National Parliamentarian (Vol. 77 No. 2)

NP

National Parliamentarian Volume 77, No. 2 | Winter 2016

Legacy vs. Future

Striking a balance.

S av e t h e dat e

August 26-28, 2016 Omni Interlocken Resort Broomfield, CO Located in the ideal vacationland­—Colorado Look for details and registration information on the NAP website.

www.parliamentarians.org

NP

National Parliamentarian Volume 77, No. 2 | Winter 2016

Contents 2015-2017 NAP Officers President Mary L. Randolph, PRP Vice-President James N. Jones, PRP Secretary Teresa Stone, PRP Treasurer Wanda M. Sims, PRP Directors-at-Large Darlene Allen, PRP Ann Rempel, PRP Alison Wallis, PRP District Director Representatives Kevin Connelly, PRP Joyce Brown-Watkins, PRP Parliamentarian Roger Hanshaw, PRP Executive Director Cynthia Launchbaugh

From the Editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 President’s Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 FEATURES Announcing the National Association of Parliamentarians Training Conference . . . . . . . . . . . . . . . . 6 Our Legacy: The Founding of the National Association of Parliamentarians . . . . . . . . . . . . . . 11 How to Preside Without Being Overbearing . . . . . . . . . . . . 16 Where’s That Gavel? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Twitter Management for Parliamentary Units . . . . . . . . . . 20 Using a Spreadsheet for Parliamentary Purposes . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Delaying Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

DEPARTMENTS Test Yourself Quick Quiz . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Questions & Answers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Answer Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 NAP Connections

Call for Nominations for NAP Educational Foundation Trustee 2016 . . . . . . . . . . . . . . 36 In Memoriam . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

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

New Registered Parliamentarians . . . . . . . . . . . . . . . . . . . 39 Ordering Materials from NAP . . . . . . . . . . . . . . . . . . . . . . . 40 Parliamentary Law Month Proclamation April 2016 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

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National Parliamentarian

®

Official publication of the National Association of Parliamentarians® 213 S. Main Street • Independence, MO 54050-3808 816.833.3892 • 888.627.2929 hq@nap2.org • www.parliamentarians.org

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 Przybyliski, PRP

NATIONAL PARLIAMENTARIAN®

(Registered U.S. Patent and Trademark Office, ISSN 8755-7592) Published quarterly by the National Association of Parliamentarians ©2016 All rights to reproduce or reprint any portion of this publication are reserved, except by written permission of the editor. Opinions expressed herein are not necessarily those endorsed by NAP.

Subscription and change-of-address requests should be directed to NAP at the above address.

Annual subscription: $30 • Single copy: $8

NP Submission Guidelines National Parliamentarian generally publishes only original works that have not been published elsewhere. Articles will be edited to conform to The Chicago Manual of Style (16th ed.) and may be edited for content and length. Article text should be submitted in Microsoft Word or rich text format and transmitted via e-mail. Illustrations, photographic prints and high-resolution photos are welcome.

Materials submitted will not be returned unless special arrangements are made in advance with the editor.

Contributors must include a completed “Assign and Transfer Copyright” form with their submission, granting NAP the copyright or permission to publish.

Submission Deadlines Volume 77, No. 3 (Spring 2016) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . February 1, 2016 Volume 77, No. 4 (Summer 2016) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . May 1, 2016 Volume 78, No. 1 (Fall 2016) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . August 1, 2016 2

National Parliamentarian • Winter 2016

From the Editor

From the Editor My sincere thanks to the team that responded so well to get out the first NP issue of this administration out.

My sincere apologies to NAP Treasurer Wanda M. Sims, PRP, for getting her name incorrect in that first issue (p. 1 and p. 4). Many of you responded with quick turnarounds and that is appreciated. In this issue you have the first in what will be a series on the History of NAP by Dennis Clark, PRP, as well as a very practical article on presiding with poise by Dana Dickson, RP. Keeping track of all our points for re-accreditation can be complicated and time consuming. Kim Goldsworthy, PRP, CPP provides a framework and spreadsheet (for both Macs and PCs) that can simplify the process! Abby Lee Hood discusses the feasibility of social media for intra-unit communication. I’m contemplating my hash tag options!

Jonathan Jacobs, PRP, CPP provides a thoughtful consideration of the parameters of delaying motions and David Mezzera, PRP, explores some unusual aspects of gavels. Of course, you’ll find parliamentary exercises to test your prowess—so don’t peek too soon at the answers!

Let me know what you like! Happy New Year!

Martha Womack Haun, PhD, PRP, Editor 2015-2017 Board Back Row: Darlene Allen, Director-at-large; Joyce Brown Watkins, District Director Representative; Kevin Connelly, District Director Representative; Ann Rempel, Directorat-large; Alison Wallis, Director-at-large; Cyndy Launchbaugh, Executive Director Front Row: Wanda M. Sims, Treasurer; Jim Jones, Vice President; Mary Randolph, President; Teresa Stone, Secretary Missing: Roger Hanshaw, Parliamentarian www.parliamentarians.org

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President’s Message

When I was elected as your president this past September, I pledged to serve NAP and its members with all my abilities and all my heart. This commitment, embodied in five letters—R.I.S.E.S., is something I take very seriously.

These letters symbolize the future I envision for NAP. Over the next few issues I will explore each of the letters. In this Winter edition of the National Parliamentarian, I will speak to what the letter R means to NAP. The R stands for RESPECT. Respect for NAP’s legacy and its rich history of providing parliamentary education and services since 1930.

Over the years, this has changed the way meetings are held in the United States and around the world as people learned how to use parliamentary principles and discovered the value of orderly meetings. Legacy, however, does not mean doing business the way we always have. We must use both the positives and negatives we have learned over these eighty-five years to become an even more valued association in the future. During my term as your president, I will constantly be considering NAP’s long history and its valuable lessons learned as I conduct NAP business. The focus will be on Rising—bringing more advanced concepts into NAP without turning our back on NAP’s history.

As I’m sure you know, NAP has been struggling in membership retention and financial stability for several years. My vision for this term is one of NAP Rising above its current state to that of a vibrant, growing association. I will not sit back and allow NAP to continue this struggle.

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National Parliamentarian • Winter 2016

You can help. You, the members and your elected leadership, can help raise NAP into a new era of innovation and profitability. Together, we must put forward an extra effort to reach out to new members and educate the public and business world about the value of meeting management and parliamentary procedure. These concepts are not just basic to NAP, they are basic to our democratic society as well.

We can do this! Let’s don our team hats and think about what can be done, at the unit, association, and district level to come up with ideas to reach out to potential and unengaged members, create non-dues sources of revenue, and support NAP and its Headquarters.

My Presidential theme, RISES, is my personal goal for NAP, and a reminder of what the association and the mace stand for: democracy.

In the Spring issue of the National Parliamentarian, I will explore the next letter of my RISES theme—“I”.

Thank you for your active support as part of the NAP team. Together we can make NAP the organization we envision as the premier training institute for democratic meetings.

Mary Randolph, PRP NAP President

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Announcing the

National Association of Parliamentarians Training Conference Broomfield, Colorado August 26-28, 2016

Change is happening at NAP! Come see!

The 11th National Training Conference is coming to Colorado in 2016!

The past administration challenged members to create the future. The current administration is challenging members to “Raise NAP to New Heights.�

The president has challenged NAP to be recognized as the premier training source for democratic meetings around the world. To achieve this challenge, change is already happening.

You, the voting body, determined the direction of NAP at the 2015 NAP Convention by: > Creating the Commission on Credentialing to provide for stabilization of the credentialing process; > Approving the International Services Committee as a standing committee to reach out to the world; and, > Determining the composition of the NAP Board of Directors and District Director Representatives.

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National Parliamentarian • Winter 2016

There is urgency in recognizing changes that will raise NAP to new heights and build on the strengths of the organization. The Body of Knowledge document adopted by the board of directors will be the guide for study from the time you become interested in parliamentary procedure until you retire. The Training Conference will focus on that Body of Knowledge published in 2015.

Come and begin your walk down the educational pathway this document provides for parliamentarians.

Every member will want to be present for the Plenary Session on Friday, August 26 led by the Commission on Credentialing to hear and have input into the future of the credentialing process. What will change? How will this relate to the Body of Knowledge document?

