The Florida Parliamentarian
Volume 35, Issue 2 February 2016
Professionalism The RP Exam Leads to Many Benefits Resources for the RP Exam The In‐Order Study Guide helps you study for the Registration Exam. It contains 1,200 questions as they appear on the exam with the answers in a separate section. Nola's Daily Doses breaks down the Registration Exam into 30‐minute segments to help you study a little each day. To order: Call NAP HQ at 888‐627‐2929 or Order online in the NAP Store at www.parliamentarians.org
Have you ever been inspired by one of your fellow parliamentari‐ ans? When you watch a really good presiding officer, have you wished you could con‐ duct meetings as skill‐ fully as they do? Or maybe you thought to yourself, it must be wonderful to be able to respond with just the right answer to a par‐ liamentary question quickly. The good news is that you can do all these
Inside this issue: Presidentially Speaking
2
Research Questions
3
Q&A
4
New Members and Directory Update
5
Unit Lesson: Amendments
8
Majority Vote with Qualifications
10
Unit News
11-12
things. You can be‐ come an inspiration as a skillful parliamentar‐ ian. You can be that person who is able to get the right answer at the right time to those who need it by taking the steps to become a registered parliamen‐ tarian now. Earning the registered parlia‐ mentarian designation can be very rewarding and fulfilling. The NAP registered parliamentarian exam has been redesigned so
that you can study, practice, and refine your knowledge one section at a time. This way you can really learn the material ra‐ ther than memorizing answers to random questions. Research shows spac‐ ing out your study ses‐ sions over a long peri‐ od of time is better for long‐term memory. Shorter tests at the end of each section also strengthens long‐term learning. (More on page 6)
President Tim Wynn, PRP teaches parliamentary procedure
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The Florida Parliamentarian
Presidentially Speaking...
President Tim Wynn, PRP
Life lessons are found all around us in so many things we do. Each shares the simple message that you never stop learning and growing. My brother and I recently took up rock climbing as a hobby, and I’ve been amazed at the paral‐ lels to life itself: overcoming your fears; planning your course; not giving up. But most of all I was surprised by learning a fundamental fact of climbing. I had assumed that the best climbers never fall. In fact, just the opposite is true: the best climbers are the ones who fall the most. Falling is a part of learning and growing. So fear of falling—refusal to take that risk—is a detri‐ ment to growth.
When I applied this to my parliamentary career, I saw the truth in it. I remembered my very first pro‐ fessional parliamentary job—the moment the presiding officer pointed the hostile crowd at me to ex‐ plain the parliamentary situation. For a brief moment, on my way to the microphone, I considered walking right out the door. I pictured myself crossing the parking lot and driving away. That was the fear of falling. Had I given into it, I probably never would have returned to the parliamentary profes‐ sion. Somehow I put the fear out of my mind and faced the rowdy mob. I won them over with the rules, and it gave me the confidence to face many more parliamentary challenges. For those of you who feel that fear in your parliamentary adventures—whether it’s making your first motion in a meeting, accepting an officer position, taking the RP exam, or accepting your first parlia‐ mentary client—I encourage you to put the fear out of your mind and find that moment of courage to take the next step. In doing so, I know you will reach a new level in your parliamentary journey. Tim Wynn, PRP
Money, Money, Money by Karen Price, FSAP Treasurer “Happy New Year” I hope all FSAP members had a safe New Year’s Eve. We are now starting another year, “2016” and that means that your unit provisional dues should have been mailed to me by now. Please remember to furnish me with any updates or changes to your membership. But since we are all so busy, and I did move, I wanted to give you my new mailing address just in case you misplaced my address or may just now mailing in your unit dues. My mail is being forwarded if you mailed your checks to the old address. Please make note of NEW ADDRESS: Karen Price, FSAP Treasurer, 474 Marina Way, Ellenton, FL 34222‐3115, Phone 941‐626‐0436, Email: craftyksp@gmail.com Thank you to the members of the South Dade Parliamentary Law Unit for their check to FSAP in the amount of $50.00 in memory of Carl Ann “Jimmy” Stickler.
