September 2014 florida parliamentarian by Ann Guiberson

The Florida

Volume 34, Number 3

Theme:

September 2014

President’s Message

“REACH OUT”

Shirley J. Brodbeck, RP

Motto

“Reach Out and get ready…”

“Let all things be

done decently and

This summer has been exceptional for newbie FSAP members reaching out to become NAP members. As I welcomed them, they replied with where they are going with parliamentary procedure.

in order.”

I Corinthians 14:40

What’s Inside Presidents Message

1-2

CAMP in Ft Lauderdale

Call To Meeting

Questions & Answers

4-5

Members Gustave Diaz and Daniel Barga are incarcerated in northern Florida and started a Toastmasters group on “campus.” Studying together, they passed the NAP test and now use their knowledge to improve their meetings and educate other members. Mr. Diaz hopes to use his radio‐television, computer systems, Toastmasters and NAP knowledge in some sort of consulting business, perhaps in Florida or Puerto Rico. Mr. Barga will continue helping his fellow members have better meetings and mentor those who wish to become NAP members.

Attorney Holly E. Van Horsten in Miami became an NAP and RP member all in the same week and will use her expertise to serve her clients. She will be the exception to the rule “we aren’t attorneys.”

Proposed Bylaws Amendments

6-10

Apollo XI Unit

Thank You

Registration Forms

13-14

Scholarship Application

Annie Barreiro, MS, CTRS, Recreation Therapist with the Veterans Wellness Recovery Program/PRRC in Port Orange, sought information from NAP on membership to help her clients be able to express their opinions in meetings.

Theodora (Ted) Hulse, new RP in Sebastian, is talking with her women’s club about starting a parliamentarian club and inviting officers from local nonprofits.

Steve Glanstein, PRP of Hawaii, shared letters from FSAP founder and NAP president Herberta A. Leonardy (1959 – l961), with NAP President

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Ann Guiberson, who shared with me, and I’ll share with you at the fall Henry M. Robert Day meeting in Ft. Lauderdale.

Doctor Leonardy wrote that they visited Italy, Greece, India and Japan in 1959 and wrote about a Japanese translation of “Parliamentary Usage” that was popular with the Japanese women.

I almost went to Japan last week, and seeking places to visit, I contacted the three NAP members there. I may now have a Japanese NAP member rooming with me at the NTC.

Whack‐a‐Motion education, per Doctor Robert B. Blair’s idea presented at the combined FSAP/District 3 workshop last year, was given to my Ohio unit. Not everyone was able to participate by standing, and a different format for those disabilities will be used in future presentations. We need to be aware of our audience (hearing, eye sight, mobility) and tailor our education to those needs.

Many of us are attending the Leadership and Training Conferences in Oklahoma City. Stay tuned for reports and updates on technology being used by NAP and how you can use and benefit. Maybe you are the expert that can lead us in a workshop to learn how to use our fingers and these 21st century devices.

This is the official call to meeting in Fort Lauderdale, October 17 – 19, where there will be amendments to the bylaws to consider. See you there.

Shirley J. Brodbeck, RP

The Florida Parliamentarian is the official publication of the Florida State Association of Parliamentarians, published four times a year; February, April, September, December. Subscription rate: $20 per year. © 2005 Florida State Association of Parliamentarians

Shirley Brodbeck, RP, Editor-in Chief

DEADLINES FOR COPY February issue > > > > Dec 31st April issue > > > > > Mar. 1st September issue > > > > July 31st December issue > > > > Oct 31st

941‐722‐2281 E-mail: sjbrodbeck@frontier.com

Karen Price, Editor 941-697-8000 E-mail: craftyksp@gmail.com

SEND ADDRESS CORRECTIONS TO: Nancy Watkins 1903 Bayshore Blvd Tampa, Florida 33606-3107

Patricia McDougle, PRP, Associate Editor 954-791-5957 Email: patmcdougle@att.net

FSAP WEBSITE http://www.flparliamentarian.com

Nancy H. Watkins, PRP, Circulation Manager 813-254-3369 Email: nwatkins@robertwatkins.com