The committee will explain their plans for the development of credentialing requirements during the training conference opening session.

The NAP NTC will feature: > The NAP Annual Meeting and financial report > Plenary Session on Credentialing > 30 educational workshops > The Fourth National Youth Day > Professional parliamentarian credentialing and renewal courses > NAP Leadership Conference > NAP Strategic Planning Round Table Session > Networking with members from all states and around the world

There is something for everyone.

Workshops will be focused on newcomer to advanced so you can participate at the level where you are comfortable and where you need to grow personally.

Come—be part of the future of NAP. Gather important information on your profession and have input into the implementation of new practices! We are waiting for you in Colorado!

Notice of Annual Meeting of National Association of Parliamentarians

Friday, August 26, 2016 at the Omni Interlocken Hotel In conjunction with the National Training Conference in Broomfield, CO

2016 Leadership Conference

Raising Your Leadership Skills NAP is focusing on increasing the skills for officers and members interested in becoming leaders at the unit, association, or district level. The NAP Bylaws Article VIII, Section 1. A states, A Leadership Conference shall be held annually at a place, date, and time to be determined by the NAP board of Directors for the purpose of education, orientation, networking and sharing experiences.

The Leadership Conference Coordinators have an educational, challenging, and interactive session awaiting you, the NAP leaders. Come and build your leadership skills and share with other leaders across the country and internationally at the pre-National Training Conference session.

Register for the 2016 Leadership Conference on the NAP Registration form or online through the NAP website. www.parliamentarians.org

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NAP

August 26-28, 2016

Training Conference Raise your parliamentary skills to new heights in the beautiful Rocky Mountains.

An exciting and informative array of workshops awaits you in the Mile High City area of Denver, Colorado!

Make plans to attend the NAP Training Conference (NTC) being held in Broomfield, Colorado, August 26-28, 2016 at the Omni Interlocken Resort www.omnihotels. com/hotels/denver-interlocken.

Various presenters, some who you may have seen before and some new faces, will share their expertise and cover numerous topics for all skill levels of parliamentary knowledge over two and a half days.

What is the NTC? It is a conference held every two years for the purpose of furthering the education and enhancing the skills of members of the National Association of Parliamentarians (NAP). Workshops, given by experts in a variety of parliamentary fields, cover a wide breadth of parliamentary knowledge.

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National Parliamentarian • Winter 2016

If you are a beginner or an established professional, there will be workshops that are right for you.

This year the body of knowledge published by NAP in April will be one of the main topics. It will be exciting to be on the ground floor as this program is rolled out to members.

It is meant to be a clear, consistent foundation for creating pathways of learning and a roadmap for parliamentary development. The body of knowledge publication states, “The body of knowledge is the framework for an orderly approach to parliamentary procedure education rather than a haphazard collection of random programs. When you build a house, you need blueprints. The body of knowledge is the blueprint for achieving great meetings. The body of knowledge helps define a profession. It provides consistency on how things are approached and learned. It takes into account the breadth of diversity related to how parliamentary procedure may be used. Members can use the body of knowledge to decide what to focus on in study and can move from achievement to achievement based on their needs…The body of knowledge

provides parliamentary consultants with the minimum criteria they should master in order to serve their organizations and clients well, and defines the skills and knowledge that must be maintained.”

In addition, there will be a special plenary (that means everyone is welcome) session given by the newly created Commission on Credentialing at the beginning of the conference on Friday, August 26. The future of credentialing and retention requirements for parliamentarians

will be explained. Everyone is invited whether you are currently credentialed or are just contemplating it. This is a perfect opportunity to ask questions and offer feedback to the commission.

As details of the workshops become solidified, please check for details and registration information on the NAP website. www.parliamentarians.org. We are sure that this will be one of the best NTC’s ever. Join us and plan to stay for a few days to enjoy all that Colorado has to offer.

NAP Training Conference

Tentative Schedule Friday • August 26, 2016 12:00 p.m. – 2:30 p.m. Opening Luncheon and Business Session 3:00 p.m. – 5:00 p.m. Plenary Session: Commission on Credentialing.

7:00 p.m. – 10:00 p.m. NAP Educational Foundation Event

Saturday • August 27, 2016 7:00 a.m.

Breakfast 8:30 a.m.

5 workshops – 1¼ hours each 10:15 a.m.

5 workshops – 1¼ hours each 12:00 p.m.

Lunch 1:30 p.m.

5 workshops – 1 hour each 3:00 p.m.

5 workshops – 1 hour each 4:30 p.m.

5 workshops – 1 hour each Dinner on your own

Sunday • August 28, 2016 7:30 a.m.

8:45 a.m.

10:45 a.m.

12:15 p.m.

Breakfast 5 workshops – 1½ hours each NAP Strategic Plan Round Table Session Close of Training Conference

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NAP

August 26-28, 2016

Training Conference

Pre-Conference Events

Tentative Schedule Wednesday • August 24, 2016 7:30 a.m. – 9:00 p.m.

8:00 a.m. – 5:00 p.m.

6:00 p.m. – 7:30 p.m.

NAP Board Meeting PQC/PRC Professional Courses Board Dinner (open)

Thursday • August 25, 2016 8:00 a.m. – 5:00 p.m.

8:00 a.m. – 8:00 p.m.

8:00 a.m. – 5:00 p.m.

8:00 a.m. – 5:00 p.m.

NAP Board Meeting – (Continental Breakfast) Leadership Conference PQC/PRC Professional Courses Scheduled NAP Committee Meetings

Friday • August 26, 2016 7:00 a.m. – 12.00 p.m. Sales Room/ NAP Store 7:00 a.m.

NAP Board Meeting – tentative 8:00 a.m.

NAP Committee Meetings – tentative

Post-Conference Events

Tentative Schedule Sunday • August 28, 2016 2:00 p.m.

2:00 p.m.

2:00 p.m.

Possible Professional Courses NAP Committee Meetings NAP Commission Meeting

Monday • August 29, 2016 8:00 a.m.

8:00 a.m.

8:00 a.m.

Possible Professional Courses Scheduled NAP Committee Meetings NAP Commission Meeting

Tuesday • August 30, 2016 8:00 a.m. – 12:00 p.m. NAP Commission Meeting 8:00 a.m. – 12:00 p.m. Possible Professional Courses 8:00 a.m. – 12.00 p.m. Scheduled NAP Committee Meetings

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National Parliamentarian • Winter 2016

Our Legacy: The Founding of the National Association of Parliamentarians Dennis G. Clark, PRP This is the first in a series of articles on our parliamentary roots and legacy by Dennis Clark.

More than 100 hundred years prior to the inception of the idea of having a national association of parliamentarians, many authors had been writing books and manuals about parliamentary law—all the way back to Thomas Jefferson’s manual of rules for the United States Senate.

Certainly, a book written by an Army Officer by the name of Henry M. Robert in 1876 had attracted a great amount of interest and popularity in this subject and shortly after its publication became the benchmark for rules written to be used by groups as their parliamentary authority.

However, it was another student and noted author of parliamentary law, Emma Lard Longan (1854-1922), who had the vision that one day there would be a National Association of Parliamentarians. Her book, Parliamentary Rules Made Easy, was first published in 1900 by Franklin Hudson Publishing Co. of Kansas City, Missouri.

By 1915 it was in its 7th edition and it cost 75 cents for the bound 30 page booklet. Her death in 1922 at age 68 occurred before her dream would come true some eight years later. Incidentally, General Robert died just a year later at age 86. It would not be until 1953 that his work, Robert’s Rules of Order Revised, would be adopted as the parliamentary

authority of the National Association of Parliamentarians.

It was Mrs. Longan’s son, Dr. Silas W. Longan along with his wife—Mrs. S.W. Longan (formerly Mrs. Kathryn K. Allen) who helped to effect the founding of a national association. He was the Editor of the NP—until his death in Nov. 1944. He authored a column called Parliamentary Pickles beginning in the first issue of the NP (1938). [Note: the first two issues of NAP’s journal were named Parliamentary Pickles before being changed to The National Parliamentarian on the beginning the third issue]. Dr. Longan was honored years later with the conferral of the title Honorary President. Mrs. Longan, who became the first NAP Executive Secretary was honored likewise with the title of Honorary Executive Secretary. [Note: Mrs. Longan continued to use her maiden name—Kathryn Allen as the NAP’s first Executive Secretary for many years].

