National Parliamentarian (Vol. 83, No. 3)

Volume 83, No. 3 | Spring 2022

NP

National Parliamentarian

Continuing the Journe y: From Good to Great

Lead by Serving

A Return to Normalcy . . . . . . . . . . . . . . . . . . . . . . . . page 9 Soaring to New Heights – 2022 NTC, Albuquerque, NM . . . . . . . . . . . . . . . .

page 17

Help Around the Corner . . . . . . . . . . . . . . . . . . . .

page 32

Leadership 2O22

NAP Conference August 26-27, 2022 Virtual Meeting

Attention

Association and Unit Leaders

Learn everything you need to know about being an association or unit leader in NAP but didn’t know who—or what—to ask.

2022 NAP Virtual Leadership Conference August 26-27, 2022 Register today for this virtual, interactive conference and get ready to learn from and share ideas with your fellow leaders.

Watch your email for details.

NP 2021-2023 NAP Officers President Wanda M. Sims, PRP Vice-President Alison Wallis, PRP Secretary Mona Y. Calhoun, PRP Treasurer Henry C. Lawton, PRP Directors-at-Large Carl Nohr, PRP Adam Hathaway, PRP Mary Q. Grant, PRP District Director Representatives Lucy H. Anderson, PRP Deborah A. Underwood, PRP Parliamentarian Timothy Wynn, PRP Legal Advisor Melanye Johnson, RP Executive Director Cynthia Launchbaugh

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

National Parliamentarian Volume 83, No. 3 | Spring 2022

Contents

From the Editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 President’s Message Continuing the Journey: From Good to Great – Lead by Serving . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 FEATURES Minority Reports: The Five Ws . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Carl Nohr, PRP A Return to Normalcy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Steven J. Bolen, PRP Special Rules of Order: A Neglected Compromise . . . . . . 13 Lorenzo R. Cuesta, PRP Special Section 2022 NAP Training Conference Soar to New Heights . . . . . . . . . . . . . . . . . . . . . . . . . . .

NAP Heads to Albuquerque . . . . . . . . . . . . . . . . . . . . .

Educational Sessions . . . . . . . . . . . . . . . . . . . . . . . . . . .

A Unique Experience to Remember . . . . . . . . . . . . .

Schedule at a Glance . . . . . . . . . . . . . . . . . . . . . . . . . . .

Where to Stay and How to Get There . . . . . . . . . . .

Registration and Activity Fees . . . . . . . . . . . . . . . . . . .

17 18 18 19 20 22 24

DEPARTMENTS Test Yourself Question & Answer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 RIB Final Exam . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 David Mezzera, PRP Answer Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 NAP Connections Parliamentary Law Month Proclamation . . . . . . . . . . . . . . . 31 Help Is Just Around the Corner . . . . . . . . . . . . . . . . . . . . . . . 32 Professional Development Committee Mona Calhoun, PRP, Chair Scholarships Available . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 NAP Educational Foundation New Registered Parliamentarians . . . . . . . . . . . . . . . . . . . . . 35 New Professional Registered Parliamentarians . . . . . . . . . 35 Silent Gavels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Revoked Membership/Credentials . . . . . . . . . . . . . . . . . . . . 35 New Members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 www.parliamentarians.org

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National Parliamentarian

®

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Editor Rosalie H. Stroman, PRP npeditor@nap2.org

Assistant Editor TennieBee Hall

NP Review Committee Dana Dickson, RP-R, Chair Ronald Dupart, PRP Ferial Bishop, PRP

Parliamentary Research Committee Ann Homer, PRP Rachel Glanstein, PRP Azella Collins, PRP Timothy Wynn, PRP, Parliamentarian/Consultant

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

Submission Deadlines Volume 83, No. 4 (Summer 2022) . . . . . . . . . . . . . . . . . . . . . . . . . . . . May 1, 2022 Volume 84, No. 1 (Fall 2022) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . August 1, 2022 Volume 84, No. 2 (Winter 2023) . . . . . . . . . . . . . . . . . . . . . . . November 1, 2022 2 National Parliamentarian • Spring 2022

From the Editor This issue of National Parliamentarian® includes a special section with details about the 2022 NAP Training Conference (NTC) scheduled to be held September 8-11, 2022, in Albuquerque, New Mexico. You will find the preliminary conference schedule along with hotel and transportation information, conference highlights, and registration fees. Note the deadlines for registration and participation in NTC activities.

In his article, Steven Bolen provides guidance on planning to return to normalcy following the pandemic. Carl Nohr addresses minority reports in depth and Lorenzo Cuesta focuses on special rules or order. David Mezzera offers a test on Robert’s Rules of Order Newly Revised In Brief.

President Wanda M. Sims has designated April 2022 Parliamentary Law Month. See NAP Connections for the presidential proclamation calling upon the districts, associations, units, and all members to observe the month.

Also in Connections, the Professional Development Committee describes its Mentor-Mentee program and the NAP Educational Foundation announces the availability of scholarships.

Enjoy this issue.

Rosalie H. Stroman, PRP

Follow Us On https://twitter.com/ napparlypro https://fb.com/ parliamentarians/

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President’s Message

Continuing the Journey: From Good to Great – Lead by Serving Part of going from good to great includes cultivating a sense of leadership. I do not only mean leadership in its general connotation, but rather in the largest sense one can consider the word. All members lead as we carry out the mission of NAP—to teach parliamentary education to the world.

The Professional Development Committee and the Education Resource Committee lead when those members work to author new materials and classes, elaborating and expanding upon topics within the study of parliamentary law. The Youth Committee leads by creating apps and collaborating to bring the study of parliamentary procedure to their peers in different educational groups like Future Farmers of America, Future Business Leaders of America, and SkillsUSA. The Webinar and Meeting Support Committee leads as it trains facilitators to host and help those users who require assistance while engaging in the new RP process and in the PQEs, the PRCs, and other webinars. Local units and state Associations lead locally by holding in-person or electronic meetings where presenters lead discussions about those topics which are of interest to us all. These are examples of leadership across our Association.

As we move through the biennium, this administration will continue to make leadership development one of the legacies we leave members for the future.

With the 2022 NAP Training Conference in Albuquerque, New Mexico, approaching, now is the time to consider leading by way of presenting a topic about which you have a special interest. You might even want to help lead by assisting the Conference as a volunteer session monitor, check-in assistant, or even by attending on behalf of your local unit or Association.

Your presence and participation would be most welcome.

In the words of Dr. Martin Luther King, Jr., “Everybody can be great because everybody can serve. You don’t need to have a college degree to serve. You don’t need to make your subject and your verb agree to serve.

You only need a heart full of grace, and a soul generated by love.”

Wanda M. Sims, PRP 2021-2023 NAP President 4 National Parliamentarian • Spring 2022

Minority Reports: The Five Ws Carl Nohr, PRP

Committee member A says to the other members, “I don’t agree with the position most of you are taking. Anyone want to join me in submitting a minority report?” Member B says, “What is a minority report?” Member A says, “Here is the what, why, who, when and where of minority reports….”

WHAT is a minority report?

Committee reports are an essential part of conducting the business of an organization.

The report of a committee can contain only what has been agreed to by a majority vote at a regular or properly called meeting, of which every member has been notified when a quorum is present.1 In a committee, it is possible to have both a majority and one or more minority opinions. When the committee reports to the assembly, minority opinions are not included in the report.

Committee members holding a minority opinion may request to express it through a minority report. A minority report is a formal expression of views in the name of a group of committee members not concurring with the majority opinion contained in the committee report.2 The report of the committee supported by the majority is always referred to as “the committee report,” never as the “majority report.” A report supported by a minority of a committee is referred to as a “minority report.”3

All committee reports should be submitted in writing.4 Although Robert’s Rules of Order Newly Revised (RONR) does not explicitly state that minority reports must also be in writing, there is no reason to think they are exempted.

Nonetheless, RONR also provides for verbal committee reports in the setting of brief reports to small assemblies, provided that the secretary records the complete substance of the reports in the minutes.5 As minority reports are not explicitly excluded, they also may be given verbally in small assemblies according to the same rules as the committee reports.

