National Parliamentarian (Vol. 85, No. 1) by National Association of Parliamentarians

Volume 85, No. 1 | Fall 2023

National Parliamentarian

Renew! Reconsider! But Which One and When? . . . . . . . . . . . . . . . . . . page 16 Previous Notice and The Declaration of Independence . . . . . . . . . . . . . page 21 On Your Feet or On Your Seat? . . . . . . . . . . . . . . . . page 28

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National Parliamentarian Volume 85, No. 1 | Fall 2023

Contents

From the Editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 President’s Message Let’s Reason Together . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

President Alison Wallis, PRP

FEATURES

Vice-President Carl Nohr, PRP

National Association of Parliamentarians® 2021-2023 History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Secretary Mona Y. Calhoun, PRP Treasurer Robert Schuck, PRP Directors-at-Large Beth Sapp James, PRP Tamara Harris, PRP Steven Cook, PRP District Director Representatives Lucy H. Anderson, PRP Deborah A. Underwood, PRP Parliamentarian C.J. Cavin, PRP Legal Advisor Daniel Ivey-Soto, PRP Executive Director Cynthia Launchbaugh

Renew! Reconsider! But Which One and When? . . . . . . . . 16 Lorenzo R. Cuesta, PRP Previous Notice and The Declaration of Independence: What are the Similarities? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Dorothy L. Gordon, PRP DEPARTMENTS Favorite Vintage In Defense of Committees . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Patricia E. McDougle, PRP Test Yourself What’s Wrong? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Josh Martin, PRP On Your Feet or On Your Seat? . . . . . . . . . . . . . . . . . . . . . . . . 28 David Mezzera, PRP Questions & Answers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Answer Key – What’s Wrong? . . . . . . . . . . . . . . . . . . . . . . . . . 34 Answer Key – On Your Feet or On Your Seat? . . . . . . . . . . 35 NAP Connections From The NAP Website: How Do I Keep My Credentials? . . . . . . . . . . . . . . . . . . . . . . . 36 The Parliamentarian’s Equivalent to the Irish Prayer 2023 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 S. King

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

New Registered Parliamentarians . . . . . . . . . . . . . . . . . . . . . 39 New Professional Registered Parliamentarians . . . . . . . . . 39 Silent Gavels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 New Members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 www.parliamentarians.org

National Parliamentarian

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

Editor Traci Bransford-Marquis, PRP npeditor@nap2.org

Assistant Editor Josh Martin, PRP

NP Review Committee Ann Guiberson, PRP Kirk Overbey, PRP Nancy Sylvester, PRP

Parliamentary Research Committee Michael Malamut, PRP, Chair Shannon Sun, PRP Michael Talercio, PRP C.J. Cavin, PRP, Parliamentarian/Consultant

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Submission Deadlines Volume 85, No. 2 (Winter 2024) . . . . . . . . . . . . . . . . . . . . . . . November 1, 2023 Volume 85, No. 3 (Spring 2024) . . . . . . . . . . . . . . . . . . . . . . . . . February 1, 2024 Volume 85, No. 4 (Summer 2024) . . . . . . . . . . . . . . . . . . . . . . . . . . . . May 1, 2024 2

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From the Editor I would like to point out a few notes in this Fall Issue: There are two articles in this issue which headline the National Parliamentarian’s new biennium for 2023-2025. This issue of National Parliamentarian starts strong with an article from Lorenzo Cuesta. The title of his article is “Renew! Reconsider! But Which One and When?” It is an excellent discourse on the use of each one, providing excellent review for those parliamentarians who are advanced and is a great primer for those of us who want to be advanced. Deborah Gordon writes about previous notice. Notice is the basis for not just parliamentary law but American Jurisprudence. Previous notice is not just a suggestion, and the lack of notice can make any motion harder to adopt simply by changing the number of votes needed. See the wonderful poem from Stephanie “Sam” King titled, “The Parliamentarian’s Equivalent to the Irish Prayer 2023.” For any of you who need assistance paying your dues, please check out the NAP Educational Foundation to see if you qualify for help. Out of the many things the foundation does, this is one of them. Lastly, I welcome the new NP Editorial Review Committee and the Parliamentary Research Committee of 2023-2025. I also want to thank the last biennial Parliamentary Research Committee for assisting with the Fall Issue 2023 Questions & Answers. If you are interested in writing an article, e-mail me. If you have comments, e-mail me. Enjoy!

Traci Bransford-Marquis, PRP Editor, npeditor@nap2.org

www.parliamentarians.org

President’s Message

Let’s Reason Together With great humility, on September 11, 2023, I accepted the office of president of the National Association of Parliamentarians. During the 2023–2025 biennium, I look forward to working with the board, the committees, the districts, the associations, the units, and with and for each member. In the words of the great 20th century seer from Canada, Marshall McLuhan, “There are no passengers on spaceship earth. We are all crew.” There is a place for every one of you, for every crew member, in the work of NAP. The work you do this biennium may be within your known skill set, or it may be new to you. We want to be a nurturing environment to promote personal development as we work for NAP’s benefit. From my place for the next two years, I pledge to you: I will turn my efforts to protecting the NAP we treasure and to providing maximum possibilities for its members. Let us periodically ask ourselves: Why are we members of NAP? Why are we in any clubs or associations—deliberative assemblies—where members themselves make the choices? I think in large part, we join together because we are seeking wisdom. We want a better world and we ask, what IS the right thing to do and how do we DO the right thing? In our quest for wisdom, we should learn from one another. We should study our personal and organizational pasts. We should study other pasts. We should listen with an open mind and open heart to our colleagues, and at all times, we should maintain an organization where we can speak without fear and share without reservation. Three thousand years ago, the ancient Greeks gave the world democracy. To this day, they inspire us to make wise laws and to enforce them fairly. Then, as now, we should meet to listen, to ponder, and to decide. For us, the Rule of Law is paramount. This ancient wisdom to me is visually captured by the image of a temple, a Temple of Law, a Temple of Justice, a Temple of Learning—rules, fairness, education. You will see in my theme and my pin, a NAP temple during this biennium. We are parliamentarians—we thrive on discourse and debate, we accept different viewpoints, and we honor and practice democratic ideals. I start this biennium with an open invitation to all, in the words of Isaiah, the ancient prophet of Israel, “Come, let us reason together.” Allison Wallis, PRP 2023-2024 NAP President 4

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National Association of Parliamentarians

2021-2023 History The National Association of Parliamentarians (NAP) began the new biennium with the vision statement, “To provide parliamentary leadership to the world.” NAP is committed to providing education and resources to facilitate efficient and democratic decision-making processes in meetings through the use of parliamentary procedure. NAP Board of Directors The following officers were elected for the 2021-2023 NAP biennium: president: Wanda M. Sims, PRP; vice-president: Alison Wallis, PRP; secretary: Mona Calhoun, PRP; treasurer: Henry Lawton, PRP; and directors-at-large: Carl Nohr, PRP; Adam Hathaway, PRP; and Mary Q. Grant, PRP. The following district directors were elected to serve as the district representatives on the Board of Directors: Lucy Anderson, PRP, District 6, and Deborah Underwood, PRP, District 4. At the regular board meeting on January 10, 2023, Henry Lawton, PRP, resigned from the treasurer position. At a special meeting on January 30, 2023, the board elected Robert Schuck as treasurer for the remainder of the term. Incoming President Remarks Incoming President Wanda M. Sims, PRP, addressed the members and discussed her goals for the next biennium. President Sims chose for

her theme, Continuing the Journey From Good to Great. Commission on Credentialing The following members were elected to serve on the Commission on Credentialing: Four Year Term: Jeanette Williams, PRP Frances Jackson, PRP Darlene T. Allen, PRP Two Year Term: Susan Eads Role, PRP Existing members of the commission were Thomas “Burke” Balch, PRP, and James Stewart, PRP. On September 8, 2022, without objection, the rules were suspended to allow the transaction of business that was not mentioned in the call of the meeting. All board members were present. The board elected to remove for cause from the Commission on Credentialing Thomas Burke Balch, James Stewart, Jeanette Williams, and Frances Jackson. www.parliamentarians.org

On September 19, 2022, Christopher “C.J.” Cavin, PRP; Sandra Cook, PRP; David Jackson, PRP; and Steven Walls, PRP, were elected to fill the four vacancies and serve on the Commission until the next biennial convention. A successful pilot of the redesigned Professional Registered Parliamentarian Credentialing Examination (PRPCE) was held in June 2023 in conjunction with the District VI meeting. Training of the first cohort of examiners was held virtually on July 8, 2023. Following the biennial convention, a second pilot was held September 11-12, 2023. The Commission on Credentialing announced the enactment of all the provisions in the NAP Bylaws related to the credentialing programs, effective July 9, 2023. The commission proposed amendments to NAPOPP to include a complete repeal of Chapter 5 because the credentialing process is now the responsibility of the commission, renaming of the Membership Registration and Examiners Committee to Membership Examiners Committee, and other necessary amendments to the duties of MEC and PDC in Chapter 11 and fees to comply with the enactment of the bylaws. Advisors and Consultants President Sims appointed the following individuals: Parliamentarian: Timothy Wynn Legal liaison: Melanye Johnson Appointment of Professional Responsibility and Member Discipline Committee Members The Board of Directors approved President Sims’ appointment of Traci 6