CAMP Fort Lauderdale Trade Show

By Barbara Proctor MEETING DISASTER PREPAREDNESS

On Saturday, May 31, 2014, on last minute’s notice Patricia McDougle and Barbara Proctor represented FSAP at the CAMP (Community Association Management Professionals) 2014 Annual Trade Show in Fort Lauderdale, Florida. Thanks to the quick response and extra‐ordinary efforts by Shirley Brodbeck and Betti Cogswell, we were able to use our FSAP banner and had adequate hand‐out material to encourage interest in FSAP, in NAP, and in the benefits of using parliamen‐ tary procedure based on Robert’s Rules of Order. Every 30 minutes we raffled an “In Brief” accumulating more than 50 contacts. Now comes the difficult part, the follow‐up, reaching out and establishing a relationship with these individuals who are interested in learning more about becoming an NAP member and how to use parliamentary procedure to benefit their customers and their careers.

CAMP is a professional organization that brings together management professionals and expert service providers to educate and connect their members in ways that will benefit property owners, and boards. We appreciate their Board of Director’s invitation by giving FSAP an opportunity to have a booth at this event at no cost, and assisting us in setting up our table. Perhaps someday FSAP can return the favor. This is the beginning of a great partnership!

This is the Official Call for the “Henry M. Robert’s Day” Special Meeting to be held in Fort Lauderdale, Florida October 17-19, 2014

Bylaws amendments that are published in this issue will be considered at The Florida State Association of Parliamentarians “Henry M. Robert’s Day” Special Meeting on October 18, 2014.

Questions and Answers Associate Editor

All page numbers are references to Robert's Rules of Order Newly Revised, 11th edition unless otherwise noted. Send your questions to the Associate Editor: Patricia McDougle, PRP , Email: patmcdougle@att.net

Q&A

Disclaimer: The questions answered in this column are answers to questions on parliamentary procedure. If you are a member of a Florida condominium association, homeowner’s association, etc. the answers might not be applicable because of the Florida Statutes, or the bylaws of the home owners association. Florida statutes, bylaws of the association and in the case of governmental bodies have rules which have precedence over Robert’s Rules of Order

FLORIDA PARLIAMENTARIAN QUESTIONS AND ANSWERS FOR THIRD QUARTER 2014

Question 11. Why is the second to a motion so important?

Answer 11. In the strictest sense, the role of a second is to guide the chair on whether to proceed with a motion just made. That can be vital in avoiding the waste of time with a motion which only one person considers significant or relevant. “A second merely implies that the seconder agrees that the motion should come before the meeting and not that he necessarily favors the motion.” (p. 36, ll. 9‐11).

Contrary to that rule from Robert, it seems that every member of every organization knows that a motion must be seconded at all costs. It is so important that the meeting screeches to a halt while the secretary tries to figure out who seconded the motion so that the correct person can be given the credit in the meeting minutes. And controversy about the legitimacy of a motion that got adopted without a second has been known to take up valuable meeting time.

Here’s what Robert has to say on these subjects: If the chair continues with the motion without a second and debate begins or a vote is taken, “the lack of a second has become immaterial” (p. 37, ll. 10‐11). Further, “the absence of a second does not affect the validity of” (p. 37, l. 15) a motion which is adopted without having been seconded.

And for the multiple masses who insist on putting the name of the seconder in the minutes: “The name of the maker of a main motion should be entered in the minutes, but the name of the seconder should not be entered unless ordered by the assembly.” (p. 470, ll. 26‐28)

In summary, the second is not as important as some would make it out to be. However, it is important as a guide for the chair in putting motions on the floor for consideration.

[Note: The Merriam‐Webster online dictionary gives this definition of a second: “b: to endorse (a motion or a nomination) so that debate or voting may begin.” A question for you: Should Merriam‐ Webster be contacted about correcting the cited definition?]

