National Parliamentarian (Vol. 78 No. 2)

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National Parliamentarian Volume 78, No. 2 | Winter 2017

Stewardship A Delicate Balance

Join NAP in Chicago for the

41st Biennial Convention

September 8-11, 2017 Westin Lombard Hotel Yorktown Center Lombard, Illinois There are many shopping and entertainment areas located near the Westin Lombard Hotel Yorktown Center where you can enjoy your free time. You can also read the Chicago Visitors Guide for more options on where to eat, shop, and explore.

Yorktown Center offers a wide array of shopping, dining, and entertainment alternatives. From The Capital Grille and RA Sushi Bar Restaurant to Brio Tuscan Grill and D.O.C. Wine Bar, Yorktown Center there is something for everyone. The Center Court offers a children’s play area with learning activities for toddlers and tweens, a food court known as The Eatery, modernized restrooms, and a deluxe family lounge.

With 150 stores and 20 restaurants, the possibilities are endless!

Enchanted Castle Restaurant & Entertainment Complex is a premier entertainment complex with 60,000 square feet of fun!

Attraction include indoor go karts, laser tag, bumper cars, games, mini-bowling, and karaoke.

There is always something to learn and do at NAP’s convention.

So, start making your plans today!

NP

National Parliamentarian Volume 78, No. 2 | Winter 2017

Contents 2015-2017 NAP Officers President Mary L. Randolph, PRP Vice-President James N. Jones, PRP Secretary Teresa Stone, PRP

From the Editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 President’s Message Stewardship . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Features The Lost Parliamentary Writings of Thomas Jefferson . . . . 6 Your Average Meeting in 1915 . . . . . . . . . . . . . . . . . . . . . . . . 13 Youth Judging: Does Your State Association Have a Youth Coordinator? . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Leave It Out of the Bylaws . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Treasurer Wanda M. Sims, PRP

Handling Nominations & Elections . . . . . . . . . . . . . . . . . . . . . 20

Directors-at-Large Darlene Allen, PRP Ann Rempel, PRP Alison Wallis, PRP

Facebook and NAP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Wanted: Candidates for the 2017-2019 Board of Directors . . . . . . . . . . . . . . . . . . . . . . . . 22

Departments

District Director Representatives Kevin Connelly, PRP Joyce Brown-Watkins, PRP

Test Yourself Parliamentary Procedure Vocabulary Builder . . . . . . . . 27

Parliamentarian Roger Hanshaw, PRP

NAP Connections Respond, Recruit, Invite . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Executive Director Cynthia Launchbaugh

ASAP 2016-17 Board Installation . . . . . . . . . . . . . . . . . . 33

Questions & Answers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Answer Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Professional Qualifying Course Held in San Antonio, TX . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Membership Extension and Retention Committee (MERC) . . . . . . . . . . . . . . . . . . . . . . 34

NAP’s Vision: To provide parliamentary leadership to the world

In Memoriam . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 New Registered Parliamentarians . . . . . . . . . . . . . . . . . . . 35 New Professional Registered Parliamentarians . . . . . . 35 Parliamentary Law Month Proclamation April 2017 . . 36 Parliamentary Resources at Your Fingertips . . . . . . . . . 37 www.parliamentarians.org

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Editor

Martha Womack Haun, PhD, PRP mhaun@uh.edu

Assistant Editor Dana Dickson, RP

Parliamentary Research Committee Jonathan Jacobs, PRP Steve Britton, PRP George Mervosh, III, PRP Roger Hanshaw, PRP

Parliamentary Review Committee Betty Tunstall, PRP Dennis Clark, PRP Beverly Przybylski, PRP

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From the Editor Happy Holiday Season!

My favorite time of the year—surprises, holidays, and usually the best weather of the year in Houston. Time to go through old books and remember, and time to plan for stewardship for the coming year!

Stewardship is our theme in this issue. Kirk Overbey gives us excellent insight on youth competitions that provide plenty of opportunities for service. Perhaps you can best serve by helping organizations get the clutter out of their bylaws (see John Berg’s article!)

Dennis Clark provides insights about nomination and elections.

A fascinating piece on the “lost writings” of Thomas Jefferson; a travel back in time to meetings as conducted in 1915—the era of really fine hats!

How things have changed! The Question and Answer committee stretches our thinking as usual, and there are new exercises to keep sharp our thought processes. A big thank you to all the contributors and to you, the readers!

Martha J. Haun, PhD, PRP 2 National Parliamentarian • Winter 2017

President’s Message

Stewardship Stewardship, which is denoted by the last letter of R.I.S.E.S., is the perfect word to finalize the discussion of the president’s theme for the biennium.

What comes to mind when you think of the word “stewardship”?

Personal donations? Fund raising? Financial oversight? The term “steward” is much more overarching than the finances of NAP. A steward’s role is that of a trustee, a manager, a guardian. The NAP Board is that steward for our association, but managing the finances is only part of their responsibility. The Board is committed to be the steward of growth and stability of NAP as a whole.

Indeed, financial discipline and growth and stability go hand-inhand. Without management of the finances, the Association could not provide critical services to its members. NAP is fortunate to have a fiscally conservative Board, professionally and personally. At the full Board level, tough business decisions have and are being implemented so member dues are allocated to provide the greatest benefit. To that end, the Board has provided for the functioning of many committees, the Commission on Credentialing, and other areas such as National representatives to Association and District meetings, and trainers’ expenses for PQC and PRC in-person courses around the country.

Board members are using volunteer tax deductions instead of claiming reimbursement for expenses; they are foregoing in-person committee meetings for teleconferencing or videoconferencing, using DocuSign and sending documents via email and instead of by post. Do you know that volunteers who file Schedule A (Itemized Deductions) with tax returns R = Respect our heritage can claim their validated I = Integrity of leadership unreimbursed volunteer S = Service to members services on that schedule?

E = Excellence in education For more information, contact headquarters.

S = Stewardship of your finances www.parliamentarians.org

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The increase in membership in 2016 has provided NAP with more member expertise than ever before. Many of you are using parliamentary procedure and meeting management tools in your work and other volunteer organizations and may have training and expertise you could share with NAP. Can you take on a limited project in an area of your expertise or interest? For instance, NAP has had an excellent response from members for becoming more involved in the area of social media.

Communication and information are only a click away. The Association is firmly embedded in the electronic age, providing current, updated materials that meet the needs of the individual member, current updated information, and educational materials in downloadable form.

No longer is it necessary to haul large quantities of books with you to meetings—all you have to do is pull information up on your laptop.

NAP will continue to meet the needs of all its members, including those that choose not to communicate electronically, but the expense to NAP is greatly diminished by those who do.

At the NAP membership meeting, held in conjunction with the 2016 NTC, members were given a detailed financial report, letting those in attendance know that the Board continues to take its Stewardship very seriously. Through her verbal report and Power Point presentation, Treasurer Sims, explained the current financial balancing act to maintain services. Recovery is in sight due to your Board’s tough decisions and financial commitment, but it is time that our membership considers a dues increase. It has been seven years since NAP dues have been adjusted and, as you know from your own personal budgeting, costs have risen, and they certainly also have risen for services to Association members. After a thorough review and discussion, the Board will consider increasing dues on the basis of the Consumer Price Index-Urban (CPI-U) as authorized in the NAP Bylaws (Article III, Section 3. B).

Any proposed amount above the CPI-U would be placed before the 2017 Convention House of Delegates as a proposed NAP Standing Rule amendment. In accordance with the NAP Bylaws, any dues adjustments adopted in 2016 or 2017 would go into effect January 1, 2018.

In its on-going stewardship, the Board has the goal that a percentage of NAP income be generated from a non-dues source. Fundraisers, 4 National Parliamentarian • Winter 2017

grants, and challenges are viable options to meet that goal. Ideas, contacts, and expertise from our members would certainly be of assistance. Do you have an idea to share? Can you help write a Grant?

