National Parliamentarian (Vol. 76, No. 2) by National Association of Parliamentarians

National Parliamentarian Volume 76, No. 2 | Second Quarter 2015

Take Steps to

Create Your Future NAP 40th Biennial Convention Preview Pages 15-30

NAP 40 th B iennial C onvention

Look for details and registration information on pages 15-30 and on the NAP Website www.parliamentarians.org

National Parliamentarian Volume 76, No. 2 | Second Quarter 2015

Contents 2014-2015 NAP Officers President Ann Guiberson, PRP Vice-President Mary L. Randolph, PRP Secretary Ann L. Rempel, PRP Treasurer Evan A. Lemoine, PRP Directors-at-Large Steve Glanstein, PRP James N. Jones, RP Jim Stewart, PRP District Director Representatives Denise Irminger, PRP Daniel Ivey-Soto, PRP Parliamentarian Leonard M. Young, PRP Executive Director Cynthia Launchbaugh

From the Editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 President’s Message Create the Future at the NAP Convention . . . . . . . . . . . . . 3 FEATURES Building Your Business . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Amendments That Are Not Treated as Amendments . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Nominees for Office: Meet the Candidates . . . . . . . . . . . . . 31 SPECIAL SECTION 2015 NAP 40th Biennial Convention . . . . . . . . . . . . . . . 15 Call to Convention . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Welcome to Washington, D.C.! . . . . . . . . . . . . . . . . . . . . . 17 Schedule of Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Information & Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 How to Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 2015 NAP Convention Workshops . . . . . . . . . . . . . . . . . . 23 Hotel Highlights . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Sponsorship Opportunities . . . . . . . . . . . . . . . . . . . . . . . . . 30 DEPARTMENTS Motion Spotlight Previous Question: Who, How & What . . . . . . . . . . . . . . . . 9 Two Minutes of Procedure Approving Minutes of a Convention . . . . . . . . . . . . . . . . . 12 NAP Education Foundation NAPEF Funds Youth Programs . . . . . . . . . . . . . . . . . . . . . . 13 Ragona Membership Scholarship . . . . . . . . . . . . . . . . . . . 14 Parliamentary Language In Good Standing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

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

Test Yourself Quick Quiz . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Mystery Motion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Find It! . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Questions & Answers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Answer Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 NAP Connections In Memoriam . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 New Registered Parliamentarians . . . . . . . . . . . . . . . . . . . 47 www.parliamentarians.org

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Submission Deadlines Third Quarter 2015 Fourth Quarter 2015 First Quarter 2016

June 1, 2015 September 1, 2015 December 1, 2015

Editor

Tim Wynn, PRP P.O. Box 54, Lake Helen, FL 32744 NPeditor@perfectrules.com

Assistant Editor

Carol A. Henselder, RP

Parliamentary Review Committee John Rempel, PRP, Chairman Jonathan M. Jacobs, PRP Sharon Reed, PRP

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From the Editor

From the Editor In this issue, Lorenzo Cuesta takes a look at ways to modify the pending question beyond the use of amendments; Dr. R. Richard Tribble, Jr. provides tips for growing a parliamentary business; and thanks to a suggestion by Judith Reynolds, NP introduces a new feature: “Find It!” This issue also contains pertinent information about the 2015 NAP Convention, including a list of workshops and statements from candidates for office.

Tim Wynn, PRP Editor 2 National Parliamentarian • Second Quarter 2015

President’s Message

Create the Future at the NAP Convention When I first joined NAP, I was struck by how difficult it was to find out how to study and practice any particular subject in parliamentary procedure. I could not find a coherent course of study that would help me achieve my goal of better managing my association’s meetings. I asked all the leaders in my unit, and the response was that I could prepare to take the registration exam after I had been a member for a few years. This was highly unsatisfying, to say the least. Since I am a persistent soul, I did earn my RP the next year and shortly after became a PRP. Even though it turned out well for me, this is not really a happy story from the perspective of how NAP serves its members. Further, I know I am not the only member who struggles to find quality education in parliamentary procedure. In 2013, NAP adopted a new strategic plan, which includes a goal to reimagine how this association’s chief purpose—education in parliamentary procedure—can become more consistent, effective, and truly meet the needs of all members and, by extension, the public. Body of Knowledge

The idea of developing a body of knowledge is central to making this dream come true. To put it in plain English, a body of knowledge is like a scaffold built from the knowledge, skills, and practices of a subject area and is used to guide essential study and practices within a profession or a field of expertise.

www.parliamentarians.org

We’ve had great inconsistency in workshops and course offerings, with some at a very high level, but too many that barely scratch the surface of the skills needed to be an effective member and leader of organizations, let alone a parliamentarian with the skills necessary to competently serve other groups. After a regular member joins, there is no direction of learning and that means very little value to remaining a member. We all complain that parliamentarians and NAP are well-kept secrets. I believe having a well-defined educational path is a critical component to having a real profession and receiving the recognition and respect needed in the association, nonprofit, church, and business worlds. As these educational standards are implemented, the entire world of parliamentary procedure—and all of us who participate in that realm— will benefit. The body of knowledge means NAP and its members now have a platform on which to build a series of achievement levels between initial membership and attaining the RP. This is something that members have been asking for as long as I can remember. We’ve known we needed to do this. Now we have the guide to get it done. The exciting possibilities are endless. The other point of pain is the flipping back and forth on continuing education and testing for the credentialed members. The body of knowledge provides more certainty in what is required to earn the credentials and how to retain them. Moving forward, these programs must be based on the body of knowledge. Bylaw Amendments

Along with the body of knowledge, the committee that created it also tackled an important referral from the 2013 convention to submit “a comprehensive report containing recommendations for restructuring the requirements and processes for qualifying for and retaining membership, registered membership, and professional register membership.” That report and the recommended bylaw amendments are included in this mailing. Although the bylaw amendments and the body of knowledge are two different things, they are closely allied: 1. The recommendation to eliminate the membership exam is tied to the new approach that a progressive program of study will be available for members. Rather than studying a lot of parliamentary procedure 4 National Parliamentarian • Second Quarter 2015

to become a member, with this proposal the learning is flipped from before membership to after membership. Rather than a random bank of questions, structured learning can be offered. Members would see much more value in their membership, even if they never go on to become registered parliamentarians. There can be recognitions and certificates for each area of study and each level of achievement. 2. The recommendation to create a commission on credentialing is another important idea. NAP members need to have more stability

in the committee responsible for managing the requirements and processes for both the RP and the PRP credential. Now we have two different committees involved, and they both dissolve completely with each administration. It just makes good sense to bring both credentials under this wing as well, so members may experience a unified, consistent approach to what has become a process fraught with great unhappiness. It is time to think in a new way and try new things. Albert Einstein said, “Insanity: doing the same thing over and over again expecting different results.” With the continuing loss of members and the small number of credentialed members, our profession and organization are at risk of fading into irrelevancy. We are in danger of loving NAP to death. Consider and weigh these new ideas openly and with a view to opening up new horizons. Real leaders suspend the attachment to how we’ve always done it and continuously re-imagine their organizations as if starting with a blank slate. They concentrate on members’ needs. They focus on solutions and approach leadership with the intensity and freshness of entrepreneurs jumping on an opportunity. They are not process oriented. They are action oriented, concentrating on outcomes. We don’t need to work harder at what already is not working. Now is the time to create the future by treating underlying problems and aligning with members’ needs.

Ann Guiberson, PRP NAP President

www.parliamentarians.org

Building Your Business

Dr. R. Richard Tribble, Jr., Th.D., PRP

Coming from the Land of Lincoln, service to others was inculcated in me from an early age through the influence of Abraham Lincoln and later by my entering into the ministry, and it continues as a professional parliamentarian. It has been said that “service to others is the noblest of professions,” but in reality it all comes down to “business.”

reparation is the key to success in any endeavor. The Small Business Administration (SBA) offers a free download of a quality business plan that I recommend every parliamentarian utilize, whether preparing to enter the arena or already serving as a professional parliamentarian. A person entering the business arena without a plan is like a boat without power in the midst of a hurricane; there’s not much hope for success. Qualifications. Are you qualified to do the work of a professional parliamentarian? Many would say unless you are “credentialed,” you aren’t qualified. I do not hold with this, because I know many qualified parliamentarians who have not sought certification. However, I do strongly recommend acquiring certification. It says something to the potential client about your being recognized in the field. Having said that, the question really comes down to this: do you possess the information and expertise necessary to assist your clients in conducting an effective and legal meeting or to solve the problem confronting them? Experience breeds confidence. But how do you gain the experience? Here are some ideas: 1) Attend meetings in your area to observe the proceedings, and make copious notes. Introduce yourself to the presiding officer and parliamentarian. Tell them of your desire to learn more about serving, and meet with the parliamentarian after the meeting, if possible, to discuss situations that

6 National Parliamentarian • Second Quarter 2015

came up or to gain insight into the profession. 2) Rehearse. Recruit some family, friends, or fellow parliamentarians and conduct meetings. Make them as real as possible. NAP has some great resources. 3) Volunteer to serve as parliamentarian in small, local organizations. Time Allotment. Do you want to work full time, part time, or as a hobby? Your answer will dictate the remainder of your business-plan preparation. Hobbyists do it purely for the enjoyment, with little or no thought of income. Part timers may have another vocation or may be retired and want to work hours that do not conflict with their schedules. Full timers are seeking to make their livelihood in the profession. Travel. Are you willing to travel in

the pursuit of your business? How far are you willing to travel? How many days are you willing to be away from home? These are questions you need to answer, because many clients require travel to their meeting destinations. General or Specialization. You need to decide in what areas of the parliamentary profession you want to serve. Many recommend trying them all and enjoying the diversity, which I have done. Others recommend specializing in one or two areas, rather than being a jack of all parliamentary trades. Office Space. Adequate office space is essential. It can be in your home, but it should be in a totally separate space that affords privacy and limits outside noise, especially when talking to a client on the phone.