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Bransford-Marquis, PRP, and Vivian Walton-Smalls, PRP, to full terms, with Traci Bransford-Marquis, PRP, elected as the chair. Existing members of the committee are Tannis V. Nelson, PRP, and Jason V. Morgan, PRP. NAP Board Committee Appointments The following board committees were appointed: Budget & Finance: Henry Lawton, PRP, Chair, and Alison Wallis, PRP (On Jan. 30, 2023, as the newly elected treasurer, Robert Schuck assumed the position of chairman). Minutes Approval: Adam Hathaway, PRP, Chair, Mary Grant, PRP, and Alison Wallis, PRP. Personnel: Lucy Anderson, PRP, Chair, Carl Nohr, PRP, and Joyce Brown Watkins, PRP. Policies and Procedures: Mona Calhoun, PRP, Chair; Henry Lawton, PRP, and Deborah Underwood, PRP. Pricing: Deborah Underwood, PRP, Chair, Mary Grant, PRP, and Adam Hathaway, PRP. Standing Committee Appointments The Board of Directors appointed and approved the following members to serve on Standing Committees: Bylaws: Chairman Steven Cook, PRP; Bennyfer Bridgewater, PRP; Atul Kapur, PRP; Joshua Martin, PRP; Laura Meade, PRP; Steve Britton, PRP; Justin Pappano, PRP; and Traci Bransford-Marquis, PRP. Communication Committee: Chairman C.J. Cavin, PRP; Marcia McFadden, PRP; Ray Hardwood,

PRP; Cliff Easerman, PRP; and Bennyfer Bridgewater, PRP Educational Resources Committee (ERC): Chairman Ruth Ryan, PRP; Joyce Brown-Watkins, PRP; Lorenzo Cuesta, PRP Gretchen Denton, PRP; Christina Emmert, PRP; Marilyn Newman, PRP; Paul McClintock, PRP; David Mezzera, PRP, and Todd Crowder, PRP. Membership Extension and Retention Committee (MERC) – Chairman Alison Wallis, PRP and Districts Directors: Robert Robinson, PRP District One; Cynthia Mayo, PRP District Two; Lavon Moore, PRP District Three; Deborah Underwood, PRP District Four; Kevin Dahlman, PRP (Laura Meade, PRP) District Five; Lucy Anderson, PRP District Six; Yvette Kessee, PRP District Seven; and Michael Peck, PRP District Eight. Membership & Registration Examiners Committee (MREC): Chairman Patricia Cauley, PRP; Cindy Hinckley, PRP; Mary Alice Oldfield, PRP; Linda Smallwood, PRP; Kathy Boyer, PRP; Ramona Jeffries, PRP; Steven Walls, PRP; and Doris Williams, PRP. International Services Committee: Chairman Carl Nohr, PRP; Robert Robinson, PRP; Cynthia Mayo, PRP; Lavon Moore, PRP; Kevin Dahlman, PRP (Laura Meade, PRP); Deborah Underwood, PRP; Lucy Anderson, PRP; Yvette Keesee, PRP; and Michael Peck, PRP. Professional Development Committee (PDC): Chairman Mona Calhoun, PRP; Henry Lawton, PRP; Lorenzo Cuesta,

PRP; Sandra Cook, PRP; Carol Austin, PRP; Leonora Branca, PRP; Sheryl Womble, PRP; and Dawn Baskerville, PRP. Youth Committee: Chairman Theljewa Garrett, PRP; Sabine Eustache, RP; Madina Ashurova; Kianna Bolante, RP; KinJal Chaudhari; Jean Lin; Arya Shah; Justin Pappano, PRP; Allison Li; and Yash Sharma. Special Committees and Other Appointments The following special committees and positions were appointed: 2023 Biennial Convention: Coordinator Corliss Baker, RP; Assistant Coordinator Lavon Moore, PRP; Workshop Coordinator Shawn Paine, PRP; and Ashley Stuart, RP. 2022 Leadership Conference: Coordinator Beverly Tatham, PRP; and Assistant Coordinator Karen Odom, RP. 2023 Leadership Conference: Coordinator Tamara Harris, PRP; and Assistant Coordinator Bennyfer Bridgewater, PRP. 2022 NAP Training Conference: Coordinator Tanya Johnson, PRP; Assistant Coordinator Barbara Posler, RP; Workshop Coordinator Traci Bransford-Marquis, PRP; and Assistant Coordinator Bennyfer Bridgewater, PRP. 2023 NAP Spring Training Conference: Wanda Sims, PRP, HQ Staff. 2024 NAP Training Conference: Coordinator Sheryl Womble, PRP; and Assistant Coordinator Paula Miles. www.parliamentarians.org

Special Committee to Resolve Appeals Regarding Credentialing: Chairman Michael Wagoner Diggs, PRP; Michael Swift, PRP; and Emma Faulk, PRP. Legal Resources: Chairman Melanye Johnson, PRP; Kendra Riley, PRP; Vivian Walton-Small, PRP; and Jacqueline Roundtree, PRP. New Member/New Unit Orientation Program: Co-chairs Marsha McFadden, RP; and Robin Sherrod, RP; Monica Fontenot, RP; Brenda Kennedy, PRP; Charlene Proctor, RP; Lucy Anderson, PRP; Adam Hathaway, PRP; Deborah Underwood, PRP; and Nicole Larson. Operational Effectiveness (OEC): Chairman Donald Garrett, PRP. Strategic Planning Committee: Chairman Carl Nohr, PRP; Lucy Anderson, PRP; and Adam Hathaway, PRP. Style, Editing, and Proofreading (SEP): Chairman Lynna Gene Cook, PRP; Sheryl Womble, PRP; Diane Blount, RP; and Traci Bransford-Marquis, PRP. Event Photographers: Chairman Bob Williams, and Jeanette Williams, PRP. New Registered Parliamentarian Process Member Preparation: Gail Knapp, PRP; Mary Remson, PRP; Dave Mezzera, PRP; and Steve Glanstein, PRP. Centennial History Committee: Rosalie Stroman, PRP, Chair; Ann Rempel, PRP; and Virginia Berberick, PRP. 8

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Special Assistants to the President: Tamara Harris, PRP; and Dave Whitaker, PRP. National Parliamentarian® (NP): Editor Rosalie Stroman, PRP; and Assistant Editor, TennieBee Hall. NP Review Committee: Chairman Dana Dickson, RP-R; Ronald Dupart, PRP; and Ferial Bishop, PRP. Parliamentary Research Committee: Research Chair Ann Homer, PRP; Assistant Rachel Glanstein, PRP; Chair Azella Collins, PRP; Timothy Wynn, PRP, Parliamentarian/Consultant as ex officio member. Webmaster: C.J. Cavin, PRP. Webinar and Meeting Support: Chairman Tamara Harris, PRP; Leah Nolan; Dave Whitaker, PRP; Henry Lawton, PRP; Latisha Corey; Tanya Blacksheer; Isatu James, PRP; and Carla Patrick-Fagan, RP. University of Wisconsin – Parliamentary Procedure Course: Kay Crews, PRP. Further Appointments and Resignations There were the following resignations during the 2021-2023 biennium: Bennyfer Bridgewater from the Communications Committee; Traci Bransford-Marquis from the Style, Editing, and Proofreading and Legal Resources Committees; Kianna Bolante from the Youth Committee; Karen Odum as Leadership Conference Assistant Coordinator; Lorenzo Cuesta from the Professional Development

Committee; Ann Homer Parliamentary Research Committee Chair, Rachel Miller-Bleich, from the Strategic Partnership Committee; Sabine Eustache, from the Youth Committee. The position of District Five Director was deemed vacated by Kevin Dahlman on April 25, 2022. Per the bylaws, a special committee comprised of the association presidents in District Five was formed, and Laura Meade was elected to fill the unexpired term. There were additional appointments during the 2021-2023 biennium: Tamara Harris, Assistant Coordinator to the 2022 Leadership Conference; Rachel Glanstein, Parliamentary Research Editor and Chair; Lyle Kleman, as the Assistant Parliamentary Research Editor; Yara Kirkwood; and Lyria Zhu as members of the Youth Committee. NAP Headquarters Staff: During this biennium, there were some staffing and responsibility changes. Cyndy Launchbaugh retains the role of Executive Director; Dane Petersen was hired in June 2023 to serve as the Marketing Communications Manager, a position formerly held by Alexandra Blair, who now serves as the Education and Events Manager; Cheryl DeShon is the Member Services Manager; Susan Bradley, has sales, and Member Services Assistant, following the resignation of Sandra Ferguson; and Cindy Petrie, was succeeded in October 2021 by Tracy Short as contract bookkeeper.

