FOR TEACHERS OF PARLIAMENTARY PROCEDURE

Robert McConnell Productions

FOR TEACHERS OF PARLIAMENTARY PROCEDURE

Dear Teachers,

This was designed for a teacher who knew nothing about teaching parliamentaryprocedure. We used these handouts and lesson plans in teaching both the teacher and herstudents basic parliamentary procedures. It worked! The teacher now does it on her own andlast year her students did well on the written test for parliamentary procedure. They havenot decided to do the pratical part of the exam. These lessons can also be used forteaching parliamentary procedure in any setting.

Robert McConnell Productions

PS. You have our permission to print this off and use it for classroom teachingpurposes as along as you give us source credit and let people know about our WEB Site!

TEACHING PARLIAMENTARY PROCEDURE

FOR COMPETITION TEAMS

LESSON I

In teaching parliamentary procedure for competition teams two approaches mustbe taken.

1. Giving students accurate knowledge to pass the written test, and

2. the ability to conduct a meeting and write a script for a meeting

This teaching guide book will take both these into account and how to use thematerials enclosed in the competition package to do it.

This assumes the teacher has

1. PARLIAMENTARY PROCEDURE MADE SIMPLE: THE BASIC (video)

2. ALL ABOUT MOTIONS (video)

3. PARLIAMENTARY PROCEDURE MADE SIMPLE the workbook

4. ROBERT'S RULES OF ORDER NEWLY REVISED 1990 EDITION

The first and most important step is to teach students the principles ofparliamentary procedure. Then the students can figure out what to do in cases where theydo not know the specific rule the answer by logical reasoning.

TEACHING METHOD OUTLINE -- how to proceed

Teaching parliamentary procedure must be done in a systematic way and using avariety of tools. It must be done through repetition and practice.

1. Begin with the general principles of parliamentary procedure. Explain theimportance of knowing both the concepts and rules so that they can pass the written examand act out the procedure. (see "Principles at the end of this section. It may bephotocopied to give to the students)

2. After explaining the principles, show the first nineteen minutes of thevideo PARLIAMENTARY PROCEDURE MADE SIMPLE: THE BASICS (from the beginning to the end ofthe section "Completing the Action".)

3. In the workbook, PARLIAMENTARY PROCEDURE MADE EASY, have students do pages10 -14; 25 - 29, 34 and 35. This can be assigned as home work.

4. ACTIVITY:

a. Have students make a main motion, follow the correct procedures of debate,and take a vote.

b. before the debate begins go over the principles of decorum in debate (SEESECTION AT END ENTITLED "PRINCIPLES --DECORUM. This maybe photocopied to give to thestudents)

c. Use the instructional booklet in the video to outline the steps of making amotion:

1. Members must rise and address the chair

2. the chair must assign the member the floor

3. the member must phrase his motion correctly:

"I move...." make sure all students memorizethis phrase!

4. Another member seconds it.

5. The chair states the motion (he places it beforethe assembly) "It ismoved and secondedthat.... Is there any discussion? (or can sayis there any debate?)Memorize this phrase!

6. Members discuss the motion keeping in mind therules of debate.

7. When discussion is finished, the chair takesvote. Chair should take both theaffirmativeand negative vote. Announce the vote and whataction will or will not be taken.

Repeat this activity several times allowing different members to be thepresiding officer and different members to make the main motion. If students need help,see skit on page 30 of PARLIAMENTARY PROCEDURE MADE EASY or fill in the blank script onpage 33.

Students need also to learn how to use the reference work ROBERT'S RULES OFORDER NEWLY REVISED 1990 ED. After this is done in the class room have them read in theirbooks pp.21 -23 beginning under the topic of "PATTERN OF FORMALITY". pp.31 -52,and 386 -389.

STUDENT HANDOUT

PRINCIPLES ---GENERAL MEETING

1. Before a meeting can begin a quorum must be present and it must continue tobe present throughout the entire meeting if business conducted is considered valid. (SeeROBERT'S RULES OF ORDER NEWLY REVISED P. 20, LINE 1. "The requirement of a quorum isa protection against totally unrepresentative action in the name of the body by an undulysmall number of persons.")