A written minority report may begin with, “The undersigned, a minority of the committee appointed to…, not agreeing with the majority, desire to express their views in the case.…”6 It may conclude with a motion, regardless of whether the committee report contained a motion.

Presenting a minority report to an assembly is not a right. When committee membership is determined by whatever entity has the authority to do so, that authority is primarily expressing an 1 RONR (12th ed.) 51:2 2 RONR (12th ed.) 51:64 3 RONR (12th ed.) 51:64 4 RONR (12th ed.) 51:23 5 RONR (12th ed.) 51:60-62 6 RONR (12th ed.) 51:66 www.parliamentarians.org

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interest in the views of the majority of the committee.7 Presenting a minority report therefore requires the agreement of the assembly receiving the committee report. Such a request is usually accepted by the assembly.8 If so, the minority report is presented for information, and can be managed by the assembly simply receiving it through unanimous consent. If objected to, a majority vote is required to do so, and the question is undebatable.9 The minority report is usually given immediately following the relevant committee report.

If the committee report concludes with motions for the assembly to consider, the presenter of the report may move the motions at the conclusion of the report. Such motions can be processed before the assembly grants permission for the minority report to be presented, or they may be postponed by motion until after the minority report is given. If the minority report includes both information and proposed motions the minority wishes the assembly to consider, these can be moved by the presenter of the minority report at the conclusion of the minority report, unless a pending question on the floor prevents the introduction of new business at that time.

Regardless of whether a minority report is presented, any motions contained in the committee report can be subjected to motions to amend, postpone indefinitely, or any other motion that can be applied to a main motion.10 Such motions may be made by any member of the assembly, including the members of the reporting committee, whether in agreement with the committee report or not. As a 6 National Parliamentarian • Spring 2022

committee report, the same procedures may apply to any motions contained in a minority report.

If the dissenting minority committee members want to further their opinions more than just presenting them for information, the dissenting members may seek in debate to persuade the assembly to vote against the committee’s recommendations, or to amend them to the minorities liking. Further, rather than simply defeating or amending the recommendations in the committee report, the dissenting members may make efforts to persuade the assembly to adopt the minority opinion and any recommendations contained therein.

To do this, the dissenting members may move to substitute the minority report for the committee report.11 This is a particular use of the motion to amend.12 Finally, if the committee report contains a motion, the minority report may contain one of the following recommendations: “(a) recommend rejection of the resolution; (b) recommend amendment of it; or (c) recommend adoption of some other suitable motion designed to dispose of the resolution appropriately.”13 Nominating Committees are a special example. In this case, while members of the committee holding a minority view may request permission of the assembly to present a minority 7 RONR (12th ed.) 51:65 8 RONR (12th ed.) 51:64 9 RONR (12th ed.) 51:69 10 RONR (12th ed.) 51:70 11 RONR (12th ed.) 51:70 12 RONR (12th ed.) 12:69 13 RONR (12th ed.) 51:67

report, such members have another opportunity to further their preferred candidates by nominating them from the floor.14 Their right as a minority may thereby still be respected even if the assembly declines to hear a minority report.

WHY is a Minority Report considered?

When committee membership is assigned, the purpose of the committee should be considered. For standing committees, the strongest possible group should be chosen to ensure all assigned tasks are handled. For special committees, if the mandate is to implement a decision of the assembly, it should be small and consist of members in favor of the action. On the other hand, if the mandate of the special committee is for investigation or deliberation, it should be larger and include members with a diversity of opinions.15 It is in this environment that minority opinions can be expected.

Nonetheless, the author is of the view that reasonable efforts to achieve unity should be made in a committee by resolving the concerns of minorities prior to reporting. This approach reflects the fundamental parliamentary principle that the minority has a right to be heard and to seek to persuade others to their point of view. If unity can be achieved, the committee can present the strongest, most well supported recommendations to the assembly. This does not prevent further diversity of opinion to be expressed in the final decision-making process.

Considering that committees are usually not the final decision maker,

that right being reserved by the assembly receiving the committee report, there is another opportunity for diversity in opinion as the assembly considers the reporting committees’ recommendations before making a final decision.

Once an assembly, or any other entity with final decision-making authority, makes a decision, it is difficult to contemplate a role for a minority report. Boards, for example, are a unique structure in this regard, depending on how the board’s authority is structured. Good board governance relies on a diversity of opinion at the outset of debate on a question. After a decision is made, board unity on the issue best expresses the director’s fiduciary duties.

WHO may prepare and present a Minority Report?

Reports are usually given by the committee chair, unless the chair is the presiding officer, in which case the report is given by the secretary or one of the other committee members.16 The usual person assigned to give a report, however, may be excused from doing so if that person disagrees with the content, in which case the committee chooses another member to give the report.17 There is no requirement in RONR as to the size of the minority that may consider submitting a minority report to an assembly. It may be as small as one member, or as large as just less than half.

Any member of a minority may request 14 RONR (12th ed.) 46:16 15 RONR (12th ed.) 50:18 16 RONR (12th ed.) 51:8 17 RONR (12th ed.) 51:8 www.parliamentarians.org

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that the assembly receive a minority report. There is no stipulation as to who among the minority group shall present it; the group may select the presenter.

In addition to the possibility of submitting a minority report individually or as part of a minority group, any member of the reporting committee may speak during debate in opposition to the contents of the report or any motions arising from it, excepting the mover of any motions, who is obliged to speak in favor, if the mover speaks at all.18 If members of a committee agree with the report except for one particular, they may add a statement to the committee report concurring with the report except for one particular.

This does not preclude the submission of a minority report on the same issue. Similarly, a member of a group proposing to submit a minority report may indicate disagreement with one particular in the minority report. The assembly may also allow the submission of more than one minority report.19

WHEN is a Minority Report presented?

In the standard order of business, committee reports usually appear after officer and board reports and before special orders. An organization may vary the timing in governing documents.20 If there is no provision

in the order of business for committee reports, the committee chair may seek recognition to provide the report when no business is pending.21 In either event, minority reports, providing the assembly agrees to receive them, are usually given immediately after the committee report.22

WHERE are Minority Reports relevant?

Minority reports may be considered wherever there is an individual or group that does not concur with the majority opinion presented in a committee report.23 Such reports thus serve a useful function in the parliamentary process to ensure respect of the right of the minority to be heard. However, another parliamentary principle, that the majority decides, also empowers the assembly to choose what it will hear as it proceeds through the decision-making process.

After member A explains the what, why, who, when and where of a minority report, member B says, “Let’s do it!” And thus, a minority report is born… NP 18 RONR (12th ed.) 43:25 19 RONR (12th ed.) 51:71 20 RONR (12th ed.) 3:16 21 RONR (12th ed.) 51:28 22 RONR (12th ed.) 51:69 23 RONR (12th ed.) 51:64

Carl Nohr, M.D., PRP, joined the NAP in 2013 and became a PRP in 2018. He serves as a Director, Vice Chair, Secretary, and Speaker for several associations. He is a student of good governance, meeting management, and decision making. He loves to share knowledge and believes we can all learn much from each other.

8 National Parliamentarian • Spring 2022

A Return to Normalcy

Steven J. Bolen, PRP

As a society, we have weathered two seemingly long pandemic years.

Parliamentarians spent this time keeping organizations operating on an emergency basis when they could not meet in the usual manner.

In our role as parliamentarians, we guided our clients through numerous changes to their bylaws, empowering officers universally to declare emergencies and take the necessary actions to keep their divisions operating. We assisted many of our clients in their struggle with how to transition from in-person to online meetings. Guided by the 2020 NAP Training Conference and 2021 Biennial Convention, along with multiple issues of the National Parliamentarian, NAP members analyzed the emergency and expounded upon the proper response.

The Robert’s Rules of Order Newly

Revised (RONR) authorship team supported us by adding an appendix for electronic meetings to their 12th Edition. Articles and workshops were presented that covered the steps needed to assure the continuity of services by our clients. Organizations survived the pandemic by implementing our suggestions while remaining compliant with governmental requests and mandates.