Office Equipment. The minimum office equipment needed is a desk with a comfortable chair, library and filing space, computer with Internet connection, a phone, and software that allows you to prepare correspondence, brochures, etc. Obtaining Clients. Without sufficient clients, the business will not succeed! Understand there is no shortage of potential clients. Clients are literally everywhere, however the vast majority donâ&#x20AC;&#x2122;t realize their need until some gigantic problem arises that threatens the organization. You can obtain clients through referrals from existing clients, fellow parliamentarians, or agencies. The NAP website now allows potential clients to pursue the PRP listings. While this service is a plus, Iâ&#x20AC;&#x2122;ve never been one to wait around hoping I get called. Once you have clients, you should always ask if they know of anyone else who could use your services. If they do, ask if they would introduce you to the decision maker. Contact your area speakers bureau and convention bureau. Introduce yourself and ask if they would be willing to provide your brochure to organizations asking about parliamentarians in the area. The most productive tip I offer is one I continue to use. I develop my own potential client list by 1) Obtaining a listing of all not-forprofit corporations in my state through the Secretary of Stateâ&#x20AC;&#x2122;s office or going online and seeking the information. I then research each organization to determine their purpose, officers, and contact information; www.parliamentarians.org

2) Making a listing of local service organizations, churches, associations, homeowner and condominium associations, etc. and researching each one as above; and 3) Obtain from the local convention bureau a listing of conventions scheduled over the next two years and investigating each of these as above. Now that you have started your list of potential clients, begin making contact with each one by phone. Ask if they have contracted with a professional parliamentarian. If they have, thank them and move on. If they haven’t, continue by asking for an appointment to introduce yourself and your services. Prepare a quality brochure introducing yourself and your services to leave with them. When you make the appointment, arrive early. Be concise in your presentation. Tell them how you can help them conduct better business meetings, training of officers, etc. It’s not about you—it’s about them! Be aggressive! Establish the habit of making at least five calls daily to potential clients, Monday through Friday. Your goal should be to arrange at least two face-to-face meetings weekly, until you have acquired sufficient clients. Then make calls to fill vacant time.

Determining Fees. Like any business, what you charge is based to a large part on where you are and what the market will pay. Many parliamentarians, however, are not charging enough. Remember, you are a highly trained professional who knows your field like no one else, and you provide a service no one else can provide. When I first entered the profession, my attorney advised me to set my fees based on what area attorneys charged for their services. Another method would be to contact PRPs and ask what they charge to determine the going rate. When you charge too little, you hurt everyone, and most clients would rather pay a little more than less. There’s something about getting what you pay for. Build a Network. Begin forming a network of other parliamentarians across the nation, not only to bounce information off of, but to set up a referral service for those clients you cannot personally serve. It benefits all parties involved. Go for it! We are parliamentarians because we love it. Turning our love into an income-producing business is the height of success. Whether you are a hobbyist, part timer or full timer, go for it. And may our world be a better place because of all you do!

Dr. R. Richard Tribble, Jr., Th.D., PRP is president of DORICO Ministries (Making Robert’s Rules of Order Understandable!), an ordained minister, prolific author, public speaker, and trainer. He has been a member of NAP since 2012. He is available to answer your questions by e-mail or phone. 8 National Parliamentarian • Second Quarter 2015

Motion Spotlight

Previous Question

W h o, How & W h at

Previous Question is a subsidiary motion that requires a second, is not debatable, is not amendable, and requires a two-thirds vote for its adoption. Its purpose is to order an immediate vote on one or more pending questions. Who can make the motion? It can be made by any member who has obtained the floor. How is this different than a member “Calling the Question” from his seat? It is common for members to shout “I call the question,” with the assumption that this brings debate to an end and forces a vote. It does not. The chair should inform members that in order to make the motion Previous Question, a member must first obtain the floor, and if the motion is seconded, the chair takes a vote on closing debate (and the making of lower-ranking subsidiary motions). What if multiple questions are pending when someone moves the Previous Question? An unqualified order for the Previous Question applies only to the immediately pending question. So, if a member says, “I move the Previous Question,” this will apply only to one question. However, in making the motion, a member may stipulate that the order is to apply to multiple questions, but such an order must begin with the immediately pending question and must not skip over any question in the pending chain. For example, if motions a, b, c, and d were made in that order and are still pending, the previous question could be made on d; on d and c; on d, c, and b; or on all pending motions. See RONR (11th ed.), section 16, to read more about Previous Question. www.parliamentarians.org

Amendments that are not treated as

Amendments Lorenzo Cuesta, PRP

Amendments to a main motion or to an amendable secondary motion are clearly explained in Robert’s Rules of Order Newly Revised. See RONR (11th ed.), pp. 130-67. The motion to amend—with its three processes: insert/add; strike; strike and insert— is among the most common and productive motions. The fundamental concept for amendment is that no more than one primary amendment and one secondary amendment are permitted to be pending at a time. The number of times a motion may be amended is endless, as long as a proposed amendment does not raise a question already decided. See RONR (11th ed.), p. 135. An amendment requires a majority vote to adopt, regardless of the vote requirement of the motion it proposes to modify. After an amendment is made and seconded, it is debated (if debate is in order), put to a vote, and the assembly returns to the consideration of the next pending motion.

10 National Parliamentarian • Second Quarter 2015

There are several situations where more than one option may be proposed for modifying the question before the assembly. While these modifications may seem to behave as amendments, they are not amendments, so they do not conflict with RONR’s limit on the number of amendments that can be pending at one time. Filling a Blank is a mechanism that allows members to propose multiple alternatives for modifying the language of a pending question. For example, in a motion “That _____ dollars shall be donated to the ABC Foundation,” members may propose different amounts to fill the blank, allowing greater flexibility than amending with one primary amendment and one secondary amendment. When voting on suggestions for filling a blank, each suggestion is put to a vote—until one receives a majority— in the following order: Names (in the order proposed); Money to be Spent (highest to lowest); Money to be Accepted (lowest to highest); Places/ Dates/Numbers (in the order proposed; or least popular to most popular; or largest number, longest time, most distant date first). See RONR (11th ed.), p. 162-67. This process of filling blanks may also be used to complete an incomplete motion to commit, in which case the options for the committee to which to refer are as follows and are put to a vote in the following order:

a. Committee of the whole b. Quasi committee of the whole c. Consider informally d. Recommit to the same committee that previously considered the question e. Standing committee f. Special committee The process of Filling a Blank is found throughout RONR. In fact, a nomination itself is part of that process. RONR (11th ed.), p. 430, lines 4-6, states, “A nomination is, in effect, a proposal to fill the blank in an assumed motion ‘that ______ be elected’ to the specified position.” A further example of filling a blank occurs when deciding the method of nominations. If neither the bylaws nor the body has a rule prescribing the method of nominations, members may offer the following suggestions, which are put to a vote in the following order: a. By the chair b. From the floor c. By Committee d. By Ballot e. By Mail f. By Petition See RONR (11th ed.), p. 431. Previous Question has its own mechanism for allowing multiple options to be pending at the same time. Previous Question cannot be amended, but when it is immediately pending, additional motions for different versions of the Previous

Question may be made. Let us assume that four motions are pending: (a) main motion, (b) an amendment, (c) a motion to refer, and (d) a motion to postpone. By default, an adopted order for the previous question, unless the motion states otherwise, would apply to only (d) postpone, since it is the immediately pending question. However, when a motion for the previous question is made in such a situation, it is in order for a member to move the Previous Question on (d) and (c); or (d), (c) and (b); or ALL the pending questions. When more than one motion for the Previous Question is immediately pending, the vote is taken first on the one that involves the largest number of motions. See RONR (11th ed.), p. 200. In summary, the vote on a main motion or a secondary motion is similar to a True/False question, because the body answers with “aye” or “no.” The modifications discussed in this article are not amendments, but they offer the body a multiple choice answer to the question, “Which shall we select,” permitting numerous choices on the same question to be pending at one time. Additionally, with suggestions, the body does not vote just one time on the modification and then move on with other business. The body continues to vote on the options until one of the suggestions receives a majority vote. The concept of suggestions vs. amendments illustrates not only that RONR is abundantly practical, but also quite thorough, persistently consistent, and endlessly resourceful.

