Committee Reports: What really needs to be reported?

Any organization can split themselves into groups to concur different tasks during a meeting, and call them committees. Committees are a great way to divide and concur to ensure all work gets done, but when it comes time to report back to the assembly how many times are items missed? Throughout my time in the Midd-West FFA I noticed that our committees managed to help the assembly accomplish many tasks at once, but telling the assembly what really went on in their meeting never went very well. Students did not know how to properly form a report, and many times would say "We discussed the topic at hand", and that was all the assembly knew. They did not know what was voted on, what details were brought up, or even what the committee thought was the best route for the assembly to take in the matter.

Reading about committee reports in RONR this week has really helped me see the value of properly presenting the information that was accomplished during a committee meeting. It also allowed me to evaluate how much more effective the Midd-West FFA could be if the properly presented their committee reports. It also got me thinking about how many other organizations struggled because they did not properly utilize their committees and the reports presented back.

A few details I picked out of RONR 11th Edition Newly Revised included; a report can only contain "what has been agreed to by majority vote at a regular or properly called meeting of which every member has been notified... where a quorum of the board or committee was present" (503, 16-21). To form a detailed report on one topic there are four easy steps. In the following order those are, "A description of the way in which the reporting body (usually a committee in such cases) undertook its charge; the facts uncovered or information obtained; the findings or conclusions derived from the facts or information; and resolutions or recommendations" (505, 26-33).

If I have the opportunity to work another service project over my holiday break, I would love to go into a meeting of the Midd-West FFA Chapter and assist in having committees work towards strengthening their reports back to the assembly. The few details about committee reports could really change the course of the committee structure and reports within the Midd-West FFA Chapter, and I hope to shed some light on that as another service project after this class!

The Turmoil Experienced by A Parli Peer & Pupil: Willy Nilly Parli Pro

November 13, 2018

To whom it may concern,

"Nothing against this organization I am currently engaged in, but folks, the parli pro we use for our delegate sessions is straight up wickity wack" said my inner-noggin as I sat on the floor during a policy development meeting on Monday. I will provide one story- and only one story to prevent the inevitable fumes erupting from the ears of a green, yet eager parliamentarian such as myself . I would ask anyone reading this to give me your input, did I do the right thing?

11:25 am. Monday November 12, 2018.

The way this organization does this is quite impressive and brilliant. Policies are provided prior to the session, reviewed by a committee and then submitted to the delegates to be deleted or amended. I should also let you know that this assembly approved their own set of rules, with nothing included about previous question. After debating on the deletion of an item, a member called "question" which of course was a relief because we were at 1 of a few hundred to review. WARNING: This is where it went down.

The chair states "The question has been called, we will now vote on the motion to delete..." BRUH. Goodbye Justin Kurtz, a new and improved, ddf12 creation has been unleashed on this delegate floor. Of course I shoot up and say "MR. CHAIR POINT OF ORDER, POINT OF OR-". To which a confused VP responds with "Give that kid a microphone". "Hello, Justin Kurtz, Centre County, I rise to a point of order because the call for previous question is a subsidiary motion requiring a 2/3 vote. Essentially we should vote on the previous question, closing debate, and then vote on the motion." Still confused, and now panicked, the chair refers to his consultants who responded that when we voted to suspend the rules, the previous question was also suspended so as soon as any member says question, debate comes to a close. BIG BRUH. I sat down, feeling defeated, and oddly enough yearning for Dr. Foster's presence to whip out his RONR and save the day. I mean seriously, just because one person wants to stop debate, we are going to restrict the right of debate to members? I am pretty sure this is would be out of line when referring to the characteristics of a Deliberative Assembly.