It now appears that the pandemic will fade away slowly, not with a bang but a whimper, hopefully over the next couple of years. In some places, the emergency has largely ended, while in others, it continues.

Depending on their location, some organizations have been able to return to a semblance of normal operations. www.parliamentarians.org

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Other groups, for many different reasons, have struggled with taking that definitive step to return to normal operations. Getting into the emergency mode was understood by all; but getting out can be a matter of contention.

While parliamentarians of NAP have rallied to support our clients’ emergencies, now it is time to support the next step in the process, that of exiting from the emergency mode and returning to normalcy.

Nationally, too many members are slow to return to in-person organizational meetings, and it is those gatherings for which the operations of the organizations depend. For instance, attendance at churches across the nation is down around 50%, a number consistent with other social clubs. Without active members, the organizations flounder and struggle to survive.

In Parliamentary Law, General Robert admonished that organizations must do what is necessary to recover from unwise bylaws and rules adopted in different situations. Organizations must not be permitted to commit “organizational suicide” through ill-advised actions. In the Q&A section, the General responded to a group whose bylaw requirements no longer made sense due to organizational growth, which meant that a quorum could no longer be achieved. In today’s world, it isn’t growth that creates difficulty in achieving quorums, 10 National Parliamentarian • Spring 2022

but travel and isolation restrictions that prevent members from coming.

The emergency uncertainty means that it will be difficult to either get back to normal or move on to a new normal. So as General Robert instructs, we may have to resort to the spirit of the rules rather than the rules themselves, because, above all, democracy must continue.

In his 1935 work, Parliamentary Rules Simplified, Arthur Lewis outlined his fundamentals of common parliamentary law, of which the first was “The organization is paramount.” During the pandemic, this fundamental principle was often used to justify taking any necessary actions. By this statement, Lewis meant that an organization often has to do what it must to remain in operation. Sometimes, this comes in the form of avoiding motions contrary to the organization’s object.

And sometimes this means keeping the officers for another year when holding elections are impossible.

It is better that the organization have officers that serve longer than intended as opposed to having no officers at all. In times of emergency, the organization is paramount.

The lockdowns struck particularly hard those organizations whose primary purpose involved interfacing with the public.

During the lockdowns, these organizations simply could not function, which meant that annual requirements, such as officer elections,

were put off for up to two years.

While, at the time, this seemed reasonable, there must be limits to the situation. While the organization is paramount, it must remain democratic if it is an organization for which RONR is the parliamentary authority.

Bylaws were universally updated to permit a president or board of directors to declare an organizational emergency, but few included a provision for rescission.

In the Fall 2018 issue of National Parliamentarian, Lorenzo R. Cuesta, PRP introduced the notion of antimotions (pp. 5-9), which are a pair of motions for which one undoes the effect of the other. In this case, there is a need for a motion to declare an emergency and an anti-motion to rescind those emergency powers.

These new bylaw provisions greatly empowered officers to do what they could not do before, powers which they may be hesitant to relinquish.

Primarily, authority rests within the members of the assembly because, as Lewis’ fundamental principles remind us, “Majority rules, usually.”

He referred to usually as in the vote requirements, but it also applies to the running of organizations, wherein usually the majority rules. Officers have found that democracy can often be messy, and authoritarianism often makes things easier to achieve.

The easiest cases to resolve are those where the assembly passes a resolution declaring the emergency.

This method was generally the

approach when the deliberative body in question consisted of a small board or executive committee, whose numbers were small enough to accomplish a quorum even during the restrictions. Since in these cases, the assembly itself took formal action, they can easily take additional action to undo their resolution through a simple motion to Rescind, as found in RONR (12th ed.) §35. In this scenario, the motion requires a two-thirds vote, a simple majority vote if notice is given, or a vote of a majority of the entire membership.

In larger bodies, it was often the case that executive boards and officers determined the new meeting procedures, which were later ratified by the assembly. Since the power to make such decisions always rests with the assembly, the assembly is free to Amend Something Previously Adopted and undo the declarations of emergency, returning the organization to normalcy.

Finally, the most challenging situation is where the officers declare the emergency, e.g., the frequent use of the Governor’s Executive Orders to enable them to do so, and where this action was never ratified or approved by the assembly. Within this group, there are two scenarios, one where officers want to get back to normal and the other where a few overzealous officers refuse to relinquish their newly found powers. In either situation, it is within the power of any member to make a simple motion to “repeal the emergency operation,” www.parliamentarians.org

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requiring just a majority vote to pass.

In essence, this is a motion to refuse to ratify the officer’s actions. Asking an assembly to unratify or reject the ratification is likely to confuse them.

So, it is probably better to word the motion as “to repeal the emergency and return to regular order.”

If, however, the presiding officer refuses to recognize or honor such a motion, the assembly must act and decide if the response is so egregious as to require replacement of the officers (62:16) or retention in their positions and only temporary replacement (62:10-15), so that the motion can be resolved. If the officers must be replaced, then hopefully, the bylaws have been written in such a way as to empower the assembly to replace the current officers with the phraseology “or until their successors are elected.” If the assembly is generally happy with the current officers, then it should be sufficient to temporarily replace the recalcitrant chair during the consideration of the motion to rescind the emergency declaration.

A motion from the floor to “Suspend the Rules so as to take away the authority of the president to preside during the consideration of the motion to rescind the emergency declaration” should accomplish the task.

The obstacle with this approach may be that since the question is about getting the president to relinquish control, the president may not do so willingly.

Therefore, the members may be forced to resort to use of a provision in 62:9, that allows a member to put an appeal to a vote against the will of the chair. It may take multiple attempts on the part of the member to make the motion, but when the chair repeatedly refuses to state the question, then since the assembly holds the power to make decisions, it is reasonable for a member to place the question before the assembly directly. The organization is paramount and if necessary, the members must return the organization to a deliberate democracy.

Ultimately, while many bylaws were updated to allow the president to declare emergencies and adopt special powers of authority, the authority always rests with the assembly itself.

Parliamentarians may be required to aid assemblies to wrestle the emergency powers back from the officers. As Past President Allen reminded us, parliamentarians are the “Keepers of the Democratic Process.”

As the pandemic fades into the past, a return to normalcy in the form of deliberative democracy through the undeclaration of emergencies is the next step forward. NP

Steven J. Bolen, PRP, a NAP member since 2019, is vice-president of the Martha Knowles Memorial Unit in Dallas, TX. He serves as consulting parliamentarian for several local organizations and clubs.

He presented at 2020 NAP Training Conference and 2021 NAP Biennial Convention. He serves on various city and county advisory boards.

12 National Parliamentarian • Spring 2022

Special Rules of Order: A N eglected C ompromise Lorenzo R. Cuesta, PRP

A society is governed by a series of documents of governance containing rules which are related in many ways but especially in one particular way. Each document allows the society a different degree of flexibility to be amended and stability from being suspended. Every document of governance is unique in the nature of the rules it contains as reflected by this desirable balance. (My reference to suspending a motion excludes those rules that provide for their own suspension or exist in the nature of a rule of order.)

Comparison of Flexibility and Stability in Three Documents of Governance: A rule related to meetings could be handled in the following manner: 1. In the constitution: “The board will meet at least 4 times a year.”

(Amendable by 2/3 vote of the members of the House of Delegates at the Annual Meeting. Cannot be suspended.)

2. In the bylaws: “The board will meet on Saturdays.”

(Amendable by the board of directors with a notice and a 2/3 vote at a monthly meeting. Cannot be suspended.)

3. In the standing rules: “The board will meet from 2:00-4:00 pm.”

(Amendable by the board of directors without a notice and with a majority vote at a monthly meeting. Can be suspended.)

Placing all three related rules together in either the constitution, or the bylaws, or the standing rules would result in a level of flexibility and stability that may either be too strict or too relaxed for the independent parts of this rule.

What the society needs is a document of governance that offers a compromise between flexibility and stability. And that document is the special rules of order.

Comparison of Some Documents of Governance as to Flexibility and Stability Adopt Amend without Notice Amend with Notice Suspend Constitution Majority MEM 2/3+ No and Byl.0aws Special Rules 2/3+ Notice; MEM 2/3 2/3 of Order MEM Standing Rules Majority 2/3; MEM Majority Majority + = Often 2/3 is the least required.