Any vote taken when no quorum is present is null and void.

It is the responsibility of all members to know this and point it out when theynotice the absence of a quorum.

It is the duty of the presiding officer to know that a quorum is present beforecalling the meeting together.

2. Business can be taken up only one item at a time. Thus we have an order ofbusiness called an agenda. It aslo means only one main motion can be debated and beforethe assembly at a time. The parliamentary term for this is "only one main motion canbe pending at a time."

3. Before business can be discussed, it must be presented in the form of amotion and be seconded.

4. It is the right of all members to be able to debate motions. Members are totake turns in the debate and only one member can speak at a time. The chair is to remainimpartial. The presiding officer always refers to himself as "the chair" andwhen correcting members, refers to them as "the member".

5. Parliamentary procedure ensures the rule of the majority while protectingthe rights of the minority and absent members. Any vote that infringes on the rights ofthe minority or absent members takes a two thirds vote.

6. Members can expect the action to be carried out that was adopted, unlessmembers choose to reconsider the action, rescind the motion or change the motion byamendment.

STUDENT HANDOUT

PRINCIPLES -- DECORUM IN DEBATE

1. The maker of the motion has the first right to debate the motion. If anothermember rises instead of the maker of the motion, the chair should ask if the maker wouldlike to speak before he assigns the floor to the member rising for recognition.

2. Remarks in debate must be confined to the merits of the motion. This meansit must have bearing on the motion or be "germane" to the motion concerning itsadoption.

Example: When members debating having a car wash to raise money for the dancefund, it would not be germane for a member to stand and talk about sending delegates tothe state convention unless this had some bearing on the motion not being adopted.

3. In debate members can't attack or question another's motives. However themember can question the consequences of the motion. Members can not in debate state thatanother's statement is false or call another member a liar. He can say that there isstrong evidence that a member is mistaken or that in his research he has found somethingelse to be true.

4. Members must address all remarks through the chair. That means that theycan't address each other or ask questions of each other but must ask the question throughthe chair by the procedure of a POINT OF INFORMATION.

5. Members must avoid using members names. In debate, a member can say"the previous speaker" or the "delegate from ...." When addressingofficers or referring to an officer, the member should state "the president","the secretary", "the treasurer". For example, "Will thesecretary please read us the motion in its final form?" "Will the treasurerplease tell us how much money we have allotted for this event?" However, a member indebate can say "I....." It is only in referring to others that it is kept in thethird person.

6. Members must refrain from speaking adversely on a prior action not pendingunless the motions to rescind, reconsider, or amend something previously adopted arepending. Or unless he is concluding his remarks by giving notice that he will rescind,reconsider or amend it.

7. A member can't speak against his own motion, but can vote against it.

8. A member must sit down if debate is interrupted by a point of order or thechair rising to make a ruling.

9. A member must not disturb the assembly during debate -- that means no crosstalk between members while another is speaking.

10. In debate a member can read from a paper as along has no one objects or hehas the permission of the assembly.

SEE ROBERT'S RULES PAGES 387 - 389.

LESSON II

This lesson is to teach the ranking of motions and the most commonly used andmisused subsidiary motions.

The principle that business can be taken up one item at a time applies tomotions.

REVIEW: How is business brought before the assembly?

(Answer: Main Motion)

In discussing the main motion, many times changes need to be made to themotion, thus we have a second class of motions called "subsidiary motion".

WATCH VIDEO

Watch the explanation of this on THE BASICS video topic "SUBSIDIARYMOTIONS" time code: 19:08.

DISCUSSION:

PRINCIPLE: Only one motion can be pending at a time. When a motion is pending,members are debating the merits of that motion only. When a main motion is pending, and amember makes a subsidiary motion, it becomes the immediate pending question. Debate is nolonger on the main motion but on the motion that is now pending.

For example: If the motion to amend is made, debate no longer is on the mainmotion but only on the proposed amendment. When letting the members know what motion isunder discussion or in taking the vote, the chair uses this parliamentary phrase: Thequestion is on the motion to......"