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Questions and Answers

Question 12. At the first meeting—following recent elections—of our five‐member board of education, two members were returning and three were sworn in as new members. A big to‐do erupted when it came time to approve the minutes of the last meeting of the board – the issue being whether the new members could vote on approving the minutes if they were not present and further not a member of the board at the time of the meeting. Several avenues were attempted but the final disposition was a motion to approve the minutes in “form” only but there was not a second and the matter was tabled until the next meeting. What was the correct way to handle this situation?

Answer 12. Laser focusing only on your question and not on other parliamentary issues raised in your question . . . and without taking into account that your state may require that all members of a public body must vote unless a conflict of interest exists . . . the minutes could have been approved either by a motion or by unanimous consent. It would have been in order for the new members to vote since: “It should be noted that a member’s absence from the meeting for which minutes are being approved does not prevent the member from participating in their correction or approval.” (p. 355, ll. 8‐11)

SAVE THESE DATES CITRUS COUNTY UNIT OF PARLIAMENTARIANS WORKSHOPS

February 6, 2015 – Topic “ The Conduct of Business in a Deliberative Assembly”

March 6, 2015 –Topic “ Assignment of the Floor; Debate”

OFFICAL CALL TO MEETING for FURP October 19, 2014 Marriott Courtyard Fort Lauderdale, Florida

Another Registered Parliamentarian for FSAP Theodora Hulse, RP of Sebastian.

Proposed Amendments to the Bylaws Please review and bring the proposed information with you to the "Henry M. Robert's Day" Special Meeting October 18, 2014

Proposed Amendmen t to the FSAP Bylaws Current wording To be amended by A rticle ill, Section 1A.

Primary 1. a primary member is an NAP member and an FSAP unit member who is counted in FSAP as ofMarch 1 ofthe convention year for determining the number of delega tes to which FSAP is entitled at NAP convent ion.

I f adopted, wo u ld read Article Ill, Section 1 A.

Primary 1. a primary member is an AP member and an FSAP member (unit members and members-at-large) who is counted in FSAP as of March 1 ofthe convention year for determining the number of delegates to which FSAP is entitled at NAP convention.

Striking "unit" and inserting "(unit members and members -at-large)" between "member" and "who."

Proposed by: FSAP Bylaws Committee

Rational e: The amendment brings th e FSAP bylaws into compliance with the NAP bylaws, whose definition of primary members implicitly includes both uni t members and members-at-large.

Proposed Amendmen t to the FSAP Bylaws Cu rrent wordi ng To be amended by A rticle ill, Section l.D

2. a provisional member may vote on unit matters only and, except for president and vice-president, may hold office as provided in a unit's bylaws. They shall not be counted in determining representation to meetings of NAP.

Striking, after "a provisional member," "may vote on unit matters only and, except for president and vice-president, may hold office as provided in a unit's bylaws. They."

I f adopted, wo u ld read Article Ill, Section l.D.2

2. a provisional member shall not be counted in determining representation to meetings ofNAP.

3 a provisional member attending FSAP meetings may be permitted the privileges of the floor.

Striking "privilege" 3. a provisional member and insert attending FSAP meetings may "privileges." be permitted the privilege of the floor. Proposed by: FSAP Bylaws Committee

Rational e: The amendments bring the FSAP bylaws into compliance with the NAP bylaws. Th e NA P bylaws specify the rights and restrictions governing units; thus, FSAP is not authorized to specify criteria for electing unit officers. However, FSAP may restrict the rights of provisional members to vote on FSAP matters.

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Proposed Amendment to the FSAP Bylaws Current wording To be amended by Article IV, Section 1 Unit

A. A unit shall promote the study of parliamentary procedure and the educational programs ofNAP on a local level.

Striking, "A. A unit shall promote the study of parliamentary procedure and the educational programs of NAP on a local level.

B. A unit shall consist of a minimum of five NAP members.

A unit is a division of NAP. Its rights and responsibilities are specified in the NAP bylaws. Article IV, Section 5.

C. Units shall write their own bylaws provided that they do not conflict with NAP or FSAP bylaws. A copy of the proposed unit bylaws shall be sent to the FSAP bylaws committee for approval prior to applying to NAP for a unit charter.