The founding of NAP took place in the Music Room of the Muehlebach www.parliamentarians.org

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Hotel in Kansas City, Missouri on October (12 or 13), 1930. The call for this meeting was sent out by Mrs. E.A. Holmes of Kansas City, who sent letters to Emma L. Longan’s former pupils.

Mrs. Holmes had helped to organize meetings of interested individuals living in the Kansas City area. Incidentally, the Muehlebach Hotel was built in 1915 and was visited by every President from Theodore Roosevelt to Ronald Reagan.

President Harry Truman (a native Missourian) stayed in the Presidential Suite so often that the hotel became known as the White House West.

Mrs. Holmes was elected at that founding meeting as the first president of NAP in October 1930 in Kansas City and served for three years (1930-32).

There was no convention during this or the next term. By 1938 Mrs. Holmes had moved to California and became the first president of the California State Association of Parliamentarians (1948-50).

Mrs. R. E. McDonnel (Georgia Howlett) was elected President in 1932 and served for three years. She was one of the five founding members of the Association. She was born near Corpus Christi, Texas but only a few weeks after her birth the family moved to Cincinnati, Ohio, and four years later on to Kansas City, Missouri where she lived for the remainder of her life. She was a student and scholar of languages but first gained public recognition as a singer, possessing a beautiful voice and fine musical education which made her much in demand as a church and concert singer.

In 1933, during the middle of the Great Depression, with few members, little money or status, nineteen 12

National Parliamentarian • Winter 2016

individuals met and voted to have NAP become incorporated in the State of Missouri. The minutes of the Board meeting dated March 23, 1933, which Mrs. McDonnel presided over, recorded these words of Edith Zimmerman (a charter member of NAP and later its third President): “We are incorporated unless the Judge at Jefferson City turns us down. Our application has passed all the judges here in Kansas City.” One does wonder about the propriety of recording remarks in the minutes.

As the first chartered president (after incorporation) Mrs. McDonnel led the Association as the bylaws were adopted and helped to insure that NAP was on a firm foundation for growth and parliamentary service to the nation.

There was no national convention during her term. When the National Parliamentarian began publication in 1938 she served as Managing Editor for its first fourteen years and was a frequent contributor of articles to it.

As a Parliamentarian, she held international recognition and was affectionately spoken of as “The Dean of Parliamentarians” and also as “The Parliamentarian’s Parliamentarian.” She died on June 15, 1962 at her summer home on Lake McDonald in Glacier National Park in Montana.

The service of her husband, Robert E. McDonnel, should also be mentioned here, since, as is often the case, the husband often accompanied his wife to various conventions and conferences and the like. Mr. McDonnel was a NAP member, likely from the time of its inception. This writer found an excerpt from an address he gave to the Kansas City Unit and which was printed in the

May, 1962 NP, pp. 4, 9, to be of particular interest: “Not being a parliamentarian myself but having been married to one for 34 years, I have been on the listening end of many arguments and debates that caused me to realize that most men are at a disadvantage even in their homes because of their woeful lack of the most common rules of bringing up and disposing of a question. About our only rule for ending a debate is to walk out on the speaker. That is undignified and impolite and doesn’t produce satisfactory results, for when we come back (as we always do) the question must still be solved by using some good fair rules of argument.

There is a striking contrast between the orderly, dignified manner in which women’s organizations are conducted and the sloppy, unconventional, unparliamentary manner in which most men’s organizations operate.

In my forty years of constantly dealing with city councils, serving over 1500 cities, I have observed that a shrewd politician who had a knowledge of parliamentary law and a keen perception of when to use it could, by clever application, accomplish what he wanted, over a large majority.

I think no man or woman should have the nerve to accept the presidency of any organization

without being grounded in the simple procedure of conducting an orderly meeting. We owe that much to the audience and to the membership. Hours of time can be wasted with little or nothing accomplished unless meetings are conducted properly and according to some rule.”

The third president of NAP was Mrs. William (Edith) Zimmerman who served from 1935 to 1937. She was also one of the founding members of the Association. She lived in Kansas City, Missouri and presided over the very first NAP Convention held at the Hotel Continental in Kansas City on October 12-13, 1937. The theme of the convention was “Justice”. Mrs. Zimmerman called the meeting to order with a gavel long used by Emma L. Longan. At that time this gavel was stored in a safety deposit box and removed each biennial and taken by the Executive Secretary to the convention to be used by the presiding officer (a practice no longer followed). At this first meeting the “Parliamentary Blocks” originated by Mrs. Longan and called the “Kindergarten Method” of teaching the ranking motions graced the platform table. Incidentally, the method of teaching the rank of motions using blocks is one which the current editor of the NP (Dr. Haun) has perfected over the course of 40 years of teaching parliamentary procedure. While creating a great deal of interest there was some disappointment when it was learned that there was no time on the program to demonstrate this “scientific laboratory method.” In all, there were thirty www.parliamentarians.org

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persons, representing twelve localities and ten states present at the convention.

According to a memorial tribute in the May, 1950 issue of the NP, it was through her husband that it was possible for the convention to be held by bearing the expense of the entire occasion. William Zimmerman, an attorney, was also a member of the Association almost from its inception and served as its legal council from the time it became incorporated in 1933 until his death in 1963. He never took compensation for his services.

It should also be noted that it was Mr. Zimmerman who suggested the title of the Association’s periodical as The National Parliamentarian in 1938.

It was noted in the memorial tribute to Mrs. Zimmerman that: “The National Association began to be noticed from that time (first convention) and started on its upward climb to the place it holds today in our Country. Edith Zimmerman has thrown the parliamentary “torch” to us. Will we hold it high in the fundamental principles of justice, courtesy, loyalty, law and order, integrity of purpose and honesty”? Sadly, Mrs. Zimmerman was stricken with a serious heart ailment enroute to the 1947 NAP biennial convention in Chicago. She remained bedridden for the most part in her home in Kansas City until her death in April of 1950 although she continued to write articles of publication in the NP. While reading through the past issues of the NP, I found the following article written by NAP’s first president, Mrs. E.A. Holmes about the first NAP Convention in 1937. Found in the November 1962 NP this ,was originally printed in the Kansas City Times on 14

National Parliamentarian • Winter 2016

October 13, 1937. The headline for the article was “Women Stick to Rules.”

“Women in a business meeting will try to follow all the parliamentary rules they know, but when men get together, it’s each man for himself and anything can happen. That comparison was made yesterday afternoon by speakers at the initial meeting of the first convention of the National Association of Parliamentarians.

D. Bruce Forrester, president of the Kansas City Chamber of Commerce, made no attempt to defend the parliamentary tactics either of his sex or of the Chamber of Commerce when he made the address of welcome.

He admitted the chamber’s procedure was haphazard.

The contrast between men and women was made by Dr. S.W. Longan, honorary president of the national organization. “When men meet to transact business,” Dr. Longan said, “They usually are in a hurry. They often listen to what a leader says and accept his opinion. If there is a presiding officer, he often asks if there is any further discussion. If nobody speaks, the measure is declared passed and the meeting breaks up. “When organizations of women meet, however, they usually have more time and keep close to the rules. They address the chair, second motions and conduct formal discussions.” Dr. Longan said that if men and women meet together, parliamentary rules usually are followed.

Mrs. C. W. Cooper (Etta) became the first NAP President to not have resided in Kansas City at the time of their election. Mrs. Cooper lived in Denver, Colorado and was NAP’s fourth

President and served from 1937-39.

She had also been a founding member of the Association. The highlight of her presidency was the publication of NAP’s first national magazine.

In the early years of the Association, the membership was small and the nation still suffered through the Great Depression. Because of her deep love of the Association and her natural generosity, Mrs. Cooper financed the publication of the first issue of that magazine. The first two issues were entitled “Parliamentary Pickles” before the adoption of its current name. After she left office she continued to write many articles for the journal and beginning in 1947 until she fell ill in late 1957 wrote the “Question and Answer” section of the NP. At some point in the late 1940’s Mrs. Cooper moved to California and organized the Alpha Unit of NAP, the first Unit in that state. She passed away in 1963—her death announced in the February, 1963 issue of the NP. Also announced in that memorial section was the passing of Mr. William G. Zimmerman noted earlier in this article.

