Agriculture Education Fall 2016

Objective 1.02 Parliamentary Procedure Using well defined rules to conduct business through a formal, organized approach known as Roberts Rules of Order.

Parliamentary Procedure Roberts Rules of Order – book of parliamentary authority by Henry M. Robert that serves as the basis for parliamentary law By-Laws – written document that gives the mission of the group or organization providing procedures that govern its operation and forming the framework where parliamentary procedure is used

Parliamentary Procedure Terms that are used to describe those assembled as voting delegates in a business meeting: Floor Body House Assembly

Parliamentary Procedure Agenda – a list of items prepared prior to the meeting date to be discussed or done during the meeting Closely related to the Order of Business but not always the same May include details within the Order of Business

Parliamentary Procedure Order of Business – sequence followed in conducting a business meeting It varies from one organization to another according to need Sample OofB followed by FFA Chapters: Call to order Reading/Approval of minutes from previous meeting Treasurer report Report from standing committees responsible for chapter POA Old business New Business Adjournment

Parliamentary Procedure The Chair – the official term for the person presiding If the President is presiding, the proper address is Mister/Madam President If the President is not presiding, the person should be referred to as Mister/Madam Chairman or Chairperson The person presiding whether is it the President or not will refer to themselves as The Chair

Parliamentary Procedure Quorum – the number or percentage of members established in the by-laws that must be present at a business meeting to legally transact business This keeps a small group from enacting rules and motions that do not represent the desires of the entire group If it is not established in the by-laws specifically, the quorum usually is 51% of the membership

Parliamentary Procedure Parliamentary Abilities – motions that may be used to dispose of main motions or help in the transaction of business Majority Vote – more than half of those voting vote on the same side (51 of 100 voting to pass a motion) Two-Thirds Vote – vote required for motions that take away privileges such as the right to discuss; make nominations; motions that do things normally against the rules or change the rules (20 of 30 people voting to pass a motion)

Why use Parli Pro? Extend courtesy to everyone Only one member may speak at a time Members may only speak after being recognized by The Chair except in emergency situations or to enforce parliamentary law Focus on one item at a time Only one motion on the floor at one time Each motion must be dealt with according to order of rank in precedence

Why use Parli Pro? Observe the rule of the majority Over half the members entitled to vote agree that the group will take actions before action is taken Sometimes 2/3 majority is required for action Protect the rights of the Minority Minority represents less than half or sometimes less than 1/3 of voting members who do not agree actions should be taken Minority can always make motions Minority can always voice their opinion through discussion Minority can always vote according to their conviction

Rules of Presiding Officer or “The Chair” Keep the meeting moving in a smooth fashion Must be fair and impartial without infringing on the rights of members Leaves “The Chair” and relinquishes the chairman’s duties to discuss or present a point of view

The Gavel The gavel represents or is the symbol of authority for the position of the presiding officer

The Gavel Just as the presiding officer should not bang or abuse the gavel, he/she should never abuse the power of their position Firm taps of the gavel are used to signal members: One tap means to sit down; announce the completion of a vote; or signal adjournment Two taps are used to call the meeting to order Three taps of the gavel signal for all members to stand in unison A series of taps may be used on occasion to help restore order

Discussion Discussion allows members to discuss the pros and cons of a debatable motion

Discussion Discussion is not just “I agree with the motion” or “I disagree with the motion” – but more of why does one agree or why does one disagree with the motion

Discussion Discussion should be directed by “The Chair” so that: The member who made the motion has the first opportunity to discuss Members who have not spoken yet are given priority to discuss so that no person should discuss the motion twice as long as others who have not spoken are seeing recognition to discuss the motion If possible, “The Chair” should alternate discussion between those “for” and those “against” the motion

Four Methods of Voting Voice Vote – All in favor, say ‘aye’, all those opposed, say ‘no’ Visual Vote – taken by either having members stand or raise their hands; each vote may or may not be tabulated Roll Call Vote – each member’s name is called and they are asked for their vote Ballot Vote – written vote that provides for secrecy

Steps in making and disposing motions: 1. Member stands and addresses the presiding officer, “Mister/Madam President” and waits for recognition (Division, Point of Order, Appeal do not require recognition so steps 1 and 2 are amended to the situation)

Steps in making and disposing motions: 2. Presiding officer assigns the floor by giving recognition to speak (Division, Point of Order, Appeal do not require recognition so steps 1 and 2 are amended to the situation)

Steps in making and disposing motions: 3. Member states his/her motion by saying “I move…”

Steps in making and disposing motions: 4. Another member seconds the motion (Some motions such as a Division and Point of Order do not require a second so this step can be skipped)

Steps in making and disposing motions: 5. “The Chair” states the question on the motion by saying “The motion has been made and seconded to…” and announces whether the motion is debatable, amendable, and the type of vote required Neither making the motion nor seconding the motion can put it before the assembly or on the floor Only “The Chair” can do that…

Steps in making and disposing motions: 6. “The Chair” calls for discussion if the motion is debatable by saying some form of “Is there discussion?”

Steps in making and disposing motions: 7. “The Chair” restates the motion and calls for a vote… Says something like “The motion before is to have a banquet…” “All in favor of the motion say ‘aye’, all opposed say ‘no’”

Steps in making and disposing motions: 8. “The Chair” announces the result of the vote by telling four things: Results of voting, “the ayes have it…” or “the no’s have it…” Declares if the motion is adopted or lost Tells the effect of the vote or orders the execution of the vote Announces the next item to be considered or says that the floor is open for further business

Parliamentary Procedure Abilities Main Motion – used to present a new item of business for consideration. Main motion must be made by a person who had received proper recognition and the maker state the motion by preceding it with “I move…”