(Have a poster made up of the Subsidiary motions and ask the students questionsabout which motions can be made when

A. "Postpone Indefinitely" is made.

B. "Amend" is made.

C. "Previous Question" is made.

D. "Lay on the Table" is made.

Now watch the BASICS video on the motions presented:

time code: 21:46 to 28:57 "Postpone Indefinitely" through"VOTING ON MOTIONS AND AMENDMENTS".

DISCUSSION:

After watching the video, spend the rest of this lesson teaching the principlesof amending since this is one of the most difficult procedures to master.

AMENDING:

Have students turn to page 2 of the video instructional booklet. Review thethree ways to amend.

ACTIVITY:

All activities should be done according to proper procedures, meaningthat the students when making the motion, rise, address the chair, obtain the floor, andmake the motion in correct terms. Another member always needs to second it. The chairstates the motion asks for discussion and takes the vote. Many exercises will beabbreviated to save space.

1. Have one student preside. Have another student make a main motion. Have athird student amend by "inserting words".

Follow the correct procedures for addressing the chair, obtaining the floor,etc.

Write the motion on the black board so that students can see what is happeningwith the amending process.

Take a vote.

2. Have a different student preside. A student makes another main motion andsomeone amends by "striking out words".

Take a vote.

3. Have a different student preside. A student makes another main motion andsomeone amends by "striking out and inserting words." Follow previous steps.

TEACH THE CORRECT PHRASING IN MAKING AMENDMENTS AND THE CHAIR REPEATINGAMENDMENTS:

1. Member: I move to amend the motion by .....

"inserting".............after......

A. Chair repeats the amendment by saying:

"It is moved and seconded to amend the motion byinserting.......after..........If the amendment is adopted, the motion would read,"to ..............................(include the proposed changes) Is there anydiscussion on the proposed amendment?

In taking the vote the chair states: The question is on the adoption of theamendment to insert ...........after......... If adopted the motion would read,...................(including changes) All those in favor say, "aye". Thoseopposed say "no".

Announce the vote: If the ayes have it, the chair says;

"The ayes have it and the amendment is carried. ........ is insertedafter........... The question is on the motion as amended,to...................................... Is there any discussion?

Or, "The noes have it and the amendment is lost" The chair thenstates the motion as originally made and asks for further discussion.

EXAMPLE MOTION AND HOW TO WRITE ON THE BOARD:

MEMBER 1: Madam President,

CHAIR: (nod)

MEMBER 1: I move that we go to the mall on Tuesday to buy video games.

MEMBER: Second

CHAIR: It is moved and seconded that we go to mall on Tuesday to buy videogames. Is there any discussion.

MEMBER 1: Madam President (obtain the floor) Discuss

MEMBER 2. (AMENDMENT) Madam President,

CHAIR: (nod)

MEMBER 2: I move to amend the motion by inserting after Tuesday the words"and Wednesday".

MEMBER : Second

The motion on the board would look like this:

Main motion: That we go to the mall on Tuesday to buy video games.

MOTION ON THE BLACK BOARD AFTER THE PROPOSED AMENDMENT:

and Wednesday (pending amendment)

That we go to the mall on Tuesday/ to buy video games.(pending main motion)

THE CHAIR STATES THE MOTION:

It is moved and seconded to amend the motion to insert after"Tuesday" the words "and Wednesday". If adopted the motion would read,"To go to the mall on Tuesday (and Wednesday) to buy video games." Is there anydiscussion on the proposed amendment?

In taking the vote:

CHAIR: The question is on the adoption of the proposed amendment to insert"and Wednesday" after "Tuesday". If the amendment is adopted themotion would read, "That we go to the mall on Tuesday (and Wednesday) to buyvideos". All those in favor of the amendment, say "aye". Those opposed say"no".

announcing the vote if the "ayes" have it:

CHAIR: "The amendment is carried, "and Wednesday" will beinserted after the word "Tuesday". The question is on the motion as amended"that we go to the mall on Tuesday and Wednesday to buy videos. Is there anydiscussion?

Announcing the vote if the "noes" have it:

CHAIR: The noes have it and the amendment is lost. We will not insert "andWednesday" after the word "Tuesday". Is there any further discussion ongoing to the mall on Tuesday to buy videos?

2. "Striking out"......

A member would state: I move to strike out........