MEM = Majority of entire membership www.parliamentarians.org

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Special Rules of Order 1. The constitution and the bylaws offer the most stability and the most consistent structure, yet sacrifice flexibility.

2. Standing rules offer the greatest flexibility, but sacrifice stability and structure.

3. The special rules of order offer the best compromise. But special rules of order are a neglected compromise, because most clients are not aware of this available solution to the desired flexibility and stability of specific rules.

Some Characteristics of the Special Rules of Order: 1. Whereas neither the constitution nor the bylaws may be suspended, the special rules of order may be suspended as long as the effect of the suspended rule is limited to the duration of the meeting, and does not interfere materially with the freedom of a later session. RONR (12th ed.) 8:13 Suspension beyond the duration of a meeting is the motion to rescind which is a different motion with different requirements compared to the motion to suspend.

2. Special rules of order supersede any rule in the selected parliamentary authority. A society should seldom need special rules of order if it adopted a suitable parliamentary authority. RONR (12th ed.) 2:16 However, all societies constantly develop unique needs.

3. Special Rules of Order may not supersede a rule in the parliamentary authority if the parliamentary authority states that the rule may be superseded only by the bylaws. RONR (12th ed.) 56:49 4. Too often a society places the special rules of order in the same document as the bylaws. The bylaws specify their own amending requirements and may not be suspended. RONR (12th ed.) 2:20 This practice leads to unnecessary limitations on the special rules of order. Ultimately, this unintended fusion defeats the purpose of the special rules of order.

The Most Common Uses of Special Rules of Order: 1. To set a society’s order of business. RONR (12th ed.) 2:16 2. To set the limits on number of speakers or length of speeches in debate.

RONR (12th ed.) 2:16 3. To set less formal procedures in a small assembly functioning as a small board.

RONR (12th ed.) 2:16 4. To establish the assignment of the floor in large assemblies. RONR (12th ed.) 42:16 5. To require a vote greater than a majority in order to take certain action.

RONR (12th ed.) 10:8(7a) 14 National Parliamentarian • Spring 2022

6. To reserve the right to fill a vacancy by a body other than the body that originally filled the position. RONR (12th ed.) 47:58 7. To control the executive committee. RONR (12th ed.) 49:15 8. To control the other committees. RONR (12th ed.) 50:26 9. To control the board. RONR (12th ed.) 56:39 10. To establish a consent calendar. RONR (12th ed.) 41:32 11. To incorporate a custom into a rule. RONR (12th ed.) 2:25 12. To modify RONR’s disciplinary procedure. RONR (12th ed.) 63:32n10 13. To replace a majority vote with a plurality vote as the requirement on an election, except an officer election. RONR (12th ed.) 44:11 14. To drop the nominee with the fewest votes. RONR (12th ed.) 46:32n1 15. To modify the rules of what goes in the minutes. RONR (12th ed.) 48:3 16. To modify a policy on which a precedent was based. RONR (12th ed.) 23:11 17. To set the size of a minority that can order a roll-call vote. RONR (12th ed.) 45:46 18. To set the size of a minority that can order a counted vote. RONR (12th ed.) 45:14 19. To create a standing committee. RONR (12th ed.) 50:8 20. To set a voting basis other than a majority, a 2/3 vote, or a majority of the entire membership. RONR (12th ed.) 44:10 Any of these rules could arguably be placed in the bylaws or the standing rules. But then the rule would not benefit from the flexibility and stability inherent to special rules of order.

The Most Urgent Use of Special Rules of Order But perhaps the most urgent use of special rules of order this decade is related to electronic meetings as discussed in the RONR (12th ed.) Appendix, pp. 635-649 Boards: The authority to conduct electronic meetings must be written in the bylaws, but the rules that govern the conduct of such meetings need to be more flexible and suspendable. RONR (12th ed.) 9:30 Thus, these rules should be included in special rules of order or standing rules.

Committees: A special committee does not need special rules of order to authorize its electronic meetings. A special committee may be authorized to meet electronically by a standing rule, or a motion, or instructions in a motion that established the committee. RONR (12th ed.) 9:35 www.parliamentarians.org

15

Special Rules of Order The special rules of order governing the conduct of electronic meetings should require and specify at least the following factors and responsibilities: 1. Login info/time – start and end hour, time zone, URL, access code, cost.

2. Sign in/out – how a member must self-identify in order to be admitted to the meeting.

3. Technical requirements – each member must be informed of the technical requirements, and be responsible for his/her own connectivity, software, and hardware.

4. Video display – at least the chair and the current speaker should activate their video display.

5. Technical assistance – how a member may obtain technical assistance during a meeting.

6. Forced disconnections – explain under what interference or disturbing conditions the chair may force the member to be disconnected.

7. Quorum calls – require audible roll call to establish quorum.

8. Motions in writing – all motions must be submitted in writing by whatever online means the rules specify.

9. Display of motions – specify how pending motions will be displayed for all the participants.

10. Assignment of floor – state the method for preference in recognition, as well as how a member must announce himself or herself.

11. Interrupting a member – allow for the proper interrupting motions without undue delay.

12. Voting – specify how voting will be conducted, such as unanimous consent, anonymous voting, electronic roll call, audible roll call, and zoom buttons, as well as how and when the polls are opened and closed.

13. Minutes – explain how the voting results will be included in the minutes.

The beauty of Robert’s Rules of Order is that it offers a society so many opportunities to focus on having an effective and productive meeting without interference from rules that may hinder flexibility and stability of the rules.

Our clients would benefit from special rules of order only if we helped them utilize these rules. NP Lorenzo R. Cuesta, PRP, is a past president of the California State Association of Parliamentarians. He has served as a parliamentarian for boards, conventions, and annual meetings in and beyond California for more than twenty years. He typically offers a three-hour interactive parliamentary procedure workshop that focuses on members’ rights and efficient meeting management.

16 National Parliamentarian • Spring 2022

Soar to new heights.

2022 NAP Training Conference Albuquerque, NM Sept. 8-11, 2022

2022 NTC Are you ready to get away?

To travel again? We are!

Join us in Albuquerque, September 8-11, for the 2022 NAP Training Conference, the largest conference on parliamentary procedure in the country.

It offers the highest caliber of training through more than 30 workshops presented by some of the top parliamentarians in the field. www.parliamentarians.org

17

2022 NTC

Albuquerque, NM Sept. 8-11, 2022

On the Road Again

NAP Heads to Albuquerque Events begin Thursday, September 8, at 12:00 p.m. with a lunch celebrating our members (included in registration). That will be followed by an orientation for those new to the training conference. The Annual Meeting will be the opening session for the conference, complete with a report of the association and its finances by President Wanda Sims, PRP, and Treasurer Henry Lawton, PRP, respectively.

The welcome reception Thursday following the annual meeting will feature an exciting performance by Tablao Flamenco Albuquerque’s flamenco dancers.

Come experience the passion and energy of this powerful art form. Tablao Flamenco Albuquerque, a unique partnership between Heritage Hotels and Resorts (owners of Hotel Albuquerque) and the National Institute of Flamenco.

Together they are working to sustain and promote this cultural gem.

Education takes center stage Friday and Saturday. Regardless of whether you are a volunteer parliamentarian or a Professional Registered Parliamentarian, you owe it to yourself and the organizations you serve to be the best you can be. There is always something new to learn at the NAP Training Conference.

See you in September!

Educational Sessions

What to Expect

Learn

Connect

Explore

NAP’s Training Conference is all about the education—and the networking, of course. The caliber and diversity of the education is unique to the NAP conference. There will be more than 30 workshops for you to choose from this year.

More details will be forthcoming. Watch for the NAP Member Update e-newsletter and the www.napconference.com website.

18 National Parliamentarian • Spring 2022

Come early and treat yourself to a well-deserved vacation over the Labor Day weekend!

Albuquerque, NM

A Unique Experience to Remember There is so much to do and see in Albuquerque and the surrounding area. Here are a few examples: • Tour Old Town Albuquerque, located just across the street from the Hotel Albuquerque. It offers exemplary dining and shopping options, art galleries, and even a winery.