Lorenzo R. Cuesta, PRP, is President of the California State Association of Parliamentarians. He teaches interactive parliamentary workshops without PowerPoint or a shielding lectern. He is convinced that telling is not the same as teaching and that listening is not the same as learning. www.parliamentarians.org

Two Minutes of Procedure

Approving Minutes of a Convention

ar too often, annual or even biennial conventions will approve minutes of the previous convention, meaning that one or two years pass before the minutes are approved. That is simply too long to wait. So, what is the solution? The assembly can authorize the board or a special committee to approve the minutes. With this approach, the minutes are approved in a timely fashion—while the events of the meeting are still fresh in the memory—and the organization doesn’t have to go a year or longer without an official record of the proceedings of its convention. For more information, see RONR (11th ed.), p. 474, line 31; p. 475, line 7; and p. 628, lines 14-23.

If the board or a committee approves the minutes of the convention, do those minutes still have to be approved at the next convention? No, the board or committee’s approval of the minutes does not require ratification, and they become the official record once they are approved by the board or committee authorized to do so. What if a member at the next convention wants to make a correction to the minutes? The minutes can still be corrected after they have been approved, by means of the motion to Amend Something Previously Adopted. The member would simply make a motion to correct the minutes, which could be handled by unanimous consent, or if seconded, would be debatable and decided by a vote.

12 National Parliamentarian • Second Quarter 2015

NAP Education Foundation

NAPEF Funds Youth Programs The National Association of Parliamentarians Educational Foundation (NAPEF) has a tradition of quietly supporting various scholarships and Youth Group Interns to attend the NAP Biennial Conventions. Since 2004, the NAP Educational Foundation has provided 17 NAP scholarships for NAP Conventions and National Training Conferences with students representing almost every NAP district. The recipients have also represented a variety of students; from high school to college, from small town to big city, and from large state to small state. This opportunity allows the NAP partnership leaders to participate in a national event and hopefully provides encouragement for continued participation in other NAP activities. The common element among recipients has been the interest to learn more about NAP and develop personal parliamentary skills. Some of the recipients have become active NAP registered members and professional registered members and become active participants at the national level. The Youth Day, held at the NAP Convention and NAP Training Session (NAPTC), has also been a way to gather students in the surrounding areas together to share, at their own level of knowledge, what NAP has done for them and to focus on workshops that specifically meet their needs. NAPEF has assisted with the funding of previous Youth Day activities thanks to the NAPEF contributors and their donations from the 2013 NAPEF Auction and brunch. The NAPEF commitment to these students has not changed, but the manner of funding is changing. Instead of paying the Intern and Scholarship Recipientâ&#x20AC;&#x2122;s expenses directly, NAPEF will be providing NAP with direct funds and support through a once-a-year donation. NAP will use this money to fund the Youth Partnership Interns directly. Thanks to you, the generous donations of NAPEF contributors make these opportunities possible. Yes, your donations are an important part of educating and growing NAP. Mary Randolph NAPEF Scholarship Chair www.parliamentarians.org

NAP Education Foundation

Ragona Membership Scholarship Sometimes the expenses of college or starting life as a young adult are a little hectic and money to invest in your special interests is a tad short. The National Association of Parliamentarians® would hate to lose the connection we have with you as a member. If you are faced with the tough choice of staying involved or giving up your membership, we have a possible solution for you. In memory of Alice Ragona, Colorado, her family has established a limited number of one-year membership scholarships for youth and young adults wanting to stay involved in NAP. The scholarship is managed by the NAP Educational Foundation. If you are interested, please contact the vice-president of NAPEF, Sandy Olson, at solson15@msn.com.

Parliamentary Language

In Good Standing

The world of parliamentary law has its own precise and unique language. Mastering this language is an important step in gaining a fuller understanding of proper procedure. What does it mean to say a member is “in good standing”? “Members in good standing are those whose rights as members of the assembly are not under suspension as a consequence of disciplinary proceedings or by operation of some specific provision in the bylaws.” — RONR (11th ed.), p. 6, footnote

Can a member who is in arrears on the payment of dues vote? Yes, unless the bylaws specifically provide otherwise. Simply being delinquent on dues does not affect one’s rights, unless the bylaws so provide. If a member’s right to vote is suspended, can that member still attend meetings? Yes. “If only some of an individual’s rights as a member of the assembly are under suspension . . . other rights of assembly membership may still be — RONR (11th ed.), p. 6, footnote exercised.” Can a member who is not in good standing be elected to office? Yes, unless the rules of the organization state otherwise. Common parliamentary law sets no qualification for serving in office. This is left to the organization to decide. If the rules of the organization do not set specific qualifications for office, even a nonmember could be elected. 14 National Parliamentarian • Second Quarter 2015

National Association of ParliamentariansÂŽ

40th Biennial Convention September 4-7, 2015 Crystal Gateway Marriott â&#x20AC;˘ Arlington, Virginia

www.parliamentarians.org

NAP 40th Biennial Convention Call to Convention Join Us for NAP’s

40th Biennial Convention September 4-7, 2015 Crystal Gateway Marriott Hotel Arlington, Virginia The 40th NAP Biennial Convention is coming to Washington, D.C.! You won’t want to miss the unique educational and networking opportunities at this year’s convention, which will take place Friday, September 4, through Monday, September 7, at the Crystal Gateway Marriott Hotel in Arlington, Virginia. All NAP members, unit provisionals, partner organization members, and guests are invited to attend this year’s event, which will feature: • More than 40 educational workshops designed to help you be a better parliamentarian and organized into seven tracks—motions; officers, boards, and committees; professional development; professional practice; rules of the assembly; teaching techniques; and technology • Third National Youth Day (Saturday, September 5) for all NAP youth members, youth partner organization participants, and any middle school, high school, or college students interested in learning more about parliamentary procedures (see page 21) • Professional parliamentarian credentialing and renewal courses • Mastering the Business Meeting, a special workshop for business leaders (Thursday, September 3) • NAP Leadership Conference for association, unit, and future leaders of NAP • Forums to discuss education and credentialing, and the proposed bylaws changes • Unequaled networking with parliamentarians from around the world Be sure to plan extra time and bring the family to enjoy the many attractions that make Washington, D.C., not only the most powerful city in the world but also one of the most beautiful and exciting. From moving memorials to awe-inspiring (free) museums, to trendy shops, famous restaurants, and charming neighborhoods, there’s always something to do in the city. If you want to stay close to the hotel, there’s plenty of excellent shopping and entertainment options within walking distance in Crystal City, as well as in nearby Pentagon City. Come join us for a fun and rewarding week! 16 National Parliamentarian • Second Quarter 2015

NAP 40th Biennial Convention

Welcome to Washington, D.C.!

Come early and stay late to enjoy the rich culture and history of Arlington, Virginia, and Washington, D.C. Arlington sits directly across the Potomac River from Washington, D.C., in the Northern Virginia region. With 11 Metro stops, Arlington offers visitors everything from history to theater to Bohemian cafes. Arlington National Cemetery, the 624-acre military cemetery where John F. Kennedy was laid to rest, is Arlington’s most famous attraction. Located just outside is the famous Marine Corps War Memorial (Iwo Jima). Arlington also is home to the Pentagon. Washington, D.C. offers fascinating, free attractions and famous historic sites. Stroll the beautiful National Mall and snap a picture of the iconic national monuments, including the Lincoln, Jefferson, and Washington memorials. Touch a moon rock, marvel at the Hope Diamond, view Dorothy’s Ruby Red slippers, or explore Native American and African American culture at the Smithsonian Institution’s 15 Washington, D.C., area museums. Discover treasures like the Gutenberg Bible at the Library of Congress, the only da Vinci painting in North America at the National Gallery of Art, and historic documents including the Declaration of Independence at the National Archives. No trip to D.C. would be complete without a visit to the U.S. Capitol. The U.S. Botanical Gardens and Newseum are located nearby. If you reserve well in advance, you can take a public tour inside the White House. In addition to the celebrated federal sites, Washington, D.C., features a fascinating network of neighborhoods where visitors can find trendy boutiques and restaurants, art galleries, historic homes, and lush parks and gardens. Shoppers love the store-lined streets of Georgetown, while jazz music fans won’t want to miss a trip to U Street), where Duke Ellington played his first notes. The city’s international character shines through in its Adams Morgan and DuPont Circle neighborhoods, two prime destinations for eclectic dining and nightlife and the historic center of the city’s embassy community. Plan plenty of time to explore the Arlington, Virginia, and Washington, D.C. areas, and you won’t be disappointed. No matter what may inspire you—museums and memorials, art and culture, or shopping and dining— you’ll find it all here! www.parliamentarians.org

NAP 40th Biennial Convention

Schedule of Events (Subject to change)

NOTE: Meals are open to all convention registrants

Wednesday, September 2, 2015

8:00 p.m. - 5:00 p.m. 9:00 a.m. - 5:00 p.m. 6:00 p.m. - 9:00 p.m. 6:00 p.m. - 9:00 p.m. 6:30 p.m. - 7:30 p.m.

Leadership Conference Board of Directors Meeting PQC (Registered Parliamentarians only) PRC (Professional Registered Parliamentarians only) Dinner with Board of Directors

Thursday, September 3, 2015

8:00 a.m. - 6:00 p.m. 8:00 a.m. - 5:00 p.m. 8:00 a.m. - 5:00 p.m. 8:30 a.m. - 9:00 p.m. 8:30 a.m. - 9:00 p.m. 9:00 a.m. - 5:00 p.m. 12:00 p.m. - 1:30 p.m. 1:00 p.m. - 6:00 p.m. 6:00 p.m. - 9:00 p.m.

