Unit E3-2

Planning and Organizing an FFA Meeting

Bell Work!

Explain how to plan a meeting and develop the order of business.

What is each officers role during a local chapter meeting?

Next Generation Science/Common Core Standards Addressed!

WHST.9-12.7 Conduct short as well as more sustained research projects to answer a question (including a self-generated question) or solve a problem; narrow or broaden the inquiry when appropriate; synthesize multiple sources on the subject, demonstrating understanding of the subject under investigation. (HS-PS1-3)

Anticipated Problem

How is a meeting planned and the order of business designed?

A meeting is a group of people who are gathered for a shared purpose.

The key to a good chapter meeting is

planning.

Planned meetings have value to all members.

Regular chapter meetings are essential and maintain interest. One meeting per month during the school year is recommended.

The main reasons meetings are held are to:

Provide an educational program, including guest speakers.

Carry out the affairs of an organization.

Recognize members for outstanding work.

The main reasons meetings are held are to:

Announce future events. Organize members into work

groups, address the chapter POA

Give members a place to develop leadership skills.

Steps to planning a meeting include:

Determine the overall purpose of the meeting.

Identify business to be acted on. Organize an educational program. Set a date and time for the

meeting.

Steps to planning a meeting include:

Select a convenient location. (vary the location for recreation value)

Assign responsibilities to different members. (not just the officers)

Develop an order of business.

An order of business is the plan that lists the events or items in a meeting.

Events are listed in sequence in which they occur.

Order of business is sometimes called agenda or program.

Order of Business

Common items to include and their sequence are: Call to order / opening ceremony. Minutes. Officer reports. Report on POA. Special features. Old business. Committee reports. New business. Awarding of degrees or officer installations. Closing ceremony / adjournment. Entertainment, recreation, refreshments.

Objective 2

Describe how to set up the meeting room.

Anticipated Problem

What is the proper arrangement for the meeting

room?

FFA members find that they have better meetings if the room is

properly arranged.

A properly arranged meeting room serves the following purposes:

Adds dignity to the function.

Instills pride in the members

Sets the stage for conducting chapter business

The Sentinel is responsible for arranging the room prior to the

meeting.

Each officer has a symbol for his station.

They are as follows:President - rising sun Vice-President - plow Secretary - ear of corn Treasurer - bust of Washington Reporter - Flag Sentinel - shield of friendship Advisor - owl

Each officer is stationed at a certain location in the meeting room.

Officer positions are:President - front middle Vice-President - rear middle Secretary - right front Reporter - left frontAdvisor - right rear Treasurer - left rear Sentinel - at the door

FFA Meeting Room Arrangement!

Objective 3: Explain basic parliamentary procedure used in

an FFA meeting.

Parliamentary Procedure

The key to being involved in FFA meetings is to understand parliamentary procedure.

Parliamentary procedure is a certain set of “rules” known as parliamentary law or Robert’s Rules of Order used to maintain order in a meeting.

The main purposes of parliamentary law is to:

Focus on one item at a time. Extend courtesy to everyone. Observe rule of the majority. Ensure the rights of the minority.

The Gavel

The gavel is the instrument used for maintaining order during a meeting.

The gavel is tapped a different number of times to signify: Single tap - call to be seated Two taps - calls meeting to order Three taps - calls members to stand

during ceremonies.

The four common voting methods included in FFA meetings are:

Voice vote - saying “aye” or “no” Rising vote - standing or show of

hands Secret ballot - written ballot Roll call - secretary polls members

Main Motion

The main motion is used to obtain group approval for a new project or some other course of action. “I move that” are the three words

used to begin a main motion. All main motions need a second

before they can be voted upon.

There are four motion classifications in parliamentary procedure:

Privileged - motions not related to the main motion.

Incidental - used to provide proper and fair treatment to all members.

Subsidiary - motions related to the main motion.

Unclassified - motions that bring questions back before the assembly.

Amendments are used to change or improve a motion.

Three ways to amend a motion include: by addition. by substitution. by striking out.

After an amendment has been offered, it requires a second.

There are several motions that can be used to delay action on the motion

under consideration:

To postpone definitely - postpone to a definite time.

To lay on the table - tables a motion and must be taken from the table to be acted on.

To refer to a committee - refers to a committee for further study. ( may be a standing or specially appointed committee)

The motion point of order is used when a member believes a

parliamentary error has been made.

The motion to adjourn is used when it is time to close a

meeting.

Additional parliamentary procecure training by you advisor may be provided at this time.