Help us find Grant opportunities? What experience have you had in other organization fundraisers that may be transferable to NAP? The NAP Board of Directors has approved an engraved brick sale.

What a great way to honor your association or unit, remember a deceased member, or to thank a member for outstanding service.

The bricks would be placed in new landscaping around the NAP office.

Check out the fundraising article in this issue of the NP, and consider investing in your Association.

And remember, donations to the NAP Henry H. Robert III tax-deductible fund are always welcome. The monies from this fund are used for in-house maintenance, equipment, and services, which are not covered by other sources. NAP badly needs to update its current computer system and programs, as they are now considered obsolete in the computer world. An improved system would provide all of us with a continually updated website, bookstore, and database. Most of you know, electronics do not come cheap and we must build up the HMRIII fund to cover the cost. A donation will provide you with a tax-deductible donation and more and better services to all NAP members in the future.

What about donating to the NAP Educational Foundation to cover these expenses? NAPEF is an independent educational corporation and an NAP contracted money manager of educational funds. Their governing documents limit the NAPEF to providing funding for educational materials. NAP has a management contract with the Foundation, but the NAPEF functions independently from NAP. Even though NAP headquarters is responsible to provide services for NAPEF, the maintenance and computer systems are not recognized as educational materials and therefore cannot be funded through a grant from NAPEF. With this article’s review of the status of NAP and the role of stewardship, I come to the close of my explanation of the theme, R.I.S.E.S. And as I personally reflect back on these five words of strength— Respect, Integrity, Service, Education, Stewardship—I realize that this is also a fitting theme for your NAP board, committees and volunteers.

Together they are outstanding stewards of your association, so please join me in acknowledging their commitment to NAP, and to you!

Mary Randolph, PRP, NAP President www.parliamentarians.org

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The Lost

Parliamentary Writings of Thomas Jefferson from the Special Collections Library of the University of Virginia Contributors: Stran L. Trout, PRP-R; Mary Loose DeViney, PRP; and T. Page Johnson, PRP-R

Thomas Jefferson and the Virginia House of Burgesses Thomas Jefferson had completed his education at the College of William and Mary and his reading of law under George Wythe of Williamsburg.

The writing of the Declaration of Independence, his time in France, the purchase of the Louisiana territory and even the Presidency of a fledgling country were unknown to him.

The 26 year old Jefferson had the red hair that he was known for, the erect posture, recreated in his statue in the Jefferson Memorial in Washington; and above all, he had the intelligence and curiosity that would mark him throughout his life.

Thomas Jefferson was elected to the Virginia House of Burgesses in 1768 to represent Albemarle County.

The House was soon dissolved by Governor Botetourt, but in August of 1769 the Governor ordered new elections. In November of 1769, a reelected Jefferson was appointed to the Privileges and Elections Committee, which was tasked, among 6 National Parliamentarian • Winter 2017

other duties, to “consider of the ancient rules and standing orders of the house, and present such as are fit to be continued, with others which they think ought to be observed.”

On December 8, 1769 the Privileges and Elections Committee Chairman Edmund Pendleton made his official report to the Virginia House of Burgesses that included many of the rules in Jefferson’s document.

The Jefferson Document The paper was first brought to our attention in the spring of 2014 as a part of the Age of Jefferson, a MOOC (Massive Open Online Course) presented by Professor Peter Onuf of the University of Virginia.

In a segment of the course, Professor Onuf visited the Special Collections Library of the University of Virginia and was shown a two part document that the library had acquired. It consisted of one sheet of paper, written on both sides in Thomas Jefferson’s hand, and divided in half horizontally. The two halves had gone their separate ways.

The top half of the document was acquired by the library in 1988 and the bottom half in 2013. Some of the taller letters in the bottom half reached across the tear, demonstrating that the two halve pages had originally been one.

Mary Loose DeViney, and Stran Trout, who were taking the class, contacted the library to obtain copies of the documents, and about the same time, in the August 2014 edition of A Point of Information, T. Page Johnson wrote an article about Jefferson’s work in the House of Burgesses and his appointment to the committee to write rules of legislative procedure.

With the two halves reunited, the significance of the document became clear. It is perhaps the earliest of Thomas Jefferson’s writings on Parliamentary Procedure. Jefferson’s well known A Manual of Parliamentary Procedure was not published until 32 years later in 1801 and is of such significance that it remains today the official procedure manual for the United States Congress, the Virginia Legislature and numerous other governmental bodies.

Jefferson’s Sources We don’t know what books Jefferson had access to. It is likely that George Wythe had some relevant materials and that other documents may have been available through William and Mary College or from other colonial legislators.

We have found that in the spring of 1769, Jefferson ordered copies of William Petyt’s Jus Parliamentarium

(This may have been the publication printed in 1739 well after Petyt’s death in 1707.) and William Hakewill’s Modus Tenendi Parliamentum, printed in 1659. Hakewill’s book would have included his The Manner of How Statutes are Enacted in Parliament by Passing Bills first published in 1641.

Several other books were in print and known to have been available in the colonies, in particular Sir Thomas Smith’s De Republica Anglorum first published in 1583.

Did Jefferson write down the actual procedure of the House of Burgesses based on his observation, or did he write what he thought the procedure should be? Was the work wholly his own, or was it a collaborative effort by the Committee? There are questions still to be answered.

The Document The following is a transcription of the Jefferson document indicating those sections that were included in the report of the Committee of Privileges and Elections presented to the Virginia House of Burgesses on December 8, 1769. The last line of the report read: “Ordered, that the said Orders and Resolutions be standing Orders of the House.”

The numbering and check marks are as in the original. The paper includes words that were added or struck out giving evidence that it was a working document. The first part of each section are Jefferson’s words, followed by an indication as to whether or not the rule was included in the Committee’s final report, plus any changes that were made. www.parliamentarians.org

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Top Half – Side One A.6. Resolved that a question being once determined must stand as the judgment of the house, and cannot again be drawn into debate.

[Included in the Committee Report] A.9. Ordered that the orders for the business appointed for the day be read by the clerk before any other matter be proceeded on. [Included in the Committee Report with changes] Committee Report: “Ordered, That each Day, before the House proceeded on any other Business, the Clerk do read the Orders for taking any Matters into Consideration that Day.” A.5. Ordered that when a question shall arise between the greater and lesser sum or the longer and shorter time the question shall be first put on the least sum and longest time. [NOT included in the Committee Report] A.10. Ordered that all bills be read and receive dispatch in priority and order of time as they were brought in. [Included in the Committee Report

Jefferson Fragments, written by Thomas Jefferson in 1769 in his own hand as a member of the Virginia House of Burgesses Privileges and Elections Committee From the Special Collections Library of the University of Virginia.

Side One

8 National Parliamentarian • Winter 2017

with changes] Committee Report: “Ordered, That all Bills be read and dispatched in Priority and Order of Time, as they were brought in, unless the House shall direct otherwise in particular Cases.”

D3. Resolved that any person shall be at liberty to sue out an original writ or subpoena in chancery in order to prevent a bar by the statute of limitations or to file any bill in equity to examine witnesses thereupon in order only to preserve their testimony, against any member of this house notwithstanding his privilege provided that the clerk after having made out and signed such original writ or subpoena shall not deliver the same to the party or to any other during the continuance of that privilege. [Included in the Committee Report] D.4. Resolved that all persons who are summoned to attend this house or any committee thereof as witnesses in any matter depending before them be privileged from arrests during

Bottom Half – Side One

their coming to, attending on, or going from the house or committee, and that no such witnesses shall be obligated to attend until the party at whose request they (unintelligible or struck out) shall be summoned do pay or secure to them for their attendance and travelling (sic) the same allowance as is made to witnesses attending the General court. [Included in the Committee Report with changes] Committee Report: “Resolved, That every Person summoned to attend this House, or any Committee thereof, as a Witness in any Matter, depending before them, be privileged from Arrest, during his coming to, attending on, or going from the House or Committee ; and that no such Witness shall be obliged to attend, until the Party at whose request he shall be summoned, do pay, or secure to him, for his Attendance and Travelling (sic), the same Allowance which is made to Witnesses attending the General Court.”