Registration and Credentials Board of Directors Meeting Leadership Conference PQC (Registered Parliamentarians only) PRC (Professional Registered Parliamentarians only) Mastering the Business Meeting: A Leadership Skill-Building Workshop (Public workshop) Joint Luncheon Board and Leadership Conference Attendees NAP Sales Room Open NAP Educational Foundation Board of Trustees Meeting

Friday, September 4, 2015

8:00 a.m. - 6:00 p.m. 8:00 a.m. - 1:00 p.m. 8:00 a.m. - 10:00 a.m. 8:00 a.m. - 12:30 p.m. 8:00 a.m. - 12:30 p.m. 8:30 a.m. - 12:00 p.m. 8:30 a.m. - 12:00 p.m. 1:00 p.m. - 5:00 p.m. 5:30 p.m. - 6:30 p.m. 6:30 p.m. - 9:30 p.m.

Registration and Credentials Membership and RP Examinations Board of Directors Meeting NAP Sales Room Open NAP Educational Foundation Breakfast, Live Auction & Annual Meeting PQC (Registered Parliamentarians only) PRC (Professional Registered Parliamentarians only) Convention Opening/First Business Meeting Presidentâ&#x20AC;&#x2122;s Welcome Reception Education and Credentialing and Bylaws Forums

18 National Parliamentarian â&#x20AC;˘ Second Quarter 2015

NAP 40th Biennial Convention

Saturday, September 5, 2015 â&#x20AC;&#x201C; YOUTH DAY

7:00 a.m. - 5:00 p.m. 7:00 a.m. - 8:30 a.m. 8:30 a.m. - 11:30 a.m. 11:45 a.m. - 1:30 p.m. 12:00 p.m. - 5:00 p.m. 2:00 p.m. - 5:00 p.m. 2:00 p.m. - 5:00 p.m. 6:45 p.m. - 9:00 p.m. 9:15 p.m. - 10:15 p.m.

Registration and Credentials Continental Breakfast â&#x20AC;&#x201C; Meet and Greet the Candidates Second Business Meeting Youth Day Luncheon NAP Sales Room Open Youth Day Program (Sponsored by NAP Educational Foundation) Workshops Banquet Honoring NAP Past Presidents District Meetings

Sunday, September 6, 2015

7:00 a.m. - 5:00 p.m. 8:00 a.m. - 8:30 a.m. 8:45 a.m. - 11:30 a.m. 11:45 a.m. - 1:30 p.m. 12:00 p.m. - 5:30 p.m. 2:00 p.m. - 5:00 p.m. 6:00 p.m. - 8:00 p.m.

Registration and Credentials Inspirational Service Third Business Meeting Membership Awards Luncheon Sales Room Open Workshops Banquet Honoring the Parliamentarians of the U.S. Senate and House of Representatives

Monday, September 7, 2015

8:00 a.m. 8:00 a.m. - 11:30 a.m. 11:00 a.m. - 5:00 p.m. 1:00 p.m. - 4:00 p.m. 2:00 p.m. - 4:00 p.m. 6:00 p.m. - 9:30 p.m. 9:00 p.m. - 10:30 p.m.

Registration and Credentials Fourth Business Meeting NAP Sales Room Open Workshops 2015-2017 Board Meeting Banquet and Installation of NAP Officers (Dressy attire) Dessert Reception Honoring New NAP Officers

Tuesday, September 8, 2015 8:00 a.m. - 12:00 p.m.

Post-Convention Board and Leadership Team Meeting www.parliamentarians.org

NAP 40th Biennial Convention

Information & Events The following are some of the special events and activities going on during the convention. NAP Educational Foundation Breakfast, Live Auction, and Annual Meeting The NAP Educational Foundation plays an important role in educating parliamentarians of the future as well as current parliamentarians. Thanks to the generosity of its donors, the Foundation funds special education projects and youth programs, including Youth Day at this year’s NAP convention. Help us do more. Join us for breakfast and a live auction on Friday, September 4, from 8:30 a.m. to 12:30 p.m. All proceeds will support Foundation grants and programs. The Foundation will convene its annual meeting following the auction.

Special Forums Two important forums will be held during the convention. The first one will focus on the report prepared by the Special Committee on Education and Credentialing. The second forum will focus on the proposed bylaws amendments. This is a great opportunity to ask questions.

Professional Development Professional development courses will be held prior to the convention. The Professional Qualifying Course (PQC) and Professional Renewal Course (PRC) will both meet

20 National Parliamentarian • Second Quarter 2015

Wednesday, September 2, 6 p.m.-9 p.m.; Thursday, September 3, 8:30 a.m.-9 p.m.; and Friday, September 4, 8:30 a.m.-12 p.m. Separate registration is required. Registered Parliamentarians and Professional Registered Parliamentarians attending the entire convention will earn 12 professional points; 6 professional points if attending one day.

NAP Leadership Conference Association and unit leaders, students, and other NAP members interested in learning how to be an effective leader are invited to attend this 2-day Leadership Conference prior to the convention on Wednesday, September 2, and Thursday, September 3. This dynamic program will include interactive presentations on: • Using the DiSC Personality Profile • Giving and receiving criticism • Board self-evaluation • Understanding and revitalizing members, units, and associations • Building budgets NAP President Ann Guiberson will also provide an overview NAP’s structure and strategic plan and how it fits at the state and local levels. Plus there will be several show-and-tell activities throughout the program.

NAP 40th Biennial Convention

Online Registration Visit the NAP website, www.parliamentarians.org, to register online until August 28, 2105. After that date you will need to register on-site.

Ready to Take the NAP Membership or RP Exam? Third National Youth Day The NAP Youth Committee is sponsoring the Third National Youth Day during the convention on Saturday, September 5. Youth Day will feature several exciting, hands-on workshops for all levels of learners: from those who are just beginning their study of parliamentary procedure to experienced, well-versed parliamentary leaders. While Youth Day will focus on educating attendees on new parliamentary and leadership skills, it will also feature practical exercises to enhance the learning experience. Additionally, there will be networking and social activities along the way to help attendees build lasting bonds. This special program is funded by a grant from the NAP Educational Foundation. Separate registration is required and includes the luncheon with the Board of Directors.

District Meetings District gatherings will be held Monday, September 7.

On Friday, September 4, from 8 a.m. until 12 p.m., you can take up to three parts of the Registered Parliamentarian (RP) exam. Larry Martin, PRP, chairman of NAP’s Membership and Registered Examiners Committee, will be the monitor. Which parts you take is up to you. Anyone wishing to join NAP onsite can also take the membership exam at this time. The exam is based on the Robert’s Rules of Order, In Brief (2nd Edition), at the same time. (The free study guide is available in NAP’s Online Store at www.parliamentarians.org.) Applications and fees for these should be sent to NAP separate from your convention registration.

Cancellation Policy Requests for refund of convention fees must be received in writing by NAP Headquarters no later than August 28, 2015. A $75 cancelation fee will apply. No refunds will be issued for no-shows or cancellations received after August 28, 2015. A $25 handling fee will be assessed for all returned checks. www.parliamentarians.org

NAP 40th Biennial Convention

How to Register Registering for the 40th Biennial Convention is easy. Choose one of these convenient, secure options: • Register securely online or by phone with a credit card (we accept MasterCard, Visa, and Discover). • Complete the registration form included with this issue and return it with your check (payable to NAP) or credit card information to NAP Headquarters by mail or fax. Be sure to register early and save!

Registration Fees Full Convention Early Bird (by June 30) Regular (July 1-Aug. 15) On-Site Two-Day Early Bird (by June 30) Regular (July 1-Aug. 15) On-Site

Member

Nonmember

Student

$245 $265 $280

$295 $315 $330

$125 $130 $140

$175 $195 $225

$225 $245 $275

$90 $100 $110

Other Registration Fees

Youth Day (includes luncheon) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $50 Mastering the Business Meeting Workshop: first person from organization . . $229 — Additional registrants from same organization . . . . . . . . . . . . . . . . $189/person Printed Workshop Materials (Download online free of charge) . . . . . . . . . $15/copy

A la Carte Meals

Dinner with NAP Board of Directors (Wednesday, September 2) . . . . . . . . . . . . . $55 Joint Luncheon with Board and Leadership Conference Attendees (Thursday, Sept. 3) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $40 NAP Educational Foundation Breakfast/Live Auction (Friday, September 4) . . . . $45 Youth Day Luncheon (Saturday, September 5) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $45 Banquet Honoring NAP Past Presidents (Saturday, September 5) . . . . . . . . . . . . $60 Membership Luncheon (Sunday, September 6) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $50 Banquet Honoring U.S. Senate and House Parliamentarians (Sunday, September 6) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $60 Banquet and Installation of New Officers (Monday, September 7) . . . . . . . . . . . . $65

Cancellation Policy – See page 21 22 National Parliamentarian • Second Quarter 2015

NAP 40th Biennial Convention

2015 NAP Convention Workshops Invigorate your career by taking advantage of a wide selection of can’t-miss workshops at the 2015 NAP Convention! You may choose from 42 workshops in the following general subject areas: motions; officers, boards, and committees; professional development; professional practice; rules of the assembly; teaching techniques; and technology. The workshops will be offered in the afternoon on Saturday, Sunday, and Monday; you will be able to attend two sessions per day in addition to the morning business meetings. 10 Best Time Savers in RONR, The Michael Peck, PRP This workshop will examine 10 valuable time savers in RONR for parliamentarians to teach or practice in their workshops, seminars, or parliamentary service.

