Parliamentary Procedure

Keep in mind that business meetings are measured in terms of things done rather than by the exactness in parliamentary procedure. The use of good form in business meetings should enable a group to get things done easily and smoothly. Use parliamentary procedure to help your meetings run logically and reduce noisy chaos, but don't be a slave to it. Following the proper rules of order insure fairness of and give validity to club actions.

A Motion is in Order

• Always rise when making a motion.
• Always address the president by saying, "Madame President, or Mr. President, President James, or President Betty." The president then says, "John" or "Susan." A member may not make a motion until recognized by the president.
• State your motion as follows: "I move that...."
  Motions must be seconded or they will be lost for want of a second. It is not necessary to rise to second a motion.
• After being seconded, the motion must be stated in full by the president as follows: "It has been moved and seconded that (such and such be done). Is there any discussion?"
• After the discussion, the vote is taken.
• If there is a motion before the club, no other motion can be entertained except its amendment, the previous question, or a motion to adjourn, until the one before the club has been voted upon. Only members are entitled to make motions, to vote or hold office. In cases of a tie vote, the president votes and decides the motion.

Five Ways of Voting

• By acclamation (or by voice). The president says, "All in favor of the motion say 'aye', opposed 'no'."
• By standing.
• By raising of hand.
• By ballot - distributing slips of paper and allowing each member to write "yes" or "no" or a name upon a ballot.
• By calling the roll or ordering the "yeas" and "nays". Acclamation is used for ordinary motions. Do not permit absent members to have someone else vote for them by proxy.

To Amend a Motion
A motion may be completed or changed when the chairman calls for discussion by means of an amendment. A motion may be amended in three ways:

1. By inserting or adding a word or phrase
2. By striking out a word or phrase
3. By substituting a word, phrase or entire statement.

For example, this motion is before the house for discussion. "I move that a committee be appointed to arrange the canned food exhibits at our local Achievement Day." It might be amended in any of these ways:

1. I move to amend by inserting 'of five' after committee.
2. I move to amend by striking out 'canned foods'.
3. I move to amend by substituting this statement 'that a standing committee be appointed to arrange the club exhibits' for 'all events this year'.

The amendment to a motion, if seconded, must be voted upon before the original motion. If the amendment to the motion is carried, the original motion must be voted upon as amended. On the other hand, if the amendment is defeated, the motion is voted upon as originally stated.

In case of an amendment to an amendment the last amendment is always voted on first. If it is carried, the preceding amendment is then voted upon as amended.

Withdrawal of a Motion
Occasionally a member may wish to withdraw his motion. This may be done at any time before a vote is taken on the motion. Such a request needs no second and is not debatable. It may be done simply by stating, "I ask leave to withdraw my motion." If the motion has been seconded, the maker of the motion should ask the consent of the one seconding to withdraw.

Revised by Carol Gehrs, Cass Co. 4-H Youth Specialist, November, 1999