NAP Events 2022 Leadership Conference: The leadership conference was held virtually on August 26th and 27th, 2022, with 200 registrants. Beverly Tatham, PRP, served as the conference coordinator, and Tamara Harris, PRP, was the assistant conference coordinator. 2022 NAP Training Conference (NAPTC): The NAPTC was held in Albuquerque, New Mexico, from September 8-11, 2022. The total number of registrants was 546, with 183 attending in-person and 363 online. This was our first in-person meeting since the pandemic and the first hybrid training conference. Tanya Johnson, PRP, was the training conference coordinator, and Barbara Posler, RP, was the training conference assistant coordinator. Traci Bransford-Marquis, PRP, was the workshop coordinator, and Bennyfer Bridgewater, PRP, was the assistant workshop coordinator. Members donated $7,500 to the RoadRunner Food Bank in Albuquerque, NM, following the 2022 NAPTC. 2022 Annual NAP Membership Meeting: The NAP annual membership meeting was held on September 8, 2022, in conjunction with the 2022 NAP Training Conference in Albuquerque, New Mexico. The president and treasurer gave their annual reports. NAP Virtual Birthday Party: “Club 1930,” the 93rd-anniversary party, was held virtually on www.parliamentarians.org

June 21, 2023. NAP members joined in activities and games based on the history of NAP. 2023 Spring NAP Virtual Training Conference: This was NAP’s first spring training conference. There were 299 registrants, 16 sessions in 4 tracks: Meeting Basics, Motions, Bylaw & Disciplinary, and Board Training. 2023 Leadership Conference: The leadership conference was held virtually from August 25August 26, 2023. Tamara Harris, PRP, was the conference coordinator, and Bennyfer Bridgewater, PRP, was the assistant conference coordinator. There were 237 members registered for the virtual conference. Committee Achievements Bylaws Committee: The Bylaws Committee reviewed association and unit bylaws for NAP Bylaws compliance and presented workshops and training at association and unit meetings. In preparation for the 2023 convention, the committee reviewed and processed nineteen proposed amendments and conforming amendments to be presented for consideration at the 2023 convention. Communications Committee: Two significant accomplishments for the Communications Committee were redesigning the entire NAP website and building NAPuniversity.com with NAPTC content and the current RP Training Course. Additionally, they reviewed, edited, and 10

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published recordings of Registered Parliamentarian Prep Courses and recordings of the New Member Orientation; reviewed and recommended proposals to the Board on a branding agreement; implemented Respondus LockDown Browser and Monitor Pilot; developed promo videos for the National Training Conference; obtained Canva nonprofit account to be used by committee and staff. Educational Resources Committee: The Educational Resources Committee created twenty-nine interactive workshops in the Education Toolbox for free access by all members, provided sixty puzzles and quizzes at no charge to members, and updated citations for RP 1200 Questions to RONR 12th edition. National Parliamentarian (NP): Eight issues of the NP were published during the time frame of September 2021-August 2023, with each edition reviewed by the NP Review Committee. International Service Committee (ISC): The ISC established committee membership (delegates at the 2023 Biennial Convention voted to revise the committee composition to include the District Directors as committee members) and produced the work plan for the committee for the biennium based on the mandate in the Bylaws. Membership Extension and Retention Committee (MERC): The MERC conducted regular meetings and headed up the

association and unit educational awards program for the 2023 NAP convention. It continued to provide guidance and support to associations and units and welcomed new NAP members monthly. Membership Examiners Committee (MEC): The MEC supported the Commission on Credentialing in developing, administering, and analyzing the Registered Parliamentarian Credentialing Exam (RPCE); reviewed the updated membership exam and made recommendations; established a new score/grade of 80% for the membership exam and set the exam questions at 45; graded membership and Registered Parliamentarian exams, resolved issues members had with Examsoft, sent notifications to applicants as to their scores and proposed amendments to the NAPOPP regarding virtual monitoring of exams. Organizational Effectiveness Committee (OEC): The OEC worked throughout the biennium to support NAP in testing and implementing exam proctoring software (RESPONDUS) for the NAP Membership Exam. Policies and Procedures Committee: In collaboration with standing and special committees, officers, and the headquarters staff, the Policies and Procedures Committee reviewed the entire policy and procedure document for revisions. There were several amendment

proposals for the NAP Operational Policies and Procedures (NAPOP) manual. Among those adopted by the Board of Directors were clarifying the terminology used to describe the credentialing examination and renewal modules, repealing chapter five following the enactment of the bylaws on credentialing, and clarifying and aligning language to practice. Pricing Committee: The Pricing Committee reviewed webinar pricing, approved pricing for inventory requests, recommended the purchase of USB versions of the 12th edition of Robert’s Rules of Order Newly Revised (RONR), and set prices for the Web Based Courses in NAP University. Professional Development Committee (PDC): The PDC reviewed and revised all modules for the Professional Qualifying Examination (PQE) and the Professional Renewal Certification (PRC); hosted PQEs and PRCs in person and via online modules; hosted Train the Trainer Sessions and refresher training; created new materials for all modules to align to 12th edition of RONR. The committee worked collaboratively with the Commission on Credentialing to redesign the initial qualifying examination, now referred to as the Professional Registered Parliamentarian Credentialing Examination (PRPCE). Youth Committee: The Youth Committee designed a new YC www.parliamentarians.org

banner and slogan, “Supercharge Your Inner Leader, Empowering Leaders for Today and Tomorrow”, developed the IParli App, and presented the Inaugural Parliamentary Youth Month Workshop: By Youth for Youth and Bylaws. Revised A-Z on March 20, 2022; reviewed competition packets, coached teams, presented numerous workshops, and renewed partnerships with the following associations aligned with the NAP Career and Technical Youth Organization Partners: Business Professionals of America (BPA), Future Business Leaders of America/ Phi Beta Lambda (FBLA/PBL), Family, Career and Community Leaders of America (FCCLA), Future Health Professionals (HOSA), and SkillsUSA. Substantive Actions by the NAP Board of Directors 1. Approved the 2022 NAP operating budget. 2. Approved the 2022 NAP Training Conference schedule and registration fee. 3. Approved the 2023 NAP operating budget. 4. Approved the 2023 NAP Convention budget, registration fee, and schedule. 5. November 28, 2022, approved the legacy Registered Parliamentarian Exam (legacy RP Exam) be replaced with the Registered Parliamentarian Credentialing Exam (RPCE), 12

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administered in one day and composed of two sections (100 multiple choice questions and responses to various scenarios). 6. Approved using an automated professional proctoring program, Examsoft, for the membership exam and candidates taking the Registered Parliamentarian Credentialing Exam and part I of the Professional Registered Parliamentarian Certification Exam. 7. Membership Exam: 1,343 New membership exams since the start of this biennium, September 15, 2021-June 2023. 8. Contracted Blue Sky eLearn to design NAP University. The platform launched on April 1, 2023. 9. Approved the funding to hire a public relations firm to redesign the NP website. 10. Approved the 2022 and 2023 Leadership Conference registration fees. 11. Approved the first NAP Spring Training Conference. 12. Parliamentary education toolkit. 13. Amended the NAPOPP Manual to clarify the terminology used to describe the credentialing examination and renewal modules. Professional Qualifying Course was changed to Professional Qualifying Examination, and Professional Renewal Course was changed to Professional Renewal Certification. All references and terminology related to instruction

were changed. The term course was changed to examination or certification as appropriate; tuition was changed to fees; instructors were changed to facilitators, and teaching or taught to forms of the term facilitate as appropriate. 14. Approved the Headquarters Building Renovation Fund of $11,000, the Technology Fund of $48,000, and the Educational Development Fund of $68,000. 15. Approved the increase in the per diem from $100 to $150 and the airfare reimbursement maximum from $500 to $600. 16. Approved an increase in the Registered Parliamentarian Credentialing Examination (RPCE) to $400 per candidate and the Professional Registered Parliamentarian Credentialing Examination to $600 per candidate to cover the costs of administering the exams and renewals. 17. Approved the 2022-2027 Partnership Agreement with the NAP Educational Foundation (NAPEF). 18. Offered traveling parliamentary learning labs funded through a grant from NAPEF. 19. Established and conducted four New Member Orientation Presentations. 20. Accepted the bequeathed parliamentary law books and materials from the estate of the late Stran L. Trout.