A.1a. Ordered that a committee be appointed to inspect the journals every morning and see that true entries be made, and that thereupon such journals be printed without delay. [NOT included in the Committee Report] A.11. Ordered that the clerk of this house (strike out) not (“to”—may be struck out) suffer any records or papers to be taken from the table or out of his custody, by any member or other person. [Included in the Committee Report with changes] Committee Report: “Ordered, That the Clerk of this House suffer not any Records or Papers to be taken from the Table, or out of his Custody, by any Member, or other Person.”

C.2. Resolved that if any person having a right to vote for two members to serve in the general assembly shall give a single vote such person hath no right to give his second vote during such election. [Included in the Committee Report] www.parliamentarians.org

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A.

Ordered that no member shall absent himself from the duty of the house unless he have leave or be sick and unable to attend. [Included in the Committee Report]

A.2. Ordered that when any member is about to speak in debate or deliver any matter to the house he shall rise from his seat, and without advancing from thence shall with due respect address himself to mr speaker, confining himself strictly the point in (Ends in mid sentence. The remaining part of the sentence from the Committee report reads: “... Debate, and avoiding all indecent and disrespectful Language.”) [Included in the Committee Report]

Top Half – Side Two A.13. Ordered that when the house is to rise every member keep his seat till the speaker go out, and then everyone in his course orderly as he sits. [Included in the Committee Report with changes] Committee Report: “Ordered, That when the House is to rise, every Member keep his Seat till the Speaker go out, and then every one to follow in Order, as he sits.”

A.7.a. Ordered that no member while another is speaking in the course of debate or while any bill, order, or other matter shall be reading or opening, or while the speaker is putting any question shall entertain private discourse, stand up, walk into, out of, or across the house (“to another”—may be struck out), or read any printed book. [NOT included in the Committee Report] A.8.b. Ordered that no member who is not present when any question is put by mr speaker be counted on either side tho’ he happen to be present at the time of the division. [Combination of A.8.b and A.8.?.a. is included in the Committee Report] Committee Report: “Ordered, That no Member shall vote on any Question, in the Event of which he is immediately interested; nor in any other Case, where he was not present when the Question was put by the Speaker, or by the Chairman in any Committee.”

A.8.?.a. That no member shall vote on any question in the event of which he is immediately interested. [Combination of A.8.b and A.8.?.a. is included in the Committee Report. See A.8.b. above] (No number)

That the orders of the House be drawn up every day and read the next morning before any other business be done, and then ordered in the journal and printed without delay (The entire paragraph may have been crossed out. This unnumbered section may be covered in section A.9) [NOT included in the Committee Report]

D.2. That the privilege of this house shall not be allowed to any member is cases wherein he is only a trustee. [NOT included in the Committee Report] D 1. That any member may waive his privilege in matters of a private nature without the leave of the house and having so done he shall not resume 10 National Parliamentarian • Winter 2017

Jefferson Fragments Side Two

the same. [Included in the Committee Report with changes] Committee Report: “Resolved, That any Member may wave his Privilege in any Matter of a private Nature, without the Leave of the House; and, having so done, he shall not, in that Instance, resume the same.” ?5.b. [Ordered] That no person be taken into the custody of the serjeant (sic) at arms upon any complaint

Bottom Half – Side Two

of a breach of privilege until the matter of such complaint shall have been examined by the committee of privileges and reported to the house.

[Included in the Committee Report with “Ordered” added] C.3 Resolved That where the house shall adjudge any petition touching elections to be frivolous and vexatious the house will order satisfaction to be made to the person petitioned against. [Included in the Committee Report] C.1. Resolved that if any person hath procured himself to be elected or returned as a member of this house or endeavored so to be by bribery or other corrupt practices this house will proceed with the utmost severity against such person. [Included in the Committee Report] www.parliamentarians.org

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D.5.a. Resolved that if any person shall tamper with any witnesses in respect of their evidence to be given to this house or any committee thereof or directly or indirectly endeavor to deter or hinder any person from appearing or giving evidence the same is declared to be a high crime and misdemeanor and this house will proceed with the utmost severity against such offenders. [Included in the Committee Report] A.1. Ordered that whenever the house is to attend the governor in the Council chamber the several passages be cleared of strangers so that the members may freely pass and that no member shall go into or come out of the council chamber before the speaker. [Included in the Committee report] References: Cullen, Charles T., The Papers of Thomas Jefferson, Second Series, Jefferson’s Parliamentary Writings, 1988, 454 pages, Princeton University Press Jefferson Fragments, Special Collections Library of the University of Virginia, top: MSS 10803, and bottom: MSS 10803-a Johnson, T. Page, PRP-R , Thomas Jefferson and the Rules of the Virginia House of Burgesses from the August 2014 edition of A Point of Information Journals of the House of Burgesses of Virginia, 1766-1769, Volume II, pages 228, 232, and 323-325 Patnode, Darwin, A History of Parliamentary Procedure, 3rd, 1982, 86p, Parliamentary Publishing; 4th, 2006, 93p, Infinitive Publishing Peterson, Sanford, The Genesis and Development of Parliamentary Procedure In Colonial Whitesell, David, This Just In: A Happy Reunion, posted on May 16, 2013 on http://smallnotes.library.virginia.edu

Stan L. Trout, PRP-R, AIP member, and Virginia attorney, is a former member of the New Kent County Board of Supervisors. Author, editor and practitioner of parliamentary information, visit his website for more information: www.newkent.net.

Mary Loose DeViney is a native of Albemarle County, VA, a Professional Registered Parliamentarian, BS in Business Administration-Accounting, MS in Mineralogy. Works at our Family Jewelry Store, Tuel Jewelers, that has been in Charlottesville since 1945. Serves both for-profit and non-profit organizations. Involved in the community.

T. Page Johnson is a former NAP District Director.

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Your Average Meeting in 1915

Kim Goldsworthy, PRP, CP

The first edition of the book we now refer to as Robert’s Rules of Order was published in 1876. Two generations later, about 40 years, the fourth edition was published in 1915, with a new title, Robert’s Rules of Order Revised (nicknamed “R.O.R.” by parliamentarians), appropriate for the new century. Between 1876 and 1915, a lot of improvements came to the average club meeting.

* * * Back in the post-Civil War era of the 1800’s in the USA, when Henry Martyn Robert was compiling his personal notes into what would become the first edition, conditions under which you held your club meetings were primitive: • No electric lights; no power grid.

• No telephones.

• No air conditioning.

• No copying machines.

• Local travel was by horse-drawn vehicles.

This article is an overview of the history of technology, with an orientation toward the parliamentary so that the reader may appreciate the technological differences between the eras of (a) 1876—in the late nineteenth century—and (b) 1915—in the early twentieth century.

As of 1915, some modern conveniences have come to the meeting hall. And yet some things remain the same.

What would it be like to hold a club meeting in 1915, as you hold in your hand a fresh copy of the newlypublished fourth edition of R.O.R.?

To help your imagination paint a picture, recall the setting of the movie “Hello, Dolly,” which is turn-of-thecentury New York City, or “The Music Man,” which is set in the state of Iowa, www.parliamentarians.org

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1912, i.e., in the Midwest—straw hats and stiff collars for the gentlemen, button-up dresses and hats for the ladies.

* * * Walk inside your meeting room and look around. Reliable electric lights illuminate the room. That beats the alternative: natural gas burning in gas lamps, or kerosene burning in oil lamps, like they were just ten years earlier.

Notice that you have no air conditioning. Commercial air conditioning units are available, but they are still relatively new, and not as reliable as they will be in a decade.

You may have ceiling fans, which help a bit. This assumes that your meeting hall is wired for electricity. Not all buildings are close enough to your city’s power generator to get a power cable running to it. You are lucky.