Volume 35, Issue 2
Page 3
CAN YOU FIND THESE RESEARCH QUESTIONS IN RONR? 1. A member should become familiar with the contents of these rules if he looks toward full partici‐ pation in the society's affairs. 2. A main motion is the immediately pending question whenever it is pending with no secondary motion. 3. The chair should not admit a motion that the secretary would have to paraphrase for the record. 4. Either the chair on his own initiative or the assembly by a majority vote can order such a vote to be counted. 5. As a general rule, one session cannot place a question beyond the reach of a majority at a later ses‐ sion except through the process of adopting a special rule of order or an amendment to the bylaws 6. If two business sessions are separated by more than a quarterly time interval—or if the term of a specified portion of the membership expires before the start of the later session (as may happen in an elected legislative assembly or in a board)—then business can go over from the earlier session to the later one only by means of referral to a committee. 7. The only business that can be transacted at a special meeting is that which has been specified in the call of the meeting. 8. Minutes of one annual meeting should not be held for action until the next one a year later. 9. Speakers must address their remarks to the chair, maintain a courteous tone, and—especially in reference to any divergence of opinion—should avoid injecting a personal note into debate. 10. When necessary, a motion can be prefaced by a few words of explanation, which must not become a speech; or a member can first request information, or he can indicate briefly what he wishes to propose and can ask the chair to assist him in wording an appropriate motion. 11. It should be noted that a motion "to receive" a communication after it has been read is meaning‐ less and should therefore be avoided. 12. Each of the motions listed takes precedence over—that is, ranks above—the main motion, and also any or all of the motions listed before it. 13. 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. 14. A meeting is said to stand at ease if the chair, without objection, simply permits a brief pause, without a declaration of recess. Find the page numbers on the website: www.flparliamentarian.com (Publications tab)
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The Florida Parliamentarian
All page numbers are references to Robert’s Rules of Order Newly Revised, 11th ed., unless otherwise noted. Send questions to the Associate Editor, Gene Bierbaum, PhD, PRP. E‐mail: ebierbaum@juno.com
Motion defeated.
Question #7 Following is a sequence of mo‐ tions that were moved and se‐ conded during the regular monthly meeting of a local so‐ ciety. Identify the errors that were made, and cite the appro‐ priate reference from RONR to indicate the nature of the error and the appropriate remedy for the error. a. A motion was moved “that the program committee be in‐ structed to provide a program on voluntarism during this cal‐ endar year.” b. A motion was moved to lay the question on the table, and the motion was defeated. c. A motion was moved to re‐ fer the pending question to the program committee. Discus‐ sion of this motion was fo‐ cused on allegations that the program committee has ig‐ nored previous requests to provide programs on volunta‐ rism.
e. A motion was moved “that we invite the Mayor of our city to speak at our July meeting.” After discussion, the motion was defeated. f. An amendment was moved to strike out “provide a pro‐ gram” and insert “provide a se‐ ries of programs.” g. The amendment and the main motion were adopted.
Answer #7 a. The motion to lay on the ta‐ ble should have been ruled out of order. “It is out of order to move to lay a pending question on the table if there is evident‐ ly no other matter requiring immediate attention.” (P. 215, lines 13‐15) b. Discussion on the motion to refer should have been limited to the “wisdom of referral.” “Debate [on the motion to re‐ fer] can extend only to the de‐ sirability of committing the main question, . . . and not to the merits of the main ques‐ tion.” (P. 170, lines 26‐29)
d. The vote was taken on the c. The motion to refer requires motion to refer, but the mo‐ a majority vote for adoption, tion failed to attain the two‐ not two‐thirds. (P. 171, line 5) thirds necessary for adoption.
d. The motion to “invite the mayor of our city” to speak is a main motion, and should have been ruled out of order since a main motion was pending. “ . . . a main motion is a motion whose introduction brings business before the assembly; such a motion can be made on‐ ly while no other motion is pending.” (P. 100, lines 3‐5)
Question #8 I serve as secretary for a special committee appointed by the town council. The chairman of the committee has been very rude to me because I did not get the minutes done right away. The committee meets weekly and it is hard to keep up. How important is it for me to get the minutes done right away? Is it okay for me to bring the minutes to the meet‐ ing, or should I send them out to everyone ahead of time?