21. Approved a partnership with the Boys & Girls Scouts of America. Other Items of Note NAP Operational Policies and Procedures Manual (NAPOPP): A full review of the NAPOPP was conducted, and amendments were made. The last revisions were made on August 28, 2023, and the updated edition was posted on the NAP website. Financial Audit Conducted: Hired a new audit firm to conduct the 2021 financial audit and received an unqualified opinion open for the 2021 audit. The 2021 clean audit resulted from technology upgrades, financial management procedures, and policies. Financial Report of NAP: The 2021-2022 investments started at $1,498,933—including $260,400 in short-term funds earmarked for development projects (i.e., headquarters renovation, technology upgrades, education development, and credentialing development/commission); as of August 31, 2023, the account balance was $1,433,042—included $235,495 in short-term project funds. There was a drop in long-term investments due to stock market performance. Renovations to Headquarters: Headquarters renovations began on October 14, 2021, with financial support from our members, associations, and units who contributed to the Bridge to the Future campaign. Renovations www.parliamentarians.org

included redesigning offices, installing a new HVAC system, restoring the basement, replacing the flooring, ceiling, and lighting, and installing a smart TV. Key Accomplishments by Headquarters staff: • Processed more than 1,100 new member applications and welcomed them to NAP. • Implemented a New Member Onboarding process to increase engagement with new members throughout the year. • Implementing a new expenseprocessing program, ExpenseSoft. • Coordinated and produced the first all-virtual Spring Training Conference. • Produced the first hybrid NAP Training Conference in Albuquerque, our first time back together since COVID. The Convention Coordinators and Workshop Coordinators planned and executed a great program. • NAP launched a store on Land’s End’s business site for NAP-branded apparel. • Participated in Albuquerque and 363 online, a total of more than double the attendance of our previous two in-person NTCs. Retirement of Legacy RP Examination: On August 18, 2021, the NAP Commission on Credentialing announced that as of December 31, 2021, the legacy Registered Parliamentarian® (RP®) examination was retired, and 14

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beginning on January 1, 2022, the new RP credentialing system will be used by all new RP candidates. Dissolutions: The following units were dissolved during this biennium: Redford Unit (MI) – November 24, 2021, Cascadia Unit (OR) – December 1, 2021, North Alabama (AL) – March 8, 2022, Central Alabama (AL) – March 8, 2022, White Mountain, NH, (New England) – March 27, 2022, South Dade Parliamentary Law Unit – March 14, 2023. The NAP Board of Directors revoked the respective charters. New Units: The Pink Diamonds Unit was chartered. The unit is affiliated with the Arkansas State Association of Parliamentarians. NAP Membership: 2021 Membership at the beginning of the biennium was 5,072 (Sept. 1, 2021), 5,148 (Sept. 1, 2022), and 4,690 (Sept. 1, 2023). We have maintained an 85% retention (the industry average is 76%, according to BoardEffect). However, we have seen a marked decrease in new members in 2023 compared to prior years. There were 5,321 members at the end of the 2021 membership (calendar) year and 5,289 at the end of the 2022 membership year. The total number of Registered Parliamentarians awarded during this biennium was 328; 93 were awarded between November 2022-March 2023 following changes in the grading and evaluation of the Registered

Parliamentarian Credentialing Examination. There were 38 new PRPs during the 2021-2023 biennium. 2023 44th NAP Biennial Convention The 44th NAP Biennial Convention was held at the Renaissance Atlanta Waverly Hotel in Atlanta, Georgia, September 6-10, 2023. Corliss Baker was the convention coordinator, and Lavon Moore was the assistant convention coordinator. Shawn Paine was the workshop coordinator, and Ashley Stuart was the assistant workshop coordinator. There were 341 full conference in-person registrants: 15 for in-person education only and 149 for virtual education only. A total of 316 delegates attended the convention, which featured dynamic educational workshops, a Past Presidents Luncheon, and an Awards Luncheon conducted by the Membership Extension and Retention Committee. There were 68 members registered for virtual workshop attendance. NAP business was addressed, including proposed amendments to the NAP bylaws, the 2023-2025 Board of Directors election, and members to the Commission on Credentialing. Welcome to the NAP Convention: President Wanda M. Sims, PRP, called the convention to order and introduced guests and dignitaries. Bylaws Amendments: The delegates amended the NAP bylaws, processing nineteen bylaws proposals.

Resolution: On Friday, September 8, 2023, the assembly passed a resolution to censure the 2021-2023 Board of Directors for past decisions regarding the Commission on Credentialing. Elections: NAP Board of Directors, 2023-2025: The following officers were elected for the 2023-2025 biennium: president: Alison Wallis, PRP; vice-president: Carl Nohr, PRP; secretary: Mona Calhoun, PRP; treasurer: Robert Schuck, PRP; and directors-at-large: Beth Sapp James, PRP; Tamara Harris, PRP; and Steven Cook, PRP. The following district directors were re-elected to serve as the district director representatives on the Board of Directors: Lucy Anderson, PRP District 6, and Deborah Underwood, PRP District 4. Commission on Credentialing: The following members were elected to terms on the Commission on Credentialing: Four-Year Terms: Sandra Cook, PRP Steven Walls, PRP David Jackson, PRP Two Year Term: Henry Lawton, PRP Sandy Olson, PRP Installation: On Saturday, September 10, 2023, Past President Ron Stinson installed the 2023-2025 Board of Directors members. NP www.parliamentarians.org

Renew! Reconsider!

But Which One and When? By Lorenzo R. Cuesta, PRP

Premise: RONR firmly states the following: “substantially the same question cannot be brought up a second time during the same session…” RONR (12th ed.) 8:15; 10:26(3); 38:1-3. Once a vote has been taken, the question (motion) has been disposed of and the assembly must move on to the next question. However, RONR also allows for the renewal or the reconsideration of the vote of certain motions. These two parliamentary concepts may bring back a question a second time during the same session, appearing to contradict the opening quotation. Furthermore, certain motions have their own dedicated counter motions to bring back the main motion a second time during the same session e.g., Take from Table, Rescind, Amend Something Previously Adopted, Discharge a Committee, Reconsider the Vote. My objective: I shall not discuss how to bring back the main motion, but rather how to bring back the secondary motions, especially the privileged, subsidiary, and incidental motions. I have noticed that experienced presiding officers often misapply the concept of (1) Renew and (2) Reconsider the Vote. In order to decide which parliamentary concept 16

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is proper, one must understand the before and the after characteristics of the motion one wishes to bring back to the assembly. How is the first instance of the motion different from the second instance? Under RONR, testing for “same question” refers to differences between the two instances caused by any change in the wording; or by material amendments; or by sufficient amendments; or by any passage of time; or by material progress in business or debate; or by disposing of the intervening motion. Sometimes an assembly misleads itself and complicates the introduction of the second instance of the motion. For example, if a motion to take action is lost, the assembly may believe that the assembly has adopted a motion prohibiting the action. In reality a lost motion is merely a decision not to grant authority to take that specific action during that session. That limiting of authority is the challenge faced by attempts at renewal and reconsideration by the assembly. And yet under certain conditions, many motions may be brought back during the same session by Renewal or Reconsider the Vote, but under very specific conditions, and only one method would be proper.

Let us examine some motions and try to understand under what conditions which method of bringing back a motion would be proper a second time during the same session. Motion

RONR (12th ed.)

1. Reconsider

37:9(8)

Renew: Can be renewed by unanimous consent. Reconsider: Cannot be reconsidered twice unless it was materially amended during its first reconsideration. 2. Discharge a Committee

36:4(8)

Renew: Only if the date of reporting is different, or if instead of being discharged, the committee is instructed to report.

36:4(6)

Reconsider: A negative vote may be reconsidered, but not an affirmative vote. 3. Rescind; Amend Something Previously Adopted

35:2(8)

Renew: Only if amended sufficiently.

38:5(4)

Reconsider: A negative vote may be reconsidered, but not an affirmative vote. 4. Take from the Table

34:2(8)

Renew: Can be renewed each time that any business has been transacted.

38:7(2)

Reconsider: Cannot be reconsidered. 5. Polls

30:3(8)

Renew: If polls have been closed, a motion to reopen can be renewed. If the polls have been opened, a motion to close can be renewed, once progress in voting has made it a new question.

38:7(5)

Reconsider: If an order to close or reopen the polls at a specific time has not been executed, a motion to close or reopen the polls may be reconsidered. Otherwise, neither a vote to close the polls nor an affirmative vote to reopen the polls can be considered. www.parliamentarians.org

Motion

RONR (12th ed.)

6. Consider by Paragraph or Seriatim Renew: Permitted if progress in business or debate results in a new need. Reconsider: Cannot be reconsidered.

28:2(8)

7. Division of a Question Renew: Cannot be renewed, unless it proposes to divide the question in substantially a different way. Reconsider: Cannot be reconsidered.

27:3(8) 38:5(5)

8. Suspend the Rules Renew: Cannot be renewed except by unanimous consent. Additionally, since the passage of time may make Suspend the Rules a new question, it can be renewed at another meeting even on the same day. Reconsider: Cannot be reconsidered.

25:2(8) 38:6(1)

9. Point of Order Renew: Cannot be renewed if the chair has been sustained on an appeal. Reconsider: The chair’s ruling cannot be reconsidered. If the chair’s ruling is submitted to the assembly, the assembly’s vote may be reconsidered.

23:2(8) 38:5(6)

10. Fix the Time to Which to Adjourn Renew: No. However, the motion to Fix the Time may be renewed for an earlier time. At that earlier adjourned meeting, the originally defeated motion to Fix the Time may be renewed. Reconsider: Yes.

22:6(8) 38:6(2)

11. Adjourn Renew: Permitted if progress in business or debate results in a new question. Reconsider: Cannot be reconsidered.

21:6(8) 21:13

12. Recess Renew: Permitted if progress in business or debate results in a new question. Reconsider: Cannot be reconsidered.

20:5(8) 38:7(4)

National Parliamentarian • Fall 2023

25:6

38:7(4)

Motion

RONR (12th ed.)

13. Raise a Question of Privilege Renew: Cannot be renewed if the chair has been sustained on an appeal. Reconsider: The chair’s ruling cannot be reconsidered.

19:6(8) 38:5(6)

14. Call for the Orders of the Day Renew: Can be renewed after disposal of the business that was taken up when the assembly refused to proceed to the orders of the day. Reconsider: Cannot be reconsidered.