Mrs. Cooper’s memoriam included this paragraph: “Etta Cooper stood upon the seashore for many years watching a ship spread her white sails to the morning breeze. The ship was an object of beauty and strength.

She watched it through the years,

until at length it hung like a speck of white could just where the sea and sky mingled with each other. Then she was gone. Gone from our sight that is all.

Gone from the sight of those who loved her so much, but others who loved her were made happy by her coming. That was the death of Etta Cooper. Mrs. Cooper is a famous woman because she was what she was. She was lovingly known as Mrs. Parliamentarian, a name rightly earned by her many achievements and outstanding knowledge of parliamentary law.

The work which we do today for NAP is built on the shoulders of these individuals and many, many others down through the decades who not only talked about the concepts of courtesy and justice for all but actually put those beliefs into practice by their deeds; an important lesson for each of us to remember. For, if we do not practice what we preach, we soil the memory and the works of these fine folks who founded this Association.

Dennis Clark, PRP, has been a credentialed parliamentarian with the NAP for forty years. He is a two-time past president of the Texas State Association of Parliamentarians (1987-88 and 2014-15). He retired as a member of the Louisiana State Association of Parliamentarians.

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How to Preside Without Being Overbearing Dana Dickson, RP

Occasionally, people who become the Chair of a group or organization, either by election or appointment, feel compelled to behave differently in their new position than they would normally. It’s as if being in a leadership position carries with it an obligation to misuse authority and treat others poorly. It doesn’t have to be this way. It is possible, and easy, even in situations where members of the assembly are impatient, rude, disrespectful, mean-spirited, and downright underhanded to be the type of Chair the voters expected you to be when they elected you.

Here is a guide that can help you accomplish this: 1. Learn your position a. Rule #1 – You are never, ever going to “wing it” and do a good job b. Solicit advice from people who are good at presiding c. Use the Internet to help you come up to speed d. Make videos of your meetings and review them to help you improve e. Solicit feedback from your officers at meeting post-mortems f. Learn to use (self-deprecating, non-sarcastic) humor to lighten up meetings g. Use recesses and stand-at-eases to let off steam and re-focus meetings

3. Create substantive agendas a. Create agendas with an order that makes sense and is considerate of the members b. The agenda should make the members feel like coming to the meeting c. Keep the objectives of the organization in mind d. Show leadership in bringing business before the assembly e. Communicate your expectations

2. Prepare thoroughly a. Review and understand your governing documents b. Learn about the history of the organization c. Understand the people/group dynamics of the organization d. Consult with the parliamentarian and the other officers before the meeting

4. Transparency is important a. Explain what you’re going to do, what you’re doing, and what you did b. Ask for questions and comments c. Respond directly to questions and assure a quick response if you don’t know the answer d. Allow your opponents the access and time to which they are entitled, but no more

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National Parliamentarian • Winter 2016

e. Meet with business presenters to understand their topics f. Arrange for subject matter experts to be present as needed

If you’re focusing on these steps as you perform your leadership duties, you won’t have time to be overbearing because you’ll be too busy becoming an effective Chair and helping the organization and its members become successful!

e. Acknowledge mistakes quickly and move on f. Follow through on promises g. Keep executive sessions and closed meetings to a minimum 5. Be patient and professional a. Remain neutral in the chair b. Always follow the rules c. Help members craft motions d. Foster an environment of fairness e. Be observant of quorum requirements f. Begin and end meetings on time 6. Protect member rights a. Don’t allow members to speak out of turn or more than the rules allow. b. Allow members the rights to which they are entitled. c. Always observe decorum. d. Do not allow members to question another member’s character or motives. e. Do not be afraid to call an unruly member by name f. Remember that Robert’s is there to allow the minority to make their best case, but also to protect the rights of the majority

7. Make others successful a. Create committees to help accomplish important work b. Be a good mentor c. Provide leadership opportunities d. Acknowledge capable people e. Foster an environment of productive teamwork f. Reward good work 8. Use time wisely a. Provide timely, clear, and complete notices of meetings b. Avoid springing surprises on the members in meetings c. Find meeting locations that are accessible and convenient d. Make sure meetings are organized and flow well e. Learn skills that help move meetings along f. Train members to contribute effectively and efficiently g. Remember: members will continue to participate when their time is well spent

Dana Dickson, RP, came into the parliamentary world 15 years ago, struggling with political opponents who disrupted meetings and drove members away. With Janet Geyser as a mentor he became a PRP, then an expert at strengthening the bylaws of political groups and crafting fair methods to reduce the impact of disruptive members.

Today, Dana (RP) and his wife Carrie (PRP) provide parliamentary assistance to struggling organizations, promoting NAP in the process. www.parliamentarians.org

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Where’s That Gavel David Mezzera, PRP

?

In the Third Quarter 2010 edition of the National Parliamentarian, I wrote an article titled “Gavel or Hammer or Back Scratcher?”

It was inspired by a cruise my wife and I had taken through the Inland Passage where the ship stopped at a port-of-call in Haines, Alaska.

Not many sights to see there— they boasted more eagles in the community (4000) than people (2400)!

One of the unique local haunts in town was a Hammer Museum, dedicated to preserving the history of our first tool: the hammer. The museum boasted displays of 1500+ hammers of all shapes, sizes and uses, so we had to visit it.

I reported on double-headed hammers, double claw hammers, two- handled ones, mini hammers, mega hammers, hammer art pieces… and much to my surprise at the time, 18

National Parliamentarian • Winter 2016

lawyers’ hammers (aka gavels). One wooden gavel/hammer had a long handle with a carved hand at the end, thus allowing it to serve a dual function: both gavel and back scratcher! And one gavel that caught my eye was a gorgeous Waterford Crystal gavel, and I wondered if it had ever actually been rapped in a meeting. Pictures of those rarities may be seen in the original article.

But fast-forward five years to a trip my wife and I took to Washington, D.C., where we stopped into one of the Smithsonian’s newest museums, dedicated to the

history of Native Americans—and that’s not just what we think of as the “Cowboys & Indians” of the Wild West. The museum honors the early inhabitants of ALL of the Americas, from Incas to Mayans to Caribe to Plains to Alaskan, reminding me of our trips to some of those parts of the Western Hemisphere, especially Alaska and the Caribbean.

Probably the last item I expected to see at such a place honoring native tribes would be a gavel as I had surprisingly seen at the Hammer Museum in Alaska. But there it was—a gavel with a beaded handle—in an exhibit about the Senate Committee on Indian Affairs.

Specifically, the display was dedicated to former Hawaii Senator Daniel K. Inouye who served during multiple terms as the Chair of the Committee on Indian Affairs. The gavel pictured here, made of wood, brass and beads, was presented to Inouye in 1995 by the National Indian Health Board in honor of his being one of the strongest allies of Native Nations in Congress. I guess you never know when you’ll run across a gavel when you least expect it!

How about this larger-than-life gavel? Any idea where it might be somewhere across the country? Find the answer on page 35.

And while we’re thinking about “gavels,” do you know the derivation of the word itself? There are references to the word in Medieval England meaning a tribute or rent payment made with something other than cash. When it was an in-kind payment to a lord as opposed to money, it would be a hyphenated term like gavel-corn, gavel-malt, gavel-salt, etc., coming from the Old English “gafol”and Middle English “govel” (both meaning “tribute”) These verbal agreements were finalized in English land-court with the word “gafol” being uttered aloud to indicate an agreement between lord and serf, and likely later a magistrate would indicate a “gafol” or “govel” agreement with the sound of rapping on his bench.

And at some point, the verbal “govel” became a physical “gavel”…and the rest is history.

David Mezzera, PRP, is a past CSAP President, past District VIII Director and currently chairs NAP’s Educational Resources Committee.

www.parliamentarians.org

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Twitter Management for Parliamentary Units Abby Lee Hood

As we all know, there’s a lot to being a parliamentarian. Not only do we acquire valuable knowledge, but we volunteer our time for our units, attend meetings, teach, and so much more. It’s hard to imagine adding another responsibility on top of the things we already do! But there’s one skill many of us don’t think about that we really should: social media management.