• Catch the ABQ Trolley at the hotel for a fully narrated, multimedia, guided tour of the area.

• Visit the various museums and cultural centers in Albuquerque including the Museum of Art & History in Old Town, Indian Pueblo Cultural Center, New Mexico Museum of Natural History & Science, and the Balloon Museum.

• Enjoy the ABQ Biopark—which includes the zoo, botanic garden, and aquarium—situated along the Rio Grande River near downtown.

• Prepare for an amazing food experience that is a unique blend of Mexican, Native American, and Spanish flavors—the most important element of which is chile—both red and green.

New Mexico’s “official state question” is “Red or green?” Answer “Christmas” and try them both!

Learn more about this culturally rich city at www.visitalbuquerque.org. www.parliamentarians.org

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2022 NTC

Albuquerque, NM Sept. 8-11, 2022

SCHEDULE AT A GLANCE

2022 PRE-CONFERENCE EVENTS Schedule subject to change.

See www.napconference.com for the latest information.

NAP PROFESSIONAL DEVELOPMENT EVENTS Separate registration required

Tuesday, September 6, 2022

8:00 a.m.-6:30 p.m. — PRP Qualifying Examination (PQE) 8:30 a.m.-6:30 p.m. — PRP Renewal Certification (PRC)

Wednesday, September 7, 2022

8:00 a.m.-6:30 p.m. — PRP Qualifying Examination (PQE) 8:30 a.m.-6:30 p.m. — PRP Renewal Certification (PRC)

2022 CONFERENCE SCHEDULE Schedule subject to change.

See www.napconference.com for the latest information.

Wednesday, September 7, 2022

8:00 a.m.-5:00 p.m. — Professional Qualifying Exam(s) 8:00 a.m.-5:00 p.m. — Professional Renewal Certification(s) 9:00 a.m.-4:00 p.m. —Board of Directors 3:00 p.m.-6:30 p.m. — Registration

Thursday, September 8, 2022

12:00 a.m.-11:30 a.m. — Board of Directors (tentative) 9:00 a.m.-7:00 p.m. — Registration/Bookstore 11:45 a.m.-1:00 p.m. — Lunch – Member Celebration* 1:15 p.m.-2:30 p.m. — First Timers Orientation 3:00 p.m.-4:30 p.m. — Opening: Annual Meeting 5:00 p.m.-6:30 p.m. — Welcome Reception/Happy Hour 6:30 p.m.-8:30 p.m. — NAPEF Board of Trustees 20 National Parliamentarian • Spring 2022

Friday, September 9, 2022 7:30 a.m.-9:00 a.m. — Buffet Breakfast* 8:00 a.m.-5:00 p.m. — Registration/Bookstore 9:00 a.m.-10:15 a.m. — Workshops 10:30 a.m.-11:45 a.m. — Workshops 12:00 p.m.-1:45 p.m. — Lunch w/Strategic

Planning Committee* 2:00 p.m.-3:15 p.m. — Workshops 3:30 a.m.-4:45 p.m. — Workshops 5:00 p.m.-6:00 p.m. — NAPEF Annual Meeting

Saturday, September 10, 2022 7:30 a.m.-9:00 a.m. — Buffet Breakfast* 8:00 a.m.-5:00 p.m. — Registration/Bookstore 9:00 a.m.-10:15 a.m. — Workshops 10:30 a.m.-11:45 a.m. — Workshops 12:00 p.m.-1:45 p.m. — Lunch w/Professional Responsibility

& Member Discipline Committee* 2:00 p.m.-3:15 p.m. — Workshops 3:30 p.m.-4:45 p.m. — Workshops 5:00 p.m.-5:30 p.m. — Closing Ceremony * Included in registration

More to do in Albuquerque Find the Cow Alien Abduction Road Sign, seen on the historic Turquoise Trail between Albuquerque and Santa Fe, New Mexico.

www.parliamentarians.org

21

2022 NTC

Albuquerque, NM Sept. 8-11, 2022

Where to Stay & How to Get There

The historic Hotel Albuquerque at Old Town will host the 2022 NTC. It combines the modern with the old-world charm that distinguishes this area and is just steps away from the cultural dining venues in Old Town.

The 2022 NTC rate is $159 (plus taxes) for king or double rooms* The easiest way to reserve your room is online at 2022NAPCON. Or call the hotel at 866.505.7829 and reference NAP Conference of 2209NATION_001.

The conference rate is effective for stays beginning Friday, September 4, thru Monday, September 12.

The discounted rate will also be extended for those arriving and departing three days before or after these dates, based on availability—so reserve your room early! * Reservation deadline is August 15.

22 National Parliamentarian • Spring 2022

Transportation to and from the Airport Hotel Albuquerque at Old Town is 6.2 miles from the Albuquerque Sunport airport. Ride sharing or taxis are the most affordable options at $25-$30 one way. If using Lyft, apply the discount code “hotelgold” for added savings.

If driving to the hotel, the hotel offers complimentary self-parking.

Hotel Albuquerque at Old Town 800 Rio Grande Blvd. NW Albuquerque, NM 87104 www.hotelabq.com

More to do in Albuquerque • Cruise the nostalgic Route 66 as it winds through downtown Albuquerque.

• Rise above it all on a hot air balloon ride.

• Take a day trip to Santa Fe and stroll Canyon Road, “The Art & Crafts Road.”

• “Breaking Bad” fans may enjoy a Breaking Bad RV Tour.

www.parliamentarians.org

23

Albuquerque, NM Sept. 8-11, 2022

2022 NTC How to Register

Choose one of these convenient, secure options to register for the 2022 NAP Training Conference: • Register online at www.napconference.com/register • Register by mail or fax using the accompanying registration form • Register by calling 816.833.3892 Whichever method you use, be sure to register early and save!

Registration & Activity Fees Convention registration fees include online access to all submitted handouts; Member Celebration lunch Thursday; welcome reception Thursday; buffet breakfasts and lunches Friday and Saturday.

One-day registration includes meals offered only on the selected day.

FULL CONFERENCE

MEMBERS NON-MEMBERS STUDENTS

Early Bird (by July 31)

$450

$500

$225

Regular (August 1-24)

$475

$525

$240

On-site (after August 24)

$495

$550

$250

ONE-DAY CONFERENCE Early Bird (by July 31)

$235

$285

$115

Regular (August 1-24)

$260

$310

$130

On-site (after August 24)

$300

$330

$140

ADDITIONAL FEES

Printed Workshop Materials — $20/copy

CANCELLATION POLICY

Registration refund requests must be received in writing by NAP Headquarters no later than August 24, 2022. A $75 cancellation fee will apply. No refunds will be issued for no-shows or cancellations received after August 24, 2022. A $30 handling fee will be assessed for all returned checks.

24 National Parliamentarian • Spring 2022

&

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 the most recent edition of Robert’s Rules of Order Newly Revised, unless otherwise indicated, and do not take into account such governing authorities as statutes, bylaws, adopted special rules of order, other parliamentary authorities, or earlier editions, except as specifically mentioned.

The abbreviations used in these questions and answers are explained in National Parliamentarian Vol. 83, No. 1, Fall 2021, p. 18.

Questions should be emailed to npquestions@nap2.org.

Appreciation is expressed to Thomas J. Balch, PRP and Steve Glanstein, PRP, for their assistance with this research question and answer.

Q

Question 10: My club has a nominating committee that proposes at least one nominee for each office, and the nominees so chosen by the committee will have their names pre-printed on the ballots that are provided to members when they arrive and check in for the meeting.

At our last annual meeting, ballots provided had one name for each office, and there were no nominations from the floor. We still had to vote by ballot since our bylaws require ballot voting in the election and don’t allow it to be waived.

Our president explained that members should mark their ballots with X’s next to the names of the nominees they wish to elect for each office.

I served as a teller to assist with collecting and counting the ballots. All of the nominees were elected to their respective offices, but one ballot had checks instead of X’s next to the names of the nominees (“Ballot 1”), and one ballot turned in had no marks on it (“Ballot 2”). The tellers committee counted Ballot 1 as a valid vote cast for each nominee, and Ballot 2 as an abstention.