18:4(8) 38:7(3)

15. Lay on the Table Renew: Permitted if progress in business or debate results in a new question. Reconsider: Affirmative vote cannot be reconsidered. Take from Table would be proper. Negative vote can be reconsidered unless conditions for Renew exist.

17:3(8) 17:11

16. Previous Question Renew: Permitted if progress in business or debate results in a new question. Reconsider: Affirmative vote before any vote taken. Negative vote can be reconsidered unless conditions for Renew exist.

16:5(8) 38:7(1)

17. Limit or Extend Limits of Debate Renew: Permitted if progress in business or debate results in a new question. Reconsider: Affirmative vote before order to limit or extend debate is exhausted. Negative vote can be reconsider.

15:5(8) 38:7(1)

18. Postpone to a Certain Time Renew: Permitted if progress in business or debate results in a new question. Reconsider: Affirmative vote can be reconsidered. Negative vote can be reconsidered unless conditions for Renew exist.

14:4(8) 38:7(1)

38:7(1)

www.parliamentarians.org

Motion

RONR (12th ed.)

19. Commit or Refer Renew: Permitted if progress in business or debate results in a new question. Reconsider: Affirmative vote can be reconsidered if the committee has not begun reconsideration. After that point, one must use the motion to Discharge the Committee. Negative vote can be reconsidered unless conditions for Renew exist.

13:7(8) 38:7(1)

20. Amend Renew: Only if a change in the wording or circumstances presents substantially a new question. Reconsider: Both affirmative and negative votes may be reconsidered.

12:7(8) 38:5(1)

21. Postpone Indefinitely Renew: No. Reconsider: Affirmative vote can be reconsidered. Negative vote cannot be reconsidered.

11:2(8) 38:5(2)

Conclusion: During the same session, an assembly may introduce most lost motions by simply avoiding the “same question” objection that may be appealed by those who defeated the initial motion. Adherence to the details listed above will render a favorable ruling by the chair. Additionally, a superficially visible

pattern indicates that if renewal of the lost motion is prohibited, Reconsider the Vote tends to be permissible, and vice versa! RONR is flexible enough so that the rule that prohibits the introduction of “the same question in the same session” is not an obstacle to an assembly’s aspiration of getting business accomplished in a legal and efficient manner. 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 20 years. He is a frequent contributor to the National Parliamentarian and an annual workshop presenter at NAP conventions and training conferences. (http://www.roberts-rules.com, parliam@roberts-rules.com) 20

National Parliamentarian • Fall 2023

Previous Notice and The Declaration of Independence W hat are the S imilarities ? By Dorothy L. Gordon, PRP

The Declaration of Independence is a document adopted by the Continental Congress on July 4, 1776, during the American Revolutionary War, authored primarily by Thomas Jefferson, with contributions of a committee of four other members appointed by the Continental Congress. Importantly, this historical and revered document asserts the principles that our government and identity as Americans, such as basic rights, are conceptually based upon. There are some basic rights similarities between the Declaration of Independence and a member’s rights of an assembly or organization. The similarities are as follows. First, the Declaration of Independence shares similarities to a member’s rights of an assembly or organization, as both are based on principles of rights and governance. Both the Declaration of Independence and a member’s rights of an organization highlight the importance of individual

rights. The Declaration of Independence asserts the unalienable rights of “life, liberty, and the pursuit of happiness”, while a member’s rights of an assembly or organization emphasize the “right to attend meetings, to make motions, speak in debate, and to vote”. See RONR (12th ed.) 1:4. Second, both promote principles of equality and fairness. The government or organization seeks to ensure the basic rights of all individuals are treated equally, and a member’s rights in an assembly ensure all members are treated equally and able to participate in the organization’s entire decisionmaking process. And third, both the Declaration of Independence and a member’s rights of an assembly or organization adhere to principles of democratic participation by having a say in how to be governed. Members of an assembly or organization ensure that decisions are made within a structured framework for making motions, debate, and voting. www.parliamentarians.org

Abraham Lincoln called the Declaration of Independence “a rebuke and a stumbling-block to tyranny and oppression.” RONR (12th ed.) discusses basic rights of membership. RONR (12th ed.) 1:4 says, “A member of an assembly, in parliamentary sense, …is a person entitled to full participation in its proceedings, that is, …(1) right to attend meetings, to make motions, to speak in debate, and to vote. No member can be individually deprived of these basic rights of membership— or of any basic rights concomitant to them, such as the right to make nominations or to give Previous Notice of a motion—except through disciplinary proceedings. …Whenever the term member is used in this book, it refers to full participating membership in the assembly unless specified. Such members are also described as “voting members” when it is necessary to make a distinction.” In RONR (12th ed.) xlix, “Principles of Parliamentary Law” are addressed. It states, “…that these rules are based on a regard for the rights: of the majority, of the minority, especially a strong minority greater than one third, of individual members, of absentees, and of all these together.” The rules of parliamentary law are important to ensure the rights of all members of the assembly and to protect the rights of the total membership of the assembly or group. In the parliamentary world, Previous Notice, stands as the 22

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Declaration of Independence. Meaning that it shares similarities with the Declaration of Independence and a member’s rights of an assembly, in terms of principles related to rights and governance. The scope of Previous Notice provides protection for a member’s rights and absentees from a minority taking advantage of the membership in certain situations. Members have rights to attend meetings, make motions, debate the motion, and to vote. Bylaws should not be silent on Previous Notice. “No member can be individually deprived of these basic rights of membership,” reads RONR (12th ed.) 1:4. Therefore, Previous Notice is equivalent to a member’s rights. Previous Notice must be sent in a “reasonable time in advance” of each meeting. RONR (12th ed.) 9: 2-3. Each organization must prescribe in the bylaws “the specific number of days’ notice required” RONR (12th ed.) 9:4 for compliance. “…Unless otherwise provided in the bylaws, the number of days is computed by counting all calendar days (including holidays and weekends), excluding the day of the meeting but including the day the notice is sent.” RONR (12th ed.) 9:4. The timely announcement informs the members in the call of the meeting, what motion will be introduced, the exact content of the motion, including place and time the motion will be brought up. RONR (12th ed.) 10:44. Previous Notice is reserved for motions that have the effect to

change a previous action taken by the assembly. Motions to Rescind, Amend Something Previously Adopted, or Discharge a Committee, always require Previous Notice. Without Previous Notice, there is an infringement on a member’s basic rights and promotes ill-informed decision making. For example, a motion is proposed that involves significant changes to an organization’s bylaws. Members need time to review and understand the proposed changes and implications. Previous Notice provides members the opportunity to receive in advance and study the exact motion to be introduced, as well as the place and time it will be brought up. Given Previous Notice, members can arrive at the meeting well-prepared to debate and vote. When a member’s rights are at issue, the vote on Previous Notice has a high threshold. A Previous Notice and two-thirds vote are needed for adoption. For example, If the bylaws are silent on how the bylaws are amended, the vote required is either Previous Notice and a two-thirds vote, or a vote of the majority of the entire membership. RONR (12th ed.) 10:45. As an organization, it is imperative that Previous Notice is given when a

member’s rights may be affected. General Henry Martyn Robert deserves credit for developing an organized comprehensive system of parliamentary procedure rules published in the 2020 current edition, Robert Rules of Order Newly Revised (12th ed.). Most assemblies and organizations worldwide adopted the 12th edition to conduct meetings. Robert’s complete parliamentary rules address various meeting situations that ensure prevention of abuses (from schemers), to protect the individual basic rights of members of the assembly or organization with equality and fairness, and to principles of democratic participation. Henry Robert’s contributions of parliamentary rules insure orderly, efficient, positive, and productive outcomes of meetings. His contributions continue to have lasting and impactful effects on assemblies or organizations around the world. Thank you, General Henry Martyn Robert for protecting basic rights, rights that should be adhered to and preserved for all! Like the Declaration of Independence, Previous Notice upholds and protects the rights of the individual members of an assembly or organization. NP

Dorothy L. Gordon, MEd, RP, is a retired Ohio K-12 Teacher of 33 years, a 2019 50th OAP Annual Session presenter, and PQC Study Group member. She is a 500-hour Yoga Teacher Training student, Health Coach, and a member of the Prince Hall Masonic Medical Team of Ohio, who presents on wellness related topics. She is a Master Gardener with the state of Ohio. www.parliamentarians.org

Favorite Vintage

In Defense of Committees

By Patricia E. McDougle, PRP

Editor’s Prologue – I hope this article ignites all of us to volunteer to work on committees, where the real work transpires. Reprinted Summer 2021.