Heating is provided the same way as it was in 1876, by burning fuel in a furnace, with coal being the most common fuel. No progress in this area.

During your meeting, please speak loudly because there is no microphone.

For amplifying sound, you may consider using a megaphone, like they do in major league ballparks and racetracks. Two years ago, one ballpark namely, Comiskey Park, Chicago, Illinois, home of the American League White Sox was a pioneer in amplified sound with a sound system which will come to be called a “public address (P.A.) system,” Needless to say, it will be 14 National Parliamentarian • Winter 2017

a while before sophisticated vacuum tube technology reaches the ordinary meeting hall.

How are your officers doing and how are they accomplishing their tasks?

Your vice-president in charge of refreshments must make do without refrigeration. There are ice boxes, but you need to replace the ice regularly, and that is just to keep the contents cool, not truly cold. Remember, your ice box has no compressors and no Freon. It’s just a sealed box and the law of entropy, that keep the food a bit cooler than room temperature.

As your dairy products are delivered to you by your milkman, you probably have a regular ice man deliver your ice block.

Perhaps your Historical Committee is charged with keeping a history of your organization. So the committee chairman takes photographs of the incoming officers on the night of their installation dinner. That’s a great idea.

For recording black-and-white still images, there are cameras available.

You might use your trusty Brownie Hawkeye by Eastman Kodak, which has been available since 1901. For the photography buff, be the first to buy a new German brand, Leica, with its smaller 35 mm film size.

Your Historical Committee won’t be able to create a recording of the club’s deliberations. For recording sound, there is nothing available for meetings, since you cannot just roll in a record-cutter device and cut your own wax master of a 78 r.p.m.

ten-inch shellac record. The cutting of records is its own involved process, and does not lend itself well to common club meetings. There is a four-minute limit for 78 r.p.m. records, anyway.

Your secretary is always ready to take minutes. The personal fountain pen is more than adequate for the job.

(There are no ball point pens in 1915.)

Be aware that fountain pens can leak!

A modern secretary might invest in a mechanical pencil, an amazing invention. Its point never dulls; it never needs sharpening; and, of course, it never leaks. How innovative!

Your secretary is the envy of all other secretaries!

Your secretary has yet another tool for club business. You can make copies of agendas and rosters using a mimeograph machine. For this machine, a wax master sheet is typed upon, or written upon by hand, and the impressions so made allow ink to transfer to paper.

Your treasurer is happy with his adding machine and his slide rule— no electricity is necessary.

* * * The meeting is over. Let’s go out and unwind. What are you doing after the meeting?

There is no radio, and no television in 1915. But you still have options: • Nickelodeons, silent films with Hollywood stars.

• Vaudeville, a variety of live entertainment.

• In your downtown civic center, perhaps a concert or play.

• Take a ride in an automobile. There are countless new auto companies springing up.

Or just stay home. Relax. Play cards with your friends. What shall it be tonight? Canasta, whist, or gin rummy? Only the men play poker, as it would be unseemly for women to gamble in polite society.

That’s 1915—a paradise in comparison with the horse-and-buggy days of 1876.

Kim Goldworthy, PRP, CP, has spoken to many local service clubs throughout Los Angeles County which he calls home (Rosemead). Since 1986, he has lectured to over 200 organizations on the history of the U.S. Constitution and the Bill of Rights, as well as on Parliamentary Procedure.

He is a prolific writer on parliamentary matters. www.parliamentarians.org

15

Youth Judging Does Your State Association Have a Youth Coordinator?

Kirk Overbey

The season for youth competition is upon us. That means regional competitions1 in January and February, followed by state leadership conferences in March and April, and ending with the coveted national leadership conferences in May and June. If you have yet to serve as a judge, you are missing a golden opportunity. The high school youth who compete are some of the finest in our school system. This is your chance to work with the best. You will be invigorated by their energy and inspired by their eagerness.

The NAP Youth Committee is encouraging each state association to promote the judging opportunities in your state. We feel this is best done by appointing a person to serve as a Youth Coordinator.

Youth Coordinator Responsibilities • Contact the organizations • Determine the competition dates and locations • Communicate the schedule to your membership • Encourage members to volunteer as judges.

1

Might be called regional, area or district.

16 National Parliamentarian • Winter 2017

There are five national organizations that are partnered with NAP: Business Professionals of America (BPA); Future Business Leaders of America (FBLA); Family, Career, and Community Leaders of America (FCCLA); Future Health Professionals (HOSA); and SkillsUSA. FBLA also has a college level group called Phi Beta Lambda (PBL). These organizations rely on our members to serve as judges. In addition, are the following: 4-H; Future Farmers of America (FFA); and the Technology Student Association (TSA). All have a team competition event using parliamentary procedure.

Each organization has a state contact, usually an executive director.

If you have trouble finding the contact in your state, look at the organization’s national website for state links.

FCCLA has a membership map to help locate state contacts: http://fcclainc.org/membership/ state-membership-info.php.

Most state associations have a website with information on the competitions and may have a calendar or schedule of events.

HOSA has a listing of all the state leadership conferences: http://www.hosa.org/stateconferences.

It can be as easy as periodically scanning the website. If no website, then an email or phone call to a contact person will produce results, especially if you are promising to secure judges. By January, the competition events should already be scheduled.

I recommend making a schedule with the judging opportunities in your state, showing the date, organization, event, and location.

The smaller states will not have regional competitions, and the schedule might be as simple as a listing for each state leadership conference. In the populous states, competition begins with a regional event before moving on to the state leadership conference. There might be as many as forty regional events.

The state leadership conferences will be the more important judging opportunities. If travel is necessary and expenses seem prohibitive, your state association might consider establishing an educational fund or a member might contribute a financial gift for travel expenses.

Informing your membership is crucial to getting judges. If your state association has a newsletter or website, the competition schedule can be advertised accordingly. Even better, send an email to those members in

each city where there is a competition, and, if there is a unit nearby, contact the unit president. Once members show an interest, link them up with the high school teacher who oversees judges for the event.

It will be impossible to find enough members to judge every event, especially for those events held in a town without members. Don’t give up, though. Every member you place as a judge is a success. And don’t let members tell you they are not qualified because of a lack of experience or for being just a regular member and not a registered one.

The competitions will take place whether we produce judges or not— the students will not be denied the opportunity to compete. If our members do not show up, other adults will be found, and we know they will be much less qualified. While it is best to place an RP as a judge, don’t hesitate to use regular members if you are short of RPs. If you have any difficulty locating state advisers or directors, please contact a member of the NAP Youth Committee: Jan Strand (ch), Richard Hayes, Laura Meade, Kendra O’Toole, or myself.

Finally, make sure that you have fun, because the students definitely will.

Kirk Overbey received his RP in 1996 and PRP in 2005. He holds masters degrees in engineering and business. Kirk enjoys serving his clients and volunteering as youth instructor and judge.

www.parliamentarians.org

17

Leave It Out of the John R. Berg, PRP

Bylaws tend to get cluttered from years of repeated amendments, often from attempts to enact policy through the bylaws. When drafting or revising bylaws, care should be given not only as to what should be in the bylaws, but also to what should be left out.

Bylaws provide for the basic structure and function of an organization (Robert’s Rules of Order Newly Revised, 11th ed. (RONR), p. 12, ll. 8-11). In many respects, they constitute a three-way contract between the organization, its members and its officers (RONR, p. 566, ll. 4-16). Because of this, the bylaws should be no more restrictive than necessary (RONR, p. 568, ll. 3-5), with details of administration left to the standing rules (RONR, p. 18, ll. 2-8).

There is a tendency to try to put most of the important rules in the bylaws in order to provide a more complete guide for the members and officers. This article will show some of the weaknesses of that approach.

RONR will be assumed to the adopted parliamentary authority.

RONR recommends limiting the enumeration of the duties of the officers while providing them with the latitude to perform their functions.