I understand that regardless of how these ballots were counted, the result would have been the same. But I still want to know if the committee counted these ballots correctly. Were Ballots 1 and 2 counted correctly?

Answer: Both Ballots 1 and 2 were counted correctly. Although the voter of Ballot 1 failed to follow the precise directions given by the president on how to cast ballot, the intent was clear and Ballot 1 was properly counted. And although the voter of Ballot 2 didn’t strike out the pre-printed names, it was correctly noted as an abstention. www.parliamentarians.org

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Test Yourself

&

Questions Answers continued

RONR (12th ed.) 45:32-33 provides that Ballot 1 should still be counted because the ballot indicates a preference, the meaning was clear, and the choices were valid. Technical errors don’t invalidate a vote as long as the meaning is clear. Just because the voter of Ballot 1 used checks instead of X’s, the intent was obvious and the ballot was counted correctly.

RONR (12th ed.) 45:31 states in part that: “Accordingly, the tellers ignore blank ballots and other ballots that indicate no preference, treating them as abstentions.

(Blank ballots are sometimes cast by members to conceal the fact that they do not wish to vote.)” The tellers properly noted Ballot 2 as an abstention since it would be considered blank or indicating no preference.

Parliamentary Law, page 239 supports the counting of Ballot 1 (ignoring errors in following directions when the preference is clear), and the treating of Ballot 2 as an abstention, even though to some it may at first glance seem to imply that if there are printed names on the ballot, with no marks, then the voter could be indicating a preference by not striking out the printed names, and that possibly Ballot 2 should have been counted as one vote per nominee; it states in part: Since the purpose of a ballot is to ascertain the preference of the voters, no rule should be adopted that may defeat this purpose, unless it is absolutely necessary to protect the society. To require, as some societies do, that a cross should be placed in front of, or after, each name on a printed ticket, with only one name for each office, is unreasonable, and therefore the requirement is very likely to be overlooked, resulting possibly in the ballot’s being thrown out as illegal. There certainly can be no doubt for whom a ballot is intended when there is only one name for an office, whether it is written or printed. A cross does not make the voter’s wish any more certain. Such unreasonable rules as this cause many of the troubles in societies. More common sense and fewer useless rules are needed.

Rules of this class, unless in the by-laws, should be regarded as directory rather than obligatory. Thus, if the ballot has printed on it directions that when a new name is substituted for a printed one the new name must be written below the erased one, it should be considered as advisory for the convenience of the tellers. If the new name is written on the side of the old one, the ballot should not be rejected. If ballots are rejected for such trivial defects as omitting a cross, or making a wrong kind of a cross, or writing a new name in the wrong place, when it is clear for whom the vote is intended, to be consistent, a candidate should not be credited with a vote if there is an error in the spelling of his name. The courts have held that ballots should be credited to candidates when from the ballot itself it is clear for whom the vote was intended, 26 National Parliamentarian • Spring 2022

&

Test Yourself

Questions Answers continued

provided that there is no law on the subject. If the by-laws require certain formalities they must be observed, but printed instructions on the ballot, even though adopted by the assembly, cannot throw out a vote not in conflict with the by-laws, if the ballot shows clearly for whom it was intended.

The intent of this passage in Parliamentary Law is to emphasize that a voter’s choice should not be disregarded because of a failure to follow directions (that are not in the bylaws). However, the printing of names that is referred to here doesn’t quite match up to today’s usage.

A common practice in the 1800’s and 1900’s was for people to be given party “tickets” that listed endorsed candidates. Those tickets could then be put in ballot boxes as ballots, or the voter could write other candidate names on the ticket if they wanted to vote for someone not endorsed, thereby “splitting a ticket” (not voting entirely along with the party recommendations).

A ballot called the “Australian ballot” was introduced to enhance ballot secrecy since the party tickets could be a different color and therefore indicate which party the voter was supporting; the Australian ballot includes the names of all party candidates and the voter marks their choice. The Australian ballot was introduced sporadically around America in the late 1800’s through the mid-1900’s.

Consequently, the precise wording used by Parliamentary Law in the quoted passage is not applicable to the secret ballots often used today with pre-printed names. Not marking a ballot today in some way indicates that the voter’s preference is to abstain (for that office). RONR (12th ed.) 45:3 provides members a right to abstain, and this right may not be taken from them.

An example to show why Ballot 2 should be noted as an abstention is that it should be handled the same way regardless of how many nominees are presented.

If there are four offices up for election and six nominees, the unmarked ballot would have to be considered an abstention. Therefore, if there are four offices up for election and four nominees, the unmarked ballot should be considered in the same way, as an abstention.

Questions & Answers Research Team

Ann Homer, PRP, Editor

Rachel Glanstein, PRP

Azella Collins, PRP

Timothy Wynn, PRP, Parliamentarian/Consultant

www.parliamentarians.org

27

Test Yourself

RIB Final Exam

By David Mezzera, PRP

I have stated this numerous times in public: When someone contacts me who has been newly elected as president of an organization and asks me for assistance on how they can run their first meeting, I will tell them that they should quickly obtain a copy of Robert’s Rules of Order Newly Revised In Brief (RIB) to read and study. RIB highlights key information about officers, meetings, motions, and voting to help any presiding officer, and it’s much less daunting than having them pick up the 714-page 12th edition of Robert’s Rules of Order (RONR).

I also recommend this course of action to any NAP colleague who might be presented with the same inquiry from a client, friend, or a “cold call” from any newly elected president: Tell them to get a copy of RIB; it’s an easy read and is a quick reference to help chair meetings.

Now that RIB’s 3rd edition, to coincide with Robert’s Rules of Order’s 12th edition, has been in our hands for a year and a half (and all of you readers have had an opportunity to read and study In Brief yourselves) I think it’s time for your RIB Final Exam. In the “real world” when you are using RIB to help a client, it can be open book; but this quiz is closed book. And as with any good exam, this one will have a variety of multiple choice, true/false, and fill-in the blank questions. Once you’ve finished, check out the answer key on page 30, and grade yourself. Hopefully, you’ll all receive an A for your familiarity with RIB. 1. RIB may be adopted as a parliamentary authority for which of the following? (A) only a standing committee; (B) only a special committee; (C) only an executive committee; (D) only a board of about a dozen members or less; (E) only a small assembly of about 6 members or fewer; (F) none of these.

2. RIB has a section explaining each of the following concepts or terms except which one? (A) “settled” rule; (B) “bigger bite” amendment; (C) online meetings; (D) email voting; (E) unanimous consent.

28 National Parliamentarian • Spring 2022

Test Yourself

3. Chapter 13 of RIB is titled “Frequently Asked Questions.”

Which of the following topics has a question in that chapter that is then answered? (A) ex-officio members of boards or committees; (B) votes of no confidence; (C) friendly amendments; (D) proxy votes; (E) Calling the question; (F) actually, all of these have a Q & A in this chapter.

4. True or False? In answering the question “Do abstention votes count?” RIB clarifies that abstentions may be counted only in elections for officers.

5. True or false? RIB points out that one of the beauties of using Robert’s Rules and associated charts is that a presiding officer never has to memorize anything.

6. True or false? In ranking the order of rules, RIB introduces Law, Charters, Bylaws/Constitutions, Rules of Order and Standing Rules; but does not get into the details of Custom so as not to confuse the reader.

7. True or false? RIB uses the term “tinted pages” in passing without explaining what those pages contain or how to find them in RONR. 8. Fill-in the blank: In the RIB Index, a page number that refers to the definition of a term is indicated by being printed in ____________________.

9. Fill-in the blank: Wordings that may be used by a chair to process a motion or conduct a vote may be found in the back of RIB in a series of ________________.

10. Fill-in the blank: RIB recommends that to learn the basics of running a meeting, a member should read chapters 1-11 of In Brief which will take about _____ minutes.

Answers on page 30.

David Mezzera, PRP, is a past president of the California State Association of Parliamentarians and past District 8 Director.

www.parliamentarians.org

29

Test Yourself

Answer Key RIB Final Exam from pages 28-29

All page references are to RIB 3rd edition.