Answer #8 RONR states that “In small committees, the chairman usu‐ ally acts as secretary, but in large ones and many standing committees, a secretary may be chosen to keep a brief memo‐ randum in the nature of
Volume 35, Issue 2
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continued
minutes for the use of the committee.” (P. 500, lines 4‐8) If the committee is small, the minutes should be kept as short and concise as possible, reporting only the decisions and recommenda‐ tions of the committee. If the committee is so large that it cannot func‐ tion under the rules appropriate for small boards and committees, then more detailed minutes must be kept. In this case, it may be necessary to seek guidance from the town council on how the minutes are to be kept and distributed. Please note that the committee cannot adopt its own rules, but the town coun‐ cil can adopt rules for the conduct of business for its committees. (Pp. 500‐501) In any case, the secretary does not work for the
committee chairman, but for the whole com‐ mittee. Also, it is important to note that only committee members should have access to the committee’s minutes. (P. 460, lines 18‐19) The best solution to this problem appears to be the adoption of standing rules for committees, adopted by the town council, relative to the handling of committee minutes. For a commit‐ tee that meets weekly, it would appear unrea‐ sonable to require that minutes be distributed in advance of each meeting. The town council could adopt standing rules for its committees to simplify the handling of minutes, perhaps simply having them read aloud (perhaps with distribution) at the following meeting, and thereafter having them available in a book of minutes for committee members to review.
Welcome New Members and Directory Update N NAP M : Joshua Fairfield, (863) 202‐0096, joshflaffa@gmail.com,4519 Whiting Drive Sebring FL 33870 MAL Jason Abellada, (727) 518‐4401, jason.abellada@gmail.com, 7411 Dartmouth Ave N, St. Petersburg FL 33710‐ 6731 MAL N P M : Hank Meyer, 8961 Sunset Strip, Sunrise, FL 33322. Tel: 954‐741‐6000. e‐mail: hankme@quixnwt.net Melba White, 4121 NW 190th St., Miami Gardens, FL 33055. Tel: 305‐986‐9143. e‐mail: brownmell@aol.com D M : Dr. Preston Marshall ‐ 11/20/2105 C A : Karen Price, 474 Marina Way, Ellenton, FL 34222. 941‐626‐0436, craftyksp@gmail.com Elizabeth Bain: Correct phone number: 305‐297‐2327
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The Florida Parliamentarian
The RP Exam Leads to Many Benefits (continued) The main resource to study is the new In Order study guide available from NAP. In this version of the 1200 questions all the questions within a section are arranged in the order they appear in RONR. You are enabled to study the material in context, and it should make more sense that way. Why should you consider becoming a registered parliamentarian? Being a registered parliamentarian is a distinction that sets you apart from others. It’s an investment in yourself that shows your friends, your peers, and employers that you are committed to the profes‐ sion. A Recognized Path to Success: The registered parliamentarian program is respected and appreciated. Not only is the certification a mark of distinction throughout the profession, but it offers you a wide range of important benefits. Here is what the NAP registered parliamentarian certification can do for you: Expanded Knowledge: By reading, studying and preparing for the exams, you’ll gain a thorough, up ‐to‐date understanding of every aspect of Robert’s Rules of Order Newly Revised, including under‐ standing how to apply it to meetings, documents, and other functions so essential to the organiza‐ tions to which you belong. Growth Opportunities: Certification tells others you are motivated, accomplished, and current in your knowledge of parliamentary procedure. It indicates that you are actively working to maintain high standards in the field. Heightened Recognition: Becoming a registered parliamentarian tells your organizations and the public that you have deeper knowledge of parliamentary procedure. Your designation raises the level of respect among colleagues who participate in organizations with you. Personal Growth and Satisfaction Improves your credibility and qualifications Builds invaluable personal and professional confidence Opens new doors for opportunities for leadership and service in your organizations Advances your knowledge and skills to the next level Allows you to become the go‐to resource in a wide variety of settings Gives you the potential to earn income. Get started today. Form a study club in your unit. Attend study sessions at FSAP meetings. Set aside time every day to learn. You will be glad you did!
Volume 35, Issue 2
Page 7
Florida Parliamentarians Learn, Teach, Share Vice‐President Gene Bierbaum, PRP, presents a workshop.
