introduction to parliamentary procedure

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Introduction to Parliamentary Procedure

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Parliamentary Procedure

• Definition– Correct rules for conducting or running a successful meeting

• Started – 1562 in England

• Parliamentary Procedure is used not just in FFA or 4-H meetings. It is used at about every level of government from local school boards, and fair boards to city counsels to the state and national house of representatives and the senate.

• A good understand parliamentary procedure will not only help you get involved in the local FFA meeting, but citizens that understand how to use parliamentary procedure naturally become the leaders in the local community, state and nation.

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Parliamentary Procedure

• Parliamentary law is designed to accomplish four main objectives in a properly operated business meeting.

1. Focus on one item at a time.

2. Extend courtesy to everyone.

3. Observe the rule of the majority.

4. Ensure the rights of the minority.

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Use of the Gavel

• The gavel is a symbol of authority, to be used to keep orderly procedure.

• One tap of the gavel follows the announcement of adjournment, the completion of a business item or is a message to members to be seated following the opening ceremony.

• Two taps of the gavel calls the meeting room to order.

• Three taps of the gavel are the signal for all members to stand during the opening and closing ceremonies. All members rise in unison at the third tap of the gavel.

• A series of sharp taps is used to restore order.

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Voting

• There are 4 common methods of voting.– 1. Voice vote, by saying “aye” or “no”.

– 2. Rising Vote, either by standing or a show of hands.

– 3. Secret Ballot, A written vote.

– 4. Roll Call, with each member speaking their vote when the secretary calls their name.

• Quorum: 1/2 of members in a organization plus 1– Minimum number of members that must be present at a meeting for legal

business to be transacted.

• Most votes require a simple majority.– Majority 1/2 of members present at any meeting plus 1. Minimum number of

members that must vote for a motion for it to pass.

• A two-thirds vote is required when a motion will limit the rights of a member. Two thirds votes must be taken by asking members to rise, use a secret ballot or by taking roll call.

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• Other Important Information

–Presiding Officer referred to as:

»Mr/Madam President

»Mr/Madam Chairperson

–Everyone gets the chance to voice their opinion

–Everyone gets the chance to Vote

–Only one topic at a time can be discussed

–Who ever makes a motion has the right to discuss it first.

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Types of Motions

• Motions are the main tool of parliamentary procedure.

• A motion is proposal that requires a decision by the voting members.

• Different types of motions must be handled in different ways. Motions are ranked with four classifications. Some motions can be brought up at any time and must be addressed immediately. Others may not be brought up if any other item is being discussed.

• The four motion classifications are…– 1. Privileged motions

– 2. Incidental motions

– 3. Subsidiary motions

– 4. Unclassified motions

• Refer to the table on page 60 of the FFA Handbook.

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How to Make a Motion

• You notice that the Main motion is a long ways down the list. In fact it is the last subsidiary motion. This means that many different actions can be made while a main motion is “on the floor” or being discussed.

When making a motion the member should rise and address the presiding officer by saying..Mr. or MDM President.

When recognized the member begins the motion by saying “I move to” or “I move that”

Never say “ I motion to” or” I make a motion to” .Following a motion a second is needed. To make sure at least

two members are interested. If no one seconds the motion “The motion dies do to a lack of a second”

If a second is made the president should repeat the motion and opens the floor for discussion.

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How to Make a Motion

• When there is no further discussion, the president calls for a vote.

• First the president repeats the motion to avoid misunderstanding.

• Then the president says “all those in favor of the motion to … Signify by saying aye”

• “all apposed signify by saying no”

• The motion is carried or defeated.

• With the completion of this item of business the gavel is taped one time.

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• Used to introduce ideas to the group

• Must be stated in the form– I Move that

– I Move to

• Only one main motion at a time

• Require a second

• Amendable – Can Be Changed

• Debatable– Can be talked about

• Majority Vote– Can be voice

Main Motions

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Main Motions Continued

• Main Motions that are not Legal– Any motion that brings up a motion that has already been

failed.