If adopted, would read Article IV, Section 1 Unit

B. A unit shall consist of a minimum of five NAP members.

D. Application for a unit charter shall be made on the official NAP form.

E. A unit may provide in its bylaws for affiliate members.

F. Unit bylaws shall contain the method of selecting delegates and alternates to NAP conventions, and a dissolution clause in compliance with federal and state laws.

D. Application for a unit charter shall be made on the official NAP form.

E. A unit may provide in its bylaws for affiliate members.

G. A unit shall adopt NAP's fiscal year as its fiscal year.

H. In the event of a merger or

F. Unit bylaws shall contain the method of selecting delegates and alternates to NAP

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consolidation of two or more units, the president and the first vice-president ofFSAP shall be notified of the proposal and the results of the action after the consideration of the necessary resolut ions. If the units are to be consolidated, a copy of the proposed bylaws shall be sent to the bylaws committee for approval prior to adoption. I. In the event of dissolution or charter revocation, the assets of a unit shall be liquidated and distributed in accordance with governmental regulations. No funds shall inure to benefit individual members.

conventions, and a dissolution clause in compliance with federal and state laws. G. A unit shall adopt NAP's fiscal year as its fiscal year.

H. In the event of a merger or consolidation of two or more units, the president and the first vice-president of FSAP shall be notified of the proposal and the results of the action after the consideration of the necessary resolut ions. If the units are to be consolidated, a copy of the proposed bylaws shall be sent to the bylaws committee for approval prior to adoption.

I. In the event of dissolution or charter revocation, the assets of a unit shall be liquidated and distributed in accordance with governmental regulations. No funds shall inure to benefit individual members" and substituting, "A unit is a division of NAP. Its rights and responsibilities are specified in the N AP bylaws. Article IV,

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I Section 5." Proposed by: FSAP Bylaws Committee

Rationale: Th is amendment brings the FSAP byla ws into compliance with the NAP bylaws. The NAP charters un its, and the NAP by laws specify the un i ts' rights and responsibilities. Associations are not authorizedto do so.

Proposed Amendment to the FSAP Bylaws Current wording To be amended by I nserting, "FSA P" Article IV, Section 2. Study Club before "Study"

I f adopted, wo uld read Article IV, Section 2. FSAP Study Club

A. A study club shall consist of Striking "A study" and not less than five (5) inserting "An FSAP provisionals organized to study study" after "A." parliamentary procedure and to prepare for NAP membership. B. An application for a study Striking "a" after "for" club shall be submitted for and inserting approval to the executive "recognition as an board. FSAP."

A. An FSAP study club shall consist of not less than five (5) provisionals organized to study parliamentary procedure and to prepare for AP membership.

B. An application for recognition as an FSAP study club shall be submitted for approval to the executive C. Study clubs shall elect Inserting "FSAP" after board. officers, and write their own C." bylaws provided these bylaws C. FSAP study clubs shall do not conflict with NAP or elect officers, and write their FSAP bylaws and submit them own bylaws provided these to the FSAP bylaws committee bylaws do not conflict with for approval. NAP or FSAP bylaws and submit them to the FSAP D. Study club bylaws shall Inserting "FSAP" after bylaws committee for contain a dissolotion clause in approval. D." compliance with federal and state laws. D. FSAP study club bylaws Adding "E. Members shall contain a dissolot ion ofFSAP study clubs clause in compliance with who attend FSAP federal and state laws. meetings shall have the privileges of the E. Members of FSAP study floor." clubs who attend FSAP meetings shall have the privileges ofthe floor. Proposed by: FSAP Bylaws Committee Continue on page 10

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Rationale: Th e current provisions on A rt icle I V, Section 2 are clearly u nenforceable since any group of p eople of a ny size ca n get together to study pa rlia m enta ry proced u re an d call th emselves a stu dy cl ub wi thou t regard to any N A P or FSA P r u les. FSAP can, h owever, decide wh a t is requi red for such a group to gai n recognition as a n FSA P study club. Giving m embers of FSAP study clubs th e privileges of the floor at FSA P meeti ngs provides a n incen tive for study groups to seek recognitio n as a n FSA P stu dy cl u b.