The chair states: It is moved and seconded to strike out .... If adopted themotion would read..................Is there any discussion on the proposed amendment?

In taking the vote the chair would state: The question is on the adoption ofthe amendment to strike out ...... If adopted it would read...... All those in favor say"aye". Those opposed say "no". The ayes have it and the amendment isadopted. ....is striken from the motion. The question is now on the motion asamended...............

Or "the noes have it and the amendment is lost." The chair repeatsthe motion as originially made and ask for further discussion.

EXAMPLE AND HOW TO WRITE ON THE BLACK BOARD:

MEMBER: Mr President,

PRESIDENT: (nod)

MEMBER: I move that we take a field trip to the Art & Natural ScienceMuseum this Saturday.

MEMBER: SECOND

PRESIDENT: It is moved and seconded that we take a field trip to the Art &Natural Science Museam this Saturday. Is there any discusion?

MEMBER 1: Discuss

MEMBER 2: Mr. President,

PRESIDENT; (nod)

MEMBER 2. (amends) I move to amend the motion by striking out the words"art and".

MEMBER: Second

HOW IT IS WRITTEN ON THE BLACK BOARD:

"That we take a field trip to the Art & Natural Science Museum thisSaturday.

AMENDMENT:

words struck out

"That we take a field trip to the (/art and) Natural Science Museum thisSaturday.

CHAIR STATES THE MOTION:

"It is moved and seconded to amend the motion by striking out the words"art and ". If adopted the motion would read, That we take a field trip to theNatural Science Museum this Saturday. Is there any discussion on the proposed amendment?

CHAIR TAKES THE VOTE:

"The questions is on the adoption of the amendment to strike out the words"art and". If adopted the motion would read, "that we take a field trip tothe Natural Science Museum this Saturday." All those in favor of say "aye".Those opposed say "no".

Announce the vote if the ayes have it:

The "ayes" have it and the amendment carries. "Art and" arestricken from the motion. The question is on the adoption of the motion as amended"that we take a field trip to the Natural Science Museum this Saturday." Isthere any discussion?

Announcing the vote if the noes have it:

The noes have it and the amendment is lost. "Art and" are NOTstricken from the motion. The question is on the adoptiong of the motion "that wetake a field trip to the Art and Natural Science Muesem this Saturday. Is there furtherdiscussion?

3. "Striking out and inserting".

A member states: I move to strike out....and insert....

The chair states: It is moved and seconded to strike out ...and insert .......IF adopted the motion would read......Is there any discussion on the proposed amendment?

In taking the vote the chair states: The question is on the adoption of themotion to strike out ....and insert...... If adopted it would read.........All those infavor say "aye". Those opposed say "no". The ayes have and theamendment is carried. The question is on the motion as amended.......... Is there anydiscussion?

Or "The noes have it and the amendment is lost. The question is on theadoption of .......(stating the orginiall main motion.)

EXAMPLE:

MEMBER 1: Madam chairman, (gets recognition)

I move that we take a trip to Disney Land April 15th.

MEMBER 2: Second

CHAIR: It is moved and seconded that we take a trip to Disney Land April 15. Isthere any discussion?

(Member 1 discusses why and sits down)

MEMBER 3: Mr. Chairman, (gets recognition)

I move to amend the motion by striking out "April 15th" andinserting"May 1st."

MEMBER 2: Second

EXAMPLE OF MOTION ON THE BLACK BOARD:

"That we take a trip to Disnesy Land April 15th.

AMENDMENT:

HOW IT IS WRITTEN ON THE BLACK BOARD.

May 1st.

"That we take a trip to Disney Land/ (April 15th).

CHAIR STATES THE MOTION:

CHAIR: It is moved and seconded to amend the motion by striking out "April15th" and inserting "May 1st". If adopted the motion would read, "totake a trip to Disney Land May 1st." Is there any discussion on the amendment?

(Members discuss the amendment. Chair then takes a vote)

CHAIR: The question is on the adoption of the amendment to strike out"April 15th" and insert "May 1st". If adopted the motion would read,"to take a trip to Disney Land May 1st. All those in favor say "aye" (aye)Those opposed say "no". (no) The Ayes have it and the amendment is carried. May1st replaces April 15th. The question is "to take a trip to Disney Land May 1st. Isthere any discussion?