Achieving Precision in Bylaws Daniel Seabold, PRP This workshop will consider methods for drafting clear and consistent bylaw language, illustrating key points by examining wording changes made in editing RONR and reviewing bylaws gleaned from a variety of sources.

+ Beyond RONR – Applying Advanced Skills to Meet the Needs of Complex Clients Jim Jones, RP, CPP-T In serving complex clients, effective parliamentarians need to know more than just the rules. To solve an organization’s governance problems, they are expected to understand statute, interpret policy and bylaws, recognize the will of the leadership and body, and, at the same time, provide correct parliamentary guidance. Participants in this interactive workshop will apply advanced techniques in scenario-based situations involving client problems, interpretative choices, public policy impact, and interpersonal conflicts.

Building Your Future as a Parliamentarian Extraordinaire Gladys T. Reid, PRP How prepared are you to face the wiles of a self-serving society? In this workshop, participants will learn techniques for choosing wisely and making decisions with confidence when reaching the crossroads of their initial parliamentary engagements.

Continuation of Business to a Future Session Ruth Ryan, PRP, CP-T The 11th edition of RONR clarifies the ways in which business can be continued from one session to a later one. This workshop will examine those methods— postponing to a later session, laying on the table and not taking from the table before adjournment, going over as unfinished business or an unfinished special order, being the subject of a motion to reconsider that is not finally disposed of, and being referred to a committee that can report at the later session.

Indicates advanced workshop

www.parliamentarians.org

NAP 40th Biennial Convention

+ Coups d’état for Fun and Profit Jonathan M. Jacobs, PRP, CPP This workshop will examine the need, techniques, and ethics of advising a group wishing to achieve a goal within the assembly, even against the wishes of officers.

Creating a Website for Your NAP Unit, Association, or District Loretta Tillery This workshop will teach participants how to design and set up a website for their NAP unit, association, district, or own personal use. Participants will be able to create a website during the workshop. Bring your laptop to this workshop to maximize your experience.

Cumulative Voting and Beyond Daniel Seabold, PRP This workshop will examine the different ways an assembly can conduct an election to simultaneously fill multiple positions, such as on a board or committee, with attention to the practical and theoretical advantages of each method.

Dancing with Conflict and Difficult People Christina Eanes, Denise Minor This workshop focuses on the skill of constrictive discontent, the ability to remain comfortably uncomfortable in conflict, which is the number one characteristic by which a person’s character is judged and remembered. Increasing the ability to give and receive critical feedback in a positive and healthy manner is essential in professional and personal relationships.

24 National Parliamentarian • Second Quarter 2015

Differences Between RONR and the AIP Standard Code of Parliamentary Procedure Barry Glazer, CPP-T This workshop will outline the major differences between Robert’s Rules of Order Newly Revised and the American Institute of Parliamentarians’ Standard Code of Parliamentary Procedure.

Everything You Wanted to Know about the Committee, but Forgot to Ask Michael L. Swift, PRP, CPP-T Learn how to properly form, populate, and instruct a committee. This workshop will afford participants a deeper understanding of the many subtleties of a committee’s functions and procedures.

+ Exceptions to the Rules MaryAnne Tebedo, PRP Using general principles of parliamentary law, learn how to decode which rules should be checked for exceptions. This workshop will prepare participants to use exceptions, leading to important changes of direction in meetings, debates, and voting.

+ Great Expectations I Professional Development Committee, Lyle A. Kleman, PRP, Chair Workshop I will examine updating courses and modules, review expectations for current professional course instructors, and other matters.

+ Great Expectations II Professional Development Committee, Lyle A. Kleman, PRP, Chair Workshop II will involve presentations by new professional course instructors, expectations, and related matters.

NAP 40th Biennial Convention Help! He/She/They Are Driving Me Crazy! Thinking Styles and Their Impact Christina Eanes, Denise Minor There are many diverse forces, needs, and perceptions at work within any professional or personal relationship. Some individuals are highly processand detail-oriented, while others are dynamic, creative, and big-picture thinkers. Assessing the role the individual plays in relationships is essential, and it is equally important to know what skills are required in order for the relationship to succeed. Participants in this workshop will examine and refine their understanding of the dynamics related to successful relationships, develop an appreciation for individual differences, and learn how to nurture those differences.

Innovative Approaches to Working with Youth Janice Strand, PRP This interactive workshop will demonstrate activities that are useful in giving youth a “jumpstart” approach to becoming acquainted with the use of parliamentary procedure in youth organization meetings and parliamentary team competition.

+ Is Electronic Voting an Option for Your Clients? Gregory A. Goodwiller, PRP There are many ways electronic voting can take place in meetings and conventions. This workshop will explore the use of NAP’s voting keypads, which are available for rent to PRPs, and how they can be incorporated into your parliamentary practice. Topics will include the NAP rental process, the creation and use of voting slides, and parliamentary issues related to RONR’s voting requirements.

Is the Real You Reaching the Audience? Martha Haun, PRP This workshop will explore the fundamentals of public speaking, including how to organize thoughts, prepare for simple and keynote addresses, and speak well!

Life Cycle of a Meeting, The Paul McClintock, PRP, CP-T Learn how to prepare in advance of a meeting, model procedures during the meeting, and follow-up after each meeting.

Life of a Secretary – Minutes by Minutes, The Teresa Stone, PRP, CP This workshop will be an interactive learning experience regarding the responsibilities of the secretary, with emphasis on the accuracy of an organization’s minutes.

Indicates advanced workshop

www.parliamentarians.org

NAP 40th Biennial Convention Man Who Standardized Parliamentary Procedure, The

+ Planning Your Future as a Professional Consultant

Jewel Johnson Jones, RP In this workshop, participants will explore the interesting experiences of Henry Martyn Robert’s U.S. Army engineering career and the journey traveled in creating the rules for orderly deliberative assemblies.

Betty S. Green, PRP-R, CPP-T For members who have obtained their PRP credential, usually among their first business considerations is how to find clients and how to set their fee. The subject of fee setting has been misunderstood and open discussions of it usually are avoided; however, new solo practitioners need this information. This workshop will not tell participants how much they should charge, but it will help them think about what they should take into consideration.

+ Motions That Bring a Question Back Steven Gounardes, PRP, CPP-T This workshop will review how to revisit and/or change previously adopted decisions as well as recall items referred to committees. Emphasis will be placed on the motion to reconsider.

+ Murder at the Robert’s Estate Kay A. Crews, PRP, CP Because sometimes a motion just needs killing…

NAP Ethics Ethics Committee, Jeanette N. Williams, PRP, CP-T, Chair This workshop will focus on various aspects of the work of the NAP Ethics Committee.

Not Ready for Prime Time: Dealing with Motions not Ready for Adoption Robert “Bob” L. Rosell, PRP This workshop will cover motions that modify, delay, or kill a main motion and the purposes of each motion. It includes applicable motions to address a main motion before or after it is stated by the chair or after it is adopted. Specific emphasis will be on those motions which address main motions under active consideration prior to adoption.

26 National Parliamentarian • Second Quarter 2015

+ Presiding Over Main Motions and Amendments, Parts 1 & 2 Thomas J. Balch, PRP This double workshop will provide participants with guided small group practice using the RONR terminology to preside over main motions and primary amendments.

+ Professional Presiding Officer, The Michael Peck, PRP This workshop will present information regarding the skills and attitudes necessary to be a professional presiding officer for a meeting.

+ Qualification, Nomination, and Selection of Directors: How to Avoid Pitfalls Harry S. Rosenthal, PRP This workshop will undertake a review of the qualification, nomination, and selection of members of a board of directors and how to avoid some common pitfalls. RONR and other parliamentary authorities, case law, and sample state statutes on the subject will be utilized.

NAP 40th Biennial Convention Quirks and Thrills of Small Board Public Bodies, The

+ Under the Public Microscope, Parts 1 & 2

Russell A. Guthrie, PRP Small board public bodies that embrace RONR require some particular adaptations to avoid jail time. This workshop will examine the nature of these adaptations.

Eli Mina, PRP, CPP-T This workshop will explore the practice of a professional parliamentarian when advising local government boards and councils and how the unique circumstances of the client being continually under the public microscope makes this practice very different from serving societies.

+ Renewal of Motions – Same Song, Second Verse Richard D. Hayes, PRP An assembly cannot be asked to decide the same or substantially the same question twice during the same session, except when its renewal is permitted by a specific rule. However, any motion that is still applicable can be renewed at any later session, except where a specific rule prevents its renewal. This workshop will examine the rules surrounding renewing motions.

Telling Is Not Teaching; Listening Is Not Learning Lorenzo R. Cuesta, PRP The instructor will demonstrate at least five examples of interactive teaching techniques specifically geared toward learning parliamentary procedure. The examples do not use PowerPoint or passive scripts, but instead require that the learner participate physically, vocally, and mentally while standing. The workshop employs substantive lessons rather than games, with less than 20 percent lecture.