1. The correct answer is F. It may never be adopted itself as a parliamentary authority. See page 7 of RIB: “Because this book is only an introduction and guide to RONR, it is not itself suitable for adoption by any organization as its ‘parliamentary authority’.”

2. The correct answer is D. Check the Index in the back of RIB. All those other terms are included with locations in RIB with the exception of email voting which does not specifically appear in RIB. 3. The correct answer is F. Check the Q & As in Chapter 13 for #s 2, 7, 8, 10 and 11.

4. The correct answer is false. See Q#6 on page 116 of RIB: “The phrase ‘abstention votes’ is an oxymoron, an abstention being a refusal to vote.”

Continue reading that section about the effect of abstentions on a vote requiring a majority of members present. AND NOTE: Point out this Chapter 13 to your clients. It contains 19 Qs & As with some great information imparted there.

5. The correct answer is false. See A.1 on page 138 of RIB which suggests otherwise: “It is helpful to begin by mastering a few important, constantly used procedures, and memorizing the standard wordings for them.”

In particular, RIB points out in A.1 that a chair should memorize the bolded wording in Table A on pages 203-4.

6. The correct answer is false. The role of Custom is fully covered on pages 87-88 of RIB. 7. The correct answer is false. Page 103 of RIB refers to the charts, tables, and lists that are found near the back of RONR on pages that are tinted gray at the outer edges. It directs you to pages t1-t52 in RONR. Additionally, references to Charts I through VIII in RONR’s tinted pages are mentioned on pages 107-108 of RIB. 8. The correct answer is “boldface,” which may be found at the top of page 181 of RIB. 9. The correct answer is “tables.” Tables A through E may be found on pages 203-213 of RIB. 10. The correct answer is “90” as indicated on the inside front cover of RIB. If you didn’t get an A+, see what you learned about In Brief from the answer key and try the exam again!

30 National Parliamentarian • Spring 2022

NAP Connections

Parliamentary Law Month Proclamation April 2022 Whereas, Since April is the birth month of Thomas Jefferson, who wrote the first American manual of parliamentary procedure in 1801, it is an appropriate time to honor him and celebrate the use of parliamentary procedure; Whereas, It is fitting to honor Henry Martyn Robert, author of Pocket Manual of Rules of Order for Deliberative Assemblies, also known as Robert’s Rules of Order; Whereas, Robert’s Rules of Order Newly Revised is the most widely recognized and used parliamentary authority in public and private organizations; Whereas, It is timely to reflect on the importance of parliamentary procedure in meetings in providing for civil discourse, protecting individual rights, ensuring fairness, and maintaining order; Whereas, The National Association of Parliamentarians® has, by adoption of a standing rule, designated the month of April as Parliamentary Law Month; Whereas, The National Association of Parliamentarians® is a professional society dedicated to educating leaders throughout the world in effective meeting management through the use of parliamentary procedure; and Whereas, The vision of the National Association of Parliamentarians® is to provide parliamentary leadership to the world; now, therefore, be it Resolved, That I, Wanda M. Sims, PRP, President of the National Association of Parliamentarians®, do hereby declare April 2022 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.

Wanda M. Sims, PRP NAP President www.parliamentarians.org

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NAP Connections

Help Is Just Around the Corner!

Professional Development Committee Mona Calhoun, PhD, PRP, Chair

Do you need a mentor?

Are you a Registered Parliamentarian (RP) studying to take the Professional Qualifying Examination (PQE) to earn the Professional Registered Parliamentarian (PRP) credential?

Are you a Professional Registered Parliamentarian (PRP) studying to take the Professional Renewal Certification (PRC) to renew your credential?

Would you benefit from having a trusted adviser guiding you through the learning process?

If you answered yes to any of these questions, help is just around the corner!

The Professional Development Committee (PDC) is here to help.

According to Greek mythology, the tradition of mentoring can be traced back to the book, “The Odyssey” and 32 National Parliamentarian • Spring 2022

to the character called Mentor who became a guide to Odysseus’s son— a trusted adviser. In modern times, we refer to trusted advisers as mentors.

The PDC sponsors the MentorMentee program by securing PRPs willing to mentor and matching them to RPs who request a mentor.

As of January 2022, there are nineteen mentors actively mentoring twenty-five mentees. And there are over twenty-five mentors just waiting to help you.

The PDC is grateful to the fortyfour PRPs who have volunteered their time, talents, and knowledge in the Mentor-Mentee program.

What are the benefits of having a mentor?

So glad you asked!

• Gets you organized? Yes. When the mentor first contacts the mentee, they discuss a strategy

NAP Connections

for preparation (study) and the working relationship is documented in the Mentor-Mentee Agreement, signed by both, and sent to NAP headquarters.

• Provides encouragement? Yes. • Answers questions? Yes. • Suggests reading material? Yes. • Provides sample assignments and feedback to the mentee? Yes. • Monitors the progress of the mentee?

Yes. • Guarantees you will pass the PQE or PRC? No. Success depends on retention of and demonstration of knowledge of the rules. However, more than 85% of the mentees in the Mentor-Mentee program who took the PQE were successful in 2020 and 2021.

Mentor resources for the Mentor-Mentee program The PDC maintains a MentorMentee document that is organized to reflect all the modules PQE candidates will be evaluated on and has been revamped to reflect the RONR 12th edition and new Code of Professional Responsibility.

The sample assignments for mentors to provide to their mentees have been expanded to include all of the current modules. When the mentee completes their sample assignment, the mentor reviews it and provides feedback.

Do you want to serve as a mentor?

• Mentor Orientation In addition to the Mentor-Mentee document, a recorded mentor orientation on how to be an effective mentor and an overview of the resources is available to mentors.

Mentors are asked to sign a non-disclosure agreement and are provided resources and examples for each module, developed by the PDC, to guide and assist them in helping to prepare the mentee.

To sign up to become a mentor, contact the PDC chair at pdc@nap2.org.

• What about help for regular members who are studying for the RP credential? Not yet, but the PDC is looking to expand the Mentor-Mentee program in the future to include attaining the RP credential. Stay tuned!

Sign up to be a mentee Go to www.parliamentarians.org.

Under Documents select Application for Professional Course Mentor.

Fill out the application and send it to HQ@nap2.org. You will be contacted by a PDC member who will send you an email with the name of your assigned mentor.

www.parliamentarians.org

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NAP Connections

NAP Educational Foundation

Scholarships Available The NAP Educational Foundation (NAPEF) currently offers several scholarships that pay NAP dues.

Two of these scholarships are: The Alice Ragona Memorial Scholarship – for students age 23 years and younger.

The Young Professional Dues Scholarship – for young professionals ages 24 to 35.

The deadline to apply for these two scholarships is November 1 for the following year’s dues.

Another scholarship, the Carol Habgood Intern Scholarship, is an award for interns who participate in the NAP Biennial Convention and pass the NAP membership exam. This scholarship funds the first year of NAP dues for an NAP student partnership organization intern. The scholarship does NOT pay association or local dues. The deadline to apply for this scholarship is 30 days following the end of the biennial convention.

The newest scholarship is the Viola Brannen Scholarship. It is an award given to NAP members to attend in person the NAP Training Conference (NTC) or the NAP Biennial Convention. This scholarship funds registration fees ONLY for attendance at the NTC or the Biennial Convention. Any member who has been a member of NAP for at least one full year and who plans to attend the NTC or the Biennial Convention may apply for this scholarship. The scholarship will be awarded to a member one time. The deadline to apply for this scholarship is August 1 of each year, applying to the NAPEF Scholarship Committee Chairman.

If an applicant is selected, NAPEF will reimburse the registration fee when the applicant sends proof of attendance at the NTC or Biennial Convention.

Information and application forms are available at www.napef.org.

