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. 29Ideas for TeachingparliamentaryprocedureIf you conduct some of these activities inyour 4-H club, your members will understand parliamentary procedure better. Theythen will be more likely to use it in thefuture.Let’s Make Trail Mix(Idea from a demonstration by Deb Ivey, 4-H YouthDevelopment Agent in Iowa County, Iowa)Items needed: Large bowl, spoon, ingre-dients for Trail Mix (Honey Nut Cheerios,raisins, peanuts, plain and peanut butterM&M’S , others as desired), serving utensils and paper goods (e.g., cups and napkins)Procedures: Display the ingredients and talk aboutthe importance of parliamentary procedure to running a meeting smoothly. Tell your audience that you are goingto make trail mix and that they willlearn how to correctly make a motionas part of this process. Explain that ingredients will be added to the bowl as motions are made.(A youth must say, “I move that weadd .”) Ask for a second, discussand vote. If the youth says, “I make amotion ,” ask the person to restateit correctly.) As soon as all the ingredients areadded, the members snack on theTrail Mix. In most cases, there will be one ingredient that is voted down. The leadermay want to include at least onequestionable ingredient in the choices to be sure this happens. NOTE: Karen Nelson, ColumbiaCounty Youth Development Educator, gave each 4-H club in her countysigns that said “I MOVE ” in largeletters for display at club meetings.Mission: Parli-Pro/A Fun Guide for Learning Parliamentary Procedure

. 30Mock MeetingThese are tips to follow when conductinga practice meeting: Gather a group of older membersand have them sit together at thefront of the room. Use the sample materials to comparea meeting that operates smoothlyand one that does not. Compare and discuss their differences and similarities in the two meetings. Conclude by telling them why parliamentary procedure is important. Youcan also emphasize these points bywriting them on the board or a chart,for example.Parts of a GovernmentThis activity shows how important everypart of the government is.Try these recommendations: To show the importance of parliamentary procedure, compare theparts of something like a cookiewithout the sugar or the chocolatechips. Cookies without sugar don’ttaste good and don’t bake correctly.When you add sugar and chocolatechips, they bake better and tastebetter. The leader can compare having allparts of the government and all partsof cookies. Summarize by saying: “If parts ofa government are missing, theremight be fighting or misunderstanding. It wouldn’t work at all. If a cookie does not have all its ingredients,it will be yucky; and you wouldn’twant to eat it. If your 4-H clubmeetings do not use parliamentaryprocedure, members, officers andparents may not want to be part ofyour 4-H club.”ParliamentaryProcedure SkitsUse the skits on the attached pages to dem-onstrate some typical meeting situations.Adapted from materials developed by SouthernDistrict Leadership Team, Wisconsin, October2001.Developed by Karen Nelson, 4-H Youth DevelopmentEducator, Columbia County, Wisconsin.Mission: Parli-Pro/A Fun Guide for Learning Parliamentary Procedure

. 31(Use with the handout, “The President Conducts aMeeting,” Michigan State University Extension.)1. 4 roles in skit: 1 president, 1 committee chair, 1 committee member,1 club memberThe recreation committee wants toreport that the club secured the useof the community hall on Fridaynight, April 10. Use the handout todetermine how this would be doneduring a meeting.Next, a committee member movesthat the club have a party on Fridaynight. Use the handout to determinehow the motion is made and passed.Present your skit to the group.2. 3 roles in skit: 1 president, 2 clubmembersYour task is to use the handout todetermine the appropriate way for amember to be recognized to addressthe club and make a motion about afund raising project.Present your skit to the group.3. 5 roles in skit: 1 president, 4 clubmembersYour task is to use the handout todetermine the appropriate way toamend a motion and to take a vote.One person in the group will makea motion, 1 will second the motion,1 will amend the motion and 1 willsecond the amendment. The president will call for 2 votes!Your first motion is: “The club willhave an exhibit.”The amended motion is: “The clubwill have an exhibit at the county fairin July.”Present your skit to the group.4. 3 roles in skit: 1 president, 2 clubmembersUse the handout to determine theappropriate way to call roll and adjourn a meeting.Present your skit to the group.5. 35 roles in skit: 1 president, 24 committee membersUse the handout to show at least 2different ways of voting. You shoulddevelop at least 2 possible motions.For those motions you need 2 seconds, and the president will call fora vote.Present your skit to the group.6. 3 roles in skit: 1 president,1 secretary, 1 club memberUse the handout, the attached minutes and what you know about parliamentary procedure to determinethe appropriate way to present acorrection to the previous meeting’sminutes. You will decide which itemis not correct.Present your skit to the group.Mission: Parli-Pro/A Fun Guide for Learning Parliamentary Procedure

