National Parliamentarian (Vol.77, No. 3) by National Association of Parliamentarians

National Parliamentarian Volume 77, No. 3 | Spring 2016

Integrity. Itâ&#x20AC;&#x2122;s who we are. NAP 2016 Training Conference Preview Pages 9-24

August 26-28, 2016 Omni Interlocken Resort Broomfield, CO Located in the ideal vacationlandÂâ&#x20AC;&#x201D;Colorado Look for details and registration information on the NAP website.

www.parliamentarians.org

National Parliamentarian Volume 77, No. 3 | Spring 2016

Contents 2015-2017 NAP Officers President Mary L. Randolph, PRP Vice-President James N. Jones, PRP

From the Editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 President’s Message Looking Back – Moving Forward . . . . . . . . . . . . . . . . . . . . . . 3 Features History of NAP…Part II . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 The New NAP Membership Manual . . . . . . . . . . . . . . . . . . . . . . 8

Secretary Teresa Stone, PRP

Officer Accountability: Because Officer Training Isn’t Enough . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Treasurer Wanda M. Sims, PRP

When May a Member Interrupt the Person Speaking? . . 28

Directors-at-Large Darlene Allen, PRP Ann Rempel, PRP Alison Wallis, PRP

Special Section

District Director Representatives Kevin Connelly, PRP Joyce Brown-Watkins, PRP Parliamentarian Roger Hanshaw, PRP Executive Director Cynthia Launchbaugh

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

2016 NAP Training Conference . . . . . . . . . . . . . . . . . . . . . 9 Call to Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Make the Most of Your Time in Colorado . . . . . . . . . . . . 11 Hotel Highlights . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Conference Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Conference Highlights & Events . . . . . . . . . . . . . . . . . . . . 16 Registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 How to Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Cancellation Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Conference Workshops . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 NAPEF’s Sparkle and Shine Twilight FUNraiser . . . . . . 24 Departments Test Yourself Quick Quiz . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Questions & Answers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Answer Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 NAP Connections In Memoriam . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 New Registered Parliamentarians . . . . . . . . . . . . . . . . . . . 36 Ordering Materials from NAP . . . . . . . . . . . . . . . . . . . . . . . 37 www.parliamentarians.org

National Parliamentarian

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

NP Submission Guidelines National Parliamentarian generally publishes only original works that have not been published elsewhere. Articles will be edited to conform to The Chicago Manual of Style (16th ed.) and may be edited for content and length. Article text should be submitted in Microsoft Word or rich text format and transmitted via email. Illustrations, photographic prints and high-resolution photos are welcome. Materials submitted will not be returned unless special arrangements are made in advance with the editor. Contributors must include a completed “Assign and Transfer Copyright” form with their submission, granting NAP the copyright or permission to publish.

Submission Deadlines

Volume 77, No. 4 (Summer 2016) . . . . . . . . . . . . . June 1, 2016 Volume 78, No. 1 (Fall 2016) . . . . . . . . . . . . September 2, 2016 Volume 78, No. 2 (Winter 2017) . . . . . . . . . . December 1, 2016

Editor

Martha Womack Haun, PhD, PRP mhaun@uh.edu

Assistant Editor Dana Dickson, RP

Parliamentary Research Committee Jonathan Jacobs, PRP Steve Britton, PRP George Mervosh, III, PRP Roger Hanshaw, PRP

Parliamentary Review Committee Betty Tunstall, PRP Dennis Clark, PRP Beverly Przybyliski, PRP

NATIONAL PARLIAMENTARIAN®

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

Subscription and change-of-address requests should be directed to NAP at the above address. Annual subscription: $30 • Single copy: $8 From the Editor

I’m excited about the content of this issue of the NP! We have more details about the 2016 NTC in Colorado. Gayla Stone and Cynthia Bell are busy finalizing the schedule and a wide variety of speakers and workshop topics! You have an impressive sampling of those in this issue along with registration information. Michael Swift challenges our knowledge of motions that interrupt; the Q & A team addresses some new problems and David Mezzera tests our knowledge in some new quizzes. Dennis Clark continues his perspective in part 2 of an impressive synthesis of our NAP history! We look forward to his history of the Mace in our summer issue of the NP. Note the deadlines for registration and participation in NTC activities. I hope to see you n Colorado! Martha Womack Haun, PhD, PRP, Editor 2

National Parliamentarian • Spring 2016

President’s Message

Looking Back – Moving Forward As your President, my commitment to the Association increases with each passing day. This commitment is due to a strong board, strong committees, regular speaking engagements, and most importantly meeting with as many members as I can—the true leaders of NAP. Exchanging ideas, listening to your suggestions, hearing what works in your member groups (and what does not!) energizes me to continue to raise our Association. I hope to meet many of you this August at the NAP National Training Conference in Broomfield, Colorado. You will find information about registration, the program, and the workshops in this issue of the National Parliamentarian. The Omni Hotel facilities are excellent with great rooms and easy access to workshops and common areas. The meals that are included in the registration fee work well with the schedule of meetings and workshops so you won’t miss any of the events that will certainly be on your to-do list! The NTC will open on Friday August 26th with the NAP Annual Meeting, including a report from the new NAP Commission on Credentialing. That evening, the National Association of Parliamentarians Educational Foundation, the NAPEF, will hold a rousing welcoming fundraising event at the hotel. After the morning and afternoon workshops on Saturday the evening will be free, allowing you to be with your colleagues or go out and see the area. On Sunday, the members will have the opportunity to hear from the Board of Directors concerning NAP’s draft Strategic Plan. Attend, be informed, provide input, and assist in creating a direction for the Association’s future that meets your needs. As your President, I believe strongly that NAP is a membership-driven Association and member input is critical to this process. The draft will be issued to all members prior to the NTC, requesting input that will transform a draft document into a meaningful strategic plan. There will be a set date for finalization, but only after all members have been afforded a reasonable time to comment. So, with the opportunity to impact NAP’s future, attend insightful workshops, and have some fun, I personally invite each of you to join me at the NTC! If you recall, in the first NP published after the election, I wrote of my President’s theme, RISES, chosen to represent a progressive NAP. In the winter NP article, I described the first letter “R”, standing for Respect. www.parliamentarians.org