Florida Alpha Unit celebrates the holidays with a future member.
Tim Wynn, Karen Price, Mary Giddens, Todd Wynn and Kathy Razzano participate in a lesson.
Jacque Price presides at a FURP meeting.
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The Florida Parliamentarian
AMENDMENTS: A UNIT LESSON by Tim Wynn, PRP Exercise 1. Making Amendments 1. Main Motion: That the summer picnic be held on May 14, 2012, at 11:00 am. Desire: A member wants the summer picnic to be held an hour and a half later, at 12:30 pm. Question: Which amendment should be used? a. Insert or Add b. Strike Out c. Strike Out and Insert Practice: Write the necessary Amendment. I move to amend by . . . 2. Main Motion: That next season’s reading assignments shall be “Oliver Twist,” “Interview with the Vampire,” and “Sense and Sensibility.” Desire: A member hates “Oliver Twist” and certainly does not want to read it next season. Question: Which amendment should be used? a. Insert or Add b. Strike Out c. Strike Out and Insert Practice: Write the necessary Amendment. I move to amend by . . . 3. Main Motion: That the Activities Committee be instructed to reserve the Grand Auditorium at the Chester County Public Library for the dates of December 11 through 13. Desire: A member wants to make sure that the committee books the reservation before the reser‐ vation deadline of September 1. Question: Which amendment should be used? a. Insert or Add b. Strike Out c. Strike Out and Insert Practice: Write the necessary Amendment. I move to amend by . . . 4. Main Motion: That the car wash be held the week of May 8th, on Monday, Wednesday, Friday, and Saturday. Desire: A member wants the car wash to be held only on Tuesday and Friday. Question: Which amendment should be used? a. Insert or Add b. Strike Out c. Strike Out and Insert Practice: Write the necessary Amendment. I move to amend by . . .
Volume 35, Issue 2
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Exercise 2. Germane Debate When an Amendment is pending, debate must be germane to the amendment. Decide if the debate in each situation below is germane to the pending amendment. 1. Original Motion: That a new television be purchased for the lounge at a cost not to exceed $600. Pending Amendment: To amend by striking out “for the lounge” New Language: That a new television be purchased at a cost not to exceed $600. a. Debate: “I don’t think we have the money for a new television at this time.” Yes, the debate is germane. No, the debate is not germane. b. Debate: “I believe the money would be better spent on a pool table than on a television.” Yes, the debate is germane. No, the debate is not germane. c. Debate: “I think we need to know where the television is going to be used before we can authorize purchasing it.” Yes, the debate is germane. No, the debate is not germane. 2. Original Motion: That the old copy machine be sold on eBay. Pending Amendment: To amend by striking out “sold on eBay” and inserting in its place the words “donated to charity.” New Language: That the old copy machine be donated to charity. a. Debate: “I think selling the machine on eBay will give us a nice little supplemental in come that we need to help pay for the summer picnic.” Yes, the debate is germane. No, the debate is not germane. b. Debate: “I think we’ve donated enough to charity this year.” Yes, the debate is germane. No, the debate is not germane. c. Debate: “I don’t think we should do anything with the copy machine.” Yes, the debate is germane. No, the debate is not germane. The instructor’s guide with answers is posted on www.flparliamentarian.com. (Publications tab)
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The Florida Parliamentarian
Majority Vote With Qualifications Understanding majority vote (more than half) and two‐thirds vote seems like a simple con‐ cept. Not so fast! There are times when these votes are not at all easy to attain. Two ways the vote may be affected is by qualifying lan‐ guage and by abstentions. Without Qualification Normally when speaking about a majority vote or a two‐thirds vote, we understand the terms are used without qualification. With‐ out qualification means the number of votes cast by members entitled to vote, excluding blanks or abstentions, in a properly called meeting at which a quorum is present. For ex‐ ample, if there are 50 present in the meeting and 31 votes are cast, a majority vote is 16. So the 19 who abstained do not affect the out‐ come of the vote. With Qualification If however, there is a qualifying requirement for a majority vote, such as a rule that changes the basis from present and voting to either the number of members present, the total membership, or some other group‐ ing, the outcome may be very differ‐ ent. For example, if the rules specify that the vote required is a
majority of the members present and there are 50 members present out of a membership of 70, a majority vote of 26 is now required. If only 31 votes are cast, the motion will only be adopted if there are 26 votes in the affirmative. If the basis for determining the result of the vote is based on the entire membership and the entire membership is 70, the majority required is now 36, no matter how many members may actually be present and no matter how many of them vote. Abstentions Abstentions can have an affect on the outcome of a vote when the voting requirement is based on the number of members present and when there is a fixed membership, as in some boards. In these cases, rather than being neutral, an ab‐ stention has the same effect as a negative vote. For example if a board has a fixed membership of 13 and a majority vote of the entire board is required to adopt a motion, they will need 7 votes in the affirmative no matter how many members are present at the meeting. If 8 members are pre‐ sent and 6 vote in the affirmative, 1 in the negative, and 1 abstains, the vote is lost.