Proposed Am endmen t to th e FSA P Bylaws Curren t wordi ng To be amended by A rticle V, Section 1 A nnual Dues

I f adopted, wou ld read

Striking "second vicepres ident" and insert ing "treasurer."

D. Uni ts a nd study cl ubs with provisional members sh all rem i t per capita dues to the FSA P seco nd vice-presiden t by ja nu a ry 1.

D. Units and study cl ubs with provi sional m embers sh all remit per ca pita d u es to the FSAP treasu rer by january 1.

Proposed by: FSA P Bylaws Com m i ttee

Ra ti onal e: This a m endm en t will rem ove one step in th e pr ocess of sending, recei vi ng a nd deposi ti ng d ues.

Proposed Amendment to the FSA P Bylaws Current wording To be amended by A rticle V, Section 1 A nnual Dues E. FSA P d u es fo r affilia te members shall be paid by such affilia te m embers to th e FSAP second vice-presiden t by ja n ua ry 1.

If adopted, wou ld read

Striki ng "second vicepresident" and insert ing "t reasurer."

E. FSA P du es for affiliate members shall be paid by such affilia te m embers to the FSA P treasurer by january 1.

Proposed by: FSA P Bylaws Committee

Rational e: This amendment will remove one step i n th e process of sendi ng, receiving and deposi ting du es.

Apollo XI Unit Parliamentary Law Month Activities

Presentation of the 11th Edition of RONR to the Melbourne Library in memory of Phyllis Wood, PRP.

Donete Hilton with the Apollo XI Unit holding the 2014 Parliamentary Law Month Declaration from Governor Rick Scott.

At the May 2014 FSAP Annual Meeting we were honored to have two special guests, National President and FSAP Member Ann Guiberson, PRP and National Vice President Mary L. Randolph, PRP

Shirley Brodbeck, RP, Mary Randolph, PRP and Ann Guiberson, PRP

At the May 2014 FSAP Annual Meeting Karen Price, President of CCPU presented a large gavel to the members of FSAP. The gavel was previously owned by a retired Judge in Palm Beach County. The judge was presented this gavel upon his retirement from the bench. Since the passing of the judge the family donated the gavel to a local antique/consignment store. Karen purchased the gavel and donated it to FSAP for their Education Trade Shows and Workshops.

FLORIDA STATE ASSOCIATION OF PARLIAMENTARIANS Henry M. Robert’s Day Marriott Courtyard, Fort Lauderdale North/Cypress Creek 2440 W. Cypress Creek Road Fort Lauderdale, FL 33309 October 17-19, 2014

NAME ADRESS CITY

_STATE

ZIP_

Unit

MAL__ Member

Guest

FSAP-Office/Chairmanship held_ UNIT-Office/Chairmanship held_ REGISTRATION FEE: Postmarked no later than October 3, 2014 (Includes Saturday Box lunch)

$50 $

LATE REGISTRATION FEE: Postmarked after October 3, 2014

$60.$_

GUEST LUNCH

$18 $_

List any special dietary needs:

TOTAL ENCLOSED

Make check payable to FSAP and mail to:

Kay Stephens, 2946 Golden View Lane , Orlando, FL 32812-5984 Email: stephensmk@bellsouth.net phone: 1-407-658-9779 Hotel Room Reservations: Call 1-954-772-7770 Room Rate: $99-$109 per night plus tax Group Code: Florida State Association of Parliamentarians