Often maligned, rarely understood. Criticizing committees is a popular topic of conversation whenever members congregate to chat about the organization. Benjamin Franklin is reported to have said, “Any fool can criticize, condemn, and complain and most fools do.”1 Criticisms of committees may include: • There is too much meaningless discussion—minutes are kept, and hours are wasted. • A question can be studied for weeks, even months, and the committee does not reach a conclusion. • The committee’s report may summarize and justify its methods and activities with few, if any

recommendations, leaving the value of the committee undeterminable. • Another criticism is that committees can go on forever. “We have always had a [fill in the blank] Committee. Our bylaws require it.” Times and circumstances change; and the purpose of that long-ago-established committee may no longer be relevant. Do committees deserve such a reputation? Regardless of the critics, committees are an integral part of organized societies. The business of an organization is far too complex and varied for individuals working alone, or for a small group like a board of directors, to manage. Multiple groups of people working throughout the organization

1 https://www.brainyquote.com/search_results?q=fool+criticize. 24

National Parliamentarian • Fall 2023

Favorite Vintage

are most often required to accomplish its mission. The National Association of Parliamentarians® (NAP) is an example of a successful organization where committees are indispensable in accomplishing its objectives. Examples of NAP committees, briefly summarized, are: • Communications – investigates and recommends methods for marketing and making the general public aware of NAP and its services. • Educational Resources – develops educational material for publication in the name of NAP. • Membership and Registered Examiners – processes and administers the exams for NAP membership and for achieving the status of registered parliamentarian. • Commission on Credentialing – a special committee that administers the credentialing program of NAP. What is the definition of a committee? Robert’s definition provides clarity to enhance the understanding of committees in organized societies: “A committee, as understood in parliamentary law, is a body of one or more persons, elected or appointed by (or by direction of) an assembly or society, to consider, investigate, or take action on certain matters or subjects, or to do all of these things. Unlike a board, a committee is not itself

considered to be a form of assembly.”2 Shakespeare’s Juliet said, “That which we call a rose by any other name would smell as sweet.”3 This applies directly to committees whether called a task force, advisory board, council, commission, or panel. Sources of committee problems. Two typical sources of problems existing in committees, whether in government, in the business world, the PTA, or the Girl Scouts, are the people selected to serve on the committee, and a failure to communicate. People selected to serve on the committee. People selected to serve but who are not committed to, or lack expertise in, the purpose contribute to the problem, and lessen the likelihood of success. Their manner of participation may also be a factor: the dominate ones with something to say about everything, the quiet ones who never say a word, and the political types who wait and watch to determine the direction of the prevailing wind before speaking out. Least likely to be a problem source are those who listen to others and weigh the alternatives before speaking. Their contribution may be the most valuable. Failure to communicate. Failure to anticipate barriers to communication is a second source of committee ineffectiveness. The free flow of conversations—both critical and complimentary—is essential.

2 RONR (12th ed.) 50:1. 3 Romeo and Juliet, Act II, Scene II. http://shakespeare.mit.edu/romeo_juliet/full.html. www.parliamentarians.org

Favorite Vintage

Barriers to effective communications: • failure to understand the purpose or problem. • lack of knowledge of organization served. • resistance to change. • organizational politics. • personality differences. • closed mindedness. Guidelines for composition of a committee. RONR (12th ed.) in 50:18 gives us the following guidelines for the proper composition of a committee. Standing committee members should be chosen to provide the strongest group for handling any task within the purview of the committee. Special committee members should be selected with consideration to the objective: 1) if the objective of the committee is to implement an order of the assembly, select only a small number of members that are in favor of the action to be carried out; 2) if the committee is appointed for deliberation or investigation, select members that are representative, as far as possible, of all points of view within in the organization. This committee is often larger, and when carefully selected, its recommendations are likely to reflect the will of the appointing body.

Successful committees, making a difference. Whether committees are appointed, named, or elected, leaders and members must recognize their responsibility in contributing to the success of the committee by choosing the right individuals based on the committee’s purpose. People selected [or elected] to serve must possess the versatility and ability to work together, have sufficient vision to comprehend the problem, have a demonstrable talent for communication—to actively participate—and have the willingness to acquire subject knowledge if they do not already have it. Participation by all committee members in input, energy and experience greatly enhances committee effectiveness. In Defense of Committees. Committees serve a critical role in organizations by focusing on only a part of the big picture. A committee’s success depends on the people appointed and their ability to communicate. Committees continue to flourish because a long history of successful committee outcomes has established a model worth emulating for every organization seeking to manage its many and complex components. NP

Patricia E. McDougle, PRP, has been a member of NAP since 1985 and a PRP since 1991. She serves as parliamentarian and provides training for international, national, state, and local organizations as well as government bodies on a local level. She has supported youth organizations, FFA, FBLA, FCCLA, and others for many, many years as a judge for parliamentary competitions. She is a member of the Broward-Palm Beach Parliamentarians. 26

National Parliamentarian • Fall 2023

Test Yourself

What’s Wrong? By Josh Martin, PRP

Can you spot the parliamentary blunders in the following stories? Blunder #1 At the September meeting, a contentious issue was up for debate. John rose and made a motion to postpone indefinitely. The motion was seconded and, after debate, the motion was adopted with a majority vote. Later in the same meeting, Clara tried to reintroduce the same motion for discussion. The chair allowed her motion to be heard and debated, ultimately leading to a decision. Where was the blunder? Blunder #2 A special meeting was called in July to discuss a proposed merger with another organization. Halfway through the meeting, Alice made a motion to “allocate additional funds for the upcoming annual gala.” The chair entertained the motion, and after some discussion, it was put to a vote and adopted. Where was the blunder? Blunder #3 At the annual board meeting of the community library, the issue of extended operating hours was discussed. Barbara said, “I move that we extend the library hours to 10 PM on weekdays.” Samuel countered, “I move to amend the motion by striking ‘10 PM’ and inserting ‘9 PM’.” After debate, Samuel’s amendment was adopted by a majority vote, and the chair declared the amended motion adopted without ever taking a vote on the original motion. Where was the blunder? Answers are on page 34. Josh Martin, PRP, is currently NP Assistant Editor. He joined NAP in 2009 and received the RP and PRP credentials in 2010 and 2011, respectively. Josh is also the current Treasurer and a past President and Vice President of the Minnesota State Association of Parliamentarians. He is a former member of the NAP Bylaws Committee and served as Technical Editor for the third and fourth editions of Robert’s Rules of Order for Dummies by Alan Jennings, PRP. www.parliamentarians.org

Test Yourself

On Your Feet OR

On Your Seat? By David Mezzera, PRP

How quickly can you think on your feet (such as when talking face-to-face with a client who has a question) . . . or on your seat (such as sitting next to the chair in a large assembly)? This quiz is to challenge you to gain speed and accuracy when you are called upon to give a parliamentary answer—whether on your feet or on your seat. For each of these 12 triads (in honor of the 12th edition of RONR), read the 3 statements quickly and immediately determine which one of the three is inaccurate or incorrect—recognizing, then, that the other two are correct and accurate. Start thinking quickly! 1. A. Each motion in RONR has 8 Standard Descriptive Characteristics (SDCs). B. In RONR, there are 5 classes of motions identified. C. According to RONR, typical bylaws have 8 separate articles. 2. A. The difference between a merger and a consolidation is based on the sizes of the groups combining. B. An adjourned meeting is the same as a continued meeting. C. A dilatory action or motion is one which obstructs, delays, or thwarts the will of the assembly. 3. A. Previous Question can sometimes be altered (amended?) while it is pending. B. Previous Question always requires a two-third vote. C. Chart II in the tinted pages (t6-t33) shows all of the SDCs for each of the motions and procedures listed therein. 4. A. Amending bylaws or special rules of order does not always need to require previous notice. B. Preferential voting is a quick way to get a plurality winner. C. The last 3 §s of RONR deal with disciplinary procedures. 5. A. Queues can be composed of either a list of members seeking the floor or stacks of motions to process. B. A motion is made and seconded. If a modification is suggested and the maker agrees, the seconder may withdraw the second. C. There is actually no difference between processing the motions to Postpone Definitely and Lay on the Table. 28

National Parliamentarian • Fall 2023

Test Yourself

6. A. Rescind and Expunge from the Minutes requires a majority vote of the entire membership, not just of those present and voting. B. Stand at Ease is a motion added only in recent editions of RONR. C. In the absence of the secretary, a secretary pro-tem should be elected— not appointed. 7. A. If a VP is unable or unwilling to ascend to a vacant president position, (s)he loses the VP position as well. B. So as not to sound like a horse, you should never vote by exclaiming “nay.” C. Any single member may object to unanimous consent without a second being required to the objection. 8. A. If there’s too much work for one person, choosing a co-chair for a committee is a good idea. B. “Your Chair” is a better self-reference than “I” for the presiding officer. C. “Chairperson” is frequently encountered and may be used in some assemblies. 9. A. A formal motion to approve the minutes is not necessary, although such a motion is not out of order. B. “Secret” ballot is redundant since all ballot votes are secret. C. A parliamentarian’s role during a meeting is purely an advisory and consultative one. 10. A. In a mass meeting, a quorum is the number of persons present at the time. B. A treasurer’s regular report requires no action of acceptance by the assembly. C. A second is never needed if a motion comes from any committee. 11. A. Running a deliberative assembly using postal mail, email or facsimile has been authorized now beginning with the 12th edition. B. It is possible for a person who is not a member of an assembly to be appointed to a committee of the group. C. Making an undebatable motion may be prefaced by a few words of explanation by the motion’s maker. 12. A. To Annul is really the same procedure as to Rescind or Repeal. B. Division of a Question is really the same as Division of the Assembly, just using different words. C. A motion to Consider by Paragraph is the same as a motion to Consider Seriatim. Answers are on page 35 with 12th ed. references. David Mezzera, PRP, is a past president of the California State Association of Parliamentarians and past District 8 Director.

www.parliamentarians.org

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. Questions should be emailed to npquestions@nap2.org. In responses to questions, the following abbreviations are used: RONR

Henry M. Robert et al., Robert’s Rules of Order Newly Revised (12th ed. 2020)

Henry M. Robert, Parliamentary Law (1923)

Henry M. Robert, Parliamentary Practice (1921)

Q&AII

NAP Questions & Answers II (1970)

Q&AIII NAP Questions & Answers III (1997) Q&AIV

NAP Questions & Answers IV (2010)

AIPSC

American Institute of Parliamentarians Standard Code of Parliamentary Procedure (2012)

Demeter George Demeter, Demeter’s Manual of Parliamentary Law and Procedure (Blue Book ed. 1969) Keesey

Ray E. Keesey, Modern Parliamentary Procedure (2nd ed. 2018)

Mason

Paul Mason, Mason’s Manual of Legislative Procedure (2010 ed.)