Treasurer and the Internal Financial Review Committee, The Janice Strand, PRP In teams of four, participants in this interactive workshop will conduct an internal financial review exercise.

Urban Legends of Parliamentary Procedure, The Ann L. Homer, PRP, CPP-T There are many myths in parliamentary procedure that everyone “knows to be true.” We will investigate these myths and examine whether they are true— and why.

+ Use of Strategic Motions – or Strategic Use of Motions? David Mezzera, PRP Believe it or not, there are only three textual references in RONR about the use of strategy—and the word “strategy” or “strategic” does not even appear in the 11th edition’s expanded index. This workshop will present the three examples in RONR and allow the participants to determine the value of their use and learn how to employ those strategic actions. It will then introduce a series of problems that may occur a typical meeting or be faced by an individual at a meeting (including the chair) and brainstorm other strategies that the individual could use to handle those situations.

Indicates advanced workshop

www.parliamentarians.org

NAP 40th Biennial Convention

+ What Is – and Isn’t – Unauthorized Practice of Law by Parliamentarians Thomas J. Balch, PRP Parliamentarians are often cautioned to avoid the unauthorized practice of law but too frequently are not advised on how to cope with the wide gray area between what clearly is, and what clearly is not, prohibited. This workshop will cover the competing considerations in responsibly making judgments in this important area.

What’s Going on up There? Gregory A. Goodwiller, PRP Have you ever wondered what people up on the dais are doing and how it is facilitating an efficient and effective meeting? If so, then this session is for you! From the amendment process and electronic voting to offering parliamentary advice to the presiding officer, NAP is increasingly using technology at its meetings, and this workshop will give you a “behind-thescenes” look at how those tasks are being accomplished at the 2015 NAP Convention.

+ When Robert’s Doesn’t Fit Collette Trohan, PRP, CPP-T What if RONR does not fit the circumstance, custom, or culture? Many groups do not realize that all they have to do is create and adopt rules that work for them. This workshop will explore some areas where special rules are recommended and propose some case studies for practice in writing special rules.

When Your Minutes Go to Court Alison Wallis, PRP, CP-T This workshop will review what courts require to accept minutes as evidence. Form used, date taken and approved, manner of keeping minutes, falsified minutes, and risky practices will be covered.

+ 28 National Parliamentarian • Second Quarter 2015

Indicates advanced workshop

NAP 40th Biennial Convention

Hotel Highlights Crystal Gateway Marriott Hotel 1700 Jefferson Davis Highway Arlington, VA 22202

This yearâ&#x20AC;&#x2122;s convention hotel, the Crystal Gateway Marriott, is nestled in the walkable village of Crystal City in Arlington, Virginia. The Crystal Gateway Marriott offers a convenient location close to top attractions in nearby Washington, D.C. Take a complimentary shuttle to or from Reagan National Airport. Guests can catch the Metro system directly from the hotel lobby, with many points of interest in D.C., Maryland, and Virginia just five stops away Special rates for the or less. 2015 NAP Biennial You may make your reservations by Convention are: calling Marriott reservations toll free at Single/Double occupancy: 877.212.5752. Ask to be included in the $129 plus taxes NAP Biennial Convention room block to get our special convention room rate and Triple/Quad occupancy: complimentary Internet access in your $149 plus taxes guest room. Reservations may also be made online at https://resweb.passkey.com/Resweb.do?mode=welcome_ ei_new&eventID=12325017 Advise the hotel in advance if you need a handicap- accessible room. The reservation deadline is August 9, 2015. Convention rates are available from August 30, 2015, through September 9, 2015, inclusive.

http://www.marriott.com/hotels/travel/ wasgw-crystal-gateway-marriott www.parliamentarians.org

National Association of Parliamentarians®

40th Biennial Convention

Sponsorship Opportunities

Benefactor: Full Page (7´´ x 10´´) . . . . . . . . . . . . . . . . . . . . . . . . . . . . $100 Patron: Half Page (7´´ x 5´´) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $50 Supporter: Quarter Page (3.5´´ x 5´´) . . . . . . . . . . . . . . . . . . . . . . . . . $25 Contributor: Eighth Page (3.5´´ x 2´´ – Business card) . . . . . . . . . $15

DEADLINE: July 1, 2015 Program Ad(s) submitted by Advertiser

State

Contact Person

Daytime Phone #

Street City

State

Zip

E-mail the camera-ready ad(s) to Dr. Cynthia Mayo cmayo@desu.edu Send a check (payable to NAP), for the total amount to: Dr. Cynthia Mayo, 6106 Phelps Street, Glen Allen, VA 23060 cmayo@desu.edu • (804) 262-0381

Thanks so much for your support This form may be photocopied. 30 National Parliamentarian • Second Quarter 2015

Nominees for Office

Meet the Candidates

P resident Mary Randolph, PRP Mary Randolph joined NAP and the Washington State Association of Parliamentarians in 1985. She obtained the NAP RP and PRP credentials in 1987 and 1989, respectively. She is currently serving as NAP Vice-president, and has served as its parliamentarian, secretary, director-at-large, and on numerous NAP committees. Mary believes in moving NAP into the 21st century while respecting the legacy of its past. As the world changes, it is important to provide leadership, educational excellence, and financial stewardship as we move forward. The board of directors should be responsible for oversight and policy decisions of NAP, but a grassroots involved membership is the key to balancing the future organization with the needs of members. Maryâ&#x20AC;&#x2122;s experience in education and credentialing has been a long-time involvement, and stability of this process is a high priority. Being a member of the professional development committee has provided Mary with insight into limitless possibilities for reaching our membersâ&#x20AC;&#x201D;or potential membersâ&#x20AC;&#x201D;at any level of interest. Providing members with appropriate resources, through technology, education, and traditional opportunities opens the window to worldwide membership opportunities. Mary will blend her past experiences with the potential of the future to create a stable and productive organization for its members.

www.parliamentarians.org

Nominees for Office

continued

S ecretary Teresa Stone, PRP While serving as President of the Oregon Nurses Association and charge nurse of the largest Neonatal Intensive Care Unit in the state, Teresa joined NAP, becoming a PRP within 2 years. She serves from locally scheduled one-time conventions to holding long-term contracts with community, state and national groups. Teresa is the current President of the Oregon AP and has vast experience in all leadership positions. As an RN who committed herself to serving others, Teresa is a strong leader who is committed to serving the NAP and asks for your vote to the office of Secretary. This position requires specific expertise and she holds the critical qualifications to meet this need on day-one. Teresa first served as secretary for the high school student body, then forward through many secretary positions to being the immediate past Secretary of the American Nurses Association, representing 2.4 million nurses. She has presented several workshops on the secretary position, and as the parliamentarian frequently drafts an organizationâ&#x20AC;&#x2122;s minutes, and providing specific training to the secretary. The NAP has a rich history of exceptional secretaries and Teresa is completely prepared to carry forward that legacy by serving competently, ethically and responsibly. Teresa Stone for NAP Secretary.

32 National Parliamentarian â&#x20AC;˘ Second Quarter 2015

S ecretary Alison Wallis, PRP Alison Wallis has promoted parliamentary activities since joining NAP in 2003. She became a Registered and a Professional Registered Parliamentarian in 2005. Alison served as President of the Louisiana Association (2007-2009). Alison served on the NAP nominating committee and the bylaws revision committee (2009-2011). She was District 6 Director (2011-2013) and was active on the Membership Extension and Retention Committee. In other parliamentary organizations, Alison has served three terms as President of the American Institute of Parliamentarians, (2012-2015). She is Clerk for the American College of Parliamentary Lawyers and is a Life Member of the NAP Educational Foundation. Since 2014, Alison has served as a Trustee for the Dahms Foundation. As a Professional Registered Parliamentarian and Certified Parliamentarian-Teacher, Alison is an active practicing parliamentarian, serving diverse clients. Alison is a frequent presenter of educational programs at unit, association, district, and national NAP events, including conventions and Training Conferences. She has judged and trained FBLA and FFA youth in parliamentary procedure contests. Alison is active in bringing in new members and has conducted Roadmap seminars to teach the membership exam. In 2013, she received special recognition on the Honor Roll of Teachers for bringing in 33 new members, the greatest number in the biennium.

www.parliamentarians.org

Nominees for Office

continued

D irector -at- L arge Darlene Allen, PRP A member of the National Association of Parliamentarians® (NAP) since 1998, Darlene T. Allen, PRP, is a practicing professional registered parliamentarian currently serving as the District Two Director. She serves on the Membership Extension and Retention Committee, which is composed of the district directors. Darlene is a past president of the District of Columbia Association of Parliamentarians, the Sartwell—Tunstall Unit, and the District of Columbia Registered Parliamentarians Unit. She was a member of the NAP Membership Examiners Committee (2005-2007) and the NAP Registration Examiners Committee (2009-2011). Darlene has presented workshops at past NAP biennial conventions, training conferences, district conferences, and association and unit meetings. She also is an instructor for the Professional Qualifying Course and Professional Recertification Course. Outside of NAP, Darlene has held various board and leadership positions in several community, state, and national organizations and associations. She is a member of the American Institute of Parliamentarians. Darlene envisions being an integral part of an NAP board where each member works with integrity and shared vision to ensure the financial stability of the organization, meet the needs of current members and leverage opportunities to gain new members.