Now, in my continued commitment to explain the meaning behind RISES, I present the letter “I”, for Integrity. It is a most basic concept, to simply live a personal and professional life of sincerity and good character. As a parliamentarian, when we serve a client we represent our entire profession and NAP to the public. A client may only work with a parliamentarian once, but to that individual that one parliamentarian represents us all through that one-time engagement. Making and keeping commitments, doing what is right and not what is convenient, actions based on honesty, accountability and trust are all credits to the profession and to the NAP. John Maxwell, in his book Developing the Leader Within You, makes the following insightful statement, “Integrity is not what we do so much as who we are.” It is not just who we are in public, it is who we should be 24 hours a day. For the Association, Integrity also means transparency in NAP operations. In the past, transparency was evident when the membership was informed of damage to the NAP headquarters from a winter storm. The Association was fortunate that insurance covered most of the repair costs, but as usual there were expenses that were not covered, so the NAP made the decision to reach out to its members. Thank you to those who donated at that time to the NAP Unrestricted Fund. This type of fundraising is necessary for NAP as a whole, as it is not an educational request and therefore precludes the Association from applying for a grant from its associated NAPEF. Recently, it was determined that there is a need to reach out to the membership once again. The purpose of this request is to replace NAP’s current database system, as it is rapidly becoming obsolete, and to build an Association database that will provide the very best service to the membership now and into the future. As you are considering whether to contribute, remember that donations to the NAP Support Fund (NSF) are tax-deductible due to its 501c(3) status. I extend my appreciation to those who have assisted NAP in the past, and I invite all our members to assist NAP in this important effort now. Thank you! In closing, I continue to be humbled and honored to be your President, especially because I know that together we will raise the Association to new heights. Together we will confirm NAP’s place as the premier international training source for democratic meetings— yes, together—as it takes all of us. Please remember—and actualize— the theme of this administration— RISES: Respect, Integrity, Service, Education, and Stewardship.

Mary Randolph, PRP, NAP President 4

National Parliamentarian • Spring 2016

by Dennis G. Clark, PRP

This is the second in a series of articles on our parliamentary roots and legacy by Dennis Clark.

In the last issue of this publication we looked at the founding of the NAP in 1930 and those who helped create our organization and start it down a path to greatness. Founded during the Great Depression, NAP was able to develop, grow, and become secure in the ideal that its founders had—that there should be a national association that believed in promoting Democracy through the high ideals upon which parliamentary law is based. Our current membership helps to perpetuate those ideals nearly 90 years later. Leone C. Newby, a name not likely heard in NAP annals, nor her parliamentary work thought about for half a century, is a founder worth noting. From Missouri, Leone moved to Houston, Texas and became active in many organizations. She had a thorough knowledge of parliamentary law by 1940 when she first discovered NAP in a Houston newspaper. Leone then formed the Houston Parliamentary Law Club. Shortly after she became a member of NAP, Leone became its 19th Registered Parliamentarian. NAP Founder Dr. S.W. Longan

said this about her, “She is not the ‘run of the mill’ sort but an outstanding thinker, ingenious writer, and a gifted ‘columnist’. She has the unusual gift of accuracy of expression necessary to statement of law and fact. She long since learned the danger of the loose phraseology of ordinary conversation and the still greater danger of trying to absorb Parliamentary Law wholly from the ‘hit and miss, go as you please,’ atmosphere of practice in the average club.” Dr. Longan and Leone began an annual Autumn Parliamentary College held in Houston in November 1940 which continued until Dr. Longan’s death in 1945. These outstanding attributes quickly became apparent to those at www.parliamentarians.org

the national level, as Leone was asked to begin writing the very first Institute Question and Answer column for The National Parliamentarian in the May 1940 issue, the year in which she became a member. At the beginning of that first column (and all other columns) she stated, “In sending questions for this column be careful to include every bearing that bylaws may have, so that each question can be correctly answered and made of interest to all.” As you know, we preface our answers to many parliamentary questions—it depends on what the bylaws say. Leone would continue this column as an Associate Editor of the NP until her death in May 1946. The column was subsequently taken over by NAP’s 4th National President (1937-39) Mrs. Etta Cooper. Incidentally, her Q&A column ran concurrently with Dr. Longan’s column, Parliamentary Pickles, until his death in 1945. In 1941 Leone was elected to the office of 3rd Vice President of NAP (skipping past the 4th and 5th VP slots). In 1943 she was elected 2nd Vice President and then in 1945 she was elected as NAP’s 1st Vice President and heir apparent to the Presidency in 1947 for which she had—it was written—the endorsement of the membership. However, fate intervened. At the May 1946 Board of Directors meeting in Kansas City, she spoke of suffering from bronchitis but did not complain and was interested and alert to all questions. Upon her return to Houston, Leone sent a note with material for her department saying: 6

National Parliamentarian • Spring 2016

“This completes the questions on file.” She also stated that she was worse since returning home but would get better soon.” She did not. At that same meeting in Kansas City, she expressed delight in the Board’s acceptance of Houston’s invitation to hold the biennial convention in 1947. This had been her dream since she joined NAP. The Board had originally planned to hold the 1943 Biennial Convention in Houston (the first time it would have been held outside of Kansas City). However, a subsequent request from the Division of Transportation of the War Department that travel be limited due to the war effort was sent to NAP. The Board agreed and voted instead to hold a three day War Conference in Kansas City in October 1943. Houston would not get a national convention until 1955. NAP President at the time of her death, Mrs. Bertha Clark Hughes, had this to say about her friend Leone, “Bowed with grief at the sad news of the passing of our beloved member and First Vice-President, Mrs. Leone Curl Newby, I strive to express in words my deep appreciation of the loyal service she has given to the National Association of Parliamentarians. Her thoughtful kindnesses endeared her to the many with whom she came in contact. Her charm and graciousness of manner were evidenced even when she was propounding or solving the most difficult problems in parliamentary procedure. Her sincere desire was that the National Association of Parliamentarians work

for full participation by the United States in international efforts to build a world of Peace and Justice under law”. Kathryn Longan, wife of S.W. Longan (who died less than a year earlier than Leone) submitted this tribute to Leone in the May 1946 NP, “Her work with Dr. Longan in the field of Parliamentary Law was one of cooperation and, through exchange opinions, they opened avenues of thought which made the subject larger and more important. Each year Dr. Longan and Leone conducted an Autumn College in Parliamentary Law in Houston, Texas. As her guest on these occasions, I learned the true meaning of gracious hospitality. She was a woman of vision, courage, and conviction, with many cultural and intellectual attainments.” Always a devoted wife and homemaker, still she had time to be a real leader in the vital life of her community and country. Her passing is a deep sorrow to her friends.” Years ago I was given an old parliamentary drill by a mentor who was cleaning out her parliamentary files. The drill was written by Mrs. Leone C. Newby. Until this research, I had no idea who she was. What a thrill to be able to put the two together! This drill includes the ranking motions, many non-ranking ones, and debate and position of the chair

(sitting or standing). The version given me was rewritten by Mrs. Mildred Rupley, R.P., in 1950. The rewrite was for twelve members—down from the original for fifty-three members! Incidentally, Mrs. Rupley died while at the TSAP Convention in Dallas, Texas in May 1960, serving as Bylaws Committee Chairman. I would be happy to share a scanned version of this drill. Send an email asking for the “drill” to dclarkrp@gmail.com It contains a few typos and is fun to use at Unit meetings or to study for registration exams. Note that it is over sixty years old and therefore not in line with the current edition of RONR.

