Parliamentary Procedure with Trail Mix

Lesson Plan

Objectives:

After completing this lesson, members will:

  • Use the gavel properly when chairing a meeting.
  • Present motions and amendments correctly.
  • Properly refer items of business to a committee.

Supplies Needed:

  • Gavel
  • American Flag and 4-H Flag tabletop set
  • One very large bowl
  • Various food items that could be put in a trail mix (fish crackers, raisins, cereal, M & M’s, pretzels, nuts, etc.)
  • A variety of measuring cups
  • Sanitizing wipes
  • Food service gloves
  • Small containers in which to serve the trail mix.
  • Sign that says, “I move”; sign with ways to amend a motion; sign with items that should be included in a motion to refer to a committee.
  • Six copies of the Incorrect Meeting Skit.

Set up:

  • Sanitize the area where you will be making the trail mix.
  • Set out the large bowl, measuring cups and food items at one end of the table.
  • Have food service gloves and wipes readily available.
  • Set out the flag set and gavel at the opposite end of the table.
  • Pass out copies of the skit to 6 volunteers with their parts highlighted before starting.

Procedure:

Call the meeting to order (Tap the gavel twice and say, “This ‘meeting’ is called to order. Please rise for the pledges”. Lead the Pledge of Allegiance and the 4-H Pledge. Tap the gavel once for participants to sit down.)

Welcome everyone to your session and introduce yourself. Explain the purpose of the session and what to expect from the program.

Opening

  • Explain that all 4-H meetings should start the same way.
  • Discuss the Pledge of Allegiance and point out that “one nation under God” is a phrase and that there should not be a pause between “one nation” and “under God”.
  • Ask participants to say the 4-H Pledge in their heads. Then ask them to think if they say “and” after “my hands to larger service”.

Parliamentary Procedure

  • We brag in 4-H that we teach life skills. One skill that we need to be teaching is how to properly conduct and participate in a meeting.
  • The system used to conduct meetings properly is called parliamentary procedure.
  • Parliamentary procedure is a set of rules that permits people to work together effectively in groups to transact business (hold meetings).
  • Many youth organizations have parliamentary procedure contests that use many parliamentary abilities. In 4-H we don’t go to those extremes. Our goal is for our members to know enough parliamentary procedure to be comfortable participating in public meetings in 4-H and beyond.

Let’s try a skit of a 4-H meeting, that I hope DOES NOT sound familiar. Have the volunteers present the skit.

Have any of you ever been in a meeting like that? They accomplished nothing and really wasted everyone’s time. Those of you observing this “meeting”, did it really irritate you that they did everything wrong?

Let’s get on the positive side of things and review some basic parliamentary activities.

1. Gavel

  • The gavel is not a toy. It should only be picked up when needed to be used.
  • The chairman should not hold or twirl the gavel.
  • Use the gavel with authority. Rap it with medium force. Do not hit it too hard or too soft. (demonstrate each as explaining)
  • Tap the gavel two times to call the meeting to order.
  • Three taps signifies that members should stand up.
  • One tap means the members should sit down. One tap is also used to indicate the completion of a parliamentary activity, like a motion or adjournment.
  • A series of raps may be used to restore order.

2. Motions

  • A main motion is used to get a proposal in front of the members to discuss and vote on.
  • In strict parliamentary procedure, there is no discussion without a motion on the floor.
  • In 4-H, we oftentimes discuss ideas and then have a motion presented that suits what was discussed.
  • There is only one proper phrase used to present a motion. (Ask if anyone knows what that is) “I move”. Hold up a sign that says, “I move”
  • It is not proper or official to say, “I make a motion”, “I motion”, “I think we should”, etc.
  • Let’s try it. We need to get started making our trail mix. Here are the items we have available (show and name each food item) and here are the sizes of measuring cups we have (show and name each size).
  • Get a volunteer to come up, wipe their hands and put on food service gloves to measure approved amounts of ingredients and put them in the big bowl.

“Is there any new business?” Call on someone who raises their hand to present a motion to add a specific amount of one ingredient to the trail mix.

Make sure they properly say “I move”. Hold up the sign either way to point out they did it right or make them restate the motion properly.

If no one says, “I second the motion”, ask for a second.

Explain that the person presenting the motion must be called on by the chair, but the person seconding may just speak out.

Ask why we require a second (to make sure more than one person wants to discuss the motion).

Ask if the people who present the motion and second it have to vote in favor of the item of business (No – their parliamentary activity got the item properly on the floor for discussion. They are not obligated to vote in favor).

Repeat the motion and call for discussion. Explain that discussion should only be why a member is in favor of or opposed to the motion on the floor.

Vote on the motion. Announce if motion passed or failed and tap the gavel. If it passes, have the helper start the trail mix as voted on.

Do one more main motion.

3. Amendments

  • Sometimes the motion that is presented is not what the group really wants. This often comes out during discussion.
  • Amending a motion allows the members to change the motion before voting on it.
  • The person presenting the amendment must be called on by the chair during discussion and say “I move to amend the motion by…”
  • Use terms like “adding the words”, striking out the words”, “inserting the words”, “striking out and inserting”.
  • Have the 4 ways to amend a motion on a sign. Explain what each one means
  • Adding words means that you are putting something at the end of the motion.
  • Striking out words means that you are removing a word or words that were included in the original motion.
  • Inserting words refers to adding words within the original motion.
  • Striking out and inserting means you are taking out some words and replacing them.
  • Let’s get a main motion on the floor for our trail mix and try to properly amend it.

“Is there any other new business?”Call on someone who raises their hand to present a motion to add a specific amount of one ingredient to the trail mix.

Make sure they properly say “I move”. Hold up the sign either way to point out they did it right or make them restate the motion properly.

If no one says, “I second the motion”, ask for a second.

Repeat the motion and call for discussion.

During discussion, someone should present an amendment. The amendment requires a second.

Make sure the amendment was presented correctly and ask which type of amendment from the sign.

Repeat the amendment and call for discussion. Make sure the discussion is only pro or con on the proposed amendment, not on the motion.

Repeat the amendment and vote. If it passes, state the motion as amended and open it for discussion.

Vote on the motion as amended and have the volunteer add to the trail mix as directed.

Practice another motion and amendment.

6. Refer to a Committee

  • Sometimes an item of business needs more detailed information before an informed decision can be made. In this case, the item may be put into the hands of a committee to figure out the details and report them back to the club.
  • A motion to refer to a committee is used on a motion that is on the floor.
  • The motion to refer to a committee should include the following:
  • Who or how many will be on the committee?
  • How is the committee selected (volunteers, appointed by the chair, standing committee)?
  • When should the committee report back to the club?
  • If time and circumstances warrant, the committee may be given the power to act. Use this sparingly.
  • The committee must meet and report back as directed in the motion to refer to a committee.
  • Have these items on a sign to hold up.
  • The motion to refer to a committee must be seconded and is amendable.
  • Let’s get a motion on the floor about how we are going to serve our trail mix and then have a motion to refer to a committee.
  • After the motion to refer to a committee passes, have the committee meet to decide.
  • During the committee meeting, allow additional motions to add more to the trail mix.
  • Have the volunteer mix up the trail mix.
  • Have the committee report and make their recommendation. Someone on the committee should present a motion to accept the committee recommendations. Get the second, repeat, discuss and vote. Then distribute the trail mix as approved.

Have each person fill out a EEET and thank them for coming.