34 National Parliamentarian • Second Quarter 2015

D irector -at- L arge Martha Haun, PhD, PRP • Professional Registered Parliamentarian—40+ years. • Currently II VP Texas State Assn. Parliamentarians. • Author of more than 2 dozen published articles on parliamentary procedures. • Editor (6 years) Parliamentary Journal. • One term on NAP Educational Resources Committee, 2011-2013. • Coached DeBakey High School for Health Professions (Houston) HOSA teams to national competition for several years. • Parliamentary consultant to more than three dozen professional and homeowner associations. • Numerous programs and workshops for parliamentary, professional, and public organizations. • Past National President and National Executive Director, Phi Beta Professional Fraternity, Board of Directors for 12 years. • Past National President, Professional Fraternity Association (over 1 million members); Board of Directors for 12 years. • Served on several other Boards of Directors. • Communication professor at University of Houston; instructor for a junior-level distance education course in Effective Meeting Management at least 25 times; videos are on You Tube. • Goal: Building parliamentary bridges thus enabling others to conduct more effective meetings. www.parliamentarians.org

Nominees for Office

continued

D irector -at- L arge Ann Rempel, PRP I am asking for the support of NAP members for election to the office of NAP Director-at-Large. I currently serve as chairman of the Kansas Association’s Education Committee, as president of the Wichita Sunflower Unit, and as NAP Secretary (second term). I am a member of the Special Committee on Education and Credentialing and also serve as board liaison to the Bylaws Committee and chair the Board’s Policies and Procedures committee. I have served as KSAP President and District Five Director, as NAP Parliamentarian, twice as the NP editor, and also chaired NAP’s 2009 Special Committee on Governance. I have served on several other NAP committees, including Registration Examiners, Communications, Bylaws, Nominating, Professional Development, and the NAP-AIP-Robert’s Rules Association Joint Committee on the Model Nonprofit Act. If elected, I will continue to work in good faith with all members. It has been an honor to serve as NAP Secretary, and I would appreciate your vote for election to the position of NAP Director-at-Large.

36 National Parliamentarian • Second Quarter 2015

D irector -at- L arge James H. Stewart, PRP • CSAP President 1999-2000 and 2009-2011 • NAP Director at Large 2005-2007 and 2013-2015 • Chair – NAP Special Committee on Education and Credentialing 2014-2015 Many changes have come to NAP and more are to come. I embrace change, thrive on change, and see change as an opportunity for improvement, personally, professionally and for NAP. To make these changes work, we must engage our members in the change process, getting input via surveys, web meetings and conference sessions, then present the plans that accomplish the needed change. We cannot drive change with bylaw amendments, make the plan, and let the bylaws follow. We must improve our social networking and we must find ways to make our association and its work more visible to the world. I work for an update of our strategic plan, changes in our education and credentialing processes, and there will be some changes we do not anticipate. Keeping NAP strong requires good planning while maintaining flexibility. You need leaders that can make that change work for you and use that change to strengthen NAP and its members. I am that person.

www.parliamentarians.org

Test Yourself

Quick Quiz It’s time for a Quick Quiz, to refresh your knowledge and sharpen your skills. Answers are found in the back of this publication. Be careful; some of these are tricky. 1. What vote is required to dissolve an unincorporated society? a. Two-thirds vote. b. Two-thirds vote with notice. c. Same as amending the bylaws. d. Majority of the entire membership. 2. What’s the difference between a Merger and a Consolidation? a. In a merger, one organization is consumed by the other; in a consolidation, a new entity is formed that includes the memberships of the consolidating organizations. b. In a consolidation, one organization is consumed by the other; in a merger, a new entity is formed that includes the memberships of the merging organizations. 3. True or False: Directors should generally NOT be classed as Officers. a. True b. False 4. How many of the following require a majority vote for adoption? a. Standing Rule b. Parliamentary Standing Rule in a Convention c. Special Rule of Order d. Amendment to a pending Bylaw Revision Answers on page 46

38 National Parliamentarian • Second Quarter 2015

Test Yourself

Mystery Motion See if you can uncover the identity of the mystery motions below by reviewing the clues. Report to the back of this issue to find out if you nabbed the right suspect. Mystery Motion 51 (easy) I am frequently offered as a resolution,

either because of my importance or because of my length or complexity. Mystery Motion 52 (easy) I am a specific process of amendment

whereby an entire paragraph, section, article, or even a complete main motion or resolution is stricken out with new content inserted in its place. Mystery Motion 53 (easy) Adopting me in an unqualified form

closes the meeting immediately. Mystery Motion 54 (intermediate) Iâ&#x20AC;&#x2122;m a subsidiary motion that is

sometimes debatable and sometimes not. Mystery Motion 55 (intermediate) When I am applied to a report

or long motion, its different parts are opened to debate and amendment separately. Mystery Motion 56 (intermediate) I am a punishment that can be

adopted without formal disciplinary procedures. Mystery Motion 57 (intermediate) I can be used to officially

endorse the contents of a report, but I should not be used to receive a report. Mystery Motion 58 (intermediate) The maker of a motion who has

a change of heart might want to use me after the motion has been stated by the chair, and if Iâ&#x20AC;&#x2122;m adopted, itâ&#x20AC;&#x2122;s as if the motion had never been made. Mystery Motion 59 (difficult) I bring a question again before the

assembly, and no subsidiary motion can be applied to me. Mystery Motion 60 (difficult) My purpose is to prevent a temporary majority from taking advantage of an unrepresentative attendance at a meeting to take action that is opposed by the majority of the membership. Answers on page 46 www.parliamentarians.org

Test Yourself

Find It! Whether studying for the RP exam, brushing up on your skills, or familiarizing yourself with Robert’s Rules of Order, there’s always something fun and rewarding about locating a random sentence in the pages of RONR. Test your skill at tracking down the following passages. Good luck! 1. “A special meeting (or called meeting) is a separate session of a society held at a time different from that of any regular meeting, and convened only to consider one or more items of business specified in the call of the meeting.” Page # ______________ 2. “The effect of Rescind is to strike out an entire main motion, resolution, order, or rule that has been adopted at some previous time.” Page # ______________ 3. “A preconvention meeting of the board of the association is often held in the convention city a day or more in advance of the convention opening.” Page # ______________ 4. “After the maker of the motion has had the opportunity to speak first if he wishes, other members can rise and address the chair to claim the floor for the purpose of debate, as explained on pages 29ff. and in 42.” Page # ______________ 5. “An assembly has the right to protect itself from annoyance by nonmembers, and its full authority in this regard— as distinguished from cases involving disorderly members— can be exercised by the chair acting alone.” Page # ______________ Many thanks to Judith Reynolds, PRP, for suggesting this feature and assisting in its creation. Answers on page 46 40 National Parliamentarian • Second Quarter 2015

Test Yourself

Questions Answers The intent of this column is to provide general answers or advice (not formal, official opinions) about the questions asked. The answers are based on RONR (11th ed.), unless otherwise indicated, and do not take into account such governing authorities as statutes, bylaws, or adopted special rules of order. Questions should be mailed to Josh Martin, PRP, 10508 Quebec Ave, N., Brooklyn Park, MN 55445, or e-mailed to jcmartin7872@gmail.com.

QUESTION 20: Our organization passed a motion in our general-

membership meeting in April to enter into an agreement with the local historical society to administer properties owned by our organization. The officers went ahead and worked with the historical society on this agreement and signed a five-year deal in June. A group of members that were not involved in the original vote now want to repeal that vote and have the whole membership vote on the agreement. I believe that because we voted and approved entering into an agreement in April and that has been executed, they cannot repeal this vote? If they try to bring a motion, as the chair, do I call it out of order and not allow it? What if they appeal my decision? A: As the chair, you would rule the motion out of order by saying, “The motion to Rescind is not in order, since the original motion has already been carried out. According to the rules, when something has been done that is impossible to undo, it cannot be rescinded.”