So, good on you Leone Newby— and to all the other thousands of NAP members past and present—whose good works in the name of promoting the foundations of our Democracy— Rule of Law, Majority Rule while protecting the Rights of the Minority, Courtesy, Fairness, and Justice for all—go unheralded. Without those efforts, Democracy, which today hangs upon a precipice might teeter and fall to the forces of ignorance, hate, and intolerance—prevalent still in the world today. Lest it not be so… and lest we not forget!

Dennis Clark, PRP, became a member of NAP in 1974 and was credentialed in 1976. He is a twice past president of the Texas State Association of Parliamentarians (1987-88 and 2014-15). He is a retired teacher and paralegal and works full time as a professional parliamentarian, writer, and speaker. www.parliamentarians.org

NEW

The NAP Membership Manual As the NAP looked to the future, it was time for a thorough analysis of every aspect of the Association—what is offered to the membership, and how it is offered. Included in this was a review of the NAP Biennial Membership Manual. Members want and deserve ready access to the most current NAP governing documents, organizational structure, NAP Board members, leadership from the countries and states and the most accurate membership lists and contact information. But after analysis of the current Manual, it was apparent that its content was lacking. The NAP officers and committees were out of date, the Bylaws were 2013, not the most current, and membership was not accurate, including many addresses, emails and phone numbers. This is due in large part to the publication being printed only once every two years and it is locked in after the end of the membership dues period (March 1st). Of critical concern, the $20,000 publishing cost—a huge expense for a resource that is outdated in a few months—and at a time when the NAP budget is tight. The next step was to define a solution that would provide the most current information to the membership. Initially, setting an earlier publication date seemed to be the answer. This would provide current bylaws, officer and committee positions, but would not answer the continued need to update membership status in the two-years between publications. So, what is the optimum solution going forward? During the evaluation, the advantages and disadvantages of publishing a paper manual were considered. Looking critically, print media is a diminishing entity with the growth in downloadable materials— the electronic option. Was NAP willing to leverage technology in the effort to be up to date with the availability of the latest information, and at the same time be fiscally responsible with members’ dues? The answer—yes. However, in NAP’s desire to be inclusive and meet the needs of all members and be good financial stewards, the solution was ultimately very simple choice. NAP will provide the Membership Manual in both formats—an individually ordered printed “hard copy” at minimal cost to the member (publication, plus shipping) and a free, downloadable version. A member may choose to print a paper copy of the electronic document, and when the Manual is updated every six-months, can easily print a page, a section, or the entire Manual. 8

National Parliamentarian • Spring 2016

National Association of ParliamentariansÂŽ

www.parliamentarians.org

Call to C o nferen c e

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

Rise to New Heights Immerse yourself in parliamentary procedure. Connect with others who share your passion and interest in effective meeting management. Enjoy a little rest and relaxation in beautiful Colorado. This awaits you at the 2016 NAP Training Conference (NTC), August 26-28, at the Omni Interlocken Hotel in Broomfield, Colorado, a northwest suburb of Denver. You are the focus of this year’s NTC. You’ll have numerous opportunities to learn, participate, and have an impact on your future and that of NAP. Take advantage of this time to ask questions, share ideas, and make connections with parliamentarians from around the world. Since there’s always more to learn, an exciting lineup of educational presentations awaits you at this year’s conference. The topics covered will support the learning domains identified in NAP’s “Body of Knowledge,” which set the standard 10

National Parliamentarian • Spring 2016

for the level of parliamentary knowledge you need to be an effective consultant, leader, and even member of any organization. See pages 20-23 for a list of workshops. Make sure you plan extra time before and/or after the conference to enjoy the many breathtaking sights and sounds of Denver and the surrounding area. Conference hotel rates are available three days prior to and after the conference. Bring along your significant other and take advantage of the excellent golfing and luxurious spa services available at the resort!

We promise a fun and rewarding time for all. See you there.

Here’s a summary of what you’ll find at this year’s conference: > 30 expert-led educational workshops designed to help you be more effective as a consultant, leader, and member of an organization. > A plenary session on the vision for credentialing parliamentarians, presented by Thomas Balch, PRP, and other members of NAP’s new Commission on Credentialing. This is a perfect opportunity to ask questions and offer feedback to the commission. > Credential qualifying and renewal courses. > NAP Leadership Conference, an interactive one-day workshop for current and future leaders of associations, units, and clubs. > Open discussion of NAP’s strategic plan, facilitated by NAP President Mary Randolph, PRP, and Vice President Jim Jones, PRP. This is your chance to help plan the future!

Make the Most of Your Time in Colorado We know the primary reason you’re coming to Colorado is to hone your skills and expand your parliamentary knowledge and network. But you know what they say about all work and no fun… Make the most of your time while you are at the conference. The resort offers championship golf, a spa, pool, hiking trails, billiards, draft beer, and some terrific dining options. Also plan to add on extra days to discover all that Denver and the surrounding area have to offer. If you haven’t spent time exploring Denver recently, this is the perfect time to change that. There’s so much to see and do.

> Networking, networking, and more networking, because you’re not in this alone.

www.parliamentarians.org

2016 NAP

Training Conference Explore Denver: > Shop until you drop. Check out the Cherry Creek Shopping District, Larimer Square, the 16th Street Mall, Antique Row, the Broadway Shopping District, and the FlatIron Crossing shopping center. > Visit the remarkable Denver Art Museum, the buildings of which are works of art in themselves. > Take a walk on the wild side at the Denver Zoo. > Embark on an underwater adventure at the Downtown Aquarium, an entertainment and dining complex featuring a public aquarium. > Explore the mile-high city’s oldest neighborhood—LoDo— home to some of the city’s best-known restaurants, galleries, shops and boutiques. For more ideas and a calendar of events, visit http://www.denver.org/.

If you have time, venture out beyond Denver and explore the beauty and wonders of the Colorado Rockies. The following attractions are within 2 hours of Denver and well worth the drive: • Red Rocks Outdoor Amphitheatre, a sight to behold even if a concert is not scheduled • Rocky Mountain National Park straddles the Great Divide and features the world’s highest continuous highway, Trail Ridge Road. Talk about a view! • The Georgetown Loop, a narrowgauge railway, is a step back in town as it winds through the Rocky Mountains • Resorts such as Breckenridge are great places to visit in the summer. Who needs snow to have fun? These barely scratch the surface, but you get the idea. Relax and enjoy the world around you while you’re here.