– Items that are outside the power of the group.

– Negative motions (I move that we don’t do something)

• The person who makes a motion can not talk against it.

• Main motions can be reconsidered

• Can not interrupt another speaker

• Proper Example: Mr President, I move that the chapter participate in the labor day parade this year.

• 12Steps to handling a Main Motion

• Stand

• Ask to be recognized by President

• President recognizes you by name

• Motion is correctly stated

• Motion is seconded

• Motion is repeated by President

• Motion is discussed

• President restates motion

• Motion is voted on

• Results of vote announced by President

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Amendments

• Purpose– Used to modify a main motion

• Must be germane– Closely related to the original topic

• Can be amended in 4 ways– Inserting in middle

– Adding to end

– Striking Out

– Striking out and inserting

• Requires a second

• Amendable

• Debatable

• Majority Vote

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Amendments continued


• Can be reconsidered

• Improper amendments– any thing not germane

– frivolous or absurd

– leave an incoherent wording

• Proper Example: – Motion on floor: That the FFA Chapter buy a boat.

– Amendment: Mr President, I move to amend the motion by inserting speed in front of boat. So the motion would read, I move that the FFA Chapter buy a speed boat.

• 15Amendment to an

Amendment

• Purpose– To modify an amendment to make it more specific


• Debatable

• Not amendable

• Majority vote

• Can not interrupt a speaker

• Proper Example:– Madam President, I move to ament the amendment by

inserting Johnson in front of speed. So the final motion with if all amendments pass would read, I move that the FFA chapter buy a johnson speed boat.

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Refer to Committee

• Purpose– used to send a pending question to a small group so that

the question may be carefully investigated

• Requires a Second

• Amendable

• Debatable

• Majority Vote

• 2 ways to appoint a committee– Standing Committee

» one of the 15 listed in the Program of Activities

– Special Committee

» Appointed by the president

» Number of members can be 3 or more

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Continued

• Can interrupt another speaker

• President must specify when the committee should report back to the chapter– Usually next regular meeting

• Committee can be give full power to act

• Proper example:– Mr President, I move that we refer this motion to the

Leadership Committee

– Mr President, I move we refer this motion to a committee of three appointed by the chair

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Postpone Definitely

• Purpose– allow for the motion on the floor to deferred to a different

day, meeting, or until after a certain event


• Amendable

• Debatable

• Majority Vote

• Can interrupt a speaker

• Proper example:– Madam President, I move to postpone this motion until the

December Regular Meeting.

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Limit or Extend Debate

• Purpose– To limit or lengthen the time allowed for discussion on a

motion when it is clear that there will be an excessive amount of discussion or when the amount of time for the meeting is limited.


• Debatable

• Amendable – amount of time or number of speakers only

• 2/3 Majority Vote


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Continued

• Maker of the motion must specify – the amount of time

– the number of speakers that can debate the motion

• Proper Example– Madam President, I move that we limit debate on this motion

to 3 discussions for the motion and 3 discussions against the motion.

– Madam President, I move to limit debate to a maximum of 5 minutes.

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Previous Question

• Purpose– To force an immediate Vote on the motion


• Not amendable

• Not Debatable

• 2/3 Vote


• Proper example:– Madam President, I move the previous question

– Mr President, I call for the previous question

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To lay on the table

• Purpose– To defer action on the motion until later in the meeting or

until the next meeting


• Not amendable

• Not debatable

• Majority Vote


• Proper example:– Mr. President, I move to lay this motion on the table

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To take from the table

• Purpose– To take a motion that is on the table off of the table.


• not amendable

• Not debatable

• Majority vote


• Proper Example– I move to take the motion that reads to buy a boat from the

table.

• 24Reconsider

• Purpose– to reevaluate a decision that was made earlier

• Requires a second• Not amendable• Debatable• Majority vote• Can not interrupt another speaker• If passed, the motion to be reconsidered is handled just as if it

was never voted on• Only can be made by a person who voted on the winning side• If passed the motion is handled immediately if:

– only a main motion with amendments is on the floor.