(RONR, p. 572, l. 74, ff.) For example, 18 National Parliamentarian • Winter 2017

yla Bylaws RONR’s sample bylaws do not even include the frequently included provision that “the president shall preside at all meetings of the society and the board of directors.” (RONR, p. 585, ll. 13-15) Under RONR, this is a basic duty of the president and need not be specified in the bylaws (RONR, p. 484, ll. 22-26).

Bylaw provisions that are clearly in the nature of rules of order, such as the president presiding, should be avoided, because they are subject to being suspended. Because the general rule is that bylaws cannot be suspended by the assembly, confusion can be introduced when including bylaw provisions that can be suspended with a motion to Suspend the Rules.

(RONR, p. 17, ll. 11-27.)

Occasionally bylaws will attempt to paraphrase or restate provision of RONR. This can be a dangerous practice. Because provisions of the bylaws overrule RONR, if the bylaw provision is worded differently from the corresponding provision in RONR, the bylaw provision rules and the carefully worded subtleties and inter-relationships in RONR can be lost. Therefore bylaws should not attempt to define a majority vote unless there is deliberate intent to deviate from RONR. The use of the term “majority vote of the members” could be construed to mean a majority vote of the entire membership when

the intent was to refer to a majority vote of the members voting at a meeting (RONR, p. 582, ll. 15-21, 27-30). Since RONR fills in the gaps where the bylaws are silent, it is advisable to leave out all such provisions addressed in RONR unless there is a deliberate attempt to deviate from RONR. While RONR ranks below the bylaws, provisions of applicable law or the bylaws of a parent or superior body will outrank or supersede bylaw provisions. Care should be taken in dealing with these matters in bylaws.

If there is an overruling restrictive provision, the bylaws can be more restrictive, but not less restrictive. For example, if an applicable corporate statute states that a decision of the board of directors made without a meeting must be unanimous, the bylaws should not have any less restrictive provision, such as requiring only a three-fourths vote, but could have a more restrictive provision, such as requiring five days’ notice. (RONR, p. 567, ll. 29-34) If the applicable statute states that a decision must be by a majority of members present (thus giving abstentions the effect of a negative notes), the bylaws should not contain a provision requiring only a majority of votes cast.

Some bylaws include applicable provisions of the bylaws of a superior or parent body. While RONR approves of this practice (RONR, p. 567, ll. 31-34), caution should be exercised. If the superior provision is worded

differently in the inferior bylaws, confusion can result because the superior bylaws will prevail, not the wording in the inferior bylaws. As an example, if the national bylaws require approval of the national board before the state organization can elect a member to the office of Poo-Bah, the state bylaws could reference requirements of the national bylaws, but any attempt to restate or paraphrase the national bylaw provision could lead to confusion, particularly if the national bylaw provision were amended before the state bylaws were amended to conform. Just as the motion to Suspend the Rules does not require mention of the specific rules to be suspended (RONR, p. 262, ll. 1-2), a general reference to the superior bylaws should be sufficient to alert the reader to an overriding provision, without quoting or giving a specific reference to the article and section of the superior bylaws.

Similar to some provisions in RONR, often applicable statute or superior bylaws may contain provisions such as “unless authorized in the bylaws” or “unless prohibited in the bylaws”.

Each of these provisions must be carefully considered in drafting bylaws because they provide the default that will apply unless there is a specific provision in the bylaws.

In conclusion, keep the bylaws as brief as possible. If a particular provision is located elsewhere, leave it out of the bylaws unless it is absolutely required in the bylaws.

John R. Berg, PRP, is currently Vice President of the Washington State Association of Parliamentarians, and has served as parliamentarian for a number of national organizations. He resides near Port Orchard, Washington. www.parliamentarians.org

19

Handling Nominations & Elections Dennis Clark, PRP

1

2

3

4

5

6

7

8

Read the bylaws and other applicable rules related to the nomination/ election process.

Make sure that provisions for the nominating committee (if any) are properly adhered to (when and how it is formed, meets, and reports).

At the meeting for which the election is to be held, place the election early on the agenda to make sure that you get to it and that you have time for run-off elections if necessary. The election could be held at the time that the Nominating Comm. reports, for instance.

Do not allow a motion to adopt the Nominating Comm. report. As is true with other committee reports, it is given for information only. After the Nominating Comm. has given its report, the chair will take nominations from the floor for each vacancy. Start with the highest position to be filled.

Nominations do not require a second. Motions to close nominations should not be allowed unless members begin nominating individuals just to honor them (this is per RONR). The chair closes nominations for each office by saying, “if there are no further nominations for the office of ______, nominations for that office are now closed.”

Note: this procedure may be altered if the society chooses to nominate/ vote for each office separately. See No. 8 below.

After nominations have been closed, those nominated (or someone who wishes to speak for them) should be allowed to speak. It is preferable that time limits for speeches be adopted prior to the beginning of the process.

After candidates have been given the opportunity to speak—move forward with the election. Unless the bylaws provide otherwise, elections should always be by ballot vote. If the bylaws allow for a voice vote for positions in which there is only one candidate for an office—you can do that for those positions prior to holding the ballot vote. However, you must take the voice vote one position at a time.

Prior to the election process the chair should appoint a tellers committee to collect and count the ballots. The ballots should contain a blank next to each office for the member to write in the candidate(s) of their choice.

If the nomination process has occurred prior to the election date—the names of the candidates previously nominated can be placed on the ballot (in the order they were nominated) but a space for write-in candidates must be provided for each office.

The society may vote on all offices at one time or they may vote on one office at a time beginning with the highest office. The benefit of voting on one office at a time is that if a candidate is not elected to one office,

20 National Parliamentarian • Winter 2017

they may then be nominated to run for another office. On the other hand, members may also be nominated to more than one office. Should they be elected to more than one office they must choose which office they wish to decline and then another election is held (with new nominations taken) for the vacant position. Nominating/electing one office at a time can be very time consuming if there are a number of offices to be filled.

9

Great care must be taken in the distribution of ballots. They could be distributed as members/delegates are registered at the meeting. They could be distributed during the meeting, making sure that only voting members of the society are given a ballot and that they are given only one ballot. It is also important to know exactly how many members there are present to vote. Proxy voting is not allowed unless specifically provided for in the bylaws.

10 The chair should give specific direction to the members as to how to mark their ballots (i.e. place an X next to the name they wish to vote for, or circle it, or write it in) and should have members fold their ballots one time. Members should never be asked to place their name on the ballot, thereby violating the secrecy of the ballot. Members should never give their ballots to anyone except the teller collecting the ballots.

11 After all members have had a chance to cast their ballots the chair should ask if there are any other members desiring to vote. If not, the chair states that the polls are closed and the tellers will retire to count the ballots.

12 Unless the bylaws provide otherwise, a majority (more than half) is necessary to elect. In the event that there are more than two candidates and no candidate achieves a majority vote on the first ballot, another ballot is then taken with all of those nominated remaining on the ballot.

No candidate should be dropped from the ballot unless they choose to withdraw. Balloting continues until one candidate achieves a majority vote. The bylaws may provide that in the event that no candidate achieves a majority vote on the first ballot the names of only the top two candidates will remain on the next ballot. Otherwise, all candidates must remain on the ballot until a majority is achieved.

13 The chairman of the tellers committee reports as to the number of votes cast and how many each candidate received, however, it is the duty of the chair to announce the winners of the election.

14 Don’t reinvent the wheel. Adopt election rules to be used from year to year as needed. Prepare an election script to be used by future presidents.

Dennis Clark, PRP, became a member of NAP in 1974 and was credentialed in 1976. He is a twice past president of the Texas State Association of Parliamentarians (1987-88 and 2014-15). He is a retired teacher and paralegal and works full time as a professional parliamentarian, writer, and speaker. www.parliamentarians.org

21

W anted :

Candidates for the 2017-2019 Board of Directors The 2017-2019 NAP Board of Directors will be elected during the convention in Lombard, Illinois. NAP bylaws have no provision for a nominating committee meaning that all nominations are essentially self-nominations.

