Texas Parliamentarian - September 2023

Texas State Association of Parliamentarians

Dare to Dream Dare to Dream Dare to Dream

Our year has gotten off to a great start as we dream, believe and achieve! It has only been four months and your president and board have been very busy. We have kicked off our Third Thursday Parli workshops, held a virtual reception for new members, held a fireside chat for members at large, attended the District Six Conference, kicked off our membership summer series, started a Linkedin page and had a presidential visit of six units. We are also proud that through our initiative of Members, Matter, Most we have paid for registration fees for 20 TSAP members! Dreams can come to fruition.

Donna M. Mitchell, PRP TSAP President

As parliamentarians we want to stay focused on our dreams and continue to elevate our knowledge and understanding of parliamentary procedure. Well, how do we do that? Here are some helpful tips to motivate you as you strive towards getting closer to fulfilling your passion and dreams.

Keep Reminding Yourself of the Big Picture - focus on all that will be gained by achieving, it can be a powerful motivator. Make sure your goals are SMART (specific, measurable, attainable, realistic and timely) so there is a clear endpoint in sight.

Self-Imposed Deadlines, Restrictions, and Incentives - Setting a timeline is critical in order to keep yourself on track and motivated. Give yourself incentives for reaching each milestone. When you’re proud of the progress you have made by meeting your goals, this will boost your confidence and help you stay focused on the end goal

Maintain a Routine - As the old saying goes, “If you fail to plan, you plan to fail ” Routines can be incredibly helpful in helping us stay focused on our goals and dreams. By committing to a daily routine, we are able to reinforce daily habits that will help us stay motivated and on track.

With persistence, consistency, and fortitude, anything is possible! Motivation often comes from within, so I encourage you to use the goals and lofty aspirations that live in your head as fuel for success Your dreams CAN become reality

I look forward to seeing a wonderful turnout of our TSAP members during the NAP National Convention in Atlanta, GA We will come together to take care of business, learn, network and socialize in a fun atmosphere Let us continue to be bold and proud members of TSAP as we Dream, Believe and Achieve

Leading with Joy,

Donna M Mitchell, PRP TSAP President

Presidential Tour of Texas

The President’s tour of units is in full swing. It has been a wonderful experience interacting with members, participating in unit meetings and seeing the various meeting styles of what makes each unit unique. President Mitchell joined 3 units: Sounding Block, Crossroads, and Golden Gavel , through a virtual meeting connection and even had an opportunity to serve as a presenter for an educational session. Then, she headed to the Dallas metropolitan area and personally visited the Golden Triangle and DFW units. A pleasant social and dinner was held before the DFW meeting took place and Kathy Blair, immediate past president, attended as a guest. A great time was had by all. President Mitchell looks forward to connecting with other units throughout the state of Texas and engaging in parliamentary studies. Next stop is the Metropolitan Houston area!

Sounding Block Unit

Golden Gavel Unitl

Crossroads Unit

Golden Triangle Unit

DFW Unit

Phi Beta Sigma Fraternity, Incorporated®

National Convention

It was a wonderful occasion as President Mitchell attended the Phi Beta Sigma Fraternity, Incorporated® opening ceremony at the George R. Brown Convention Center in Houston, TX. Phi Beta Sigma Fraternity, Inc., is an international organization of 150,000 college-educated men, and built primarily on the ideology of promoting Brotherhood, Scholarship and Service. Not only are they focused on the betterment of the community, but also focus on structured meetings using Robert's Rules of Order. Parliamentary procedure training is provided to their members to uplift the understanding of effective and efficient meetings. Kudos to Ramsey Cooper, RP, for serving as their 2023 convention parliamentarian.

Congratulations to the men of Phi Beta Sigma Fraternity Incorporated® on a successful convention and thank you for the invitation to attend such an awe-inspiring event. Your work in the community and abroad has not gone unnoticed. You are to be commended for your service to humanity and your support of parliamentary law. I am proud to recognize those Sigma men who are also members of TSAP: TSAP Bylaws Chair: Edwin K. Miles, PRP; TSAP Audit Chair: Gregory R. Short, RP, TSAP Nominating Chair: Howard Redmond, RP; International Parliamentarian: Ramsey Cooper, RP; Elliot Rogers, RP; and Dennis Harrell, RP.