For many reasons, social media should be a cornerstone of all parliamentary units. You can use social media to attract new members, organize events, and essentially have access to a free marketing tool. You can use it to elevate the NAP brand and your unit. For all of the above, Twitter is a great platform because it is brief, easy to use, and has a clean look.

Read on to learn how to get started, how to post great content, and how to be respectful on social media.

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National Parliamentarian • Winter 2016

Basics To set up a Twitter account, you need an email address that isn’t associated with any other Twitter handle. A “handle,” is the name of a Twitter account. It’s preceded by an “@“ symbol. For example, the NAP Twitter handle, which I currently manage, is @NAPparlypro. Keep it short and memorable, because this is the handle people will use to search for your unit. You’ll also be asked for a user name; this is what will be displayed on your profile above your handle. The NAP’s user name, or display name, is simply NAP. I suggest tapping one member in your group to own the management of a Twitter account because having multiple users can create confusion around responsibilities. However, group discussion of goals, types of content, and brainstorming are encouraged! I also recommend that your account manager remind all unit members to follow the account and be willing to help members set up

personal accounts. When setting up the account, it’s vital to include a profile photo. If someone can’t easily identify your account, they won’t follow you, and your account may be perceived as spam, because spam accounts rarely have profile photos.

Choose something with the NAP logo, your unit’s logo, or something that promotes the NAP brand. Pictures of yourself or a group meeting are not recommended.

After the account is set up, you can begin to tweet. Simply click the button on the top right of Twitter shaped like a quill. All tweets are limited to 140 characters, so tweet wisely. The character limit is part of what makes Twitter so alluring; it cuts down on rambling and forces you to be direct—a perfect format for parliamentarians! Abbreviations and “chat speak,” which is similar to the language you might use in a text message, are perfectly acceptable.

Another important element of Twitter is the hashtag. Hashtags are words or phrases in a tweet that begin with a pound sign, such as #Parlipro or #TGIF. Some are funny and some are serious. Creating a hashtag makes that phrase searchable and easy to find; it’s a way to categorize a tweet. You should check hashtags relevant to your interests often. I often search for #parlipro, #AskaParliamentarian, and #CTSO. I also include these hashtags in NAP tweets so people can find them.

Keep hashtags to a minimum and don’t include more than two in one tweet.

Creating Great Content While it’s easy to tweet, it takes time and careful planning to create content your members and potential members will want to read. In other words, you need to be creative and tweet things other than simple text.

The more interesting a tweet, the more likely it is to get you noticed.

Creative content is much more likely to be “liked,” or “retweeted.”

A retweet is displayed on your account and can be used to show interest in a subject or someone else’s tweet. For example, I actively retweet posts from students using the hashtags #parlipro. This notifies the person I retweeted them, so they see NAP is on Twitter. It also encourages them to follow NAP and is a great way to get interesting, engaging content on your page without creating it yourself.

Photos are also great to include in tweets. Photos are much more likely to be retweeted than text. Take photos of unit meetings, members, educational materials, and anything else followers might enjoy seeing.

Then, attach it to a tweet by clicking the camera icon.

Twitter can be used in many creative ways, so feel free to experiment. You can take great photos, conduct live Q&A sessions, take polls, and educate followers.

The main goal is to create an account people enjoy following and to constantly promote the NAP brand. www.parliamentarians.org

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Always Be Respectful Remember you are representing your unit. This means the account, and whoever is managing it, should look different than a personal account and should always be professional and relevant. You’ll want to follow business, news, entrepreneurial, and fellow member accounts, and remember that other users can see whom you follow.

Every move you make should elevate your unit. Additionally, refrain from posting controversial or political statements. The account should not push a religious, political, or social agenda. I like to dissolve my personality completely from the NAP account by using “we” pronouns in all my tweets.

I never use “I.” While it’s important to be fun, engaging and interesting online, you don’t want to be identifiable apart from the unit.

Very importantly, never make assumptions about someone online, and always be respectful. Inevitably, people you don’t know and have never met will begin to interact with your account, and that’s a good thing! But in order to be respectful, make sure to respect the diverse types of people from around the world you’ll have the opportunity to speak to. Refrain from making assumptions about that person’s race, gender, identity, religious beliefs, or class. If offensive posts are directed towards you online, block or report that account. Do not engage in arguments, and always remain professional.

I strongly encourage all units, no matter how small, to start a Twitter account. You’ll be able to engage your members online and keep everyone up to date. Just as important, you’ll be elevating the NAP brand by making it more visible; being active online and providing high quality content will ensure people hear about NAP, know what it does, and be educated about parliamentary procedure.

Social media should be fun, and there is absolutely no limit to what you can do with your unit’s account!

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 22

National Parliamentarian • Winter 2016

Using a Spreadsheet

for Parliamentary Purposes Kim Goldsworthy, PRP, CP

A

re you keeping a record of all your parliamentary activities?

The National Association of Parliamentarians (NAP) and American Institute of Parliamentarians (AIP) both require that parliamentarians add up “service points” or “hours” of their parliamentary activities every cycle of six years (NAP) or seven years (AIP). This data is used for filling out their respective forms for maintaining one’s level of certification, whether it be for Certified Parliamentarian (CP) and Certified Professional Parliamentarian (CPP) within the AIP, or Registered Parliamentarian (RP) and Professional Registered Parliamentarian (PRP) in the NAP. There is a minimum number of points required to maintain one’s level of certification.

Let’s take a look at one such hardcopy form. At the time of writing this article, per the Professional Development Committee’s last official edit, the NAP form is called “Professional Renewal 150 Points

Reporting Form.” It holds seven major categories, and each major category has subcategories.

The present set of major categories are these: a. Serving as a parliamentarian, presider, bylaws consultant, opinion writer, expert witness; b. Teaching parliamentary procedure; c. Parliamentary continuing education; d. Participating in parliamentary organizations; e. Working with youth groups; f. Other parliamentary activities; g. Uncategorized parliamentary activities.

Under those seven major categories, the subcategories are where the points are allotted to specific activities.

I count a total of 30 subcategories.

Beware that the “units” by which the service points are allotted change from subcategory to subcategory. www.parliamentarians.org

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Some subcategories have their points counted on a per-instance basis (like serving as a parliamentarian for a convention). Some have their points counted on a per-year basis (like serving as an elected officer of an NAP or AIP state-affiliate organization).

And some have their points counted on a per-hour basis (like the teaching opportunities).

Keeping track of the point values of each kind of activity is probably the hardest aspect of filling out the form for your N-year cycle. It is one thing to keep a log of (for example) being hired as a parliamentarian for a national group in January, a statewide group in February, and then a countywide group in March. But when filling out the recertification form, you must look up the point value for “national” and “statewide” and “local” and fill in the blanks accordingly. Good luck with doing that 40 to 50 times!

Another example: Having a parliamentary article published in a national periodical (like the one you are reading) is worth five points.

Even being published in a statewide periodical is worth three points.

Please note the subtle complexity of a thing as simple as “article published.” Namely, the point value of national distribution is higher than the point value of state distribution by a difference of two, not the expected difference of one. (Why a difference of two? Because there is a point value of four for “regional” distribution, i.e., two states or more, but short of 24

National Parliamentarian • Winter 2016

true national distribution.) Thus, the need for scrutiny when looking up the right subcategory, and the right point assignment for that subcategory.

I recommend that all parliamentarians keep a running total of their service points and hours, so that when it comes time to fill out that long form for re-certification, the parliamentarian turns what would have been hours of labor into minutes of labor. It is easier to transfer data from a long list of your parliamentary workshops and gigs to a hardcopy form, than to create that list from scratch every six to seven years, and then do the transfer of data to a hardcopy form.

Here is my secret to getting it done: I use a spreadsheet to log my parliamentary activities.

What is a spreadsheet?

A spreadsheet is a computer application which allows the user to input numbers and text into a grid of rows and columns called “tables.”

The intersections of rows and columns are called “cells”. A cell can hold data, like numbers; or hold a formula, like a sum of columns or rows. A formula is a mathematical function using a set of rows or a set of columns to calculate a sum, or whatever kind of computation the user wishes. For example: a. Find an average; b. Find the highest value in a range of cells; c. Find the lowest value in a range of cells;

d. Count cells in a range of cells which are not blank (i.e., cells which are filled in, like with a date or a name).