The requirements for declaring your candidacy are stated in the campaign policy found in the NAP operational policies and procedures. Candidates must submit a consent-to-serve form to NAP HQ. The consent-to-serve form and the operational policies and procedures can be found at www.parliamentarains.org/documents or by contacting HQ. Candidates who have declared their candidacy prior to convention can submit their information including a high-resolution photo and statement for publication in the second quarter 2017 issue of the National Parliamentarian. Since members have very little opportunity to learn about the candidates before the election, it is strongly encouraged for all those running to submit this information.

Statements are limited to 200 words and must be submitted to Martha Haun, editor,

by February 1, 2017.

22 National Parliamentarian • Winter 2017

NAP Officer Campaign Policy 7.1.01 NAP’s Campaign Policy shall be:

A. Printed in the fourth quarter National Parliamentarian® of even-numbered years

B. Provided to any member upon request

C. Available on the NAP website in the members only section

7.1.02 Under the NAP Campaign Policy, a candidate is defined as a member who has declared his or her candidacy for an office listed in Article V.1 of the NAP Bylaws by submitting a signed NAP Consent Form to Serve to headquarters prior to publication in the National Parliamentarian® or to the secretary within 30 minutes of closing of nominations.

7.1.03 All election campaigns shall be conducted with professionalism as the fundamental guideline. This includes, but is not limited to, the following principles which apply to all members as well as, districts, associations, and units:

A. All campaigning shall be conducted in a spirit of fairness and honesty.

B. There shall be no personal attacks or impugning of any candidate’s character.

7.1.04 Guidelines for distribution of candidate information:

A. NAP Headquarters shall not provide membership lists, event registrations, or delegate lists or labels for the purpose of campaigning.

B. No NAP funds or staff time, other than that set forth elsewhere in these guidelines, may be expended for the purpose of facilitating any campaign activities.

C. A photo and statement from each candidate shall be printed in the second quarter National Parliamentarian® in the election year. Any qualified candidate who submits his or her Consent to Serve form to NAP Headquarters by the submission deadline of the second quarter National Parliamentarian® (NP) may have a statement and picture published in that issue. The NP editor may establish format requirements for the submission.

(See NAP Standing Rule 7.)

www.parliamentarians.org

23

acebook and NAP Abby Hood

During the NTC conference, it was exciting to see the response to social media workshops!

Members were engaged, and asking questions!

This article is to support members who wish to support anyone managing a unit Facebook account, or looking to learn a little more about supporting NAP online as a member.

Facebook is a powerful marketing tool, and with a little training, anyone can harness it!

For members “Promoting NAP is the responsibility of every member.” This is an important fact. If NAP is going to modernize, everyone will need to help out. Members can do this by using social media to promote the organization; Facebook is only one of the platforms for that purpose.

Members should feel empowered to promote NAP; it may be a unique marketing strategy, but giving everyone the tools to increase brand awareness can yield results. Members can help in areas such as event promotion, brand awareness, and community development.

24 National Parliamentarian • Winter 2017

Facebook offers tools like “Events,” the ability to create a page dedicated to an event. People can post comments, RSVP, and more. While local units should be creating their own event pages, members can certainly pass them to others who may be interested by sharing the event page with friends.

They can comment on pages about how excited they are, what role they may be playing in planning the event, asking for volunteers, and so on. The more conversation you have around the event, the more likely people are to come.

Members can also increase brand awareness simply by posting about

NAP. How many times have people asked you if parliamentary procedure involves wearing a curly white wig?

It’s unfortunate, but not everyone is familiar with what we do. Start by writing informative posts about NAP, what it’s for, and what parliamentary procedure is. Be sure to include a link to the official website. You can also include links to other relevant pages.

A simple search on Facebook may help you find others interested in parliamentary procedure, or other NAP members. You can respond and interact, and your goal should be to develop a community of like-minded people, bringing them together in a Facebook group, or perhaps messaging back and forth. It’s up to you! We want people to see NAP as a lively, interactive community others want to be a part of.

In the Facebook search bar, type in keywords like, “parliamentary procedure.” You might find related news articles to share, people to talk to, questions to answer, etc. The idea is engaging with what you find in an honest, authentic way. Many students preparing for parliamentary procedure competitions will post photos or talk about how nervous they are. You can be a resource! Be sure to look for any chance to strengthen a community around learning parliamentary procedure.

For managers If you are managing a local unit’s Facebook page, it can feel

overwhelming. There are so many strategies you can use to market your group. However, a good foundation consists the above-mentioned goals: brand awareness, event promotion and community development. These three tactics will lead to the one thing we really want—lead generation.

As NAP fills gaps in the goals above, we will attract new members. If you do not have a page set up yet, visit Facebook and click, “Create a page,” at the bottom of the page. If you have any questions about this process, Facebook has helpful articles and FAQs. YouTube is also a good resource, as instructors will show you exactly how to do it.

As a unit manager, whether you are the president or another volunteer working on the page, your first priority is to let people know who you are and what you are about. That’s the basics of brand awareness: letting people know who you are and giving them a good feeling about it. The first thing you will want to do is to fill out your profile completely. Upload a high-quality, relevant photo. It can be of a unit logo, which is probably best practice, but it could also be a group photo of members at an event or meeting. Then, fill out contact information people can easily reach you at, including the address of a typical meeting place and an email the manager checks frequently.

After that is complete, be sure to fill out the “About” portions of your page with information about NAP www.parliamentarians.org

25

and your unit. We want people to know what parliamentary procedure is. However, don’t be too wordy, or readers won’t finish it.

Event promotion is another key tool for unit managers. Every meeting, conference, dinner, or speech should be promoted with an event page.

You can create one from your page and invite people to it. They can then RSVP or otherwise engage, as described above. It is important to post them, because even if a large number of people don’t attend, others will see these opportunities and remember them. It’s another part of brand awareness and will keep NAP in the back of people’s minds.

Community development is even more important for these pages.

Likely, as your page gains followers and “Likes,” questions about events and about parliamentary procedure in general will start to come in. Response time is listed on your Facebook page for visitors to see, so make sure you answer messages and respond to posts in a timely way. You want to make a good first impression, and this will show potential members they can trust you, and that their questions

matter to you. Search for potential members as described above, and reach out to ask if you can support them in any way. Be a constant resource of information, and be ready and willing to direct people to the proper website or person if you don’t know the answer.

It’s important for members and account managers alike to promote NAP online. It’s a major part of our next steps in modernizing the organization, and it should excite everyone. You have the opportunity to learn something new and benefit every person interested in parliamentary procedure. Feel free to reach out to the PR & Marketing Subcommittee with questions you may have.

Abby Lee Hood became a member at large of NAP in 2011, when she went to national Skills USA chapter business procedure competition for the first time. An active member, she currently lives in Chicago, IL, where she is a senior journalism major at Columbia College Chicago. She has managed social media accounts for activist campaigns, personal blogs and most importantly, NAP. She was a one-woman marketing team during the promotion of her EP, “Darkest Before Dawn,” and enjoys creating innovative market and social media material 26 National Parliamentarian • Winter 2017

Test Yourself

PARLIAMENTARY PROCEDURE

Vocabulary Builder

Use the underlined letters and the definition to complete the word, and then write the answer in the blank provided.

EXAMPLE: men

A motion used to change the wording of another motion.

amend ____________________

1. rat

To make previous action taken authentic.

____________________

2. tal

A class of motions that arises out of the business being conducted at a meeting.

____________________

3. int of Order

An incidental motion ____________________ drawing attention to an infraction of parliamentary rules.

4. vel

Presiding officer’s mallet.

____________________

5. oxy voting

When one person officially allows another person to vote for him/her.

____________________

6. ind

To cancel an adopted action or vote.

____________________

7. sur

An elected officer who is the custodian of an organization’s funds.

____________________

8. fin business

Business that was carried over ____________________ from the previous meeting.

9. con

A member of the assembly who seconds a motion.