(Members now discuss the motion as amended. Chair takes a vote)

CHAIR: The question is on the motion as amended, to take a trip to Disney LandMay 1st. All those in favor, say "aye" (aye) Those opposed say "no"The ayes have it and the motion is carried. We will take a trip to Disney Land May 1st.

Now retake the vote with the amend being defeated. See what happens.

LESSON II

STUDENT HAND OUT

1. Member: I move to amend the motion by .....

"inserting".............after......

"striking out..............."

"striking out .......... and inserting ............."

2. Chair repeats the amendment by saying:

3. In taking the vote the chair states: The question is on the adoption of theamendment to strike out ...........and insert......... If adopted the motion would read,...................(including changes) All those in favor say, "aye". Thoseopposed say "no".

Announce the vote: If the ayes have it, the chair says;

"The ayes have it and ........ replaces........... The question is on themotion as amended, to...................................... Is there any discussion?

EXAMPLE I:

MEMBER 1: Madam President,

CHAIR: (nod)

MEMBER 1: I move that we go to the mall on Tuesday to buy video games.

MEMBER: Second

CHAIR: It is moved and seconded that we go to mall on Tuesday to buy videogames. Is there any discussion.

MEMBER 1: Madam President (obtain the floor) Discuss

MEMBER 2. (AMENDMENT) Madam President,

CHAIR: (nod)

MEMBER 2: I move to amend the motion by inserting after Tuesday the words"and Wednesday".

MEMBER : Second

THE CHAIR STATES THE MOTION:

In taking the vote:

announcing the vote if the "ayes" have it:

Announcing the vote if the "noes" have it:

CHAIR: The noes have it and the amendment is lost. We will not insert "andWednesday" after the word "Tuesday". Is there any further discussion ongoing to the mall on Tuesday to buy videos?

EXAMPLE II:

MEMBER: Mr President,

PRESIDENT: (nod)

MEMBER: I move that we take a field trip to the Art & Natural ScienceMuseum this Saturday.

MEMBER: SECOND

PRESIDENT: It is moved and seconded that we take a field trip to the Art &Natural Science Museam this Saturday. Is there any discusion?

MEMBER 1: Discuss

MEMBER 2: Mr. President,

PRESIDENT; (nod)

MEMBER 2. (amends) I move to amend the motion by striking out the words"art and".

MEMBER: Second

CHAIR STATES THE MOTION:

CHAIR TAKES THE VOTE:

Announce the vote if the ayes have it:

Announcing the vote if the noes have it:

EXAMPLE: III

MEMBER 1: Madam chairman, (gets recognition)

I move that we take a trip to Disney Land April 15th.

MEMBER 2: Second

CHAIR: It is moved and seconded that we take a trip to Disney Land April 15. Isthere any discussion?

(Member 1 discusses why and sits down)

MEMBER 3: Mr. Chairman, (gets recognition)

I move to amend the motion by striking out "April 15th" andinserting"May 1st."

MEMBER 2: Second

(Members discuss the amendment. Chair then takes a vote)

(Members now discuss the motion as amended. Chair takes a vote)

HOMEWORK: "Parliamentary Procedure Made Easy workbook, pp. 36 - top ofpage 39; 40 - 41, 42 and 43.

LESSON III

The purpose of this lesson is to teach the rest of the subsidiary motions onthe BASIC'S TAPE:

Review the ranking of subsidiary motions. Pull out chart and have the studentsgiving the reasons why motions are ranked. (So can still take up business one item at atime).

WATCH THE VIDEO ABOUT THE MOTION TO REFER TO A COMMITTEE: (time code 28:57)

Ask these questions:

1. what is the purpose of referring a motion to a committee?

2. after the motion is made what are the members debating?

3. what should be included in the motion to refer to a committee?

4. when the motion to refer is a adopted what happens to the main motion?

ACTIVITY: Have members practice making the motion to refer to a committee withall the compotents: what committee, what the comittee is to do, and when it is to reportback.

