Parliamentary Procedure

Parliamentary Procedure Career Development Event

California Assistance Guide for Coaches, Judges, and Contest Coordinators

This "Guide" is being developed to assist coaches, judges, and contest coordinators in making the experience of learning and practicing the skills of parliamentary procedure both valuable and enjoyable. To accomplish this, information is being developed and disseminated via this site that will provide official clarification and direction related to motions, minutes, contest procedures and operations. The items addressed were identified by an ad hoc committee and were from our experiences with implementation of the National Parliamentary Procedure Career Development Event format in our state contest this last year. The information provided was developed by coaches, judges, contest coordinators, and state staff.  NOTE:  Some differences exist between the California and National contests.  This guide is written to assist the California contest.

The following categories are being utilized to provide information:

Motions
Minutes
Judging Quality and Training
Scoring
Resources

Simply click on the your category of choice!

We hope this information is helpful to assisting you in making the Parliamentary Procedure "experience" a positive one for your students!

MOTIONS

It was requested that a detailed description be prepared for each allowable motion. The description requested was to include each variation of how the motion may be used, when it is in order, and what a 100-point mistake would be. Since both "Robert’s Rules of Order" and "Parliamentary Procedure Made Easy" provide ample examples of how a motion may be used and describe when they are in order no further descriptions will be developed. The determination of when a 100-point penalty should be assessed for "omitting a required motion" however does warrant clarification. To avoid a 100-point deduction for a required motion the team would need to demonstrate the correct use and handling of the motion. The 100-point deduction is a team deduction. A team would take the 100-point deduction if the member moved the motion at the incorrect time, or if the motion is correctly made pending and the team does not handle the motion correctly.

Some confusion exists relative to what constituted the proper handling of the required motions: Point of Order, Appeal, and Division of the Assembly. Clarification and direction is provided below for determining proper procedure, handling, and scoring of these motions to avoid a 100-point team penalty.

Point of Order

In order to correctly demonstrate the "Point of Order" as a required motion the Chair must make a parliamentary error and be corrected by the team member assigned the "Point of Order" as their required motion. If the "Point of Order" is an assigned motion, the Chair makes the parliamentary error, the assigned member correctly states the "Point of Order" and the correction is made, No Point Deduction will be made for the Chair’s error since it was necessary for the team to properly demonstrate and handle the required motion. If the "Point of Order" is used as an additional motion the Chair will be penalized for the error since there is no way for a judge to determine the intent of the Chair with regard to additional motions as is the case for required motions.

Appeal

In order to correctly demonstrate the "Appeal" as a required motion the assigned member must properly state the "appeal" of an incorrect parliamentary procedure decision made by the Chair and the members must overturn the Chairs decision and be correct according to Robert’s Rules of Order. Like the motion "Point of Order", when a required motion, the motion "Appeal" requires the Chair to make a parliamentary error to set up the proper demonstration and handling of the "Appeal". If the "Appeal" is an assigned motion, a "Point of Order " is called and ruled on by the Chair incorrectly, the "Appeal" is made, the members overturn the Chair’s decision, and the decision is supported by Robert’s Rules of Order, No Point Deduction will be made for the Chair’s error since it was necessary for the team to properly demonstrate and handle the required motion. If the "Appeal" is used as an additional motion the Chair will be penalized for the error since there is no way for a judge to determine the intent of the Chair with regard to additional motions as is the case for required motions.

Division of Assembly

A critical issue in properly executing this motion is the timeliness in calling for a "Division of the Assembly." Below is an opinion by Shane Dunbar, Registered Parliamentarian That addresses the proper timing of this motion.

Issue:
"During an FFA Parliamentary Procedure CDE (contest) points were deducted from a team’s presentation score because a team member called for a Division of the Assembly immediately after the negative votes had been cast. The judges rule that that a division can only be made after the Chair has announced the results of the voting. According to Robert’s Rules of Order Newly Revised, was the ruling by the judges correct?"

FACTS:
Your parliamentary authority, the current (10th) edition of Robert’s Rules of Order Newly Revised* (RONR), states the following regarding the incidental motion, Division of the Assembly (a Division):

1. "Whether or not the Chair pauses to say, ‘The ayes seem to have it...,’ any member (without a second) has the right to require that a voice vote (or even a vote by a show of hands) be retaken as a rising vote..." (RONR page 49, lines 21-24)
    

2. "A member can demand a division from the moment the negative votes have been cast until the announcement of the result is complete and (if such a point is reached promptly) until the question is stated on another motion." (RONR page 49, lines 29-33)
    

3. "Whenever a member doubts the result of a voice (viva voce) vote or a vote by a show of hands – either because the result appears close, or because he doubts that a representative number of the members present have voted – he can call for a Division of the Assembly, thereby requiring the vote to be taken again by rising." (RONR page 270, lines 23-26)
    
4. "...within the interval immediately following such a vote, it can be called for until, but not after, the Chair has stated the question on another motion." (RONR page 271, lines 13-16)
    
5. "Is in order without obtaining the floor, when another member has the floor and at any time after the question has been put, even after the vote has been announced." (RONR page 271, lines 20-22)
    
6. "Form and Example
   While, or immediately after, the Chair announces the result of a vote, ‘The ayes [‘or noes’] have it and ...’ a member can call for a division from his seat, without obtaining the floor." (RONR page 272, lines 21-25)

 

OPINION:
A Division of the Assembly can be called by a member either because the outcome appears inconclusive, or because he/she doubts that a representative number of the members at the meeting have voted.

