (and Extension Office)

• Clip the story from the newspaper• Update facebook page, blogg, etc

Additional Roles

• Sergeant at Arms• Parliamentarian• Recreation Leader • Phone Tree Leader

Club Meetings

Agenda Activity

Agenda Order

Call to OrderPledges Roll Call

Reading/Approval of Minutes Correspondence

Reports from Officers Reports from Committees Unfinished/Old Business

New BusinessAnnouncements

Adjourn 4-H Club Officers Handbook 4-H 035

Electing Officers

• Nominations from the floor – Explain duties – “Nominations are open for….”

• Voting on nominations – Ballot– Majority required


Methods of Voting

• Acclamation– “All in favor of the motion say ‘aye”…”

• Raising your hand• Secret ballot

– Controversial issues

• Prepared ballot – Election of officers

• Roll call• Honor System

– Closing eyes and vote 4-H Club Officers Handbook 4-H 035

Committees

• Can be useful in large clubs • Often gather information and develop

plans• May be appointed by the President


5 Basic Principles

• Discuss one subject at a time• Each idea presented for consideration is

entitled to full and free discussion• All members are to be treated with respect

and courtesy • The rule of the majority must be carried out

and the rights of the minority respected• The wishes of each group member should

come together to form a cooperating, united club


Making and Handling Motions

• Making motions–Discussing

–Amending

–Voting


A club member

wants to suggest an

idea/plan or

wants something

done

Making a Motion


Step One:

The member must address the President


Step Two:

The member

makes his/her

motion


Step Three:

The motion is

seconded by

another

member4-H Club Officers Handbook 4-H 035

Step Four:The President restatesthe motion and asks fordiscussion

A motion cannot be discussed until it is seconded

…. Is there any discussion?


After discussion,

the President

repeats the

motion and then

asks “Are you

ready for the

question?”4-H Club Officers Handbook 4-H 035

Step Six:

The vote is

taken both in

favor and

opposed


President Asks

All in favor say, ‘aye’

and then

All opposed say ‘nay’.


The Outcome:

The motion passed

or

The motion failed


Before another motion can be

made the current motion that is

seconded must either be:

–Voted on–Withdrawn–Amended–Tabled


To Amend a Motion

• Needs a second like a main motion

• Discuss and vote on the amendment then on the main motion as amended

• Any number of amendments may be made one after the other

• Discuss, then vote on the main motion as amended


To Withdraw a Motion

• Both the person that made the motion and the person who seconded the motion must both agree that it should be withdrawn


Tabling A Motion

– A member moves to table the motion– Another member seconds the motion– A vote is taken– No discussion – Requires a majority vote to pass


How To Teach Youth

• Games – Graveling Your Way to Better Meetings

• Order of Business/ Agenda Activity • Matching Officers Duties Game• The Sandwich/Pizza/Trail Mix

• Videos

• Script

• Participation !!!

• Questions• Evaluations

• Additional Resources• http://extension.oregonstate.edu/lake/• 4-H Youth Development

• Leaders & Volunteers• Resources

Closing

Resources

• Oregon State University http://oregon.4h.oregonstate.edu/general-4h-publications– 4-H Club Officer Handbook (4-H 035)

• Gaveling Your Way to Better Meetings– Amy Derby, Dana Martin & Robin VanWinkle

• University of Nebraska Extension. 4-H Volunteer Information Series: Success Markers for Traditional 4-H Clubs.

• 4-H Volunteers Information Series – Success Markers – Nebraska 4-H Youth Development

Jamie Davis Lake County Extension

[email protected]

Vanessa Klingensmith Lincoln County Extension

[email protected]

Jed Smith Klamath County Extension

[email protected]

Documents

Smooth Sailing with Parliamentary Procedure Jamie Davis Vanessa Klingensmith Jed Smith WRLF May 13 2011 Oregon State University 4-H Youth Development