Re-Print of 2011 Article by Mary Giddens Charlotte County Parliamentary Unit

So who is Robert and why should we follow his rules anyway? Why Parliamentary Procedure? In short, because it provides guidelines for working together productively and respectfully. In 1863, Henry Robert was asked to do what many of us have been asked to in BPW, i.e., preside over a meeting. Robert, an Army engineering officer, knew many things, but how to preside over a meeting was not one of them. In his words “My embarrassment was supreme. I plunged in, trusting to Providence that the assembly would behave itself. But with the plunge went the determination that I would never attend another meeting until I knew something of …. parliamentary law.” And that was the beginning of Robert’s study of parliamentary procedure. He found several books and manuals, but none were consistent in their rules. It seemed that societies each had their own systems of parliamentary law. Over the years, Robert became convinced of the need for a standard parliamentary procedure to enable civic-minded people to belong to several organizations or to move from one locale to another without constantly encountering different parliamentary rules. Roberts Rules of Order, born from “my most embarrassing moment,” was first published in 1874. We all know it’s easy to take rules for granted until someone starts abusing them. At the same time, parliamentary procedure is easy to learn because it is essentially fairness and common sense. It gives confidence and power to those who master it, and it enables members and organizations to present, consider, and carry out their ideas with efficiency and harmony.

This is the first of a series of articles in The Florida Business Woman to pique your interest and incite your questions on parliamentary procedure. Let us hear from you. 1. Under what circumstances should a member raise a Point of Order? It is the right of every member who notices a breach of the rules to insist on their enforcement. If the chair notices a breach, she corrects the matter immediately; if she fails to do so - - through oversight or otherwise - - any member can call attention to the violation by rising to a Point of Order. Rising to a point of order is a request that the presiding officer give a ruling or decision on the point raised by the member. 2. Why do motions require a Second? In order to justify the consideration of a proposal, the proposal should have the support of at least two members - - one who makes the motion and another, the seconder, who wants the proposal considered by the members. As a general rule, motions made in meetings of committees and boards do not require seconds. There are a few motions that do not require seconds because they are actually requests or demands that the presiding officer must consider. These are: point of order, parliamentary inquiry, withdraw a motion, division of a question, division of the assembly, and question of privilege.

GREAT NEWS ! Eugene (Gene) K. Coy, PRP is home and doing well. He is walking a mile + daily. Please send him a note, email or call (not after 7 pm) . I am sure he would love to hear from his fellow parliamentarians.

FLORIDA STATE ASSOCIATION OF PARLIAMENTARIANS HERBERTA ANN LEONARDY SCHOLARSHIP FUND This document explains in detail the essentials that are needed to complete an application.

The purpose of this scholarship is to increase and maintain the number of NAP members, Registered Parliamentarians and Professional Registered Parliamentarians.

CRITERIA

In order to be considered as a recipient of the Herberta Ann Leonardy Scholarship an applicant must be spon‐ sored by a Registered or Professional Registered Parliamentarian or a Unit and shall:

1.Be a member of the Florida State Association of Parliamentarians (FSAP)

2. Submit an application form including:

A. list of references (one to be a Registered or Professional Registered Parliamentarian or an officer of a Florida Unit)

B. Purpose of Request and amount requested (ex: to take the Membership Exam, to become a Regis‐ tered Parliamentarian, to become a Professional Registered Parliamentarian, to seek renewal, etc.)

Past recipients may reapply.

APPLICATION FORM FOR HERBERTA ANN LEONARDY SCHOLARSHIP FLORDIA STATE ASSOCIATION OF PARLIAMENTARIANS

DATE

NAME

ADDRESS

CITY

ZIP

TELEPHONE #_

EMAIL:

ARE YOU A CURRENT STUDENT IN HIGH SCHOOL OR COLLEGE? YES

PRINT SPONSOR NAME

TELEPHONE

MUST BE A REGISTERED OR PROFESSIONAL REGISTERED PARLIAMENTIAN OR FLORIDA UNIT OFFICER SIGNATURE OF SPONSOR

SIGNATURE OF APPLICANT_

ATTACH A STATEMENT EXPLAINING IN NOT MORE THAN 250 WORDS THE PURPOSE OF THE RE‐ QUEST AND AMOUNT REQUESTED.

SEND TO: Carol Austin, 18210 Abbey Lane, Lutz, FL 33548, 813‐909‐8523