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 .

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

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.

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 are most often required to accomplish its mission .

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

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

2 RONR (12th ed.) 50:1.

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 .

3 Romeo and Juliet, Act II, Scene II. http://shakespeare.mit.edu/romeo_juliet/full.html.

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.