Smooth Sailing with Parliamentary Procedure Jamie Davis Vanessa Klingensmith Jed Smith
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Transcript of Smooth Sailing with Parliamentary Procedure Jamie Davis Vanessa Klingensmith Jed Smith
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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
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Overview
• Background • How to incorporate into club meetings• Officers• Agenda • Motions • Tools for teaching
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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
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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
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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
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• 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
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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
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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
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Officers
• President (Chair)
• Vice President (Vice Chair)
• Secretary
• Treasurer
• Reporter
Officers Activity
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President
• Develop Agenda• Run meetings • Appoint committees • Assist in developing club goals
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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
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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
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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
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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
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Additional Roles
• Sergeant at Arms• Parliamentarian• Recreation Leader • Phone Tree Leader
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Club Meetings
Agenda Activity
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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
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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
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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
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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
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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
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Making and Handling Motions
• Making motions–Discussing
–Amending
–Voting
4-H Club Officers Handbook 4-H 035
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A club member
wants to suggest an
idea/plan or
wants something
done
Making a Motion
4-H Club Officers Handbook 4-H 035
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Step One:
The member must address the President
4-H Club Officers Handbook 4-H 035
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Step Two:
The member
makes his/her
motion
4-H Club Officers Handbook 4-H 035
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Step Three:
The motion is
seconded by
another
member4-H Club Officers Handbook 4-H 035
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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
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After discussion,
the President
repeats the
motion and then
asks “Are you
ready for the
question?”4-H Club Officers Handbook 4-H 035
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Step Six:
The vote is
taken both in
favor and
opposed
4-H Club Officers Handbook 4-H 035
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President Asks
All in favor say, ‘aye’
and then
All opposed say ‘nay’.
4-H Club Officers Handbook 4-H 035
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The Outcome:
The motion passed
or
The motion failed
4-H Club Officers Handbook 4-H 035
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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
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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
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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
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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
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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 !!!
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• Questions• Evaluations
• Additional Resources• http://extension.oregonstate.edu/lake/• 4-H Youth Development
• Leaders & Volunteers• Resources
Closing
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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
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Jamie Davis Lake County Extension
Vanessa Klingensmith Lincoln County Extension
Jed Smith Klamath County Extension