But hey, I guess if it works for them, maybe we should just let the custom be what drives the business? Or maybe we could just cover all of our bases when introducing special rules for an assembly? What are the downfalls of relying on custom? Was it more a hinderance when I stood to a point of order? Let me know,

Sincerely,

A Parli Peer & Pupil

Examining the Use of Committees: Practical Parli Pro

November 13, 2018

For the past few days I have been at the Pennsylvania Farm Bureau Annual Meeting participating in policy development as a delegate, engaging in productive discussion, and fore-mostly working with the Young Farmers & Ranchers Committee. As we discuss the practical uses of a committee in Parli Pro, I am seeing the proof right in front of my eyes. Committees are appointed to work on a large order of business, task or goal for example, getting Young Farmers & Ranchers involved in Farm Bureau. This committee consisting of 16 district representatives from across the state between the ages of 18 and 35 has been working tirelessly to promote the work of our organization to the next organization.

This committee spends about an hour a month deliberating, which in the grand scheme of things, doesn't seem like much. Well, that is the purpose! In addition to YF&R, PFB has 2 other standing committees focused on Women's leadership and Ag Promotion. Imagine if their were no committees and the state board had to do all of this work on their own, in addition to the work they already do. In addition to efficiency, committees provide the opportunity to ensure the matter is in the hands of subject matter experts, or at least people with the credentials to make a logical decision that would benefit the assembly. Hence why members of the YF&R committee are no older than 35.

Overall I wanted to illustrate my first hand experience with the efficiency of a committee, as long as properly utilized.

Committees - Appointment and Composition

If you read Angela's previous post Committees! she discusses the two types of ordinary committees there are. Now that we know there are standing and special committees and what their purpose is, let's talk about how you can go about appointing a committee and the proper composition of committees!

Methods of Appointment [RONR (11th ed.), pg. 492 - 497]

If an assembly has not stated in its bylaws how the members of its committees shall be selected, the method can be decided by vote at the time the committee is appointed, or the method can be specified in the motion to establish the committee. It also depends on what type of committee is being established. Here are the methods by which committees can be appointed:

1. Election by ballot. This method is principally applicable to important standing committees having extensive powers.

2. Nomination from the floor with viva-voce election. This method is common for appointing members to a committee when the assembly wishes to reserve the selection to itself without requiring secrecy in the voting.

3. Nominations by the chair with confirmation by voice vote. This method is used when the assembly wished to take advantage of the chair's knowledge and judgement as to suitable appointees, yet wishes to have veto power.

4. Appointment by the chair. This is usually the best method in large assemblies. The president cannot assume such power, however, unless it is in the bylaws or by action of the assembly.

5. Appointment by adoption of a motion naming members of a committee. This is commonly used when appointing special committees. We have practiced this in class and is what I am most familiar with.

Proper Composition of Committees [RONR (11th ed.), pg. 497 - 498]

Standing Committees: The only thing stated about standing committees is that members should be chosen to make the strongest possible group so that they can handle any task that may arise.

Special Committees:

• When appointed to implement an order of the assembly, it should be small and should consist of only those in favor of the action to be carried out.
• When appointed for deliberation or investigation, it should be larger and represent all points of view in the organization so that its recommendations reflect the will of the assembly.

Committees!

In Robert's Rules of Order a committee is defined as follows... "A committee, as understood in parliamentary law, is a body of one or more persons, elected or appointed by (or by direction of) an assembly or society, to consider, investigate, or take action on certain matters or subjects, or to do all of these things" (RONR, page 489, lines 20-24).

Two Types of Ordinary Committees: 

Special Committee - Also known as a "select" or "ad hoc" committee. This is a committee as a need arises, to perform a certain task. The committee comes to an end when the matter that they are taking care of is addressed in full.

Standing Committee - This is a committee put together to perform a continuing function and always exists. A standing committee will have its name and description of what it does within an organization's bylaws.

Fun Fact: When referring any business to a committee, if the motion maker does not mention who the committee chair will be then the first name said aloud by the chair automatically becomes the chair of the committee.

Many of us have been on a committee at least once before and we have worked with others. Thinking about the descriptions of the two ordinary committees above, which type of committee were you in and what did you do?

Angela Becker
#PSUAgEd18
Student Teacher at Manheim Central High School

Session 13 - Committees - April

Responses to your ticket outs from Session 13!

What are you curious about?

