Smooth Sailing with Parliamentary Procedure Jamie Davis Vanessa Klingensmith Jed Smith
description
Transcript of 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
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 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
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
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?
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• 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
Vanessa Klingensmith Lincoln County Extension
Jed Smith Klamath County Extension