smooth sailing with parliamentary procedure jamie davis vanessa klingensmith jed smith

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]

smooth sailing with parliamentary procedure jamie davis vanessa klingensmith jed smith

Documents

h clubindicators

h clubsincorporating

h clubsexpect

h councilassociationlearn

h pledge

h clubssuccess markers

h clubswould love

h leaders association