One perspective of the architectural art that is the Denver Art Museum. 12

National Parliamentarian • Spring 2016

Hotel Highlights Prepare to relax and be invigorated at the same time.

The conference rate includes: > Free in-room Internet service. > Free self and valet parking. > For those without a car, the hotelâ&#x20AC;&#x2122;s complimentary shuttle van provides transportation to the golf course and the FlatIron Crossing Shopping Center. > 10% discount on spa services at Mokara Spa, located on property. Invigorate yourself with a body treatment, massage, facial, and a manicure and pedicure.

The Omni Interlocken Hotel & Resort in Broomfield, Colorado, is nestled in the Flatiron foothills between Denver and Boulder. Enjoy the spectacular views of the Rocky Mountains while enjoying all the amenities the resort and surrounding area have to offer. Reserve your room online by August 2, 2016, to receive the special conference rate of $119 (plus taxes) per night for a single or double room. This rate applies three days prior to and after the training conference to give you more time to spend exploring Denver and the surrounding area.

> 20% discount on golf rates at the Omniâ&#x20AC;&#x2122;s 27-hole championship golf course. The course consists of three individual nine-hole courses with more than 400 feet of elevation changes. > Complimentary bikes and helmets so you can explore the beautiful Colorado landscape on one of the six nearby walking and biking trails.

See the NTC website www.parliamentarians.org/2016ntc for information on getting to the hotel. www.parliamentarians.org

2016 NAP

Training Conference

Conference Schedule Interactive, stimulating, training and development for participants, so that each will broaden leadership skills, discuss and demonstrate officer responsibilities, presiding, meeting management and community outreach. Wednesday, August 24, 2016 8:00 a.m.-5:00 p.m.

PQC/PRC Professional Courses

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

NAP Board of Directors Meeting

8:00 a.m.-5:00 p.m.

NAP Leadership Conference

8:00 a.m.-5:00 p.m.

PQC/PRC Professional Courses

4:00-6:00 p.m.

Registration Open

6:00-7:30 p.m.

Board Dinner (open)

Friday, August 26, 2016

7:00 a.m.-12:00 p.m.

Registration Open

7:00 a.m.-12.00 p.m.

NAP Sales Room Open

8:00-11:30 a.m.

Membership Exam & RP Module Exam

12:00-2:30 p.m.

Opening Luncheon & Business Session (Lunch included in registration)

1:30-3:00 p.m.

Registration Open

3:00-5:00 p.m.

Plenary Session: The Future of Credentialing for Parliamentarians

5:00-7:00 p.m.

Registration Open

5:30-6:45 p.m.

NAPEF Annual Meeting

7:00-10:00 p.m.

NAPEF Twighlight FUNraiser

National Parliamentarian â&#x20AC;˘ Spring 2016

Conference Schedule (continued) Saturday, August 27, 2016 7:00 a.m.-12:00 p.m.

Registration Open

7:30 a.m.-6:00 p.m.

NAP Bookstore Open

7:00-8:45 a.m.

Buffet Breakfast (included in registration)

8:30-9:45 a.m. Workshops 8:30 a.m.-5:00 p.m.

Youth Day Program (sponsored by NAPEF)

10:15-11:30 a.m. Workshops 12:00-1:30 p.m.

Buffet Lunch (included in registration)

1:30-2:30 p.m. Workshops 3:00-4:00 p.m. Workshops 4:30-5:30 p.m. Workshops

Sunday, August 28, 2016 7:00-7:30 a.m.

Inspirational Service (non-denominational)

7:30-9:00 a.m.

Buffet Breakfast (included in registration)

8:00-10:45 a.m.

NAP Bookstore Open

8:45-10:15 a.m. Workshops 10:45 a.m.-12:00 p.m. NAP Strategic Planning Discussion (open) 12:15-12:45 p.m.

Closing Session

www.parliamentarians.org

2016 NAP

Training Conference

Conference Highlights & Events NAP Leadership Conference: Raise the Leader in You! If you are a current or future officer of an association, unit, or club, you need to participate in this comprehensive training preceding the NTC on Thursday, August 25. This interactive, day-long officer training will focus on the development of leadership skills designed to enhance, invigorate and promote units, clubs and associations so that they will become the organization of choice for meeting management using the democratic process. Separate registration is required for the 2016 NAP Leadership Conference. You can expect to: > Explore and discuss current theories of leadership. > Discuss principles of unit and association leadership. > Discuss and practice the “how-to’s” of officers’ duties. > Discuss and plan for units’, clubs’, and associations’ growth, thereby helping to promote the NAP brand.

National Parliamentarian • Spring 2016

NAP’s State of the Association Address The 2016 NTC opens with the association’s Annual Meeting and lunch (included in your registration). Hear first-hand from President Mary Randolph, PRP, and Treasurer Wanda Sims, PRP, about the association’s priorities, activities, and finances. This is important information you won’t want to miss—plus lunch is included in your registration. Plenary Session: Welcome to the Future of Credentialing What does the future hold for the credentialing of parliamentarians? Find out Friday afternoon at the special plenary session presented by the Commission on Credentialing, chaired by Thomas Balch, PRP. Since its inception following the biennial convention last year, the Commission has adopted fresh standards for differentiating the knowledge and skills to be expected of future credentialed parliamentarians. What it takes to earn and keep those credentials will also be changing. Find out what it means to you regardless of whether or not you are credentialed today.

The NAP Board at Work The NAP Board of Directors will meet Thursday, August 25. The public is welcome to attend all board meetings as guests. You are also welcome to join the board for dinner Thursday night. A separate ticket is required (see registration form). Testing 1, 2, 3 Conference is a great time to take the plunge and become a member of NAP or continue on the road to your Registered Parliamentarian credential. Larry Martin, PRP, chair of the Membership and Registration Examiners Committee, will be on hand to be your monitor on Friday, August 26, from 8:00-11:30 a.m. If you’re wanting to become a member, forward your application and dues to NAP (see www.parliamentarians.org/ apply for details). Note that you wish to take the exam at conference with Larry Martin as your monitor. For those of you pursuing your RP, you will be able to take up to three parts (your choice as to how many and which ones). Fill out the registration form as usual only note that the test date will be August 26 and Larry Martin your monitor.

4th National Youth Day The youth are definitely our future. Help us welcome young parliamentarians into the fold and encourage them to continue their parliamentary education. Student parliamentarians from the various organizations NAP partners with are being invited to participate in this year’s conference on Saturday, August 27. This is made possible by a grant from the NAP Educational Foundation. For the Foodies in the Group… Most of your meals are part of your conference registration. But for those few that aren’t, you can choose from fine European-style dining at the Meritage restaurant, a classic pub experience with craft beers in the Tap Room and Terrace, or fast and easy at Morsels—all located at the resort. There are even more options a short drive (or shuttle ride) from the hotel.

