Transcript Document

Parliamentary Procedure
Training
April Bowman,
Extension Agent,
4-H Youth Development
Bowman, 05; Revised 09
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Parliamentary Procedure
Officers
Gavel
Order of Business
Main Motion
Voting
Other Motions
Nomination for Office
Postponement
Review
Bowman, 05; Revised 09
Parliamentary Procedure
• Constitution and By-Laws
– Executive Board
– Name
– Committees
– Object
– Parliamentary Authority
– Members
(typically Robert’s Rules of Order)
– Officers
– How to amend the by-laws
– Meetings
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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.
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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.
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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.
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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
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Secondary motions needed for clarity
Points of Order and Ruling
Adjourn Time
Secretaries initials and date (or signature)
http://www.parlipro.org/minutes.htm
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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.
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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
• 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.
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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.
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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
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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
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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
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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
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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.
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Parliamentary Procedure
• Voting
– Voice vote: Say “aye” or “nay”
– Counted vote: Standing or raise right hand
• Division
• 2/3
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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.
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Bowman, 05; Revised 09
Parliamentary Procedure
• Voting - The President only votes:
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In the event of a tie
To make a vote a tie
When secret ballot is used
When they are part of the assembly
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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.
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Parliamentary Procedure
Someone makes a good motion, but
one part of it should be changed,
how do you do it?
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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.
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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”.
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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
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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?
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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.
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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?
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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.
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Parliamentary Procedure
• If someone calls for “question” from the
floor without being recognized what
action does the chair take?
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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.
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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
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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.
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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.
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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?
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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.
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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
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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.
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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
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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.
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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?
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Review
• Skits
• Order of Business
• Matching Terms
• Who Wants to be a Parliamentarian?
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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