If you have any questions please contact Carol Habgood, PRP, at carolhabgood@sbcglobal.net 34 National Parliamentarian • Spring 2022

NAP Connections

NEW REGISTERED PARLIAMENTARIANS* NP congratulates the following individuals on becoming Registered Parliamentarians: Andrea Nottingham (NY) Aundre Johnson-Byrd (DE) Cydney Taylor (NY) Amena Haynes (NY) Boyd Ready (HI) Judy McElroy (OH) Paulette Bartlett (FL) Jeanne Story (TX) Kaitlin Garcia (OK) Mary Smith (FL) Yashika Smith-Bowles (NJ)

Andrea Hazzard (NJ) Beverly Chandler (CA) Bola Tilghman (GA) Carolyn Taylor (FL) Cindy Charles (NJ Juanita Joyner-Hicks (NY) Justin Farrell (ON) Ortheia Ward (MI) Kathleen Hodges (DE) Marie Plaisir (NY) Hyacinth Winn (NY)

JoAnne Challenger (NY) John Johnson (NJ) Carol Grant (NY) Caryn Ann Harlos (CO) Kay Casanova (NY) Dorothy Blake (FL) Sharon Hoskins (NY) Linda Wilken (OH) Mary Avalos (CA) Lynda Ramsey Schram (WA) Allora Goode Cyrus (DC)

Regenia Moore-Lee (NJ) Tanya Carter (NY) Thomas Holmes (EL) Dedria Willis (MI) Diana Halsey (MD) Felicia Armstrong (FL) Charles Latta (NY) Christi Angel (NY) Ruby Hogan (FL) Justin Pappano (ON) Angie McNeal (DE)

NEW Professional REGISTERED PARLIAMENTARIANS* NP congratulates the following individuals for attaining the status of Professional Registered Parliamentarians: Robin Browder (DC)

Jennifer Freund (AB)

Edwin Miles (TX)

Donna Mitchell (TX)

Dana Murrell (OK)

Silent Gavels* NP commemorates members who have passed from our midst; may they rest in peace: Josephine Alexander (CA) Ralph Cox (MD)

Nancy Grosskrueger (MN) Charlotte Hubbs (CO)

Christine Kline (NJ) John Leesburg (AL)

Revoked Membership/Credentials On May 11, 2021, the NAP Board of Directors revoked Lawrence Taylor’s membership in NAP and his credentials.

This decision came as a result of a recommendation by the Professional Standards Committee.

New Members* NP welcomes the following individuals as new members: Marsha Adams-O’Neill (CA) Jennifer Alexander (AR) Rita Andrews (DC) Ellen Ansok (CA) Sonya Armstrong (WV) Arlen Arnold (SC) Kendrick Bailey (MD)

Scott Banks (NJ) Debra Beal (Ohio) Terri Bell (GA) Sheila Beverly-Skinner (EL) Tiago Bezerra (VA) Jessie Blaylock (VA) Debra Boyd-Seale (IL)

Shirley Boykins Bryant (MD) Sonda Bradfield (GA) William Brooke (NS) April Brown (NC) Dawnjalice Brown (EL) Darlene Buckstead (MO) Renee Bullock (VA)

Dr. Latosha Burch (GA) Garrysa Caffey (AL) Tarisha Calvin (KY) Debra Carroll (VA) Eugenna Carson (VA) Atiya Charley (NEAP) Juliana Chhouk (CA)

* For the period December 17, 2021 through March 14, 2022 www.parliamentarians.org

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NAP Connections

New Members* Helen Clements (VA) Maenecia Cole (NC) Tiffany Coleman (VA) Chadwick Collins (IN) Natasha Conover (NJ) Evangeline Council (VA) Leigh Crow (GA) Tyechia Culmer (NC) Andria Daniels (EL) Connie Day (DC) Donna Derie-Gillespie (AB) Marcel Desroches (NY) Shrea Dharanokota (WI) Channon Dillard (VA) Michele Dillon (NC) Marie Dunn (GA) Nadia Eaddy (MD) Cotina Ellis (VA) J’Nesse Fetrow (CA) Patrick Finneran (MD) Keatra Fuller (DC) Jason Gedert (OH) DeNise Gerst (NC) Brendan Gibbs (NY) Cheryl Giordano (TX) Dorothea Graddy (AL) Ebony Guest (VA) Carol Hamilton (NY) Tamekia Hancock (TX) Natasha Harrell (NC) Nicole Harrell (GA) Tiara Harrell (NC) Allie Harrison (GA) Judith Hatcher (CA) D’Netta Hawkins (NC) Tara Hedrick (NE) Duana Hennings (NC) Antoinette Henry (GA) Georgiann Henry (CA) Tisa Hester (NC) Kimberly Hoesing (NE) Kelsea Holian (AZ) Nyeika Hollien (VA)

continued Arizone Hollins Brown (VA) Kimberly Holmes (NC) Tracey Jackson (NC) Dominique James (PA) Angela Jenkins (TX) Rebecca Johnson (GA) Sarah Johnson (DC) Stacy Johnson (MO) Edna Johnson-Smith (VA) Chandra Jones (VA) Frenchi Jones (VA) Gregory Jones (OK) Stephanie Jones (NJ) Tracy Jones (NC) Donna Jordan (DC) James Keller (NV) Christopher King (AZ) Keita Kornegay (NC) Beverly Lane-Lawrence (MI) Jannie Lebby (DC) Karen Ledford (MI) Dana Lewis (WV) Pamela Lewis (MD) Shirley Lorraine (CA) Kareem Lovejoy (NY) Thomas Lund (WI) Pamela Lyons (VA) Jeanne Mansell (DC) Earl Markey (PA) Mark Massey (GA) Genevieve McCormick (NC) Aditya McDuffy (DC) Jonette Meade Barley (VA) Joyce Melvin-Jones (VA) Muriel Mickles (VA) Debbie Mills Bennett (NC) Jacqueline Mitchell (TN) Debbie Mohr (Ohio) Jade Morman Lyerly (VA) Geneine Morris (NEAP) Laurice Morton (WV) Yasmin Morton (NC) Ebony Moss (VA)

Stephanie Mullen (NC) Carolyn Mushata (BC) Sandra Myers (NC) Lacy Myrman (DC) Donetta Nelson (VA) Toni Oats (IL) Tenesha Overby (VA) Ryan Paetzold (NJ) Angela Page (DC) Denell Parker (VA) Loleta Parker (VA) Veronica Peeler (NC) Keturah Pelle (NY) Katherine Pereras (VA) Lakeshia Pride (VA) Renee Pullen (DC) Brian Raney (NEAP) Felicia Reeves (TN) Tameka Reid (NC) Felicia Richards (NY) Joanne Riley (VA) Tilola Robinson (NC) Jacquelyn Robinson-Tiller (VA) Crystal Rock (LA) Monique Rolle (EL) Qiana Royal (VA) Yushawnda Royster (NC) Dorothy Russ (FL) ToWanda Samuel (VA) Chantel Sanford (MD) Malissa Scott (VA) Shawn Selleck (NEAP) Yash Sharma (IL) Darlene Shelton (VA) Myisha Smith (VA) Constance Smith-Burwell (TN) Karen Somerville (DC) Sukeena Stephens (VA) Beatrice Stigall Dukes (VA) Norma Thomas (PA) Misty Thompson (VA)

Smathe Toles (NC) Kimberly Topps (EL) Andre Treiber (Texas) Chastity Warren English (NC) Julliahann Washington (NY) Lashena Washington (NC) Amaryllis Watkins (EL) Kimyada Wellington (IL) Avery Welna (MN) Truvae White (IL) Agnes Whittle (VA) Cheryl Wike (NC) Greta Williams (VA) Gwendolyn Williams (NEAP) Kate Wilson (AB) Sharon Wilson (NY) Brandon Woodard (TN)

Thank you instructors!

A special thank you to the instructors of the aforementioned new members: Lucy Anderson Cathy Blakeney Kay Crews Brunhilda Curington Allison David Kimo Gandall Ramona Hill Margaret Jenschke Alexzamdra Kasza Sally LaMacchia Bonnie Murdah Sabra Pacheco Rufus Sadler Beverly Tatham Deanna Tollerton Deborah Underwood Bernie White Fashika Willis Nichole Wilson

* For the period December 17, 2021 through March 14, 2022 36 National Parliamentarian • Spring 2022

Parliamentary Resources at Your Fingertips

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