Parliamentary Procedure

Parliamentary Procedure : 

Parliamentary Procedure “Parli Pro” By: Laura Kromer

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STEP 1…

Call The Meeting To Order : 

Call The Meeting To Order President calls the meeting to order President then states the time

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STEP 2…

Pledges : 

Pledges Say Both Pledges… American Pledge 4-H Pledge There are 59 stars On this flag

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STEP 3…

Secretary’s Report : 

Secretary’s Report President asks Secretary to report Sec. stands and reads minutes of last meeting Pres. thanks the Sec. and asks for and corrections in the minutes. If not, Pres. Asks for a motion and second to approve the minutes. After it is properly moved and seconded the Pres. asks for a vote.

Making A Motion : 

Making A Motion President call for a motion from the floor on the item of business. “Is there a motion to…..?” A member raises their hand and waits to be recognized. Once recognized, “I move that……” If not immediately seconded, Pres. Asks for a second. If motion is not seconded by anyone, it is dead and is no longer considered for discussion.

Continued… : 

Continued… After the second, the Pres. asks, “It has been properly moved and seconded that _____________, is there any discussion?” At this time members may raise there hands to ask questions and make comments either for or against the motion. The President directs the discussion and makes a decision as to when a vote should be taken on the motion.

Treasurer’s Report : 

Treasurer’s Report Pres. asks Treasurer to report Pres. asks if there are any questions on the report There is no vote on the Treasurer’s Report

Continued… : 

Continued… The President states, “We will now vote on the motion. All in favor please say ‘aye’,…. All opposed please say ‘no’.” The motion is declared “passed” or “failed”

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STEP 4…

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Other Reports Each 4-H club may have certain additional reports that they choose to include on the agenda. The president would handle these similarly to the Treasurer’s report.

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STEP 5…

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Unfinished Business Sometimes incorrectly referred to as “old business”. This would include any items of business that were carried over from the last meeting.

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STEP 6…

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New Business These are new items for club discussion and vote. The president would announce that the club is moving to new business and bring each item to the floor by stating that “the next item of business is……” and then provide a brief explanation of the item. (At times, this may be a place where the president asks an adult to help provide clarification regarding the item of business). Once on the floor, the president uses the procedure below for handling a motion.

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STEP 7…

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Adjourn When the business of the meeting is completed, the president may adjourn in one of two ways. He or she may simply say, “if there is no objection, we will now adjourn.” As long as no one objects, the president will then declare the meeting adjourned at a specific time. The second method would be to say “if there is no further business, do I have a motion to adjourn?”.

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STEP 8…

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Committee Meetings President dismisses members to meet with committees and states the time that committees will return to give a report.

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STEP 9…

Motions You Might Make… How to Make Them… And What to Expect : 

Motions You Might Make… How to Make Them… And What to Expect

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Responsibilities of officers

President : 

President • Presides over all regular meetings. • Calls regular and special meetings. • Appoints all committees and may serve as an ex-officio member. • Serves as representative and contact person for the club or group whenever necessary. • Assists the group by helping set goals, coordinating activities and evaluating results. • Helps to plan an agenda for the meetings. • Works with leaders and other members to plan yearly club or group programs. • Delegates tasks and responsibilities to other officers and leaders. • Arranges to have the vice president take over if he/she cannot attend the meeting. • Supports other officers.

Specific Duties of President : 

Specific Duties of President • Begins the meeting on time. • Makes sure a quorum (majority) is present before beginning to handle business at a meeting. • Conducts the meeting using basic parliamentary rules. • Keeps the meeting under control. Limits discussion by any one person to keep the meeting on a subject. • Recognizes members who have a desire to speak. Gives everyone a chance to participate. Encourages timid members to speak up. • Does not permit discussion until a motion is made and seconded. • Is impartial at all times; usually the president does not take part in the discussions. • Does not vote in a voice vote except in case of a tie. • Always states motions clearly before voting so members will know what is being voted on. • Announces the result of the vote after a court has been made. • Closes the meeting on time.

Vice President : 

Vice President • Assists the president and is prepared to assume the president's duties and responsibilities if needed. • Supervises the work of committees. • May serve as chairman of the program committee.

Specific Duties of V.P. : 

Specific Duties of V.P. • Assists committee chairperson in completing their responsibilities. • Assists the president and presides when the president is absent. • Serves on the executive committee

Secretary : 

Secretary • Reminds members when and where all meetings, special events, etc., will be held. Reminders may be in person, by phone or postcard. • Keeps official records of the organization. • Prepares and reads the minutes. • Does official correspondence for the group including requests for information, invitations and thank you letters. • Assists in counting votes. • Keeps a record of committee reports and accomplishments. • Keeps and brings to each meeting all official documents and papers of the group including the secretary's minutes, lists of committees and reports, copies of plan of work, and copy of constitution and bylaws. • Serves on the executive committee. • Conducts the meeting when both the president and vice president are absent.

Reporter : 

Reporter • Keeps the public informed about activities of the group or club. • Prepares news releases or stories of the group for publication or radio broadcast. • Takes photographs of group or club activities.

Specific Duties of Reporter : 

Specific Duties of Reporter • Contacts and works with local newspapers. • Writes and sends a news story about each meeting to newspapers that agree to print the stories. • Sends advance information to a local paper or radio station when your group plans a special event such as a picnic or tour. • Collects news clippings and photos for the secretary.

Responsibility of Members : 

Responsibility of Members • Attends meetings • Helps plan program for year • Helps to make the meetings interesting • Does a good job on his/her projects • Joins in club or group activities

R.E.S.P.E.C.T. : 

R.E.S.P.E.C.T. • Only one subject or item of business can be before the group at one time. No new item of business can be introduced or discussed until the one being discussed is voted on. • Every member of the group has an equal right to speak and be heard. • The will of the majority must be carried out, but the rights of the minority must also be protected. • Every member has the same rights as any other member. Every member can introduce a motion, debate and vote on a motion. • The business and discussion need to follow rules of courtesy. Receive permission from the chair before you speak. Do not talk to other members when someone else has the floor.

The Reason Behind My Project : 

The Reason Behind My Project The reason I chose this topic as my project is because since I have gone to the Pennsylvania State Legislative FFA Leadership Conference (which almost didn’t have anything to do with FFA), it has opened my eyes that our meetings are not even close to being meetings. THEY ARE SOCIAL GATHERINGS!! I thought it would be a good idea to teach you how a meeting should work.