Inaugural Inaugural

New Members' Reception New Members' Reception New Members' Reception

As a new member, have you ever wondered what the hierarchical structure of the organization was, what TSAP educational opportunities were available, or even how you could stay connected through the members area on the TSAP website? Well, this information and more was provided at the first ever New Members' Reception hosted by TSAP President!

An invitation was emailed to all new members who joined since May 2023, and we were excited to see 16 members respond to the call.

VPs Willis McClelland, Barron-Wilson, and Story introduced themselves and gave a warm welcome to each of the attendees. President Mitchell was indeed inspired to see that new members were interested in learning about TSAP and was enthused to provide details about our elite organization.

Not only did we welcome new members, but also placed several of them in local units and obtained one volunteer member who was appointed to serve on a state committee. What a wonderful way to kick off the year!

Technology offers so many benefits that we did not have 10 years ago. Now we have a virtual connection with new members that is impactful on all levels. They were acclimated to the committees, educational events, structure, fees and expectations needed to excel as a parliamentarian. This is one for the books and we look forward to hosting many more New Member Receptions because Members, Matter, Most.

Special thanks to my mentor and friend, Henry Lawton, PRP, who was the catalyst that gave me the idea for this initiative.

It is always a joy to be in the presence of our members-at-large (MAL). They are in a unique situation to join an existing unit, start a new unit, or remain a member-at-large.

President Mitchell met with the members-at-large to discuss their journey with the Texas State Association of Parliamentarians and how we can best meet their needs. We were pleased to have several MAL to attend and engage in positive dialogue about the organization as well as next steps in their parliamentary journey.

It was also a win-win to have four of the members placed in a local unit! If you are seeking to join a unit, please reach out to 3rd VP Story at cstory1908@gmail.com or to start a unit in your area please reach out to 1st VP Willis McClelland at fashikaw@gmail.com.

Congratulations on passing your Congratulations on passing your Congratulations on passing your membership exam and welcome to TSAP! membership exam and welcome to TSAP! membership exam and welcome to TSAP!

Since June Since June Since June 1, 2023 1, 2023 1, 2023

Scott Bray

Susan Keller

Suzzie Thomas

Katherine Cenicola

990N and the Unit Treasurer

By Heather C. Diehl, RP TSAP Treasurer

Congratulations, you are now a unit treasurer. Now what? Being a treasurer of an organized society is an awesome responsibility. RONR (12th ed.) 47:38 states “The treasurer of an organization is the officer entrusted with the custody of its funds” and “the treasurer is required to make a full financial report annually or as the bylaws may prescribe, and to make such interim reports of the assembly or the executive board may direct ”

Dues collection and other financial transactions are part of the treasurer’s duties. Sample reports and the information to be provided can be found in RONR (12th ed.) 48:22-26. Please check your unit’s bylaws to ensure you understand and follow the treasurer’s duties. Also, check to see if your unit has a retention policy that states how long you need to keep your financial records. Most organizations keep records for 3-7 years.

One item that can be easily overlooked is filing a 990N tax form This will ensure that your unit is in compliance with the IRS. Here are some guidelines from the IRS for filing the 990N. Sign in/create an account with Login.gov or ID.me: The IRS requires a Login.gov or an ID.me account to submit Form 900-N. Form 990-N filers should use the same email address associated with their IRS account.

Review the IRS Form 990-N Electronic Filing System (e-Postcard) User Guide for step-bystep instructions on how to submit electronic Form 990-N (e-Postcard). Most common problems can be avoided by following the User Guide.

Small tax-exempt organizations generally are eligible to file Form 990-N to satisfy their annual reporting requirement if their annual gross receipts are normally $50,000 or less.

Gross receipts are the total amounts the organization received from all sources during its annual accounting period, without subtracting any costs or expenses,

Gross receipts are considered to be normally $50,000 or less if the organization: Has been in existence for 1 year or less and received, or donors have pledged to give, $75,000 or less during its first tax year;

Has been in existence between 1 and 3 years and averaged $60,000 or less in gross receipts during each of its first two tax years; and

Is at least 3 years old and averaged $50,000 or less in gross receipts for the immediately preceding 3 tax years (including the year for which calculations are being made).