• Our guest speaker
• What we will hear through our Skype presentation
• Best method of committee selection
• It depends on the purpose of the committee. It might be better for the chair to appoint sometimes, and for the election to happen via ballot other times. Each method has benefits to it.
• If the Chair appoints the Chair of the committee, they can appoint the members, right?
• The chair of the assembly can appoint members with confirmation from the assembly.
• Difference between member, delegate, representative, or senator
• The formation/design of committee reports
• Section 51 (beginning on pg. 503) details what should go into a committee/board report and how it would be presented. 
• How to start a committee of the whole
• This is treated as a motion to commit/refer pp. 531-532
• Someone can move this by saying, "I move that we go into a committee of the whole."
• What happens when a committee comes to a meeting unprepared or they did not meet their goals before the meeting?
• The assembly can discipline them, even by discharging the committee if necessary. It would be up to the assembly to take what they accomplished, their time frame, etc. into account. 
• Is the Chair of a committee temporary only if listed as the first name, or are they temporary even if the president names them specifically as chair?
• If the Chair names someone as committee chair (ex. by stating his/her name first), the committee cannot change their chair. RONR p. 175 l. 25-28
• If the committee needs to elect its own chair because someone was not appointed as such, the first named member calls the meeting to order, then the committee can elect a chair. p. 176 l. 7-18

What did you learn?

• Committee meetings are very important and should have special meetings.
• You can't limit debate or call the previous question in committees.
• How committee reports not on the agenda are addressed
• Different types of committees
• Ordinary: Standing, Special; Committee of the Whole: Committee of the Whole, Quasi Committee of the Whole, Informal Consideration
• The Governor of Pennsylvania is an ex-officio member of the PSU Board of Trustees.
• Five methods of committee appointment
• Election by ballot, Nominations from the floor with viva voce election, Nominations by the chair, Appointment by the chair, Adoption of a motion naming members
• RONR pp. 492-497
• Committees and ex-officio members
• Standing and special committees are considered ordinary committees. 
• The capabilities of the executive board
• Amending by-laws and previous notice
• Forming committees
• The differences between committees, boards, and executive boards
• Duties of a committee chair

What do you want to learn more about?

• Parli pro!
• How to correct the procedures of an organization that is operating incorrectly according to Robert's if it is so well entrenched
• Talk to the members about what is going on. They may not realize that they are not operating correctly, or maybe understand why following correct parliamentary procedure can be beneficial. Explain why its helpful and a basic outline of what would need to change.
• How to organize your first meeting
• The assembly would first be operating as a mass meeting. Here's what Robert's says about that: pp. 543-561
• Ex-officio members
• RONR p. 497 l. 20-29 & pp. 483-484
• Parliamentary resources
• Next week! We'll see a lot of good resources!
• Why are ex-officio members not counted in the quorum?
• They are not obligated to attend meetings. So they may actively choose not to attend. If that happens, it would make it harder to reach a quorum. 
• Committee of the Whole 
• See pp. 529-542
• Transitioning an ad-hoc committee into a standing committee 
• You would need to create the standing committee by amending the by-laws to include that committee or creating resolution that would essentially be a special rule of order. Then the committee could take up the work that it should. 
• Common responsibilities of executive boards 
• An executive board would take care of any matters that occur between meetings. They may also have control over certain parts of the assembly's function in general. p. 481
• The purpose of ex-officio members, only beyond additional knowledge
• Certain people are ex-officio members because of an office (maybe there is a stake held by that other organization)
• How are ex-officio members selected?
• They can be named as members in the by-laws if the assembly thinks they would be a beneficial addition to the committee/board, 
• Parliamentarians!

Session 3 - In Depth with Subsidiary Motions - January 29

Responses from your Tickets Out from Session 3!

What are you curious about?

