Conducting Meetings in Agricultural Organizations Lesson 2.3 Conducting Meetings in Agricultural Organizations

Lesson Outcomes Explain the purpose for conducting meetings using parliamentary law Demonstrate the ability to make, discuss, and vote on topics in a formal meeting setting Analyze the effectiveness of a chairman in conducting a meeting Classify parliamentary motions based on their intent USDAgov

Parliamentary Procedure Parliamentary procedure is a set of rules and regulations for properly conducting meetings Image: the House of Parliament in England. Parliamentary procedure is used to conduct all meetings. Ask students to list the four main goals of parliamentary procedure (listed below and on following slide). Handle one item at a time Extend courtesy to everyone Ensure that the rights of the minority are protected Ensure that decisions are made with the majority GarethPriceGFX/iStock/Thinkstock

Purpose of Parliamentary Procedure Handle one item at a time Extend courtesy to everyone Ensure that the rights of the minority are protected Ensure that decisions are made with the majority

Conducting a Meeting Quorum Chairman Gavel Minutes Order of business A quorum is the number of members that must be in attendance at a meeting for business to be conducted. It is typically set at one more than half of the total members in the group. The chairman, or chair, is the person responsible for conducting the meeting. The gavel is the hammer-shaped tool that the chairman uses to send specific cues to the assembly. The minutes are a complete, written record of the proceedings of a formal meeting. The order of business is the order in which items should be presented in a meeting. Chip Somodevilla/Getty Images News/Thinkstock

Conducting a Meeting Determining if a quorum is present The chairman begins conducting the meeting Gavel taps are used to send cues to the assembly Specific order of business is followed Minutes are recorded Ask students how they would determine if a quorum is present. Ask students if they know what the different numbers of gavel taps signify (one, two, three, series). Who keeps track of the minutes? How are they recorded? Paul Matthew Photography/Shutterstock.com

Order of Business The order of business is the order in which items should be presented in a meeting Calling the meeting to order/opening ceremonies Reading and approval of the minutes of the previous meeting Reports from standing committees Special orders Unfinished business New business Which of the purposes of parliamentary procedure guides the rule that new business should only come up once unfinished business is handled?

Motions A motion is a formal proposal by a member which, if agreed on by the members of the assembly, will result in a certain action

Types of Motions Privileged motions have the highest precedence of all motions, and deal with rights or needs of the organization Incidental motions are related to parliamentary rules and procedures, not to other motions

Types of Motions Subsidiary motions are motions that deal with managing other motions Main motions bring up a new topic of discussion before the assembly

Types of Motions Motions that bring a question again before the assembly allow the group to reconsider, rescind, or discuss a motion that has been previously set aside or voted on

Bringing Motions before the Assembly Some require getting recognition from the chairman Some do not require recognition Some require a second

Debating Motions The motion must be a debatable motion The person who made the motion has the right to debate the motion first Each member has the right to debate twice per debatable motion Debates are limited to ten minutes The member should use his or her speaking skills to present the debate using logical arguments and clearly stated reasons for his or her position on the motion.

Amending Motions If parliamentary rules allow for a motion to be modified, it is said to be an amendable motion Motions can be amended by inserting, striking out and striking out and inserting

Voting on a Motion When the group is ready to make a decision, it is time to vote on the motion Some motions do not require a vote Motions that need to be voted on typically require a majority vote or a two-thirds vote Voting methods include voice, rising, roll call, and ballots Voice: the chairman asks for a response from all members in favor of the motion, and then from all opposed to the motion. Rising: the chairman asks for all in favor to stand or raise hands, and the responses are counted. The chairman then asks for all those opposed to stand or raise hands, and those responses are counted. The chairman announces the number in favor and the number opposed, along with the decision. Roll call: each member is asked for their vote and their vote is recorded as such. Ballots: anonymous votes that are written, tallied, and recorded.