Even though the illustration shown above (under "6. Form and Example") indicates a Division "CAN" be called after the Chair announces the voting results, a member can still call for a Division at other times. It does not mean that a Division must be called after the Chair announces the results of the voting.

Based on the FACTS listed above from your parliamentary authority, Robert’s Rules of Order Newly Revised, a demand for a Division of the Assembly can be made immediately after a negative vote has been cast (after the question has been put) and before the Chair has stated the question on another motion.

Therefore, during an FFA Parliamentary Procedure CDE presentation, a Division can be called by a member of the assembly immediately after the assembly responds to the Chair’s statement, "Those opposed, say no." Furthermore, judges should not deduct points from a team’s score for calling a Division immediately after the negative votes have been cast by the assembly.

The above is the opinion of Shane D. Dunbar Med, PRP, Professional Registered Parliamentarian, January 9, 2001

*[NOTE: The FACTS cited are identical in the 1990 (9th) edition of Robert’s Rules of Order Newly Revised]

MINUTES

The accurate recording and scoring of the meeting minutes is an important part of the Parliamentary Procedure Career Development Event. The minutes are to be written by the team Secretary and developed by the Chairperson and Secretary based on their meeting notes. To assist the official scorer of the minutes to accurately evaluate the accuracy of the minutes the notes of the Chair and Secretary may be collected along with the Official Minutes for scoring.

To assist in developing and evaluating the Official Minutes the following items have been developed.

Guidelines for Secretary’s Minutes
Tabulation Sheet for Scoring Minutes
Comparison Between Regular Meeting Minutes & CDE
                   Demonstration

l

FFA Parliamentary Procedure
Career Development Event

Guidelines on Secretary’s Minutes

A major component of the FFA Parliamentary Procedure CDE is the minutes of the demonstration that are recorded by the team secretary. There has been a significant amount of confusion as to what format the minutes should follow and what should be included in the minutes of the team’s demonstration.

The following is a brief guide on the recording and preparation of minutes during the Parliamentary Procedure CDE. These suggestions are prepared specifically for preparing minutes from the demonstration. They are slightly different from rules for keeping minutes from a regular chapter FFA meeting.

Components of Minutes

Minutes should be as brief as possible and should be reported in the order in which the business was presented in the meeting. They should record action taken by the group, including:

• The name of the member who moved the motion. (Although not required, the name of the member who "seconded" the motion can also be included.)

• The exact wording of motions as stated by the Chair.

• The action taken on the motion.

Outline of Minutes

1. Start the minutes with the recording of the main motion or the first motion presented (reconsider, rescind, Call for the Orders of the Day, etc.)
    
2. Use a separate paragraph for each subject covered. Refer to members by name in the minutes.
    
3. All motions utilized in the demonstration, the wording in which each was adopted, defeated, or otherwise disposed of. The secretary records the motions in exactly the same words as used by the Chair when stating them to the assembly.
    
4. Hour of adjournment.
    
5. Signature of secretary and Chair.

Tabulation Sheet for Scoring Minutes

Team:______________________________________________________

Sample Official Meeting Minutes

Parliamentary Procedure Career Development Event
Parliamentary Procedure

Parliamentary Procedure Event
Official Minutes

Chapter:_______Anytown FFA___________ Date: February 14, 2001

State:_________California______________ Place:_____Fresno____

Bill moved "to reconsider the motion passed earlier to hold a district FFA basketball tournament." The motion was rejected after debate.

John moved "that the chapter hold a hayride." Jill moved to refer the motion to the recreation committee. After debate, the referral failed. Chris moved to amend the main motion by adding the words "on November 10, 2000 at 8:00 p.m." Paul moved to postpone the motion definitely to the November chapter meeting. The postponement was lost after debate. Bill moved to take a five minutes recess. The motion failed. John moved to limit debate to 2 minutes per speaker. The motion was lost 3-2 by rising count. After additional debate, Chris moved the previous question on the amendment. The previous question was adopted 4-1 by rising count. The amendment was rejected. Paul called for a division of the assembly. The amendment was accepted 3-2 by rising count. After further debate, the motion to hold the hayride on November 10, 2000 at 8:00 p.m. was adopted.

Jill moved to adjourn. The motion passed. The meeting adjourned at 2:35 p.m.