• How often some organizations move to limit debate
• Depends on the organization
• Why did this class start?
• You should ask Dr. Foster!
• Subsidiary motions and what they are all about
• They Assist, Postpone, Modify, and Dispose of the Main Motion
• RONR, p. 62-66
• Better ways to run committee meetings
• We’ll learn that in session #12
• See RONR, p. 489-542 if you want information before then
• Best way to deal with people who don’t see the value of Parli Pro
• Talk to them and explain why it’s so useful! Anyone have any other ideas??
• Can you reconsider the motion to postpone indefinitely?
• An affirmative vote is reconsiderable RONR, p. 127, l. 17-20
• Still a bit confused about the difference between Lay on the Table and Postpone Definitely
• Lay on the Table is meant to put something aside for a short time because there is something more urgent that needs to happen right now. It doesn’t set a certain time to take the item up again (need to use Take from the Table). It is also not debatable or amendable. Postpone definitely just puts it off until a certain time (or another meeting).  This may be because you need to hold off on making a decision or because it needs to be decided at a more convenient time. It is debatable and amendable. RONR, p. 209-218 and RONR, p. 179-191
• The order of precedence
• For what we have learned so far: Lay on the Table, Call the Previous Question, Limit or Extend Limits of Debate, Postpone Definitely, Refer/Commit, Amend, Postpone Indefinitely, Main Motion
• How difficult the Parli Pro exam is
• If you study and practice, you should be ok! Below is some basic information and example questions
• All AP tests will use the same references and will consist of two parts: PART I: Five (5) open book parliamentary procedure research questions using the 2011 edition of Robert’s Rules of Order Newly Revised (to be provided by the taker of the test).
• Example: List the page and beginning line number of the following statement: “Until the chair states the question, the maker has the right to modify his motion as he pleases or to withdraw it entirely.” 
• Answer: Page 40 Beginning line number: 8
• PART II: Forty-five (45) multiple choice questions taken from Dunbar’s Manual of Parliamentary Test Questions and the current edition of Robert’s Rules of Order Newly Revised.
• Example: Which of the following motions can the Previous Question be applied to?
• A. Adjourn
• B. Limit or Extend Limits of Debate
• C. Raise a Question of Privilege
• D. Lay on the Table
• Answer: B
• SAEP-Accredited Parliamentarian Credential has more information about the accreditation exam if you’re interested.
• When incidental motions take priority over subsidiary motions
• Incidental motions rank higher when they are actually applicable to the motion that is pending and need to be taken care of immediately RONR, p. 72, l. 24-36
• How do you properly suspend the rules?
• Next Week!
• More about previous question
• See RONR, p. 197-209
• How does the chair keep it all in line?
• Taking notes or asking for the secretary’s help

What did you learn?

• You can amend an amendment
• Characteristics of the seven subsidiary motions
1. Lay on the Table
2. Call the Previous Question
3. Limit of Extend Limits of Debate
4. Postpone Definitely
5. Refer/Commit
6. Amend
7. Postpone Indefinitely
• Subsidiary motions are third in precedence compared to privileged motions
• How to properly use the previous question
• All about motions :)
• The specifics of subsidiary motions and the ins and outs of them
• Call the previous question is not debatable
• How to make subsidiary motions properly 
• Gavel Taps
• There are many ways to use the subsidiary motions to your advantage and ultimately get your way
• The proper use of a lot of the motions I had sort of known about
• There are four types of committees
• Applying the motions to real scenarios

What do you want to learn more about?

• Why would you use postpone indefinitely instead of just voting it down?
• Postpone indefinitely is used when you can’t adopt or reject the motion without undesirable consequences. It kills the motion without taking a direct vote on the motion. RONR, p. 126, l. 7-9
• Also for strategy purposes (the Parliamentarian’s Motion) RONR, p. 128, l. 17-33
• A way to speak properly during a meeting
• We’ll go over debate later on. But until then try RONR, p. 385-399
• Committee of the Whole
• RONR, p. 529-542
• Looking forward to running through more practice session
• Yay!
• If the chairman makes a significant mistake, how is that corrected or brought to attention?
• Point of Order…we’ll learn about that next week!
• How to become more fluent in my Parli Pro
• Read and Practice!
• Incidental Motions
• That’s next week!
• How reconsider works
• We’ll learn about that in session #6
• Example of debating the motion to postpone indefinitely
• The following video has this motion starting at 5:10  
• Meridian FFA-2012 National FFA Convention Parli Pro Finals

Session 3 - Subsidiary Motions

Remember! See out your own understanding and meaning by asking questions via twitter or blog comments!