The most popular spreadsheet application today is probably Microsoft Excel. On an Apple Macintosh, their version of a spreadsheet is called Numbers. I use a Macintosh, so I have access to Microsoft Excel through a software suite called Microsoft Office for Mac. I have a table which is my log of all my parliamentary activities (e.g., workshops attended, teaching opportunities, consultations, articles written, etc.) where I apply the correct label of subcategory of the appropriate points or hours. After each gig, I sit down at my computer and write down the particulars of the gig, like “when,” “where,” “who,” into a chronological diary, and I open up my spreadsheet to input basic information like “organization name,” “date,” and “category.” That’s all I need to input for most gigs, as the category cell contains a formula which will look up and plug in the appropriate point value, as soon as I press the “return” key on my computer.

The key feature I like the most in a spreadsheet is the ability to instantly add up a column of numbers for a grand total, a “running” total.

The grand totals of most interest at the end of the N-year cycle are the points and hours. But in a separate spreadsheet, the grand total at the end of every calendar year which is also

of high interest is the money earned, and mileage driven, for income tax purposes. Thus, at the end of the year, I can print out my spreadsheet, and hand the hard copies to my accountant, and let the accountant transfer the grand total data onto an IRS 1040 tax form. I have extra columns labeled “membership dues,” “books,” “hotel,” “parking,” and “continuing education,” because these things are tax-deductible.

So, my set of spreadsheets are designed for each specific purpose: one spreadsheet is customized for NAP-form purposes; one spreadsheet is customized for AIP-form purposes; and one spreadsheet is customized for accounting purposes. After every parliamentary activity, I sit down and update three spreadsheets. I am not procrastinating for six or seven years to create my master list. I know my point total exactly.

Here is some news which I hope will make your next cycle of recertification easier. I have kept close touch with the NAP and AIP committees responsible for developing and maintaining their respective points forms. I have created spreadsheets for the committees to review and critique. At the present time, I am using my spreadsheets for myself. But by the time this article is published, I hope to have one or both organizations adopt my spreadsheet as an official electronic alternative to the hard copy form. Thus, with luck, the average parliamentarian, in the year 2016 and onward, will know, with reasonable certainly, the number www.parliamentarians.org

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of points he or she has personally accrued, right up to today’s date. And instead of “filling out a form” with a pen or pencil, the parliamentarian will merely send an email attachment (namely, a Microsoft Excel spreadsheet or Apple Macintosh Numbers spreadsheet) to the appropriate committee. How’s that for a labor-saving device?

Thus, the summing of service points in each major and minor category will have become computer-automated, eliminating human pencil-and-paper errors, or eliminating miss-punched calculator button errors.

The only issue that will require human intervention is the choice of categories and subcategories applied to non-standard parliamentary events, i.e., things which are not listed on the master form, but which are definitely parliamentary activities, and may be worth points toward re-certification.

Presently, both organizations have the equivalent label called “other” as the catch-all subcategory. Someone (like the committee) will have to judge the point value of such non-standard parliamentary activities, and then adjust the grand total accordingly.

But adding points this way is certainly

easier than adding all points by hand, via punching a calculator’s buttons hundreds of times.

I will make you an offer.

If the reader wishes to get a copy of a blank spreadsheet for himself or herself, and be a “beta tester” for me (i.e., an early adopter of a new version of a software release), then I will send you a blank spreadsheet. I do tweak my spreadsheet regularly, for cosmetic purposes, or for more inclusive instructions in the summary page. So feedback from real users is of high value to me. My contact information is in the membership directories of both organizations, NAP and AIP. You may phone me or email me.

In closing, if your parliamentary activities are few and far between, then keeping an ordinary log in a diary style is fine. But if the quantity of gigs and quarterly NAP/AIP state-affiliate meetings every six-year cycle or seven-year cycle will be more than 40 or 50 (i.e., more than six events in an average year), then please do consider automating the summing of service points. Consider using a spreadsheet!

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.

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National Parliamentarian • Winter 2016

Delaying Acti

ns

Jonathan M. Jacobs, PRP, CPP

The subsidiary motions Postpone to a Certain Time and Lay on the Table are often confused.

Robert’s Rules of Order Newly Revised (11th ed.) notes that if Lay on the Table is introduced with a time for resuming consideration specified in the motion it can only be entertained as a motion to Postpone, RONR (11th ed.), p. 210, lines 11-13. There is a reason for this confusion, because adoption of either motion will delay the consideration of the main motion to which either are applied. Either motion is, effectively, a delaying action.

Parliamentarians may know the difference in how each motion is treated; this is explained in the Standard Descriptive Characteristics of each motion, RONR (11th ed.), pp. 192-193; 210-211. Many parliamentarians (including the author) have questioned the need for two motions that delay consideration. The answer, which is twofold, lies in what happens to the main motion after it is either postponed or laid on the table. There are real differences depending on which of these delaying actions is used.

When a main motion is the subject of a motion postponed to a certain time, it is actually postponed to a

certain time. There is some certainty that the main motion, with any ranking subsidiary motion adhering to the main motion, of lower precedence to Postpone, will again become pending, RONR (11th ed.), p. 138, lines 10-12. The phrasing of the motion to Postpone is the determining factor. Neither the motion to Postpone to a Certain Time, RONR (11th ed.), p. 183, lines 7-17, nor the motion Lay on the Table, RONR (11th ed.), p. 214, lines 19-28, may be used to delay consideration longer than the end of the next session, and not even then if the next session is beyond the quarterly time interval. In short, the next regular meeting must be within the quarterly time interval for the consideration of a main motion to be delayed by either of these motions.1 A motion may be postponed to a specific time, e.g. “…that the motion be postponed to 7:30 p.m.” It also may be postponed to after a specific event, e.g. “…that the motion be postponed until after the Finance Committee reports on our first quarter revenue.” In a session of multiple meetings over a series of days, the main motion may be postponed to any future day in that session. Likewise, a main motion could be postponed to a previously www.parliamentarians.org

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established adjourned meeting, even one which would be called to order beyond the quarterly time interval, because it is still part of the same session, RONR (11th ed.), p. 95, lines 25-27. If the next regular meeting is within the quarterly time interval, the main motion may be postponed to that meeting, even if the current session has not ended or if there will be an adjourned or special meeting intervening. If the motion to Postpone does not specify a time or event for it to be taken up, it becomes a general order, and comes up under the heading of “Unfinished Business and General Orders,” RONR (11th ed.), p. 186, lines 13-22. If it does specify an event or time, it becomes a general order for that time or event.

Postpone can also be used to create a special order, or a special order for given hour, or the special order of the meeting. This requires a two-thirds vote and requires the motion to so state that it is a special order. This, however, only has a procedural effect of determining what would it interrupt when pending, what it would interrupt, and if it would come up under the heading of “Special Orders,” RONR (11th ed.), pp. 186-187.2 It does not change, materially, what happens to the main motion after it is postponed.

When the main motion is postponed, two things happen to that main motion. First, though not an absolute guarantee, there is a strong likelihood that the postponed motion will come up at or after the scheduled time. This is more likely, or more completely guaranteed, if the motion 28

National Parliamentarian • Winter 2016

is also created as a special order, a special order for a certain time or the special order for the meeting.

The special orders give the postponed motion precedence over regular business.2 Second, though related, a postponed motion is beyond the control of the majority, temporarily.

The postponed motion can only be reached by a motion to Reconsider or by suspending the rules to permit that, RONR (11th ed.), p. 186, lines 25-33. A motion “…to suspend the rules and take up the motion that was postponed” requires a two-thirds vote. A minority of greater than one-third can prevent this.

The motion to Reconsider must be moved by someone who voted on the prevailing side, RONR (11th ed.), p. 304, lines 28-29; no such member may be willing to move to Reconsider.

There are also some time limits on a motion to Reconsider. It can only be moved in the same session and, in multiday sessions, only on the day when the motion to be reconsidered is adopted or the next day on which there is a business, RONR (11th ed.) p. 316, lines 22-31. That can often prevent its use.