Forward any questions to Larry Martin, PRP, at lddsmartin@att.net or 816.550.4429. www.parliamentarians.org

2016 NAP

Training Conference

Registration Conference registration fees include admission to Fridayâ&#x20AC;&#x2122;s opening lunch and annual meeting, all workshop and plenary sessions, breakfast and lunch on Saturday, and breakfast on Sunday. All meals will be buffet style. Registration also includes a free USB drive with workshop handouts and a free mobile/PC app, GuideBook, your complete online guide to the conference, complete with handouts. NOTE: A free USB drive containing all the available workshop materials is included in the full-conference registration. The materials are also available as a free download on GuideBook, the link for which is included with registration as well.

Registration Fees FULL CONFERENCE

Early Bird (by July 23) Regular (July 23-August 14) On-site (August 14-28)

MEMBERS

NONMEMBERS

$480 $520 $575

$500 $555 $595

A la Carte & Guest Meals Dinner with the NAP Board (Thursday) NAPEF Twilight FUNraiser (Friday) Friday Opening Lunch (Guest) Saturday Buffet Breakfast (Guest) Saturday Buffet Lunch (Guest) Sunday Buffet Breakfast (Guest)

Workshop Materials

National Parliamentarian â&#x20AC;˘ Spring 2016

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How to Register There are 4 easy ways to register for the NAP 2016 National Training Conference: 1. Online: www.parliamentarians.org/2016ntc 2. Fax: 816.833.38993 3. Phone: 888.627.2929 or 816.833.3892 4. Mail: NAP, Convention Registration, 213 S. Main St., Independence, MO 64050-3808

A registration form is included with this issue of National Parliamentarian. Please type or print legibly using one form per person. Registrations wonâ&#x20AC;&#x2122;t be processed until payment is received.

Remember to register early and save!

Cancellation Policy Requests for refund of conference fees must be received in writing by NAP Headquarters no later than August 14, 2016. A $75 cancellation fee will apply. No refunds will be issued for no-shows or cancellations received after August 14, 2016. A $25 handling fee will be assessed for all returned checks.

www.parliamentarians.org

2016 NAP

Training Conference

Conference Workshops The following workshops await you at NTC this year. They are designed to address the key areas that are critical to educating and training consultants and leaders on parliamentary procedure. Based on NAP’s “Body of Knowledge,” which sets the standard for parliamentarians, the presentations are balanced so that you will find something that fits your interest and educational needs regardless of your experience level. Be sure to check back for updates. Amendments That Aren’t Treated as Amendments

Boards that Reward – Building Board Culture

Lorenzo Cuesta, PRP Even without using inserting or striking, RONR allows for several motions to be modifiable with unique rules, even though the motions may clearly not be amendable. Seven such motions will be presented.

Lola Fehr, PRP Culture trumps rules every time. Boards must consciously work to develop a culture that values the time and contributions of every member. Failure to do so may result in inefficient meetings and wasted time for everyone.

Between the Bar Ditches – The Rules of the Road

Communication and Effective Meeting Management

W. Henry Craig, PRP Travel the road of rules to learn how they are interconnected and how they are prioritized, modified, and enforced. This workshop will take a basic look at governance and enforcement of the rules.

Martha Haun, PRP Communication factors affect not only your presiding style but also influence whether you are optimally working with your committees and members. This session will explore leadership styles, positive and negative messages, compliance-gaining strategies, and other tips for effective meeting management.

Beyond the Basics: Social Media for the Active Member Abby Lee Hood An intermediate-level course on social media management addressing topics such as exploring new social platforms and advanced strategy. There will also be a Q&A session at the end of the presentation. 20

National Parliamentarian • Spring 2016

Debate Camp: Speaking to Influence on Short Notice Paul McDonald, PRP This workshop will be a hands-on, live-fire training on how to rapidly present ideas in parliamentary debate so that your short speeches will have the greatest impact. Attendees will learn how to structure a debate speech, what every effective influential speech includes, and what to avoid at all costs.

Don’t Let Your Minutes Turn into Hours Teresa Stone, PRP This workshop will offer timemanagement hints and ideas for defining minutes, maintaining records, and handling the many responsibilities that are often times assigned to the organization’s secretary.

Ethics – The What, Why, and How of NAP’s Member Discipline Complaint Procedures NAP Ethics Committee Adopted a little over a year ago, the Member Discipline Complaints Procedures allow NAP members to bring a complaint against other NAP member for conduct injurious to NAP or its object, disrespectful toward NAP, or violating NAP bylaws. Such complaints are investigated by the NAP Ethics Committee. Join the committee members in the exploration of these complaint procedures.

+ How to Get the Board

You Deserve

Ann Guiberson, PRP The nominating process seems simple but it’s surprising how often there are issues that cause big problems. Discover how to apply bylaws provisions, avoid pitfalls, and solve nominating problems.

+ It’s Election Day

Ann Guiberson, PRP Managing elections without controversy is an art. At the same time, it is critical to know how to handle challenges. In this workshop, you will conduct a challenging election from beginning to end.

Let’s Empty Everything into the Minutes Emma Faulk, PRP In this workshop, we will review the components of formatting and writing superb minutes.

Motions Not in Order Alison Wallis, PRP This workshop will address the fundamental concept of motions that are never proper and ones that might not be in order under specific circumstances. Examples will be given throughout, and practical solutions to dealing with improper motions from the perspective of the member and presiding officer will be shared.

Advanced Level

www.parliamentarians.org

2016 NAP

Training Conference NAP and Social Media: How and Why to Get Started

Only When Authorized in the Bylaws

Abby Lee Hood An hour long, basic workshop on becoming a socially active NAP member. Discussions will cover which platforms to use, how to set up an account, and how to start sharing content. There will be a Do’s and Don’ts lesson and time for a thorough Q&A session.

Susan Eads Role, PRP and Wanda Sims, PRP In several instances, RONR requires an organization to include provisions in its bylaws in order to have certain procedural authority. Attend this interactive workshop to learn about these cases and practice drafting bylaws text to address them.

Navigating Robert’s Rules of Order Tim Wynn, PRP In this workshop, participants will take an in-depth look at the layout of RONR, learning the tips and tricks of finding information quickly by understanding how the material is arranged. Participants will learn how to locate answers to parliamentary questions by developing an intuitive feel for where the information is located.