Chair’s Signature:_____________________ Secretary’s Signature:___________________

Add Additional Pages if Needed

Comparison Between Minutes of Regular Meeting and Minutes of CDE Demonstration

References

Robert’s Rules of Order Newly Revised (9th Ed). Henry M. Robert III & William J. Evans, cds. Reading, MA: Perseus Books

Pointers on Parliamentary Procedure. Loise E. Bereskin, PRP. (1990). Kansas City: National Association of Parliamentarians.

Parliamentary Questions and Answers III (1997). Independence , MO: National Association of Parliamentarians.

Contest (Event) Operation and Judges Preparation

One of the most critical elements of conducting any Career Development Event is quality evaluation/scoring of the teams performance by the judges. In an effort to improve the scoring consistency, clarify certain identified motions, and provide judges assistance, the following are recommended for implementation.

Judges Meeting Prior to Contest

Hold a meeting for all judges prior to beginning the initial contest demonstration. The meeting should cover the required motions that will be used, the proper handling of the Point of Order, Appeal, and Division of Assembly (see Motions section of this Website), and any other judges questions. It is suggested that this meeting be held just prior to the first demonstration during the time that the teams are taking the written examination portion of the contest. A knowledgeable individual(s) such as the contest coordinator or the finals judge(s) should conduct the meeting.

Identification and Utilization of Parliamentary Procedure Authority

It is suggested that for the Regional and State Finals contest an individual or group of individuals be selected to serve as an information group to answer any questions for judges on any issues that may surface in any individual contest. (Also recommended for all other contests). This individual or group would be assigned an area to be located during the contests and would provide clarification and answer questions regarding conflicting judges rulings. It is suggested that the individuals utilized be identified for their expertise and may include judges selected for final round judging.

Enforcement of Contest (Event) Rules

All contest rules should be enforced. One area of particular concern when running a contest involves possible contact between the team members and the coaches, judges etc. Once the students are taken to the holding room there must be no contact with the coaches or judges. Coaches and judges often attend coaches and judges meetings during this period of time and any contact during the contest period is inappropriate. Contact will result in team disqualification.

Scoring

Accuracy and consistency in evaluation/scoring is a continuing focus in conducting the Parliamentary Procedure Career Development Event. This past year the following questions were raised. Listed below are the questions and the committees recommended action.

Can a judge award less than 20 points for a motion, or should it be 0 or 20?
As stated in the Curricular Code, any motion can score from 0 to 20 points. Consideration given to items such as clarity and appropriateness could affect score.

What would the score on "conclusion" be based on?
The conclusion score should be based on whether all pending business is disposed of properly and if the development and performance of the demonstration had a logical flow to adjournment.

What should the score on "degree to which discussion was ..." based on?
This is an area where you can reward a team that demonstrated higher quality debates. For example, if one team had an average debate score of 12 and another team had an average debate score of 16; the team with the better debates would receive a higher score in this category.

What should the score on "Team voice, poise and expression" be based on?
The team voice, poise, and expression score should be based on volume, enunciation, speed, confidence etc. demonstrated by team members during the performance of the demonstration.

What should the score for the Chairpersons "Ability to preside" and "Leadership" be based on?
The items to be evaluated in determining the scores for these areas are listed on Page A9.6 of the Curricular Code under the heading "Guidelines for Scoring the Chair.

What is an "average" debate score?
According to the Curricular Code an average debate score should be awarded a score between 11-20 points. Additionally, an individual member can score a maximum of 60 points for discussion (debate). Using this scale, a member conceivably could score maximum discussion points with 3-4 "average" debates. This item has created much discussion at both the state and national levels relative to measuring quality as well as quantity of debate. At the national level for instance, only four (4) discussions per member are scored with an "average" discussion scoring 10-15 points. The recommended score for judges on "average" discussion should be around 11-15 points per discussion so that quality of discussion is valued as well as quantity.

What does it mean on the scorecard where it states, "Omitting the assigned motion – 100 pts.?"
The term omitted refers to the motion not being made correctly, not being handled correctly by the Chair or not being made at all.

Resources

Parliamentary Procedure Resources including:

• "Parliamentary Procedure Made Easy’
• Posttest masters for "Parliamentary Procedure Made Easy"
• Parliamentary Procedure Word Puzzles
• "Dunbar’s Manual of Parliamentary Procedure Test Questions" (Source California Section, Region, and State Tests)
• Parliamentary Test Questions (Computer Program for above Test Questions)
• Parliamentary Procedure Skill Sheets for Handling Motions
• Parliamentary Procedure True and False Test Questions
• Parliamentary Procedure Wall Chart Package
• Videotape Package: Organizing and Conducting FFA Chapter Meetings
• Videotape Package: FFA Parliamentary Procedure Contest (CDE)
• Robert’s Rules of Order Newly Revised (10th Edition)

Can be secured from:

PARLIAMENTARY PROCEDURE INSTRUCTIONAL MATERIALS CENTER
12731 25TH AVE. SE
Everett, Washington 98208-6609

Phone: 1-800-863-2256
Fax: 1-425-337-7051
Website: WWW.everett.net/parli-pro/