• Proper Example– Mr President, I move to reconsider the motion to buy a boat.

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Recind

• Purpose– To REPEAL PREVIOUS ACTION

• Requires a Second

• Debatable

• Amendable

• 2/3 majority vote


• Proper Example– Madam President, I move that we recind the vote to buy a

boat.

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Suspend the Rules

• Purpose– allows the chapter to break the rules of parliamentary

procedure, or the current constitution for a short period of time.

• Requires a second• Not amendable• Not debatable• 2/3 vote• Can not interrupt another speaker • Proper example:• Mr President, I move to suspend the rule that

50% of the travel money goes to the chapter and have 100% of the money go to the students.

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Modify or Withdraw

• Purpose– This motion allows for the maker of a motion to change a

motion or completely take it off the floor for discussion.

• Not amendable

• Not debatable

• If made before President first states the motion it is automatically withdrawn with no second or vote.

• If made after President first states the motion the following steps must be taken.

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Modify or Withdraw con’t

– 1) President must if anyone objects to the maker withdrawing the motion

» if someone objects» must be seconded, and passed with majority vote

» On no one objects• the motion is automatically withdrawn

• Can not be made after discussion has begun

• Proper form– Mr President, I would like to withdraw my motion.

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Division of the house

• Purpose– When called, this forces a immediate revote by hand

• Does not require a second

• Not amendable

• Not debatable

• No vote needed


• Proper form– Can be made by saying “division” loud enough for the

entire group to hear

– Or by standing and saying “I call for a division of the house”

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Point of Order

• Purpose– Used when a member thinks that the rules of the group or

the rules of parliamentary procedure are being violated.


• Not amendable

• Not debatable

• President decides on verdict


• Proper example– Mr President, I rise to a point of order.

– President says, “State your point”

– After member states point, president says “your point is well taken” or “Your point is not well taken”

• 31Appeal the decision of the chair

• Purpose– To reverse the decision of the chairman.

• Requires a second• Not amendable• Debatable (this is the only motion where President can discuss)

• Majority vote• Can interrupt another speaker• Most of the time you should support the decision of your

president.• Proper Example

– Mr President I appeal the decision of the chair.– President should say “Appeal the decision of the chair has been called, all

those who wish to uphold the decision of the chair say I, all opposed same sign.”

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Orders of the Day

• Purpose– This motion forces the group to return to the set agenda, without

finishing the current business.


• Not Amendable

• Not Debatable

• 2/3 vote against to fail• Can only be made on motions that are not on the set agenda for that

meeting.

• Mr. President, I call for the orders of the day.

• President should say, Orders of the day has been called. All those who wish to return to the orders of the day, raise your hand. All those opposed to returning to the orders of the day, same sign.

• 33Question of Privilege

• Purpose– This allows for people in the group to ask for changes in the

temperature, for ideas to be clarified, for motions to be explained, for others to repeat their discussion or motions, and anything that may help the meeting run more smoothly.

• Does not need a second• Not amendable• Not debatable• No Vote, Presidents decision• Can interrupt another speaker• Proper Example

– Madam President, I Rise to a question of privilege. – President says, “State Your Question”– Then the member says whatever they have to and the president

decides on whether it will be allowed or not.

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Recess

• Purpose– This allows for a short break in the meeting

• Needs a second

• Amendable

• Debatable

• Majority Vote


• Must specify the length of time in the motion

• Proper example– Mr President, I move to take a 5 minute recess.

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Adjourn

• Purpose– To end the Meeting

• Needs a second

• Not Amendable

• Not Debatable

• Majority Vote


• Proper example– Mr president, I move to adjourn.

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Fix time to Reassemble

• Purpose– To arrange time for next meeting

• Needs a Second

• Amendable

• Debatable

• Majority Vote

• Can interrupt a speaker

• Proper example– Mr President, I move to adjourn until 7 pm on December

12th.

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