ORDERS: Special, General, and Of the Day

Nominations and Elections – Start from Square One

Sarah Merkle, PRP Are you new to parliamentary procedure? Are you traumatized by the idea of assisting an organization with its nomination process or with an election? If you are, this session is for you. Come learn about nominations and elections in an interactive, hands-on format. Begin mastering the basics, and you’ll handle that next meeting like a pro!

National Parliamentarian • Spring 2016

Richard Hayes, PRP What are Orders of the Day, General Orders, and Special Orders? How do they arise? And how does the assembly handle them? Get the answers to all these questions by attending this workshop.

+ Pricing Practices

for Parliamentarians

Jim Jones, PRP Parliamentary consultants—both new and experienced—often undercharge for their services because minimal direction is provided to assist these consultants with basic price-setting decisions. This practitioner-focused session will investigate using a simple methodological framework for arriving at fair pricing structures—both for consultants and their clients.

Real-World Problem Solving

Teaching Parliamentary Procedure

Jeanette Williams, PRP This workshop will focus on situations that a parliamentarian may encounter either when preparing for a meeting or while “on the job.” Various scenarios will be presented, and small groups will develop solutions for that problem.

Ann McCartney, PRP Learn how to apply principles of brain-based learning in teaching parliamentary procedure.

Shooting CRaPs Kay Crews, PRP “With the adoption of these three reports, the Convention is organized and ready to transact business.” But how did we get here? Learn the essentials of adopting Credentials, Rules, and Programs.

So You Want to Amend the Bylaws? Weldon Merritt, PRP This workshop will explore the process for amending NAP’s governing documents, from submission of proposed amendments to their consideration at the convention, and what happens afterward.

Teach One, Reach One Darlene Allen, PRP This interactive workshop will enable participants to develop a doable membership plan so the elephant isn’t the only one in the room.

+ The Credentialing Process Today

Laura Meade, PRP Find out exactly what is required to earn and maintain your Registered Parliamentarian® and Professional Registered Parliamentarian® credentials.

The Pearl of Consulting Kirk Overbey, PRP What is a consultant really? What do clients want? Learn how to define yourself and your services, identify your target market, use advertising and direct mail, and nurture client relationships.

What’s in Your Toolbox? Kay Crews, PRP This workshop is designed for those who have been elected to an office, or hope to have one in the future—whether in their local unit or another organization. It focuses on items—both tangible and intangible—that each officer should have to ensure that meetings run efficiently.

Advanced Level

www.parliamentarians.org

You won’t believe what happens at twilight! Come and find out at the NAP Educational Foundation’s (NAPEF’s) Sparkle and Shine Twilight FUNraiser on Friday, August 26, 8:00 –10:00 p.m. at the Omni Interlocken Hotel. Prepare to have a great time meeting and greeting friends you haven’t seen for a long while and supporting a very worthwhile cause—NAPEF grants for parliamentary education. For a mere $40 investment, you’ll enjoy • Noshing on light hors d’oeuvres and sipping lovely libations from the cash bar • Sharing ideas in a fun and enlightening round of speed networking • Placing the winning bid on one of the many wonderful items up for auction You will also receive the new white paper from the NAPEF’s 2016 Think Tank, which examines how we all can better market ourselves as parliamentarians and our parliamentary organizations. It’s full of great ideas. 24

National Parliamentarian • Spring 2016

The auction will include some treasures you won’t want to pass up such as: • A beautiful Colorado-themed painting from a well-known local artist • Two second editions of Robert’s Rules of Order dated 1877 and 1890, respectively • A unique collection of vintage gavels presented in two ready-tohand wooden shadowboxes • A lovely, artisan-crafted hooked wool rug that will add warmth to any room • Various other Colorado-themed items including gift baskets Best of all, the proceeds from the night’s events will support NAPEF’s grants to fund the development and delivery of parliamentary education. Purchase your ticket when you register for the NAP 2016 National Training Conference. NOTE: You are also invited to attend the NAPEF Annual Meeting prior to the fundraiser event at 7:00-7:45 p.m.

Officer Accountability Because officer training isn’t enough by Paul D. McDonald “The New Guy”

Recently I became involved in a youth program alongside my son. The organization is a national program with local units across the country. At our second leadership committee meeting, several problems with the unit came to surface rapidly and I’d like to highlight those to showcase the importance of officer training for every organization. www.parliamentarians.org

Officer Accountability Because officer training isn’t enough

Low leadership attendance. There were only two in attendance at the start of the committee meeting. This is most likely because the leader called the meeting with less than 24 hours notice—he and I were the only ones able to arrange our schedules to attend. His wife, a committee member joined us in about a half an hour. There were four others who did not attend.

had a prior all-day commitment. The leader became visibly frustrated and pressured me to get out of it and go with his plan.

No secretary and no minutes. The unit failed to name a secretary for several years. The theory has been that the leader of the unit would just take notes and that would suffice. As a result, many items of discussion have been lost to time, incoming correspondence does not get distributed, and key leadership duties are incomplete. The national organization requires each unit have a secretary, but apparently does not watch closely enough to see that it actually is done.

Sudden change in date of next unit meeting. The leader told me that he was changing the date of our unit meeting from the next Thursday evening to the next Saturday afternoon. I informed him that I National Parliamentarian • Spring 2016

Dues paid for non-members. Like many other similar organizations, members pay dues to the unit which then pays those dues to the national organization on their behalf. Last year, the unit paid dues for about 8 of 15 unit members before receiving dues payments from the members. Naturally, those dues payments were not received and the unit was out the money. Their claim: “We’ve always done it that way.”

Past leaders retained property. The unit advancement chair had apparently held on to a fairly large box of awards that the boys could have earned over the past several years. Recently the national organization changed the award structure so all the awards were obsolete. However, they could have been used had they been returned to the unit. Instead, the unit was spending more of its diminished funds to purchase awards they already owned and now has in its possession a good amount of property it cannot use.

Low balance of funds. The balance of the unit treasury is fairly low—barely enough to meet basic operating expenses for the remainder of the year. This has been compounded by failure to collect dues and failure to effectively manage unit property.

Improper fund-raising. The unit needs to raise funds, and there are several fund-raising options available. Units can also create their own fund-raising measures under the approval of the national organization. The leader recommended a fundraising program and said we shouldn’t bother with telling the national organization because they would want a cut. He said lots of other units do the same thing.

The national organization offers a full curriculum of training for the leaders, and their training programs are put in place to prevent exactly this kind of thing from happening to the units. Generally, the unit leaders find the training to be valuable resources and easy to follow. The leader of this

unit had been through that training and yet was still not following the program.