If the ruling is appealed, and if there is a second to the appeal, the chair speaks first in debate. At this point you should point out the rule in RONR (11th ed.), p. 308, lines 12-23. Each member is then allowed to speak in debate ONCE, after which the chair is allowed to speak a final time. A vote is then taken on whether or not to sustain the decision of the chair. A majority AGAINST sustaining the decision of the chair is required to overturn the chair’s ruling. The chair may vote, if his vote would affect the outcome, and a tie—even if the chair’s vote caused the tie—sustains the decision of the chair. See RONR (11th ed.), p. 255-260. As an additional note, while rescinding the motion that led to the signing of the contract is not in order, a motion to attempt a renegotiation of the terms may be in order. An attorney should be consulted concerning the specifics of the contract. www.parliamentarians.org

Test Yourself

Questions Answers continued

QUESTION 21: Our bylaws state that, “The Executive Board shall include: Chairperson, Vice-Chairperson, Secretary-Treasurer, two Members-at-Large and prior-Chairperson (total of 6 members),” and “The Vice-Chairperson shall move up to the Chairperson position at the end of the first year. A new Vice-Chairperson shall be elected each year.” A slate of officers for the coming year, 2015-2016, was presented and voted on without any nominations from the floor, for Vice Chairperson, Secretary/Treasurer, and 2 members-at-large. All positions were elected by a unanimous vote. The current Chairperson at the time of the election (myself) was not on the slate because according to the bylaws I moved to the Executive Board as a nonvoting member the year after I served, and the Vice Chairperson was not on the slate because she was voted on last year and, according to the bylaws, she moves up to the office of Chairperson for next year. Do the current Chairperson and current Vice Chairperson need to be included on the slate of officers when it is presented for a vote? There is a disagreement among a few members (none of which had any objections at the meeting). Now they want me to reopen the election with a “full” slate, with past elected officers included. Is this feasible and necessary? Did we do it wrong? A: First, it must be said that to render an official opinion on the meaning of bylaws would require a thorough review of the bylaws in their entirety. That being said, based on what you have described, the positions of Chairperson and prior-Chairperson are not elected positions and should not be included on the ballot. These positions appear to have the characteristics of what parliamentary law refers to as President-elect and what is commonly called Immediate Past President. The President-elect (similar to your Vice Chairperson)

42 National Parliamentarian • Second Quarter 2015

Test Yourself

Questions Answers continued

is elected one term in advance and automatically becomes the President (equal to your Chairperson) at the end of that term, in which case a President is never directly elected. Similarly, the President, at the end of the term, becomes the Immediate Past President (similar to your designation of prior-Chairperson). So, from the information you have provided, there is nothing improper about the election that you’ve described. See RONR (11th ed.), p. 457, lines 8-32 for more on president-elect. The election, based on your description, has taken effect. Taking another vote on the election is not in order. There is nothing in your statement that would allow for contesting the announced result of the election. See RONR (11th ed.), p. 444, line 34; p. 446, for more on contesting the announced result of an election.

Education/Credentialing Special Committee Jim Stewart (right) chairs the committee. Other committee members are Wanda Davis, Ann Guiberson, Jim Jones, Sandy Olson, Ann Rempel, and Dan Seabold.

www.parliamentarians.org

Test Yourself

Questions Answers continued

QUESTION 22: Does the Parliamentarian, along with the majority of the Board, have the authority to dismiss an officer who is not performing proper duties. A: The parliamentarian must remain impartial and should have nothing to say on the merits of a pending motion. If the parliamentarian is a member of the body that is meeting, he may vote ONLY if the vote is by ballot. See RONR (11th ed.), p. 467, lines 8-19. Whether or not an officer can be removed from office by the board and the details of the process will depend on the bylaws. Check the bylaws to see if they contain a provision for removing an officer. If the bylaws are silent on the matter, and if the bylaws state that the officers shall serve “for ____ years or until their successors are elected,” the officer in question can be removed from office by adoption of a motion to do so, by the body that elected the officer. The vote required for adoption of such a motion is (a) a two-thirds vote, (b) a majority vote when previous notice has been given, or (c) a vote of a majority of the entire membership—any of which will suffice. If, however, the bylaws provide that officers shall serve “for ____ years and until their successors are elected,” an officer can be removed from office only for cause—that is, neglect of duty in office or misconduct— in accordance with the disciplinary procedures, in which an investigating committee must be appointed, charges must be preferred, and a formal trial must be held. See RONR (11th ed.), p. 653, line 27; p. 654, line 13. Keep in mind that if this officer was elected by the general assembly, instead of by the board, it is likely that the board will have no power to remove the officer, since that would require authorization in the bylaws or from the general assembly.

44 National Parliamentarian • Second Quarter 2015

Test Yourself

Questions Answers continued

QUESTION 23: Following an election of officers, how long must the ballots be kept before they can be destroyed, or can they be destroyed immediately following the count? A: The voting body may order the ballots to be destroyed, which would require a majority vote. However, if no such order is made, the ballots should be kept by the secretary until the time for ordering a recount has expired. This is usually no more than three calendar months after the calendar month in which the election (or balloting on a motion) was held. See RONR (11th ed.), p. 418, line 32; p. 419, line 1, which states, â&#x20AC;&#x153;After completion of an election or balloting on a motion, unless the voting body directs otherwise, the tellers place the ballots and tally sheets in the custody of the secretary, who keeps them under seal until the time within which a recount may be ordered expires, and then destroys them. A recount may be ordered by the voting body, by a majority vote, at the same session at which the voting result was announced, or at the next regular session if that session is held within a quarterly time interval.â&#x20AC;?

E ducational Foundation

Brandon Walters, Youth Committee Chairman, speaks at the Foundation Dinner.

Nancy Sylvester (right) presents Ruby pin to Mary Randolph. www.parliamentarians.org

Test Yourself

Answer Key Quick Quiz 1. c. Same as amending the bylaws; See RONR (11th ed.), p. 564, lines 11-14.

Mystery Motion 55 (intermediate) Consider by Paragraph or Seriatim; see RONR (11th ed.), p. 276, lines 12-16.

2. a; See RONR (11th ed.), p. 561, lines 27-35.

Mystery Motion 56 (intermediate) Censure; see RONR (11th ed.), p. 643, lines 12-14; and footnote.

3. b. False; See RONR (11th ed.), p. 572, line 23. 4. Two: a. Standing Rule & d. Amendment to a pending Bylaw Revision; see RONR (11th ed.), p. 18, lines 3-8; and p. 594, lines 33-35; see also p. 620, lines 4-14; and p. 17, lines 28-31. Mystery Motions Mystery Motion 51 (easy): Main Motion; see RONR (11th ed.), p. 105, lines 26-29.

Mystery Motion 57 (intermediate) Adopt, accept, or agree to a report; see RONR (11th ed.), p. 508, lines 13-35; and tinted pp. 6-7, #4. Mystery Motion 58 (intermediate) Request for Permission to Withdraw a Motion; see RONR (11th ed.), p. 296, lines 21-30. Mystery Motion 59 (difficult) Take from the Table; see RONR (11th ed.), p. 301, lines 14-15.

Mystery Motion 52 (easy) Substitute; see RONR (11th ed.), p. 153, lines 22-27.

Mystery Motion 60 (difficult) Reconsider and Enter on the Minutes; see RONR (11th ed.), p. 332, lines 30-35.

Mystery Motion 53 (easy) Adjourn; see RONR (11th ed.), p. 233, lines 13-16.

Find It! 1. 91

Mystery Motion 54 (intermediate) Amend; see RONR (11th ed.), p. 133, lines 8-14.

2. 305 3. 608 4. 386 5. 648

46 National Parliamentarian â&#x20AC;˘ Second Quarter 2015

NAP Connections

In Memoriam

NP commemorates the following members who have passed from our midst; may they rest in peace: F. Earl Frith, Virginia M. Catherine Lisle, Oklahoma Darlene Finke, Nebraska Marlene S. Mathis, New Mexico Mary F. Unser, Illinois James T. McCabe, Iowa James R. Mothershead, Alaska Joan Sealander, Florida Bernard L. Jones, Virginia Florence B. Hay, Washington James F. Wilburn, Nebraska Richard Haynor, Michigan Lucille Johnson Adams, Virginia Robert H. Fuhrmann, California Margie R. Rayburn, Louisiana Grace H. Banks, Michigan Marie B. Palmer, Illinois Jeri L. Boone, Nevada Corinne Walker, Indiana

NAPTC – Left to right: Ann Guiberson, Sandy Olson, and Donna Thompson relax between sessions in the hallway in the Conference Center across from the Renaissance hotel.

NAPTC – Jim Jones and Carol Roberton—Carol is Speaker of the House for the American Dental Hygienists’ Association.

Ann Guiberson (far right) presents Patricia Hudson, Assistant Conference Coordinator a Certificate of Appreciation. Craig Henry looks on.

New Registered Parliamentarians

NP congratulates the following individuals for attaining the status of Registered Parliamentarian: Dorothy C. White, Colorado Steven Gerstle, California Martha Perine Beard, Tennessee Loreathea C. Fields, Maryland Dwight Dibben, Alberta

Rosalie Stroman (right) presents TennieBee Hall a one-night weekend stay certificate at the Marriott Hotel in Arlington, VA, where the 2015 Convention will be held. TennieBee won this in a drawing from the big rotating cylinder in the background. www.parliamentarians.org

NAP Connections

Michigan State Association of Parliamentarians – Left to right: Joyce Brown-Watkins, Judy Edwards, Julia Boayue, Julie Pioch, Steve Britton, Bethany Prykucki, Gretchen Denton, and Edna Arrington.

Professional Development Committee – Left to right: Ruth Ryan, Marcella Morrison, Ann Guiberson, Lyle Kleman, Mary Randolph, Carol Austin.

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Resource descriptions and a complete order form are available at the NAP Online Store: http://parliamentarians.org/store/newstore.php 48 National Parliamentarian • Second Quarter 2015

Worksh ops

NAP Connections

Lyle Kleman – “Train the Trainer” Refresher.

Gloria Cofer – The Chat Log: Writing Minutes.

Larry Martin – The Shift Key: Taking NAP Examinations.

Mike Peck – Client Communications in the Electronic Age.

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