WATCH THE VIDEO ON THE PREVIOUS QUESTION time code 31:02

1. What is the purpose of the motion "Previous Question"-- can it beworded another way? (I move to close debate)

2. When can the motion be made?

3. How is it to be made?

4. If someone yells out "question" what should the chair's responsebe?

5. What is the vote requirement for this motion and why?

6. How is the vote to be taken?

7. what happens to the immediate pending motion when the Previous Question isadopted?

ACTIVITY: Have the members practice making the motion to close debate.

A HINT FOR THE CHAIR: when putting the motion to the members the chair can say:"The question is on the adoption of the Previous Question. All those in favor, pleaserise. Be seated. Those opposed, please rise. Be seated. "

ANNOUNCING THE VOTE: There are two thirds in the affirmative, and debate isclose, and the question is on the adoption of .......

WATCH THE VIDEO ON "TO LAY ON THE TABLE": (time code 34:04 until37:14 Committees)

1. What is the purpose of the motion to "Lay on The Table"?

2. How does this motion differ from some of the other subsidiary motions? (itis not debatable nor amendable. The vote must be taken immediately. The chair can ask themaker of the motion the reason for making it)

3. What should the chair say if the motion is out of order?

4. This is the highest ranking subsidiary motion. what does that mean? (Noother subsidary motion can be made until this one is disposed of)

5. Who must take the motion from the table?

6 . How long can the motion stay on the table?

ACTIVITIES: Have the members practice the phrasing of "laying the motionon the table" and "taking it from the table".

ACTIVITIES THAT INCORPORATE ALL THE SUBSIDARY MOTIONS:

Appoint a presiding officer. Have members use the proper procedures inobtaining the floor, and making the motions. All motions need a second.

1. Make a main motion, amend it and refer it to a committee.

2. Make a main motion, have someone "lay it on the table" and thechair rule that it is not in order but the member can make the motion to "PostponeIndefinitely". Then make the motion "Previous Question". (if adopted itonly closes debate on "Postpone Indefinitely, the main motion is still underdiscussion if "Postpone Indefinitely" is lost.)

Students can refer to pages 2 and 3 in the instructional booklet that goes withthe video for help with these exercises.

LESSON IV

This lesson is to teach the students about the priority of business, and thesequence it follows. Begin with reviewing the principle that business can be taken up onlyone item at a time.

They learned that only one main motion can be pending at a time. This is alsotrue for the topics of business that appear on the agenda.

In the previous lesson the students saw the section on the video about theorder of business or an agenda to illustrate the principle of business being taken up oneitem at a time.

WATCH THE BASICS VIDEO: From Committee Reports: (time code 40:33) through theend of "Approval of Minutes". Then fast forward to "Conducting theMeeting".(time code 54: 36)

Students can follow along in the workbook PARLIAMENTARY PROCEDURE MADE EASY pp.21- 22, or the Instructional Booklet that comes with the BASICS video (p. 6). ReadROBERT'S RULES pp. 345 -370.

1. Have students list the order of a business meeting.

A. When does it begin and where does it begin? (Answer when the president seesthat a quorum is present and calls the meeting to order.)

B. After calling the meeting to order, what does the chair do next? (Whathappens in your meeting? opening ceremonies? roll call?)

C. What is the first actual business that is taken up in the meeting? (Readingand approving the minutes)

When this is going on no other business can be brought up until the minuteshave been disposed of by either "dispensing with the reading of the minutes" orthe approval of the minutes.

When this is finished the chair goes onto the "next business inorder".

D. The next category to be taken up are reports:

Reports are to be taken up according to the highest rank: That would begin withthe officers: If any business is presented by a report or correspondence it is taken upimmediately and not later in the meeting unless someone makes a motion to do that by"postponing" it to later in the meeting.

1. President (if report to give)

2. Vice-President (if report to give)

3. Secretary either a report or correspondence

4. Treasurer

5. Executive Board

6. Committees: These are given in the order they are listed in the bylaws. Seevideo

E. Reports of special committees are given in the order the committee has beenappointed and only if they have a report to give.

F. Unfinished business is taken up in the order in which it was left pending atthe last meeting. This is only on the agenda if there is some. The chair does not ask forunfinished business but states what it is. It is not called "Old Business" but"unfinished". If there is no unfinished business, the chair proceeds immediatelywith "New Business".