. 32Sample Mock MeetingThe regular meeting of the Clover Clan 4-H Club was held at Chris Johnson’son October 21. The meeting was called to order by Barb Jones at 1 PM. Rollcall was answered by 20 members. Two visitors were present. Minutes of theprevious meeting were read and approved. The Treasurer’s Report was given.The balance on hand was 30.15.Sandy, the chairman of the program committee, reported that the committeehad met and prepared the program for the year. She presented the programto the group for their approval.Ray Brown moved that the report be accepted and that the program be copiedfor each member. Motion seconded and carried.It was moved by Ann Strong that the meeting adjourn. Motion secondedand carried. The meeting adjourned at 2:30 PM.Secretary,Bill HawleyMission: Parli-Pro/A Fun Guide for Learning Parliamentary Procedure

. 33What Makes a Good4-H Club MeetingBusiness leaders say that one-third of thetime spent in business meetings is unproductive. Here’s how 2,000 business leadersranked the four most important ingredientsof a good meeting: Adequate preparation Agreement on follow-up action Having an effective moderator Staying on trackThese are good points to consider aboutyour 4-H club meetings. This also showswhy learning how to conduct a good meeting in 4-H now will help later in life. Meetings are held in all careers. Good meetingshelp get things done. Poor meetings do not.Club/Group gains an understanding of how decisions are made and how information is shared receives learning opportunities has fun in a groupCommunity benefits from its youth’ knowinghow to participate in a democracy.Value of Meetings in 4-HParts of a 4-H Meeting:Recreation, Business,ProgramYouthFacts: gain an understanding of howgroups operate learn how to participate in groups develop leadership skills Together these parts equal GettingThings Done, Learning and Fun. Time spent on each part can vary. These parts can be arranged in different orders on agendas. Planning by officers is the key to success. Clubs should be run by youth withadult support.Mission: Parli-Pro/A Fun Guide for Learning Parliamentary Procedure

. 35The PresidentConducts a MeetingA Short Guide to ParliamentaryProcedure for 4-H ClubsOrder of BusinessEach officer should know the proper orderof business:1.2.3.4.5.6.7.8.9.10.11.12.Call to orderOpening song or pledgeRoll callReading minutesApproving minutesTreasurer’s ReportCommittee ReportsAccepting the Committee ReportsUnfinished businessNew businessAppointing committeesAdjournSome General Rulesof Order1. A member should always rise tomake a motion or to address thegroup.2. The president need not rise to recognize a member.3. When making a motion, one shouldsay, “I move that ” instead of “Imake a motion that .”4. A motion must be approved by asecond person saying, “I second themotion.”5. Recognition from the chair is notrequired to second a motion. (Thisrule is true in most cases; however,some larger, more formal groupsdo require recognition for seconding a motion.)6. A nomination doesn’t require asecond.7. If there is a motion before thehouse, no other motion can bemade except:(a) to adjourn(b) to table(c) to move the previous question — that is, to end thediscussion and bring up themotion for vote.8. A member may rise to a point of order — that is, if a member observesthe violation of a rule, he or she mayrise, secure recognition and state thepoint which is out of order.Mission: Parli-Pro/A Fun Guide for Learning Parliamentary Procedure