Riddick Floyd M. Riddick & Miriam M. Butcher, Riddick’s Rules of Procedure (1985) POI

AIP Parliamentary Opinions (1982)

POII

AIP Parliamentary Opinions II (1992)

POIII

AIP Parliamentary Opinions III (2008) (electronic only)

Citations to earlier versions of Henry M. Robert’s rules of order are abbreviated as follows:

Editions 1-3, Robert’s Rules of Order

ROR

Editions 4-6, Robert’s Rules of Order Revised

National Parliamentarian • Fall 2023

Test Yourself

Questions Answers continued

Question: To expel a member, our bylaws require a “three-fourths vote of the entire board of directors”. There are 16 board seats, but with 4 vacancies, there are currently only 12 members. Would the vote required for expulsion need 12 of the 16 board seats to vote in favor, or just 9 of the current 12 members? Or does “three-fourths vote” mean three-fourths of those present or those present and voting? Answer: The terms “entire membership” and “fixed membership” have distinctly different meanings. “Entire membership” refers to the members currently in office (in this case, 12). “Fixed membership” refers to the positions on a particular body, whether the positions are currently filled or vacant. Therefore, if there were 16 board positions with only 12 positions currently filled, a vote of three-fourths of the entire membership would require nine votes for adoption, while a vote of three-fourths of the fixed membership would require 12 votes for adoption. When there are no vacancies, these two vote requirements are, in practice, the same, since they would both be based on 16 (members or positions). See RONR (12th ed.) 44:9n1. Usually, a three-fourths vote (just like a two-thirds vote or a majority vote), where the reference to the number of votes required for adoption immediately precedes the word “vote,” is based on the members present and voting. If there is a phrase following “three-fourths vote”, such as “of the board members present” or “of the fixed membership of the board”, then there is confusion as to whether the requirement is three-fourths of those present and voting, or three-fourths of those present, or three-fourths of the fixed membership. This creates an ambiguity in the bylaws. To properly prescribe a vote requirement based on the number present, current membership, or fixed membership, the proper form is for the word “vote” to come first, immediately followed by the word “of ” and then immediately followed by the description of the numeric value required for adoption, such as “a vote of three-fourths of the desired group: membership present, current membership, or fixed membership”. This word structure, which is intentionally consistent throughout RONR, is a nuance that makes vote requirements very clear; however, it is often overlooked by organizations when drafting or interpreting bylaws. A vote requirement such as “a three-fourths vote of the entire board of directors” is ambiguous at best, and certainly this language structure cannot be defended www.parliamentarians.org

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Questions Answers continued

using RONR. If the vote is intended to be based on three-fourths of the fixed membership, the “three-fourths” should immediately precede the prepositional phrase “of the fixed membership of the board”, so that it modifies that phrase and accurately defines a numeric value, instead of modifying the word “vote”. When “three-fourths” modifies the word “vote” it creates a term with a specific meaning in parliamentary law, which would generally indicate a vote requirement based on a three-fourths of those members present and voting. In this particular case the addition of “entire membership of board of directors” provides an ambiguity that may need an interpretation and an amendment. A possible answer to these questions is that expulsion would require a vote of three-fourths of the entire current membership of the board, or 9 votes. Since this particular bylaw provision may be viewed as ambiguous, RONR (12th ed.) 56:68 allows an assembly to interpret the provision with a majority vote; the interpretation should be in line with the original intent when the bylaw was adopted. Additionally, it’s recommended the organization amend their bylaws as soon as possible to clarify the ambiguous provision relating to expulsion.

Question: Our bylaws state that notice of meetings must be given at least 10, but not more than 30, days prior to the meeting. At a recent meeting for which proper notice was given, a quorum was not present. Members present set an adjourned meeting for the same time and place during the next week, which was only 7 days away, instead of 10 days away from the original meeting. No additional notice was provided for the adjourned meeting. One member complained that proper notice for the adjourned meeting was not given. Was the adjourned meeting valid?

Answer: An adjourned meeting is established by adoption of the motion to Fix the Time to Which to Adjourn, which may be adopted even if the assembly does not have a quorum present. An adjourned meeting is a continuation of the same session, and its only restriction is that it must be set for a time before that of the next regular meeting, per RONR (12th ed.) 22:7. Notice was properly given of the original meeting, and there is no further notice required for the adjourned meeting. The adjourned meeting was valid. In the future, although not required, it may be desirable to provide notice of the adjourned meeting to ensure a quorum at that meeting. See RONR (12th ed.) 22:9 for more information. 32

National Parliamentarian • Fall 2023

Test Yourself

Questions Answers continued

Question: Our organization’s bylaws provide that the president has the power to appoint committee members, from among the members, and are silent on any removal process. If the president wishes to appoint a non-member to a committee, would a bylaw amendment be required? What is the procedure to remove a committee member, and is it the same procedure whether the committee member to be removed is a member of the organization or not? Answer: If the bylaws authorize the president to appoint committee members and don’t specifically authorize the president to appoint non-members, then the president must submit the names of non-members to the organization for approval, as required by RONR (12th ed.) 13:15, 50:13, and 56:46. A bylaw amendment would not be required unless the organization desires to authorize the president to appoint non-members to committees without specific approval from the organization. RONR (12th ed.) 13:23 states in part that: “If a single person, such as the president, has the power of appointment, he has the power to remove or replace a member so appointed; but if the assembly has the power of selection, removal or replacement can take place only under rules applicable to the motion to Rescind or Amend Something Previously Adopted (see 50:14).” Therefore, since the president in this case has the power to appoint committee members that are members of the organization, the president also has the power to remove those members so appointed; the president’s announcement of such removal should suffice (as it does for the appointment). On the other hand, if the president submits the name of a non-member to the organization for appointment to a committee, only the organization may remove the non-member from the committee, by rescinding the original appointment.

Editors note: Many thanks to the Parliamentary Research Committee of 2021-2023 for these Questions & Answers: Rachel Glanstein, PRP; Chair, Lyle Kleman, PRP-R; Azella Collins, PRP; Timothy Wynn, PRP, Parliamentarian/Consultant.

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Answer Key What’s Wrong? from page 27

Blunder 1 The chair should have ruled Clara’s motion out of order, because a motion that has been postponed indefinitely cannot be renewed during the same session. See RONR (12th ed.) 10:26, 11:3. Blunder 2 The chair should have ruled the motion relating to the gala out of order, since only business included in the call may be considered at a special meeting. See RONR (12th ed.) 9:15. Blunder 3 The chair should have resumed consideration of the main motion, as amended, and ultimately taken a vote on the main motion. Adoption of an amendment does not adopt the main motion. See RONR (12th ed.) 12:4.

National Parliamentarian • Fall 2023

Test Yourself

On Your Feet or On Your Seat? from pages 28-29

1. A = T [7:2] B = T [5:2] C = F Typically 9 articles but more are possible [56:17ff] 2. A = F [55:1] B = T [p. 667] C = T [39:1] 3. A = T [16:5(6)] B = T [44:4] C = F Only SDCs 3 - 8 are indicated [7:3] 4. A = T [35:2(7)] B = F It gets a majority winner [45:62] C = T [Chapter XX] 5. A = T [p. 698] B = T [33:12] C = F Postpone is debatable and amendable, Lay on the Table is not [t18-19 and t22-23] 6. A = T [35:13] B = F It is not actually a motion [8:2(4)] C = T [47:34] 7. A = T [47:29] B = F It may be used on a roll call vote [45:47] C = T [4:59] 8. A = F Co-chairs avoided [13:17] B = T [3:13] C = T [3:10] 9. A = T [41:10] B = F There are signed ballots [45:46] C = T [47:46] 10. A = T [40:2(1)] B = T [48:24] C = F Not a one-person committee [4:11] 11. A = F [1:1n] B = T [50:12] C = T [43:31] 12. A = T [35:1] B = F [27:1 / 29:1] C = T [28:5] www.parliamentarians.org

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F rom the N A P website

How Do I Keep My Credentials? Editor’s Prologue – If you need more information, please head to the NAP website at https://www.parliamentarians.org/credentialing/renewals.