G. New business . If there are items on the agenda then the chair announcesthem and takes them in the order they appear on the agenda. If there are not items on theagenda then the chair asks,

"is there any new business?" Members always have the right to bringup new business.

H. Optional business could be a program or "welfare of theorganization".

I. After all business is transacted the meeting adjourns.

If at any time someone wants to set aside the order of business and take upsomething further down on the agenda, a member can move to suspend the rules.

All business presented on the agenda must be disposed of before going on thenext business in order. If no motion has been made, the chair after entertaining anyquestions after reports, usually states that the report is "filed" and statesthe next business in order. This keeps order and the meeting moving forward.

THE KEY HERE IS TO TAKE UP AND DISPOSE OF BUSINESS AT IT OCCURS. THIS SAVESTIME.

LESSON V

The purpose of this lesson is to get the students thinking about the meetingpart of competition. All student competition groups need to work from a script. Each grouphas different guidlines but if students have a general outline of their meeting then anyproblem can be insterted into the prepare script.

For the students now to see how a meeting proceeds:

WATCH THE REST OF THE VIDEO: CONDUCTING A MEETING FROM BEGINNING TO END. TIMECODE: 59:27.

BEGIN PREPARING A SCRIPT FOR A MEETING.

All Scripts should include the basic outline of business:

See sample script beginning on page 65 of the workbook PARLIAMENTARY PROCEDUREMADE EASY.

1. Write simple minutes of a previous meeting.

2. Have a short Treasurer's report

3. Have a short committee report with a motion at the end.

4. Pick a topic for Unfinished Business

5. New Business

LESSON VI

The purpose of the following lessons are to teach more advanced skills andknowledge about parliamentary procedure. These skills can be added to the script asstudents gain a more thorough understanding of motions and procedures. The more advancedknowledge will help them with the written test.

I. The difference between rules in Committees and Boards and the generalmeeting. Watch THE BASICS VIDEO "Committees through Business Conducted in aCommittee. Time code: 37:14 to 40:33;

Business Conducted in Board Meetings time code: 47:08.

Questions:

1. How does the role of the chairman of a committee and board differ from therole of a presiding officer at a regular business meeting?

Answer: The chairman of the committee takes an active part in making,discussing and voting on motions. This is generally true for a Board Chairman too.

2. How do the procedures for making and discussing motions vary for committeeand board members from membership meetings?

Answer: Members do not need to rise and address the chair to obtain the flooror in debate.

Discussion is informal. No limits on debate.

3. What is different in handling the motions in a committee and board then aregular business meeting?

Answer: They do not need a second.

ACTIVITY

1. Make a main motion, amend it and then refer it to a committee to investigateand report back at the next meeting. Have the motion appoint who the committee is to be.

2. Have a committee meeting to investigate what the members want them toinvestigate.

3. Write a short committee report about what the committee has discovered andhave them make a recommendation concerning the motion. The members on the committee musttake a vote concerning this recommendation and it must be adopted by a majority vote forit to be given as a recommendation of the committee.

4. Then at the next meeting under unfinished business the presiding officerwould announce the motion that was referred to the committee and ask for the committeereport.

Watch the video ALL ABOUT MOTIONS

SOME RULES ABOUT COMMITTEE MEETINGS

1. The chair is responsible for calling the committee members together, forsetting the time and place of the meeting.

2. If the chair does not call the members together in a timely fashion, thecommittee must meet on the call of any two of its members unless the organization hasrules stating something different.

3. The quorum of the committee is a majority of its members unless rules of theorganization state something different.

4. In small committees the chair usually acts as the secretary.

5. In small committees the chairman has the right to debate and make motions,and is usually the most active participant.

6. Motions do not need a second and the motions to close and limit debate arenot allowed.

7. When a committee adjourns and wants to reconvene for further discussions, itcan adjourn to meet at a later time or at the call of the call.

8. When a special committee has been appointed to look into some issue or carryout some project, it ceases to exist as soon as the assembly has heard its final report.

COMMITTEE REPORTS

1. Committee reports are written in the third person.

2. The report should begin with an identification of the committee submittingit "the report of the Finance committee" or "the report of the committee towhich was referred....."