. 36The President Conductsa MeetingOn the day of the 4-H meeting, these peoplearrived at the club room a few minutesearly to talk over the business of the dayand to make any last-minute arrangements:Mr. Brown, the leader; John, the president;and the officers.Call to OrderWhen the other members arrived and hadbeen seated, John rose and said, “The meeting will please come to order. Becky willlead the 4-H pledge.” Becky asked all members to rise and repeat the 4-H pledge. Whenthe members were seated again, John asked,“Will the secretary call the roll?”Roll CallI“ nstead of answering ‘Present,’ “ questioned Bill, the secretary, “will each memberstand and tell the club about the progress ofhis or her project since the last meeting?”Reading MinutesAfter each member reported, John roseand said, “The secretary will now read theminutes of the last meeting.”Approving MinutesWhen Bill finished, John asked, “Arethere any additions or corrections to theminutes?” He paused. “If not, they standapproved as read.” (Had there been additions or corrections, they would have beenmade; and John would have said, “Theminutes are approved as corrected.”) “Wewill now have the Treasurer’s Report.”Treasurer’s ReportThe treasurer announced the amount ofexpenditures for the past week and statedthe balance in the treasury. Then thepresident asked, “Will the chairperson ofthe recreation committee now report?”Committee ReportSusie, the chairperson, rose. “Mr. Presi-dent.”Recognition from the chair: “Susie,” saidJohn.An enthusiastic discussion followed. Fi-nally, one of the members who wanted theclub to vote on the motion, called, “Question.” Then John asked, “Are the membersready for the question?”Mission: Parli-Pro/A Fun Guide for Learning Parliamentary Procedure

. 37Oral VoteSince no one seemed unready to vote, hesaid, “All those in favor of the motionsignify so by saying ‘aye.’”“Aye,” chorused all the members.A“ ll those opposed, by saying ‘no,’” continued John. Since there were no opposingvotes, John said, “The motion is carried.”Unfinished BusinessWhen the other committee reports weregiven, John asked, “Is there any unfinishedbusiness to come before the meeting?”The MotionI“ move that we have an exhibit,” saidTom. After the motion was seconded, Sallyrose and was recognized.Amending the MotionI“ amend the motion to read ‘that our 4-Hclub have an exhibit at the county fair thisJuly.”’ After the amendment was seconded,the members held a short discussion. Thenthe president brought the amendment tovote: “All those in favor of this amendmentsignify so by saying ‘aye.”’New BusinessSince none was introduced, John con-“Aye.” “All those opposed by saying ‘no.”’tinued, “Is there any new business to comebefore the meeting?”Voting on a Motion asAmendedOut of OrderSince there were no opposing votes, JohnTom began to speak without first address-ing the president. “Tom, you’re speakingout of order,” said John. “You’re addressing the meeting without recognition fromthe chair.” This time, Tom stood and said,“Mr. President.”T“ om,” replied John.said, “The amendment is carried. We’re nowready to vote on the amended motion. Isthere any discussion?” Since there was none,John said, “The motion was made, secondedand amended that our 4-H club have anexhibit at the county fair this July. All thosein favor signify by saying ‘aye.’” “Aye,”answered all the members. “Those opposed,‘no.’ “ There being no opposing votes, Johnsaid, “The motion is carried. Is there anyother business to come before the meeting?” Cathy stood and was recognized. “Imove that we invite the Leesville 4-H Clubto our party Friday night,” she said. WhenMission: Parli-Pro/A Fun Guide for Learning Parliamentary Procedure

. 38the motion was seconded and discussed,John conducted an oral vote in the usualway. Since there were many opposing votes,however, he couldn’t tell whether the motionwas carried or lost.Standing VoteTherefore, he said, “All those in favor ofthe motion please stand.” After countingthe votes he said, “All those opposed to themotion please stand.” Since there were morevotes against than for, he announced, “Themotion is lost.”AdjournmentWhen all the business was finished, Johnsaid, “If there is no further business, a motion for adjournment is now in order.”“Mr. President,” said Bill.“Bill,” replied John.I“ move that we adjourn until twoo’clock next Saturday at the home of SallyJones.” When the motion was seconded,John said, “All those in favor, say ‘aye.’”“Aye,” answered all the members. “Thoseopposed, ‘no.”’ John paused. “The motionis carried,” he concluded, “and the meetingstands adjourned until two o’clock Saturdayat the home of Sally Jones.”If There Is No BusinessWhen there is no business to be discussed,the president can call the meeting to orderand ask the secretary to read the roll. Theminutes can be read and approved. Thenthe business meeting can be adjourned. Therest of the meeting time can be spent onprogram and recreation.Mission: Parli-Pro/A Fun Guide for Learning Parliamentary Procedure

