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!