Officer training isn’t enough. Each of the members completed their officer training and yet still have fallen way short in doing their duty. What is needed is a system of accountability for the officers. Here’s my suggestions : 1. No double-dipping. Hold only one office at a time. 2. Have a mentor. The immediate past person to hold your office is a great start. 3. Strictly define the duties of the office. Each officer’s duties should be defined in the bylaws and these duties should be reviewed regularly. 4. The greatest duty of the highest officer is to hold the other officers accountable to their duties. My name is Paul McDonald, and I’m The New Guy.

Paul D. McDonald is a member of the Jacomo and Santa Fe Units in Independence, MO. He is working toward his RP and PRP designations. You can learn more about Paul at http://www.speakerpaul.com.

www.parliamentarians.org

When May a Member

Interrupt the Person Speaking?

by Michael L. Swift PRP, CPP-T

All I Really Need to Know I Learned in Kindergarten, published by Robert Fulghum some 25 years ago is something we should all keep in mind at meetings. For instance we learned—and should remember—to be polite, wait our turn, and don’t interrupt. This very important rule applies to parliamentary procedure, except in the most rare of cases. There are those who tend to forget or don’t understand this rule as it is covered in the Standard Descriptive Characteristics in RONR. When referring to a motion, the first characteristic indicates those motions over which it takes precedence, and the second characteristic indicates those motions to which it applies. These two characteristics tell members when a motion is in order based upon its precedence over and applicability to other motions. Next, the third characteristic indicates whether or not it is in order for a member to make the motion while another member has the floor and under what conditions, if any, a member may interrupt the person speaking. This means the third descriptive characteristic answers the following two questions: 1. Is the motion in order when another has the floor? 2. Is it permissible to interrupt the person speaking? Answering these two questions for the 28 cases covered by the motions in §10 through §37 will help us to remember or understand what we really need to know. In 19 cases “It is out of order when another has the floor” and there is no “if,” “but,” “until,” or “so long as.” 28

National Parliamentarian • Spring 2016

If it is out of order to make the motion when another has the floor, it follows that it is out of order to seek recognition for that purpose while another member has the floor; and consequently, it is out of order to interrupt the person speaking. Both questions are answered in the negative. There are six cases in which the statement, “Is in order when another has the floor…” continues by prohibiting interrupting the person speaking. Here the first question is answered in the affirmative and the second question is answered in the negative. There are two cases in which the statement, “Is in order when another has the floor…” continues with restrictions that relax any expansion of the initial statement. Here the first question is answered in the affirmative while the second question is answered in the affirmative only if absolutely necessary and for a very narrow window of opportunity. And finally, in one case the third descriptive characteristic unequivocally states, “…is in order when another has the floor, even if it interrupts a person speaking.” Both questions are answered in the affirmative. Additional information supporting these arguments is found on tinted pages 40 and 41 of Table IV Motions and Parliamentary Steps. The following written with respect to the third Standard Descriptive Characteristic in §10 through §37 expands the information given and answers the two questions presented above. Each of the 19 motions in §10–§17, §20–§22, §25, §27, §28, §30, §31, and §34–§36, is out of order when another has the floor. Thus, a member may not interrupt the person speaking. Although the six motions in §24, §26, §29, §32, §33, and §37 are in order when another has the floor, they still prohibit interrupting once there is any debate, consideration, or speaking. More specifically, RONR indicates that a member may not interrupt the person speaking in the following instances: • §24 Appeal: “An Appeal…is in order when another has the floor, but the appeal must be made at the time of the ruling. If any debate or business has intervened.” • §26 Objection to Consideration: “An Objection to the Consideration of a Question…is in order when another has the floor until consideration of the question has begun.” Otherwise a member may not interrupt. www.parliamentarians.org

• §29 Division of the Assembly: “A Division of the Assembly…is in order when another has the floor and is called for without obtaining the floor.” Otherwise a member may not interrupt.1 • §32 Request to Be Excused from Duty: A Request to Be Excused from Duty…is in order when another has the floor if it requires immediate attention.” Otherwise a member may not interrupt. • §33 Requests and Inquiries: Parliamentary Requests and Request for Inquiry “…are in order when another has the floor if they require immediate attention.” Otherwise a member may not interrupt. • §37 Reconsider: “The motion to Reconsider…is in order even after another person has been assigned the floor, so long as he has not actually begun to speak.” Otherwise a member may not interrupt. For the following two motions in §19 and §23, a member may not interrupt the person speaking unless waiting until the person has finished speaking would defeat the purpose of making the motion. RONR indicates the member may not interrupt in the following instances: • §19 Raise a Question of Privilege: A Question of Privilege “…is in order when another has the floor if warranted by the urgency of the situation. In such cases, the raising of a question of privilege is in order after another has been assigned the floor and before he has begun to speak; it should not interrupt a member who is speaking unless the object of the question of privilege would otherwise be defeated…A member may not interrupt the person speaking unless waiting would render the question moot.” • §23 Point of Order: “A Point of Order…is in order when another has the floor, even interrupting a person speaking or reading a report if the point genuinely requires attention at such a time.” In other words, a member may not interrupt the person speaking unless the point requires an immediate ruling by the chair. For the following motion in §18, a member may interrupt the person speaking under the following circumstances: • §18 Call for the Orders of the Day: If in order at the time, a Call for the Orders of the Day “…is in order when another has the floor, even if it interrupts a person speaking.” RONR, p. 409, lines 2-4, states, “…if any of these actions is to apply to a vote after the result has been announced, it must be taken immediately after the chair’s announcement, before any debate or business has intervened.”

National Parliamentarian • Spring 2016

Out of the 28 sections covering motions, 25 do not allow a member to interrupt the person speaking, two do not allow a member to interrupt the person speaking unless immediate action is required, and one allows a member to interrupt the person speaking. For those two motions with relaxations for interrupting, can you think of any examples that would justify the interruption in each case? Even though the speaker by default may speak for ten minutes; it is a common practice in various organizations to limit debate to one or two minutes. Frequently the speaker does not use the total allotted time. Ask yourself the following questions: 1. Is there actually a request or point for which I cannot wait a minute or two? 2. How many situations are there in which I cannot wait a minute or two? 3. When may I interrupt the person speaking?

A member may interrupt the person speaking only in very rare cases, only under very restrictive conditions, and only during a very narrow period, if ever. Remember what you learned early on in life: be polite, wait your turn, and donâ&#x20AC;&#x2122;t interrupt. Point this rarity out when giving presentations on parliamentary procedure. Spread the word to those novices who feel they frequently can interrupt a person speaking.

Michael L. Swift, PRP, CPP-T, is a long credentialed parliamentarian and a frequent workshop instructor and author.

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. How’s your Ciceronian Latin these days? Latin was one of Henry M. Robert’s favorite subjects in high school in Ohio, and that friendliness with the language led Robert to include Latin words and phrases in his Pocket Manual of Rules of Order for Deliberative Assemblies published in 1876. Without peeking into the 11th edition, how many of those Latin words or phrases can you come up with?