3. The committee can authorize its chairman to sign the report alone, in whichhe adds the word "chairman" after his signature.

4. Reports can state the activities of the committee ( if it is a standingcommittee) or what it was formed to do. It can make recommendations in the form of amotion -- either a main motion, or if a motion was referred to the committee, it canpropose to kill the motion, amend the motion, or recommend postponing to a later time. Itcan recommend a substitute motion.

5. If the committee report includes a motion, it is state by the chairman as,"by the direction of the committee I move........"

6. Motions that come from a committee report do not need a second and thepresiding officer states the question this way "The question is on the adoption ofthe motion to............."

ACTIVITY:

1. Have the students give a report of a standing committee reporting itsactivities for the year.

2. Have a committee give a report that includes a main motion.

3. Have a committee give a report about a motion that was referred to them toinvestigate and make recommendations.

PRINCIPLES CONCERNING THE MOTION TO LAY ON THE TABLE

by Janet McConnell

This is all based upon ROBERT'S RULES OF ORDER NEWLY REVISED

1990 ED. PP. 207 - 216

1. The purpose of this motion is to set aside the pending business to take up amore urgent matter not to kill a motion, or to put it off to a later time.

2. It is common to hear at meetings of local government officials or in smallboards of organizations: "Let's table this to the next meeting." This isincorrect. It is really a form of the motion to "postpone to the next meeting."

3. To "Lay on the table" is to be temporary. When laying a motion onthe table for a more urgent situation, members need to take the motion from the tableafter dealing with the urgent situation.

4. The motion to Lay on the Table is the highest ranking subsidiary motion.

A. It needs a second.

B. It is not debatable.

C. The chair takes a vote immediately.

D. The person making the motion needs to state the reasons for making themotion. If the member does not state the reason for making the motion, the chair asks themember the reason. If the purpose is to kill the main motion or to put it off to anothertime, the chair can

1. either rule the motion out of order and tell the correct motion to make, or,

2. restate it as the correct motion if it is in order at the time. (Forexample, if a member moves to table it to the next meeting, the chair can restate it asthe motion "to postpone to the next meeting".)

If the chair does not rule an improper motion "to lay on the table"out of order, a member can raise a point of order.

E. Once the motion to table is adopted, a member must take it from the table bymaking the motion to "take it from the table". The motion to "Lay on theTable" is recorded in the minutes but not put on the agenda!!!!

F. A member cannot lay a motion on the table and then make another motion thatconflicts with the motion that was tabled.

G. If a motion is laid on the table all pending motions adhering to the mainmotion go to the table with it. For example, if an amendment, refer to a committee, andprevious question are pending, all go to the table. When it is taken from the table, allmotions will return together. The chair will begin with the highest ranking motion. Inthis example, the chair would take a vote on the previous question.

REASONS FOR THE STRICT RULES CONCERNING TO LAY ON THE TABLE

1. Because of its high rank, and being undebatable, members by a majority votecan immediately halt consideration of the motion without debate. In essence the membersare stopping debate without a two-thirds vote.

2. If the meeting adjourns the motion stays on the table until a member movesto take it from the table. If the motion is not taken from the table by the next meeting,it dies. Many times this is done to kill a proposal and prevent it from being brought upagain at the next meeting which breaks the rule of renewal of motions. By leaving a motionon the table, members are also halting the consideration of any question along the samelines.

CORRECT PROCEDURES FOR KILLING OR "PUTTING OFF" A MOTION

1. The correct procedure for "killing a motion" is to make the motionto "Postpone Indefinitely". This motion needs a second and is debatable. Debatecan go to the merits of the main motion. This is the lowest ranking subsidiary motionwhich means motions of higher rank can be made while this motion is pending. If"Postpone Indefinitely" is adopted, the motion dies for that meeting and can bebrought up at the next meeting.

2. The correct procedure to put off a motion to a later time is the motion to"Postpone to a Certain Time". This motion needs a second and is debatable.Members can debate whether they want to consider it now or put it off.

These motions are the democratic way to conduct business.

For questions you can e-mail us at drvideo@comcast.net or visit the WEB SITE at http://www.parli.com.

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