____________________ Continued on page 28 www.parliamentarians.org

27

Test Yourself

PARLIAMENTARY PROCEDURE

Vocabulary Builder

continued

10. ay

A negative or “no” vote that is used in roll call voting.

____________________

11. nul

To cancel an adopted action or vote.

____________________

12. pec committee

A committee created for a particular purpose that continues its existence until the work is completed and a final report is given.

____________________

13. rie

Adopted, accepted

____________________

14. did

One who is selected as a contender for, or who seeks as office.

____________________

15. art

A legal document which specifies the name, object and other required information of a society.

____________________

Answers on page 31

Shane D. Dunbar, MEd, PRP, PAP has conducted over 540 parliamentary procedure workshops nationwide.

He has over 16 copyrights dealing with parliamentary procedure instructional materials (including 15 vocabulary builder worksheets) that can be reviewed on www.northwest.net/parli-pro.

Join the Find us on facebook. conversation! www.facebook.com/parliamentarians 28 National Parliamentarian • Winter 2017

&

Test Yourself

Questions Answers The intent of this column is to provide general answers or advice (not formal, official opinions) about the questions asked. The answers are based on RONR (11th ed.), unless otherwise indicated, and do not take into account such governing authorities as statutes, bylaws, or adopted special rules of order.

Questions should be mailed to NP Q&A Editor, 213 South Main Street, Independence, MO 64050, or emailed to npeditor@nap2.org.

Q

Question 43: Under the rules in RONR, can a non-voting member be excluded from a meeting being held in executive session?

Answer: Yes, under the rules in RONR, it is possible. Let us look at some applicable rules regarding this question. RONR (11th ed.), p. 95, ll. 31-34 states: “Whenever a meeting is being held in executive session, only members of the body that is meeting, special invitees, and such employees or staff members as the body or its rules may determine to be necessary are allowed to remain in the hall.” RONR defines what a member is: “A member of an assembly, in the parliamentary sense, as mentioned above, is a person entitled to full participation in its proceedings, that is, as explained in 3 and 4, the right to attend meetings, to make motions, to speak in debate, and to vote. RONR (11th ed.), p. 3, ll. 1-4. Finally, RONR states: “Whenever the term member is used in this book, it refers to full participating membership in the assembly unless otherwise specified.” RONR (11th ed.), p. 3, ll. 11-13.

On p. 95 it is not otherwise specified that a member means anything other than the definition on p. 3. Therefore, it seems clear that a non-voting member does not fit the definition of the term member and the non-voting member can indeed be excluded from a meeting held in executive session, based solely on the rules in RONR. It should be obvious that if the governing documents of the organization confer additional rights upon the non-voting member, those rules prevail, as do any other rules or definitions that differ from those in RONR. If the bylaws, for example, state that a non-member “shall have all of the rights of membership, except the right to vote,” such a member would retain all other rights of membership, including the right to be present at executive sessions. www.parliamentarians.org

29

Test Yourself

&

Questions Answers

Q

continued

QUESTION 44: A national collegiate power-five athletic conference contemplates expansion. A committee is appointed and stages interviews of eleven candidate institutions for two pending membership invitations (vacancies). What voting procedure should the committee use to narrow the field of the eleven candidate institutions to two, so a recommendation may be made to the board of directors of the conference?

Answer: There are several possibilities: The first possibility would be to treat this as an assumed motion, “That this committee recommend to the board of directors that ______ and _____ be extended invitation to join the conference.”

Each name would be voted on in the order it was suggested until one name received a majority. RONR (11th ed.), p. 164, ll. 32-35.

That would work well in situations where the committee would have two strong candidates that would get a majority.

A second possibility would be a method that would be to treat this as an assumed motion that “the following schools be extended an invitation,” and list all of the schools. RONR (11th ed.), pp. 146-7.

Schools that are very unlikely could be stricken from the list. For example, if very few members wanted to extend to Wossamotta U, a motion could be made “to strike Wossamotta U from the list of names.” This would continue until a majority of the committee was unwilling to strike any additional names.

This process is sometimes called a “Texas ballot” or “reverse ballot” and has been used at meetings of the American Institute of Parliamentarians (Parliamentary Opinions II, Schlotzhauer et al. AIP: 1992).

Thirdly, it would be possible to “suspend the rules and permit the two schools with the highest vote be recommended to the board of directors for membership.” In this case the two schools with a plurality, but possibly not with a majority, would be chosen. RONR (11th ed.), pp. 260-61. This, of course, would require a two-thirds vote.

Note that, similarly to the elections, this committee is mandated to report two recommendations to the board, and it might be necessary for multiple votes to be taken to reach that decision.

RONR (11th ed.), p. 167, ll. 28-30.

30 National Parliamentarian • Winter 2017

Q

Test Yourself

&

Questions Answers continued

QUESTION 45: Member Jones made a main motion. While being considered it was amended several times and a motion to amend was pending. Another member properly moved the Previous Question on all pending questions, which was adopted. Member Jones then asked to withdraw the motion. Was he in order?

Answer: Yes, the request was in order. See the following quotation from RONR (11th ed.), p. 297, ll. 8-14. “A request for permission to withdraw a motion, or a motion to grant such permission, can be made at any time before voting on the question has begun, even though the motion has been amended, and even though subsidiary or incidental motions may be pending.

Any such motions that adhere to the main motion cease to be before the assembly and require no further disposition if the main motion is withdrawn.�

Questions & Answers Research Team

Jonathan M. Jacobs, PRP, CPP

Steve Britton, PRP

Roger Hanshaw, PRP

George Mervosh, III, PRP

Answer Key Vocabulary Builder from page 27

1. Ratify 2. Incidental 3. Point 4. Gavel 5. Proxy

6. Rescind 7. Treasurer 8. Unfinished 9. Seconder 10. Nay

11. Annul 12. Special 13. Carried 14. Candidate 15. Charter

www.parliamentarians.org

31

NAP Connections

Respond, Recruit, Invite

Valoree Althoff, PRP District 6 Director

As the newest NAP district director, it is my pleasure to share my perspective on the roles and responsibilities of the position that I have recently acquired.

First and foremost, the duty of a district director is communication.

Being responsive to our leadership, members, and potential members is imperative to those individuals in accomplishing their work and feeling valued. I have received multiple emails from individuals reaching out for parliamentary training and services in their areas of District 6. I remind the NAP leaders in those areas to be sure to follow up with the inquirers and include them in meetings and training offered in order to extend membership, training, and inclusiveness. We need to be sure to include these individuals and organizations in our network for potential members or consumers of the services we provide on the state, province, and unit levels.

A specific responsibility of all district directors is to serve as members of the Membership Extension and Recruitment Committee (MERC).

This year, MERC is working on revising the directors’ manual to create a document for new directors to utilize.

Membership is vital to our association, both through involvement and financially. Without membership dues, it would be impossible to accomplish many of the goals contained in our strategic plan. The directors’ role is to 32 National Parliamentarian • Winter 2017

empower the state, province, and unit leaders with the resources and motivation they need to increase membership. NAP is once again rewarding the leaders at those levels who have made membership accomplishments on behalf of the NAP. Following a membership training session in the spring, New Mexico had a 100% pass rate of participants who took the NAP membership exam.

All of the district directors have copies of the materials presented at that session, so reach out to them if you would like to give a membership training session and exam!

Finally, my best advice is to make NAP an organization that YOU want to belong to. I consider each and every member a member of the membership recruitment and extension committee! Invite your friends, neighbors, and loved ones if they are active in their communities or organizations! When dues renewal time comes around, do not ask them to send in their dues checks; INVITE them to maintain their privilege of membership, knowledge, and networking. “Thank you” to all of the leaders and members of District 6.

I look forward to seeing many of you in Illinois!

NAP Connections

ASAP 2016-17 Board Installation Michael Peck, 1991 past president of the Arizona State Association of Parliamentarians.

Rattlesnake? Where else can you get rattlesnake on the menu for dinner following your installation?