Consider this example, the Tippler’s Association of Pennsylvania (TAP) meets quarterly. On January 1, the bleary-eyed members, postpone a main motion “That beer will no longer be served at meetings,” that was brought from the Stewart’s Committee, a standing committee that arranges for the meetings. The motion is adopted as follows “that the motion

Unlike a postponed motion returning to consideration, the motion Lay on the Table does not provide a strong likelihood of when the question will be taken from the table, though immediate removal after the question has been laid on the table, without any intervening event, likely would be out of order. be postponed to 3:00 p.m. at our April 25rd meeting.” The motion is adopted and the meeting adjourns after going through its order of business; the still bleary-eyed members walk to a local bar for some “hair of the dog that bit them.”

The April meeting of TAP is a session of four business meetings, the first starting on April 21st. Some members want the motion to come up earlier in the meeting. They cannot use Reconsider because of the time limit requirement. They could not make a motion that was “substantially the same” as the postponed motion, because the motion is still “under the control of the assembly,” RONR (11th ed.), p. 112, lines 8-12. Even if a majority of members are in favor of considering the motion at that time, their hands are tied, unless they can suspend the rules with a two-thirds vote.

A main motion is subject to the motion to Lay on the Table. There is no guarantee as to when, or if, the main motion will be considered. That is because this is solely under the control of the majority. Any motion that has been laid on the table can be taken from the table by the aptly named Take from the Table.

Aside from the quarterly time interval limitations on when a motion

may be taken from the table, there are very few other limitations. Unlike a postponed motion returning to consideration, the motion Lay on the Table does not provide a strong likelihood of when the question will be taken from the table, though immediate removal after the question has been laid on the table, without any intervening event, likely would be out of order. While the motion is on the table, it does prevent main motions that are substantially the same from being made, just as a postponed motion would.

There are some limitations to when a question may be taken from the table. Nothing must be pending; however, a member wishing to move Take from the Table has preference in claiming the floor, in most cases, RONR (11th ed.), pp. 362-363. The motion to Take from the Table is only in order as specific points on the order of business. A motion, no matter what class of business it was originally, may be considered motions under that class are pending, or under the “Unfinished Business and General Orders”, or “New Business,” RONR (11th ed.), pp. 300-301.

For example, at the September regular meeting a motion that was proposed by a special committee report, www.parliamentarians.org

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and was then subject of the motion Lay on the Table, can be taken from the table while the meeting is under the headings of “Reports of Special Committees,” under “Unfinished Business and General Orders,” and under “New Business.” At the next regular meet, in October of the same year, the motion may be taken from the table under the same three headings.

Both the motions Lay on the Table, RONR (11th ed.), p. 212, lines 11-22, and Take from the Table, RONR (11th ed.), p. 302, lines 25-30, require a majority, cannot be reconsidered, and can be renewed in regard to the same question during the same meeting3.

What if TAP, from the previous example, chose to lay the motion “That beer will no longer be served at meetings,” on the table, as opposed to postponing it? As the motion originated under “Reports of Officers, Boards and Standing Committees,” at the January meeting, it could be taken from the table while the assembly was under that heading. It could

also be taken from the table under “Unfinished Business and General Orders,” and under “New Business” as well. At the April meeting, the motion may also be taken from the table under those same headings.

Provided that there was notice of the intent to take the motion of the table, it may be taken up at an intervening special meeting, RONR (11th ed.), p. 213, lines 14-17.

The real difference between these delaying actions is what happens to the main motion once either is adopted and before it becomes pending again. When Postpone to a Certain Time is used, the assembly is relatively certain that the motion will not be considered before a certain point and that it will come up. The majorly, however, cannot change that; this motion acts to tie the hands of the assembly. When Lay on the Table is used, the assembly cannot be sure when the main motion will come up. That remains in control of the majority.

End Notes The way the quarterly time interval is determined is found in RONR (11th ed.), pp. 59-60.

1

The rather complex description of how special orders with conflicting times is in RONR (11th ed.), pp. 186-88.

2

There is a rather brief period of time, between the point where the motion Lay on the Table is defeated and a new motion introduced, where a negative vote on a motion to Reconsider the motion to Lay on the Table may be introduced. After that, the motion to Lay on the Table may be renewed, RONR (11th ed.), p. 212, lines 15-22.

3

Jonathan M. Jacobs, PRP, CPP is the president of Delaware Valley Unit. He is the former president and current parliamentarian of the Pennsylvania Association of Parliamentarians, Inc.

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National Parliamentarian • Winter 2016

Test Yourself

Quick Quiz It’s time for a Quick Quiz, to refresh your knowledge and sharpen your skills. Answers are found in the back of this publication. Be careful; some of these are tricky.

1. Who Said It? “There is a striking contrast between the orderly, dignified manner in which women’s organizations are conducted and the sloppy, unconventional, unparliamentary manner in which most men’s organizations operate.”

2. When and how did the National Parliamentarian get its name?

3. Without peeking in RONR, which of the following actions are applicable and true during informal Consideration? a. A member does not need recognition to speak. b. Special minutes are taken and held in secret. c. All votes are informal. d. Straw votes are permitted. e. Discussion can take place without introducing a motion. f. The group may rise and report a recommendation coming out of the discussion. g. No motion to the Previous Question is ever permitted. h. The group acts as if in Committee of the Whole. i. No votes require a 2/3rds vote. j. This is the equivalent of a group doing business while standing at ease. k. No limit on the number of times a member may speak to a motion.

4. Can you characterize a Roll Call Vote? Can you name eight possible one-word responses?

5. An annual meeting adjourned sine die. After adjournment a number of members of the society found that a sine die adjournment defeated the purpose they had in view, and they rallied enough members to form a quorum in accordance with the bylaws and adopted certain measures that would have been taken by the executive board. Was their action legal? Why or why not?

6. For your membership exam, do you remember memorizing the list of seven subsidiary motions in order of precedence? Well, here is a challenge based on that list: For how many of these subsidiary motions is there a corresponding incidental main motion that could be proposed when no other motion is pending?

Answers on page 35

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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 e-mailed to npeditor@nap2.org.

Q

Question 31: The society held its elections, with many members voting and leaving before the tellers reported. As a result, without a quorum present, the tellers read their report, and the meeting adjourned. It was crystal clear that a quorum was not present during the reading of the teller’s report.

Should we read the teller’s report at the next monthly meeting or is the election final at this point?

Answer: RONR (11th ed.) creates a specific exception to the timeliness of raising a Point of Order with regard to an election. Page 445 (lines 11-13) specifies: If an election is disputed on the ground that a quorum was not present, the provisions on p. 349, lines 21-28, apply; further RONR states: Because of the difficulty likely to be encountered in determining exactly how long the meeting has been without a quorum in such cases, a point of order relating to the absence of a quorum is generally not permitted to affect prior action; but upon clear and convincing proof, such a point of order can be given effect retrospectively by a ruling of the presiding officer, subject to appeal (24).* Further, RONR (11th ed.) p. 444, lines 9-15 specifies: If an assembly wishes to adjourn when an election is incomplete, an adjourned meeting (9) should be provided for. If such an adjourned meeting is not provided for and the organization will hold another regular business session before a quarterly time interval has elapsed (see pp. 89-90), the election is completed at the next regular meeting.

Therein, subsequent to a ruling initiated by the chair or in response to a Point of Order raised at the next regular meeting, the chair should treat the election pending as an incomplete Special Order—if the assembly follows a Standard Order of Business. The teller’s report should be read at that time, or earlier in the meeting if the assembly otherwise orders.

Any warranted actions relating to completing the election could then legitimately occur with a quorum present.

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National Parliamentarian • Winter 2016

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Test Yourself

Questions Answers

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continued

Question 32: Per the bylaws of a science fiction writer’s society, “Each member in good standing whose dues are paid for the current year shall be entitled to one vote at any meeting of the Society at which he is present.”

The “policy book” of the society states, “A member in good standing with the Society is considered to be an individual who is up to date on dues, when applicable, has attended at least two (2) meetings in the last 12 months, and has published one science fiction story in the past ten years.”

Several people paying dues have not published in the past 10 years, should they be permitted to vote?

Answer: The short answer is yes. The members who have not published in the time frame cannot legitimately be deprived of the right to vote. The rule itself is null and void. In this case, there are several reasons for this.