. 39Parliamentary ProcedureTerminology for MembersMain MotionObtain Recognition“(Give Reason); therefore, I movethat . ”Second RequiredAdjournUnqualifiedObtain Recognition“I move that we adjourn.”Second RequiredQualifiedObtain Recognition“I move that we adjourn in tenminutes.”Second RequiredAmendment1st degreeObtain Recognition“(Give reason); therefore, I movethat we amend the motion by adding; striking out; or striking outand adding.”Second Required2nd degreeObtain Recognition“(Give reason); therefore, I movethat we amend the amendment byadding; striking out; or strikingout and adding.”Second RequiredAppeal from the decisionof the ChairNo recognition required“Mr. President, I appeal from thedecision of the chair.”Second RequiredDivision of the AssemblyNo recognition required“Division”Lay on the TableObtain recognition“We have more important businessto take care of; therefore, I move totable the motion that.”Second RequiredNominationsOpenObtain recognition“(Give reason); therefore, I movethat we open nominations for ”Second RequiredMission: Parli-Pro/A Fun Guide for Learning Parliamentary Procedure

. 40CloseObtain recognition“I move that nominations cease.”Second requiredReopenObtain recognition“(Give reason); therefore, I movethat we reopen nominationsfor .”Second requiredOrders of the day, To call forRecognition not required“Mr. President, I call for the ordersof the day.”Parliamentary InquiryRecognition not required“Mr. President, I rise to a point ofparliamentary inquiry.”Point of OrderRecognition not required“Mr. President, I rise to a point oforder.”Previous QuestionObtain recognition“I move the previous question.”Second requiredReconsiderObtain recognition“(Give reason); therefore, I move toreconsider the vote on the motionthat I voted on the prevailingside.”Second requiredRefer to a CommitteeObtain recognition“We need to secure more detailedinformation; therefore, I move thatwe refer the motion that to acommittee.”Second requiredRescindObtain recognition“(Give reason); therefore, I movethat we rescind the motion that.”Second requiredSuspend Standing RulesObtain recognition“Our chapter has a standing rulethat prohibits . Since it might bedesirable to do this, I move that wesuspend this rule.”Second requiredTake from the TableObtain recognition“We tabled a motion earlier andnow we need to discuss it; therefore, I move the motion be takenfrom the table.”Second requiredWithdraw a motion, Leave toObtain recognition“Permission is requested to withdraw my motion.”Mission: Parli-Pro/A Fun Guide for Learning Parliamentary Procedure

. 41Terminologyfor Presiding OfficerMain Motion“It has been moved and secondedthat . This motion is debatable,amendable, and requires a majorityvote.”AdjournUnqualified“It has been moved and secondedthat we adjourn. This motion isundebatable, unamendable, andrequires a majority vote.”Qualified“It has been moved and secondedthat we adjourn. In this case, thismotion is debatable, amendable,and requires a majority vote.”Amend1st degree“It has been moved and seconded toamend the main motion by. Thismotion is debatable, amendableand requires a majority vote.”2nd degree“I has been moved and secondedto amend the amendment by .This motion is debatable, but notamendable, and requires a majorityvote.”Appeal from the Decisionof the ChairAn appeal has been taken from thedecision of the chair. In this instance it is debatable, unamendable, and requires a majority or tievote to sustain the chair.”(Undebatable if it relates to indecorum)Division of the Assembly“A division has been called, all thosein favor please stand . All thoseopposed please stand.”Lay on the Table“It has been moved and seconded totable the motion that . This motion is undebatable, unamendable,and requires a majority vote.”NominationsOpen“It has been moved and seconded toopen nominations for . This motion is debatable, amendable, andrequires a majority vote.”Mission: Parli-Pro/A Fun Guide for Learning Parliamentary Procedure

. 42Close“It has been moved and secondedthat nominations cease. This motion is undebatable, amendableto time only, and requires a twothirds vote.”Reopen“It has been moved and secondedthat nominations be reopened. Thismotion is undebatable, amendableto time only, and requires a majority vote.”Orders of the day, To Call for“Will the chapter please proceed tothe orders of the day?” (Must havetwo

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