Well, Arizona, of course!

New officers of the Arizona State Associ- ation of Parliamentarians were installed on August 13, 2016, in Phoenix, Arizona.

The 2016-17 annual meeting of the Arizona State Association of Parliamentarians started with a Board dinner hosted by outgoing president of ASAP Marie Frasca. Our NAP representative, President Mary Randolph, and her husband Bill were in attendance. Also, in attendance from District 8 was Director Carrie Dickson from Utah.

Mary Randolph installed the officers: • Al Gage from Valle Del Sol unit, President.

• Jane Shovelin from the Old Pueblo unit of Tucson, Vice President.

• Marilyn Newman from the oldest unit in Arizona the Alpha Unit. Secretary • Dawn Schroeder from Agua Fria Unit, Treasurer.

Also present was the oldest living past president Evelyn Theobald with 42 years as a member of the Arizona State Association of Parliamentarians.

The annual meeting closed with a Dinner at Rustler’s Rooster in Phoenix, one of the few places in Arizona that still serves rattlesnake as an appetizer (tastes just like chicken)! And yes, Mary and Bill both tried and liked the rattlesnake, although they declined to purchase the t-shirt as a momento.

Professional Qualifying Course Held in San Antonio, TX On September 17 & 18, 2016, a Professional Qualifying Course was held in San Antonio, Texas. Kirk Overbey, PRP and Past NAP President, Ron Stinson, PRP were the course instructors. There were nine students who participated in the course and successfully earned their professional credentials.

Six of the students are from Texas and three are represented from other states as listed: Deborah Arrington, PRP, San Antonio, TX; Bill Friedrick, PRP, San Antonio, TX.; Vernon A. Gray, PRP, San Antonio, TX.; Edward M. Moore, PRP, Tyler, TX.; Eric Ryniker, PRP, San Antonio, TX.; Sheryl C. Womble, PRP, San Antonio, TX.; Bryan Griffin, PRP, Las Vegas, Nevada; Nicole Learson, PRP, Baton Rouge, Louisiana; and, Cody McCain, PRP, Aurora, Nebraska. www.parliamentarians.org

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NAP Connections

Membership Extension and Retention Committee (MERC)

Members of District One at the 2015 NAP Convention

As Director for District One, the other seven District Directors and I, along with NAP Vice President Jim Jones as Chairman, comprise the Membership Extension and Retention Committee (MERC). The job of MERC is somewhat self-explanatory—we strive to get new members and retain the ones we already have. During the membership renewal period, the District Directors, along with the Association presidents, reach out to the members to encourage them to retain their membership.

A favorite part of the job is attending the Annual Meetings of the Associations which make up the District. District One has several Association Meetings coming up in the next few months.

The New England Association Annual Meeting will be held in late April 2017, tentatively in Mystic, Connecticut.

The New York Association Biennial Meeting will be held on May 5-6, 2107 at the Garden City, New York. And to wrap up the biennium, the Pennsylvania State Association will hold its Annual Convention in conjunction with the District One Biennial Conference in June 2017 in Philadelphia.

As Director, I am often called upon to update the attendees on recent activities of NAP. The District Director is the public face of the District, which means that I am often asked where to find classes on parliamentary procedure, where to find unit meetings to attend, and even where school teams can find a parliamentary procedure coach. I answer all the questions to the best of my ability, since this helps to both increase and maintain our membership.

Officer Installation at Parliamentarian Association of British Columbia Mary Randolph, NAP President; John Noonan, PRP, PABC President; Marlen Lagoa, Secretary; Doris Ginther, Treasurer, and Tony Shaw, RP, Vice President

34 National Parliamentarian • Winter 2017

NAP Connections

In Memoriam

NP commemorates the following members who have passed from our midst; may they rest in peace: • Willie T. Bourlet, Washington • James Earl Danieley, RP, North Carolina • Angela Edwards, District of Columbia • Margaret B. Harris, RP-R, Florida • Berlin Hollingsworth, Delaware • Jan Kennady, PRP-R, Texas • Bruce J. Partridge, British Columbia • Robert Phillips, Colorado • Ellen M. Plunkett, RP, Texas • Roger F. Smith, RP, Florida New Registered Parliamentarians

NP congratulates the following individuals for attaining the status of Registered Parliamentarian: • Bethaney B. Brenner, New England • Cathy P. Daugherty, Virginia • Tamara Dunning, California • Phillip Du Plessix, Alberta • Christina Lynn Emmert, Illinois • Saundra Lee Engle, Arizona • Pam Hausner, Missouri • Frances Jackson, Michigan • Carol A. Roberson, Missouri • Wanchun Sun, China • Aaron L. Taggert, Washington • Vicki L. Walter, California • Susan Lynn Wilson, Arizona

New Professional Registered ParliamentarianS

NP congratulates the following individual for attaining the status of Professional Registered Parliamentarian: • Jason A. Abellada, Florida • Rose L. Acker-McIver, District of Columbia • Deborah Lynn Arrington, Texas • June M. Asato, Hawaii • Mary B. Bullard, Alabama • James Joseph Connors, Idaho • Lisa Grant DeGraffenreidt, New York • William C. Friedrich, Texas • Carole Gloger, Louisiana • Vernon A. Gray, Texas • Bryan Davis Griffin, Nevada • Nicole A. Learson, Louisiana • Edward M. Moore, Texas • Wanda L. Nelson, District of Columbia • Marilyn K. Newman, Arizona • Frank N.K. Pestana, Hawaii • Nilda E. Rivera, New York • Eric Turner Ryniker, Texas • Beverly Sue-Ann Tatham, New York • Shirley B. Vanderbeck, California • Vivian K. Vincent, Arizona • Sheryl C. Womble, Texas • Cody Dean McCain, SPRP, Nebraska www.parliamentarians.org

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Parliamentary Law Month Proclamation

April 2017

!

Whereas, since April is the birth month of Thomas Jefferson, who wrote the first American manual of parliamentary procedure in 1801, it is an appropriate time to honor him and celebrate the use of parliamentary procedure; Whereas, it is fitting to honor Henry Martyn Robert, author of Pocket Manual of Rules of Order for Deliberative Assemblies, also known as Robert’s Rules of Order; Whereas, Robert’s Rules of Order Newly Revised is the most widely recognized and used parliamentary authority in public and private organizations; Whereas, it is timely to reflect on the importance of parliamentary procedure in meetings in providing for civil discourse, protecting individual rights, ensuring fairness, and in maintaining order; Whereas, The National Association of Parliamentarians® has, by adoption of a standing rule, designated the month of April as Parliamentary Law Month; Whereas, the National Association of Parliamentarians® is a professional society dedicated to educating leaders throughout the world in effective meeting management through the use of parliamentary procedure; and Whereas, the vision of the National Association of Parliamentarians® is to provide parliamentary leadership to the world; now, therefore, be it Resolved, That I, Mary Randolph, PRP, President of the National Association of Parliamentarians®, do hereby declare April 2017 as Parliamentary Law Month and call upon the districts, associations, units, and all members to observe the month with appropriate programs, ceremonies, and activities as a way to create the future and bring our mission and vision into reality.

Mary Randolph, PRP NAP President 36 National Parliamentarian • Winter 2017

Parliamentary Resources at Your Fingertips There is only one place to turn for your parliamentary resources: NAP. Browse our online store for • Robert’s Rules of Order Newly Revised and In Brief – we offer spiral-bound versions not available anywhere else!

• Parliamentary reference cards • Basic information handouts • Script samples • Leadership primers for officers • Credentialing study guides • Teaching resources • And so much more

Check us out today at

www.parliamentarians.org www.parliamentarians.org

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National

Parliamentarian

®

Official publication of the National Association of Parliamentarians® 213 S. Main Street Independence, MO 64050-3808 816.833.3892 • 888.627.2929 hq@nap2.org • www.parliamentarians.org 38 National Parliamentarian • Winter 2017