Smooth Sailing with Parliamentary Procedure Jamie Davis Vanessa Klingensmith Jed Smith WRLF May Oregon State University 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 Success Markers for Traditional 4-H Clubs 4-H Volunteer Information Series: Success Markers for Traditional 4-H Clubs

Success Markers for Traditional 4-H Clubs 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 4-H Volunteer Information Series: Success Markers for Traditional 4-H Clubs

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 Order Pledges Roll Call Reading/Approval of Minutes Correspondence Reports from Officers Reports from Committees Unfinished/Old Business New Business Announcements 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 4-H Club Officers Handbook 4-H 035

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 4-H Club Officers Handbook 4-H 035

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 4-H Club Officers Handbook 4-H 035

Making and Handling Motions Making motions –Discussing –Amending –Voting 4-H Club Officers Handbook 4-H 035

A club member wants to suggest an idea/plan or wants something done Making a Motion 4-H Club Officers Handbook 4-H 035

Step One: The member must address the President 4-H Club Officers Handbook 4-H 035

Step Two: The member makes his/her motion 4-H Club Officers Handbook 4-H 035

Step Three: The motion is seconded by another member 4-H Club Officers Handbook 4-H 035

Step Four: The President restates the motion and asks for discussion A motion cannot be discussed until it is seconded …. Is there any discussion? 4-H Club Officers Handbook 4-H 035

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 4-H Club Officers Handbook 4-H 035

President Asks All in favor say, ‘aye’ and then All opposed say ‘nay’. 4-H Club Officers Handbook 4-H 035

The Outcome: The motion passed or The motion failed 4-H Club Officers Handbook 4-H 035

Before another motion can be made the current motion that is seconded must either be: –Voted on –Withdrawn –Amended –Tabled 4-H Club Officers Handbook 4-H 035

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 4-H Club Officers Handbook 4-H 035

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 4-H Club Officers Handbook 4-H 035

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 4-H Club Officers Handbook 4-H 035

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 4-H Youth Development Leaders & Volunteers Resources Closing

Resources Oregon State University –4-H Club Officer Handbook (4-H 035)4-H Club Officer Handbook 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 Vanessa Klingensmith Lincoln County Extension Jed Smith Klamath County Extension