Volume 35, Issue 2
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UNIT NEWS
Florida Alpha members created snowmen to help make up for no snow in Florida.
Helen Popovich, Carol Austin, Ann Guiberson, Linda Young, Nancy Watkins play Jingle Bells
Florida Alpha Unit held a holiday party in December and enjoyed fellowship, games and challenges unrelated to parliamentary procedure. In January and February the unit reviewed the questions on the membership study guide. Thirteen individuals plan to take the membership exam in February. In March the unit will begin studying the questions for the registered parliamentarian exam. Citrus County Unit of Parliamentarians announces two workshops for 2016: March 4, 2016 Advanced Workshop: Handling Motions with Julie Palm, PRP April 1, 2016 Beginners Workshop: The Roles of Presiding Officer and Secretary with Ann Guiberson, PRP Registration fee for each workshop is $10. Make checks payable to CCUP and mail to Patricia Cowen, Treasurer,, 421 N. Turkey Pine Loop, Lecanto, FL 34461‐8434 Phone: 352‐746‐9003 Charlotte County Parliamentarians Unit is conducting its winter classes on The Practical Applica‐ tion of Robert’s Rules of Order, An Introduction to Parliamentary Procedure. Classes are held starting January 27, 2016, 9:00 am – 11:30 am every Wednesday for six weeks through March 2, 2016. The cost of the class and workbook is $30. The location is at the Fraternal Order of Po‐ lice Hall, 23300 Harper Ave. Charlotte Harbor, Florida. For more information or to register contact: Karen Price, craftyksp@gmail.com, 941‐626‐0436 or Joyce Gleason, 941‐637‐5921
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UNIT NEWS (Left) Bradenton Unit President Linda Smith welcomes guests, Jan Gubrud and Dr. Leonard M. Young, PRP, to the January unit meeting. (Below) Dr. Young shares ideas with unit member, Roger Smith, RP
The Bradenton Unit studied Suspending the Rules at their January meeting. There were thirteen present who took part in a stimulating discussion with ques‐ tion and answer session. Dr. Leonard M. Young, PRP, is a snow bird in January and February in Nokomis (near Venice). Dr. Young is a past NAP President and is the immediate past national parlia‐ mentarian (2013‐2015)
The Florida Parliamentarian is the official publication of the Florida State Association of Parliamentarians and is pub‐ lished four times a year; February, April, September, December. Subscription rate: $20 per year. © 2015 Florida State Association of Parliamentarians. All rights reserved. Tim Wynn,PRP, Editor‐in Chief
(727) 641‐6308 E‐mail: aguiberson@gmail.com Dr. Eugene Bierbaum, PRP, Associate Editor
DEADLINES FOR COPY February issue Dec 31 April issue Mar. 1 September issue July 31 December issue Oct 31 SEND ADDRESS CORRECTIONS TO:
(352) 333‐2442 Email: ebierbaum@juno.com Carol Austin, PRP, Circulation Manager (813) 833‐4747 Email: carolaustinprp@cs.com
Carol Austin 1515 Pinellas Bayway S, A13 St. Petersburg, FL 33715 FSAP WEBSITE http://www.flparliamentarian.com
(386) 228‐2242 E‐mail: Tim@PerfectRules.com Ann Guiberson, PRP, Editor