990N and the Unit Treasurer (Continued)

Form 990-N is easy to complete. You'll need only eight items of basic information about your organization.

Employer identification number (EIN), also known as a Taxpayer Identification Number (TIN)

Tax year (calendar or fiscal filer)

Legal name and mailing address

Any other names the organization uses Name and address of a principal officer

Website address if the organization has one Confirmation that the organization's annual gross receipts are $50,000 or less

8.

If applicable, a statement that the organization has terminated or is terminating (going out of business)

For more information about these items, see Form 990-N: Information Reported.

Form 990-N is due every year by the 15th day of the 5th month after the close of your tax year. You cannot file the e-Postcard until after your tax year ends. While there is no penalty assessment for filing Form 990-N late, organizations that fail to file required Forms 990, 990-EZ or 990-N for three consecutive years will automatically lose their tax-exempt status. Revocation of the organization's tax-exempt status will happen on the filing due date of the third consecutively missed year.

For more information, please go to:

https://www.irs.gov/charities-non-profits/annual-electronic-filing-requirement-for-small-exemptorganizations-form-990-n-e-postcard

The Story of the TSAP Emblem

By Libby Willis, PRP

Earlier this year, I volunteered to put together a yearbook for Fort Worth Unit members. Our member Betty Green, PRP-R, CPP -T, past president of TSAP (1978-1979), sent me an e-mail noting that she had overseen producing the TSAP logo. She thought this might be information I could use for the yearbook’s history section. I was intrigued with her stories and asked her to tell me more.

In an e-mail Betty wrote, “Lee Clanton [of Dallas] became TSAP President in 1976 and I became 3rd Vice President - back then you worked up through the chairs! As I recall, Lee brought up the idea of developing a TSAP logo to be placed in front of the TSAP President each year at the Convention. I was working in American Airlines’ Audio/Visual Department with availability of artists and one of our fellow church members owned a printing company and had capability to actually make the seal. So I volunteered! It was back in the days when if you needed something done you put out the word and you could find someone who knew someone.... I even made the bag to hold the Seal but that's probably worn out now!!”

While cleaning out files, Betty also found an article she had written about the emblem for the Texas Parliamentarian newsletter when it was created in the 1970s. According to Betty, the emblem which became the TSAP seal was first used at the 1977 TSAP Convention. She described the emblem this way in her TP article:

TSAP EMBLEM

An emblem is an object that represents something else, usually representing its nature, association or history. Thus, the distinctive design of our TSAP Emblem is comprised of several individual components.

OUTER CIRCLE...

Represents a group of people who share an interest, activity, and goal.

INNER CIRCLE

Symbolizes continuity, in that we meet each year for convention

STAR...

Represents Texas, the Lone Star State.

MACE...

The Mace of NAP is the ceremonial staff, a symbol of authority.

"TEXAS STATE ASSOCIATION OF PARLIAMENTARIANS" is, of course, the name of our association.

The Story of the TSAP Emblem (Continued)

This emblem is to be positioned in front of the TSAP President whenever he or she is presiding at an official function of the Association ”

Today we use the 46-year-old TSAP emblem in many places; on our website, on board member reports, on the awards we present, on the cover of our convention program, on the pins we wear and many other places. Most importantly, the emblem still makes an appearance at our annual convention in its own easel near the TSAP president when she (or he) is presiding.

It is wonderful to know the origin story of this important symbol of our organization, now 68 years old The story speaks to the creativity and ingenuity of early leaders in producing it. And it’s nice to know that Betty Green, a wonderful member of the Fort Worth Unit and a leader of TSAP, made the idea of the emblem into a reality!

Betty Green, PRP-R, CPP-T

Who Has The Power of Authority?

By Tamesia Garner Youth Chair

As someone who has found themselves in leadership positions many times over the years, there is a very important concept that I think has been left behind, at least from my perspective.