The primary reason is that the RONR (11th ed.) defines “good standing” as being any member not under disciplinary suspension or by operation of some provision of the bylaws (p. 6, fn). Further it notes that “specified minimum participation” requirements can only be established in the bylaws (p. 572, lines 8-11).

When this assembly agreed to use RONR (11th ed.), it said, in effect, “We agree not to do certain things unless we authorize them in the bylaws.”

Perhaps the most common example is absentee or proxy voting, but there are several, and “specific minimum participation” is yet another example.

As an aside, it should be noted that many, if not most, other parliamentary authorities have the same function of prohibiting the assembly from taking certain actions, unless it authorizes those actions in the bylaws.

The secondary reason is that the bylaws do specify a limitation in this area; namely, that the dues be paid to maintain voting rights. Under the Principles of Interpretation, #4 states, “If the bylaws authorize certain specifically, other things of the same class are thereby prohibited, RONR (11th ed.), pp. 589-590.

The bylaws specifically authorize one limitation, that a member must pay dues in order to vote. Other limitations, like a publishing requirement, are thereby prohibited.

On either of these two grounds, the rule in the policy book is void and, as a result, the unpublished members may vote.

www.parliamentarians.org

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Test Yourself

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Questions Answers

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continued

Question 33: A country club has only one general meeting a year; however, the membership may call special meetings upon a petition of 10% of the membership. Such a meeting must be called “in no fewer than ten days nor more than thirty days from the date the petition was presented at a meeting of the Board.” Ten days notice is required.

The members also elect officers, including the treasurer, at the annual meeting, “for a term of three years and until their successors are elected.”

These officers form a board, which meets on the first and third Tuesday of each month. This board is empowered to take action for the club between meetings of the general membership. It specifically “shall have the authority to accept or reject all resignations from membership, from office, or from employment.”

Because of some perceived irregularities in the financial books, more than ten percent of the membership signed a petition, “To hold a special meeting to remove the treasurer from office.” The petition was submitted to the Board on Tuesday, September 1. The meeting date was scheduled for Monday, September 21. Notice was sent out, in accordance with the bylaws, on September 4.

At the board meeting on September 15, the treasurer resigned. His resignation was accepted by the board. Must the special meeting still be held?

Answer: Unless the bylaws provide for a method for cancelling a meeting once the notice is sent, the meeting must still be called to order at the prescribed date and time as specified in the notice. RONR (11th ed.) makes no provision to rescind the notice, or to cancel the special meeting, once called.

No further action on removing the treasurer can be taken, because the treasurer has resigned and the resignation has been accepted. Any additional main motions adopted would be beyond the scope of notice and would require ratification to become valid, RONR (11th ed.), p. 93. lines 8-12.

Questions & Answers Research Team

Jonathan M. Jacobs, PRP, CPP 34

Steve Britton, PRP

National Parliamentarian • Winter 2016

Roger Hanshaw, PRP

George Mervosh, III, PRP

Test Yourself

Answer Key World’s Largest Gavel?

Sitting in a beautiful park-like setting between two large town hall buildings in downtown Columbus, Ohio, the huge metal gavel serves as the centerpiece of a large reflecting pool.

The giant piece of art was created by Andrew Scott in 2008.

Quick Quiz 1. Robert E. McDonnel, husband of Georgia Howlett McDonnel [NAP President in 1932]. See article by Dennis Clark, PRP in this issue!

2. William Zimmerman, legal counsel for NAP and husband of Edith Zimmerman, a founding member and third president from 1935 to 1937, came up with the name Parliamentary Pickles. It was soon changed to the more popular National Parliamentarian.

3. Surprise! The only statement that is true and correct is K. All of the others are incorrect and do not apply to Informal Consideration.

Check out RONR (11th ed.), pp. 540-541 for a full explanation of the differences between regular debate on a motion or its amendments and debating within informal consideration. RONR (11th ed.), p. 541, lines 1-3. The “informal” aspect of the consideration applies only to the number of speeches allowed in debate on the main question and its amendments;

4. “Roll Call Vote.” According to RONR, when the secretary calls each name alphabetically during a roll call vote. Based on RONR (11th ed.), pp. 420-421, here are the eight (yes, 8) possible responses that a member can make during a roll call vote: 1. aye 2. yes 3. yea 4. no 5. nay 6. present 7. abstain 8. pass 1, 2 and 3 are options for an affirmative vote 4 and 5 are options for a negative vote 6 and 7 are options for refraining from voting 8 is mentioned as follows in RONR (11th ed.) p. 421, lines 4-8: “Each member, as his name is called, responds in the affirmative or negative as shown above. If he does not wish to vote, he answers present (or abstain). If he is not ready to vote, but wishes to be called on again after the roll has been completely called, he answers pass.” www.parliamentarians.org

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Test Yourself

5. The answer is no. The sine dine adjournment of the annual meeting ended the meeting, and the reconvening of the meeting afterward was illegal, and all action taken at the illegal meeting is null and void. See Henry M. Robert, Parliamentary Law, p. 524, Question and Answer 340.

6. The answer is five, as concisely indicated in RONR (11th ed.), p. 66, lines 18-22. For each of the first five subsidiary motions (that is, for all except the Previous Question and Lay on the Table), there is a corresponding incidental

main motion (p. 101) of the same name that can be made when no other motion is pending.

Stop and think about each of those five subsidiary motions and conceptualize how each could be introduced as an incidental main motion in the real world. Which one (or ones) would most likely be introduced as an incidental main motion in an actual meeting?

Least likely? Have you ever seen this happen in your active practice where one of these was actually introduced as an Incidental Main Motion.

NAP Connections

Call for Nominations for NAP Educational Foundation Trustee 2016 A call for nominations for the four NAP Educational Foundation trustee positions opens in August 2016. Nominations must be made from Annual and Life Contributors of the NAP Educational Foundation.

For a full description of the process and requirements, please see the news page of the NAPEF.org website.

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According to NAPEF Standing Rule 5.1.5 “In a year when the NAP Board of Directors is to elect a trustee, the NAPEF Board of Trustees shall provide the NAP Board with the list of three candidates from which the NAP Board may elect the trustee.”

National Parliamentarian • Winter 2016

NAP Connections

Parliamentarians have long recognized the value of fun, friends and food for successful events!

www.parliamentarians.org

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Deserving recipients show their smiles and awards at the 2015 convention.

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National Parliamentarian • Winter 2016

NAP Connections

NAP Leadership Recent Past Presidents

In Memoriam

NP commemorates the following members who have passed from our midst; may they rest in peace: Joan Kirkham, Kansas Sibyl Hendrix, New Mexico Helen Woolstrum, Nebraska Barbara Davis, Kentucky Carol White, Colorado New Registered Parliamentarians

NP congratulates the following individuals for attaining the status of Registered Parliamentarian: LaVonne Ellis, Virginia Ryan Call, Colorado Ronald Vero, New York Shana Walker, Oklahoma Shirley Gomes, New England Nicole Learson, Louisiana Vernon Gray, Texas www.parliamentarians.org

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Orderi ng M ateri als from NAP

5

Categories of Materials Available Include:

Ways to Order: 1. By Mail: 213 South Main Street Independence, MO 64050-3808 2. By Phone: (888) 627-2929

Robert’s Rules of Order Newly Revised 11th Edition Materials Other Parliamentary Manuals Electronic Resources Meeting Resources Leadership Spotlights

3. By Fax: (816) 833-3893

4. By E-mail: HQ@nap2.org

5. On the Web: http://parliamentarians.org

Parliamentary Reference Cards Parliamentary Study Pathways to Proficiency References Parliamentary Supplies Teaching Resources

Resource descriptions and a complete order form are available at the NAP Online Store: http://parliamentarians.org/store/newstore.php

Join the conversation!

Find us on facebook. www.facebook.com/parliamentarians

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National Parliamentarian • Winter 2016

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Parliamentary Law Month Proclamation

April 2016 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 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 he world; now, therefore, be it Resolved, that I, Mary Randolph, PRP, President of the National Association of Parliamentarians, do hereby declare April 2016 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 www.parliamentarians.org

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Getting ready for program at the Kennedy Caucus Room, Senate Building, Washington, DC 2015

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