Registered Parliamentarian Renewal Policy A Registered Parliamentarian must complete ten (10) hours of continuing education credits—including one hour of Professional Responsibility, every two years—to qualify for renewal, and must submit a certification statement in the last year of the renewal period. Professional Registered Parliamentarian Renewal Policy A Professional Registered Parliamentarian must complete 15 hours of continuing education credits—including two hours of Professional Responsibility, every two years—to qualify for renewal, and must submit a certification statement in the last year of the renewal period. Proviso The current renewal process, the Professional Renewal Certification, will remain an option to renew for current Professional Registered Parliamentarians until December 31, 2025. The CEU renewal process takes effect on January 1, 2024. However, any educational content presented

National Parliamentarian • Fall 2023

after September 1, 2023, may be submitted for CEUs. Renewing Parliamentary Credentials A continuing education model is established for the renewal of all credentialing programs. Educational events that are sponsored by the National Association of Parliamentarians automatically receive continuing education units. However, other entities, including NAP’s association and units, may want to offer parliamentary education and request that attendees receive continuing education units that qualify for NAP renewals. There are minimum standards that a third-party entity must meet to be eligible for approval. Those standards are partly based on the expectation that the shared content is consistent with NAP’s Body of Knowledge and the Commission on Credentialing policies. For participants to receive continuing education units (CEU), the following criteria must be met: a. Participation in a NAP national educational event; or

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b. Participation in an educational event approved to award continuing educational unit by the Commission on Credentialing. If an outside entity requests an educational event to qualify for CEUs, the Commission may require the ability to audit the educational offering.

Additionally, the presentation must be clearly identified on the agenda to qualify for professional responsibility credit. Subjects that qualify for professional responsibility credit include ethics, professionalism, malpractice prevention, and items related to the Joint Code of Professional Responsibility.

c. Credits will not be awarded for participation in identical educational events.

Instructor policies Instructors of approved educational content are entitled to receive the number of credits based on the timing scale times three. For example, an instructor who teaches a one-credit educational event is entitled to receive three credits for renewal. The Commission prefers that all instructors maintain an active NAP credential; however, non-credentialed instructors must be approved and any credentials, education, or experience will be reviewed for appropriateness for the material being offered.

Continuing education credits are awarded on the following timing scale: a. 0-29 minutes – 0 credit b. 30-49 minutes – 0.5 credits c. 50-74 minutes – 1 credit d. 75-89 minutes – 1.5 credits e. 90-120 minutes – 2 credits The Commission may approve an alternative amount of educational content in unique circumstances. Certain guidelines must be considered when calculating credits and the following will not be counted for credit: • Breaks (meal, snack, or coffee breaks); • Opening and closing remarks; • Business meetings; or • Any other time that is not dedicated to educational content. Only actual attendance earns credit.

CEU Reporting Members will not need to report CEUs that they received from attending a national NAP event. The Commission may require, at national events, a check-in system be implemented to track attendance properly. Entities, including NAP units and associations, must report the name of the course/topic, member names, member ID numbers, and the number of credits a participant received using the form “CEU Submission Form”.

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The Parliamentarian’s Equivalent to the Irish Prayer 2023 May God give you… For every meeting, a parliamentarian, For every motion, a second, For every amendment, debate, And a blessing in each motion, adopted or lost. For every point of order, a point well taken, For every meeting, involved members, And a meeting that lasts less than an hour. — S. King

National Parliamentarian • Fall 2023

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NEW REGISTERED PARLIAMENTARIANS* NAP congratulates the following individuals on becoming Registered Parliamentarians: Ronald Arruejo (CA)

Monique Howery (IL)

Cynthia Kohlmann (DE)

Olivia Hale (WA)

Monica Isgren (TX)

Alex Meed (TX)

NEW Professional REGISTERED PARLIAMENTARIANS* NAP congratulates the following individuals for attaining the status of Professional Registered Parliamentarians: Steve Evans (TX)

Kevin Judd (DC)

Nicole Learson (LA)

Regenia Moore-Lee (NJ)

Silent Gavels* NAP commemorates members who have passed from our midst; may they rest in peace: Alice Bartelt (OR)

Teresa Dean (MO)

Cora Salzberg (VA)

Aenna Bowe (TX)

Elsie Funk (CO)

Phyllis Stewart (TX)

Debra Cooper (IN)

Lee Poleske (AK)

Kenneth White (DC)

New Members* NAP welcomes the following individuals as new members: Laura Ellen Aldridge (OH)

Bryan Briscoe (TX)

Linda Felton (DC)

Joanna Alston (MS)

Daniel Butler (IL)

Judith French (MD)

Dena Anderson (TX)

Katherine Cenicola (TX)

Katherine Gardner (AK)

Starlisha Anderson (EL)

Robin Crawford (DE)

Rebecca Girrell (NEAP)

Kathryn Andrews (AZ)

Reva Crump (NV)

Arnold Goldman (NEAP)

Hollie Ardoin (NC)

Lou Etta Curry (NJ)

Cherry Gooden (TX)

Marylin Batista (FL)

Matthew Daigle (GA)

Nicole Gordon (TX)

Meier Bauer (OH)

Kelly Daly (DC)

Cynthia Grayson (TN)

Natasha Beauchamp (BC)

Michael Do (GA)

Branita Griffin Henson (DC)

Karen Bland (DC)

Geneva Dodson (IL)

Neal Harris (TX)

Connie Boggs (WV)

Elliot Dotson (WV)

Wynona Harris (TX)

Tama Bouncer (VA)

Nicole Drew (DC)

Kelli Henderson (TN)

Keith Brannum (Middle East)

Sabrina Edgar (MI)

Tanya Hendricks (TX)

Scott Bray (TX)

Therman Evans (MD)

Susan Herren (IL)

Milton Bridgewater (CA)

Giovanni Falbo (CO)

Karen Hewitt (AZ)

* For the period June 16, 2023 through September 19, 2023 www.parliamentarians.org

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New Members* continued Felicia Hicks (TX)

Salethia Morris (TX)

Ann White (IL)

Patricia Hollis McGruder (TX)

Donita Mundis (PA)

Michele Whitlock (KY)

Jordan Nichols-Hillian (NY)

Anita Williams (TX)

Tremelle Howard (GA) Domenic Hoxholli (NEAP)

Yvonne Odimgbe (TX)

Danielle Williams (VA)

Tiffany Ingles (Indiana)

Julie Ogg (OH)

Paul Wolfe (FL)

Kimberly Jackson (IL)

Joy Patrick (GA)

Twyla Woods-Buford (IA)

Stephanie Johnson (GA)

Sara Patton (CA)

Vivian Young (OR)

Natasha Jones (PA)

Nancy Persons (CA)

Jeff Kane (NY)

Zach Pettit (Alaska)

Susan Keller (TX)

Sandra Richardson (TX)

David Kitchen (CA)

Billie Roberts Spann (MD)

Bryan Kopp (WI)

Kimberly Rush (PA)

Roberto Lara Aranda (NY)

Brynna Schwab (IA)

A special thank you to the instructors of the aforementioned new members:

Vanessa Lathan (VA)

Darniece Shirley (DC)

Marlene Anderson

Amos Leak (TX)

DeShonda Sisco (IL)

Bennyfer Bridgewater

Christopher Lee (AL)

Angela Smith (VA)

Kevin Connelly

Susan Lipman (NY)

Dacia Smith (MD)

Kay Crews

Amanda Lynch (GA)

Monica Sowell (TX)

Chris Dickey

Kristine Lynn (IL)

Rona Stinson (TX)

Amanda Falbo

Iain MacLean (NS)

Cynthia Strassberg (VA)

Adolph Garcia

Julie Makowski (NY)

Carrol Stripling (WA)

Renell Grant

Yeta Markham-Phillips (NJ) Devra Stroud-Banks (NJ)

Beryl Williams (TX)

Thank you instructors!

Cynthia Gresham

Susan Marra (WV)

Suzzie Thomas (TX)

Lynea Lewis

Lenore Martinelli (NEAP)

Christopher Thorp (MN)

Cynthia Mayo

Danielle May (VA)

Deidra Turner (TX)

Fashika McClelland

Robert McClain (OK)

Gary Van Etten (CA)

Karen Odom

Karen McFadyen (OH)

Hans van Mol (PA)

Helen Popovich

Trudi McKenley (NY)

Yolanda Washington (IL)

Febrina Putri

Cecelia Millea (NY)

Monica Watkins (DC)

Joannah Schumacher

Milika Miller (WI)

Kim Weaver (TX)

Cheryle Sherman

Gail Mitchell (NY)

Kimberly Wells (NEAP)

Deborah Underwood

Bonnie Moore (TX)

Angela White (LA)

Sheryl Womble

* For the period June 16, 2023 through September 19, 2023 40

National Parliamentarian • Fall 2023

National

Parliamentarian

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

National Parliamentarian (Vol. 85, No. 1)

Articles inside

Questions & Answers

On Your Feet

WHAT'S WRONG?

Previous Notice and The Declaration of Independence

Renew! Reconsider! But Which One and When?

2021-2023 HISTORY

Let’s Reason Together

From the Editor