Today, people with titles think they have power and authority over people, places and things. That is not the perspective of leadership I was introduced to over 60 years ago One of my first leadership positions was as Treasurer of the Episcopal Young Churchmen (EYC) at my church. We each brought a dollar to each week’s meetings to help defray the cost of the refreshments; why don’t they make Taco flavored Doritos anymore? Anyway, I had a little safe at home and kept the precious funds away from curious folks in the household, like little brothers. I would later become the president of our group and that is when I learned about service as a leader. I had an amazing role model in our sponsor, and it set me up for success later in my retail management career and various other experiences I would enjoy.

As a parliamentarian, I have come to see that the idea of who has the power is a bit upside down. I see Officers and leaders who think they are the ones in power, who have all the authority in a group, or “society”, in Robert’s parlance.

However, nothing could be further from the truth!! The power and authority are found in the members Members matter most, and the leaders are only in place to ensure the membership is successful in whatever they wish to accomplish as a group. Without members, there is no need for leaders!

I want to encourage each of us to take a look at the organizations we belong to and make sure the members understand that they are the ones who have the power in their organizations; well, depending upon how the bylaws are written And if we find that a group’s bylaws are not written to support the rights and will of the assembly, as parliamentarians, we have an opportunity to correct such issues.

Is there apathy and lack of engagement in your organization? Make sure the members know they are in charge and see the difference it makes. People show up when they know they make a difference

As parliamentarians, we make a difference! Go make a difference.

By Charles P. Bowles RP, DTM Public Relations Chair

TSAP’s Public Relations committee has been updating and modernizing the TSAP website to make it more useful and accessible for TSAP members and public visitors. Check out the TSAP website at https://texasparliamentarians.org/.

Members Resources. This area provides member-only resources for both the current and prior years. You can see past copies of the Texas Parliamentarian, TSAP’s history, Yearbooks, as well as convention memories and other useful documents You may access the Member Resources menu on the website by logging in with your email address, as it is listed in NAP’s member database

Non-Members Our hope is that the site will be attractive and useful for those wanting to explore parliamentary procedure and TSAP The site menus have a range of information useful to non-members Visitors explore who we are, how TSAP is organized, what events are planned and News & Articles by TSAP members.

Events. This menu opens visitors to our workshops, annual con soon is information on the Mid-Winter Institute in Houston and year, we’re moving registration for these events to our web experience.

Visitors may also

• Get to know the officers of the Board of Directors

• Use the Links to NAP and District 6 to explore our national pres

• Find Governing Documents for TSAP in the About Us menu

• Discover Local Units with contact information and meeting time

• Check the calendar for events and meetings

• Explore the Education Endowment Fund and donate to the fund

Sponsorship/Ads There’s a new button on the top of the hom members to easily support TSAP with promotional ads and sp defray costs and lower registration prices. Look there soon for the new Button to register for the Annual Convention.

TSAP created a new Business LinkedIn page to spread the word about TSAP and expand our exposure in LinkedIn’s professional networks. If you have a LinkedIn account, connect with us. Enter Texas Association of Parliamentarians in the search bar and follow us. We will share content and notices throughout the year and are preparing to add useful content about parliamentarians to those who want to learn more about this field of knowledge. Combined with our Facebook Page, there are numerous ways we can build relationships for TSAP across the state. Look on the upper left corner on the website home page for our LinkedIn and Facebook icons

Look for possible expansion of TSAP’s presence on other social media in the future as we begin to incorporate and connect with younger audiences The future of TSAP and the practice of parliamentary procedure is in the young parliamentarians

The PR team continues to work to promote TSAP as a valuable parliamentary resource in Texas and we have exciting projects set for the rest of the year. Stay tuned.

Parliamentarian Classifieds Parliamentarian Classifieds Parliamentarian Classifieds

Committees are the lifeline of any organization. TSAP has several committees and officer positions which need to be filled. As a member of TSAP, think about your talents and how you can assist us with elevating our association. It will take a village of members to continue the level of visibility that we strive to maintain. We need you on our team. Will you join us in this endeavor? Please reach out to the contact person to obtain additional details about each open position or committee.

Yearbook Director - Prepare and distribute the TSAP yearbook which consists of contact information for all TSAP members that is derived from the NAP membership roster; Skills needed: proficient with excel and word.