Now, how’s your military jargon? Again without peeking, can you make a list of words and terms we find in RONR (11th ed.) that illustrate H.M. Robert’s strong commitment to the military?

Answers on page 36

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

Note Correction: in NP, Vol. 77, No. 2, p. 30. The End Notes for “1” lists the pages for RONR (11th ed.) to be pp. 59-60; however, the correct reference is pp. 89-90. 32

National Parliamentarian • Spring 2016

Test Yourself

Questions Answers The intent of this column is to provide general answers or advice (not formal, official opinions) about the questions asked. The answers are based on RONR (11th ed.), unless otherwise indicated, and do not take into account such governing authorities as statutes, bylaws, or adopted special rules of order. Questions should be mailed to NP Q&A Editor, 213 South Main Street, Independence, MO 64050, or emailed to npeditor@nap2.org.

Question 34: A group has had a row about the following situation. The finance committee meets several months before the annual meeting to prepare a budget that is to be presented and approved by the membership at the annual meeting. Past practice has been for the committee to release the proposed budget, as soon as they have finished drafting it, to members of the BOD and anyone else who might request it. Past practice—for at least the last five administrations—has been to do that. The bylaws aren’t clear. The only thing that they say is that the committee is to have the proposed budget printed in the call to the meeting that goes out a month prior to the annual meeting. The chairman has decided, based on her interpretation of the bylaws, that the budget is only to go out to the members via the call and not before. The association’s president has demanded that the chairman of the budget committee release the proposed budget so that members have the opportunity to take a look at the proposal and prepare amendments, if any, well before the annual meeting—this again per past practice, custom if you will, of the last several administrations. Some members of the group believe that the finance committee is trying to “hide” something. The question is then, should the finance committee adhere to the demand of the president and release the proposed budget at say the next board meeting (they meet monthly). If the chairman has not followed proper procedure, what if any measures might be taken against her? Answer: The finance committee chair need not adhere to the demand of the President to release the budget prior to delivering it to the Secretary for its inclusion with the call of the annual meeting. RONR states: “In some organizations, a particular practice may sometimes come to be followed as a matter of established custom so that it is treated practically as if it were prescribed by a rule. If there is no contrary provision www.parliamentarians.org

Test Yourself

Questions Answers continued in the parliamentary authority or written rules of the organization, the established custom should be adhered to unless the assembly, by a majority vote, agrees in a particular instance to do otherwise.” RONR (11th ed.), p. 19, lines 3-9. The facts in the question indicate there is a contrary provision, in that, according to the bylaws, the budget must go out with the call of the annual meeting. Releasing the budget early in addition to including it with the call of the annual meeting would not conflict with the rule in the bylaws, but there is only one rule which must be followed. The President cannot make any additional demands to the finance chairman himself. The board might be able to instruct the committee to release the report early at the next board meeting, but we are not provided with enough facts to say for certain one way or the other. RONR (11th ed.), p. 486, lines 2-7. The finance committee chair, based on the facts presented, is acting in accordance with the applicable provision in the society’s bylaws.

Question 35: Our bylaws provide that the Executive Committee may conduct business by conference telephone call. A question of emergency arose and the president arranged for a conference telephone call; the secretary was out of town and could not be reached to be notified. The call was completed and action taken. Was the conference call valid?

Answer: Generally speaking, yes. The conference call was valid. The right to notice of the teleconference is concomitant to the fundamental right to attend. However, under the circumstances noted, the notice was reasonable RONR (11th ed.), p. 499, line 27. Unless, other requisite rules of the assembly relating to notice were ignored, the secretary’s awareness of or absence from the meeting was non consequential; the conference call meeting of the executive committee is valid.

National Parliamentarian • Spring 2016

Test Yourself

Questions Answers

continued

Question 36: The nominating committee submitted several candidates for each office. They inadvertently listed a candidate for president that the committee did not intend to nominate. The candidate was present and did not ask to have her name removed from the slate. The candidate received slightly more than 51% of the votes cast. The nominating committee says they did not nominate the candidate and therefore the election should be rescinded. Answer: Some perceived flaw in a nomination process does not affect the validity of the election, unless the bylaws of the society say otherwise. RONR (11th ed.) notes that, “Each such ballot is credited to the voter’s preferred candidate or choice if the meaning of the ballot is clear and the choice is valid (pp. 415-16).” While this is used in the context of a ballot vote, it is applicable in any type of vote. It is the voters’ choice that elects, not the wishes of the nominating committee. While method used to elect was not specified, if this were a ballot or roll call vote, a nomination would not be necessary (pp. 430-31). Even when other types of voting were used, the chair is required to call for further nominations from the floor (p. 435, lines 9-15). Even if the “mistake” was caught at the time, any member could have nominated the candidate. That the candidate’s name was placed in nomination (even by mistake), and that no one, including the candidate, objected at the time indicates that at least one member wished the name to be placed in nomination. The candidate in question was properly elected Questions & Answers Research Team

Jonathan M. Jacobs, PRP, CPP

Steve Britton, PRP

Roger Hanshaw, PRP

George Mervosh, III, PRP

www.parliamentarians.org

Test Yourself

Answer Key Quick Quiz Ciceronian Latin ad hoc ex officio pro tempore quasi (committee of the whole) quorum seriatim sine die viva voce Military Jargon (constituent) units general orders guard officers orders of the day rank sergeant-at-arms special orders stand at ease warrant officer In Memoriam

NP commemorates the following members who have passed from our midst; may they rest in peace: Kenneth L. Carraway, RP, Virginia Ruth M. Christian, PRP-R, Colorado Lorraine Visser, California

National Parliamentarian • Spring 2016

Don’t get fooled by “Division!” The term as used in RONR is not in the same context as a military “division” which is a unit of troops in size between a brigade and a corps. These are NOT the answers! Recently your editor gave a mid-term exam to upper classmen in a meeting management class and got these answers to the request for four types of motions: a. rotary motion: moves in a circle b. linear motion: moves in a straight line c. osallating [sic] motion: moves back and forth; repeats a cycle over a certain period of time d. irregular motion: doesn’t have a fixed pattern. Parliamentarians still have much work ahead! — MJH New Registered Parliamentarians

Jason A. Abellada, Florida Rose L. Acker-McIver, Maryland Daniel W. Barga, Florida Barbara J. Bonsignore, Michigan Joseph Carleton, Maine Rhonda DeVonne Clark-Randle, Texas Rita Cloman, Texas Steven Cook, Maryland Baofeng Ma, Ohio Edward M. Moore, Texas Wanda L. Nelson, Maryland Willie Ross Watson, Virginia

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