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Writing Minutes
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Writing Minutes
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WRITING THE MINUTES FOR TEAM PARLIAMENTARY PROCEDURE
COMPETITIVE EVENTS
Shane D. Dunbar, MEd, PRP, PAP
Professional Registered Parliamentarian, and
Professional Accredited Parliamentarian
dunbar@northwest.net.
The minutes for the FFA Parliamentary Procedure competitive event are designed so that the judges can refer to them if there is a question related to the procedure and motions that are proposed during the ten-minute demonstration.Therefore, the content of the minutes is DIFFERENT than outlined in the FFA's parliamentary authority, Robert`s Rules of Order Newly Revised.
DO NOT use the format below if you are training a team other than FFA. Use the model titled "Writing Minutes" described on the Main Menu of this site.
The secretary and president are allowed twenty minutes to write the minutes after the team demonstration. Paper, pencil, and Form 1 are provided by the CDE superintendent.
COMPONENTS
Minutes are evaluated on completeness and accuracy (25 points), format (10 points), and grammar, style and legibility (15 points). They should be as brief as possible and ALL the motions should be reported in the order in which they were presented during the demonstration. They should record action taken by the team, including:
- The name of the member who moved the motion.
- The exact wording of motions as stated by the chair.
- The action taken on the motion.
OUTLINE
- Name of organization, date, and place (see sample minutes below)
- Start the minutes with the recording of the main motions or the first motions presented.
- Use a separate paragraph for each subject covered. Refer to members by name.
- ALL MOTIONS should be recorded. Record the name of the person who moved the motion. Minutes should be recorded using the wording in which each motion 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. The name of persons who second motions is NOT recorded.
- The disposition of all motions which were neither adopted nor defeated. All adhering secondary motions such as amendments, etc. are also recorded.
- Hour of adjournment
- Signature of secretary and chair (the president)
SAMPLE OF MINUTES
FORM 1
NATIONAL FFA PARLIAMENTARY PROCEDURE CDE
Official Minutes
| Chapter: Anytown FFA |
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Date: October 27, 2006 |
State: Indiana |
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Place: Indianapolis |
Bill Brown moved to reconsider the motion passed earlier to hold a district FFA basketball tournament. The motion was lost.
John Jones moved that the chapter hold a hay ride.
Jill Jason moved to refer the motion to the recreation committee. The motion was lost.
Chris Crown moved to amend the motion to add “on November 10, 2006 at 8:00 p.m..
Paul Prinz moved to postpone the motion to the November chapter meeting. The motion was lost.
Bill Brown moved to take a five-minute recess. The motion was lost.
John Jones moved to limit debate to 2 minutes per side. The motion was lost.
Chris Crown moved the previous question on the amendment. The previous question was adopted.
The amendment was lost. Paul Prinz called for a division of the assembly. The amendment was adopted.
The motion to hold a hay ride on November 10, 2006 at 8:00 p.m. was adopted.
Jill Jason moved to adjourn. The motion was adopted.
Meeting adjourned at 2:35 p.m.
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| Chair's Signature |
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Secretary's Signature |
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Visitor number 6028149 since 03 Sep 10.