Contact President Mitchell at president@texasparliamentarians.org

Youth Committee Member - Diversify our membership demographic by assisting the Youth chair with recruiting young adults who are in college, universities, and trade schools.

Contact Youth Chair Garner at tamesia@gmail.com

Historian Unit Liaison - Seeking members of each unit to serve as a liaison to keep the historian informed of your unit activities. The liaison will send the historian photos, articles, newsletters or the like so that she can include your unit events in the end of year historical and pictorial write-up. Information will be gathered monthly for a more efficient management of time and efforts.

Contact Historian Alcocer at historian@texasparliamentarians.org

Social Media Specialist - Seeking two or more members to serve on the PR committee to manage the posting of our social media content.

Contact PR Chair Bowles at cpb99099@gmail.com

One person to be responsible for maintaining the content on Facebook social media platform.

One person to be responsible for maintaining the content on Linkedin social media platform.

TSAP’s annual co ians in Texas. Each year, three awar g g , great membership growth, and a Parliamentarian of the Year. All three will be awarded at the 2024 TSAP Convention next year, April 26-28, 2024, in Spring Texas. Awards are based on nominations by TSAP members. Scan the QR code or follow the link to download forms. Deadline for award submissions is March 15, 2024.

Make your voice heard and recognize your excellent members!

https://drive.google.com/drive/u/0/mobile/folders/1JK-DjnflhZu7k5jmK1lqHagqv-ZyAf8a?usp=sharing

TSAP Financial Data

By Heather Diehl, RP Treasurer

Nominating Committee

The TSAP Nominating Committee will meet January 27, 2024, at 9 a.m. in Houston, Texas.

Members interested in running for elective office must submit their signed application on the official TSAP Endorsement Form.

The elected officers in TSAP are President, 1st Vice President, 2nd Vice President, 3rd Vice President, Secretary and Treasurer.

The completed TSAP Endorsement Form must be postmarked, or emailed to Howard Redmond, RP, by January 17, 2024.

There are no exceptions or late submissions.

Mail to Howard Redmond P.O. Box 292891 Lewisville, Texas 75029 or email nominating@texasparliamentarians.org.

Howard Redmond,RP Nominating Committee Chair

i d -

SAVE THE DATE

MSaturday, January 27, 2024

WinterTrainingInstitut e

The TSAP Mid-Winter Training Institute will be in the greater Houston area, preceded by the TSAP Board of Directors meeting Friday night.

The Saturday event will feature workshops that qualify for CEU credit, as well as an interesting and informative event.

Lunch is included in the registration fee.

For information about the registration fee, hotel amenities, workshop titles and presenters, please check the TSAP website for information and updates, starting October 20, 2023.

Looking forward to seeing you!

Your Hosts:

Bayshore Unit

Flonnie Mae Larimer Parliamentary Unit

Gulf Coast Parliamentarians

Event Calendar Event Calendar Event Calendar

September 6-10, 2023 - NAP Biennial Convention, Atlanta, Georgia

January 17, 2024 - TSAP 2024-2025 Officer Nominations Due

January 27, 2024 - TSAP Mid-Winter Training Institute

March 15, 2024 - TSAP Award Nominations Due

April 26-28, 2024 - TSAP 69th Annual Convention, Spring, Texas

The Texas Parliamentarian The Texas Parliamentarian The Texas Parliamentarian

The Texas Parliamentarian is published quarterly by the Texas State Association of Parliamentarians in the months of June, September, December, and March. To submit articles, address changes, or make comments, contact the editor Pamela Harmon at Editor@TexasParliamentarians.org. The next article submission deadline is November 15, 2023.

Delivery Preference: You may receive the newsletter by postal mail rather than email. Contact the editor with the desired mailing address. If you know of someone who is not receiving the newsletter by mail or email, contact the editor.

TSAP Facebook: https://www.facebook.com/TSAPRules

TSAP Website: https://texasparliamentarians.org/ District Six Website: http://parlinews.com

National Association of Parliamentarians (NAP) https://www.parliamentarians.org/

Pamela Harmon, PRP Editor

Just for Fun Answers Just for Fun Answers Just for Fun Answers

Texas Parliamentarian