National Parliamentarian (Vol. 76 No. 1) by National Association of Parliamentarians

National Parliamentarian Volume 76, No. 1 | First Quarter 2015

Then& Now Creating a Future from a Proud Past

www.parliamentarians.org

National Parliamentarian Volume 76, No. 1 | First Quarter 2015

Contents 2014-2015 NAP Officers President Ann Guiberson, PRP

From the Editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 President’s Message Looking Forward, Looking Back . . . . . . . . . . . . . . . . . . . . . . 3 FEATURES

Vice-President Mary L. Randolph, PRP

Flexibility of Adjourned Meetings . . . . . . . . . . . . . . . . . . . . . . . . 5

Secretary Ann L. Rempel, PRP

Parliamentary Language Executive Session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Treasurer Evan A. Lemoine, PRP Directors-at-Large Steve Glanstein, PRP James N. Jones, RP Jim Stewart, PRP

Tracking Secondary Motions . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Questions & Answers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Parliamentary Law Month Proclamation . . . . . . . . . . . . . . . 25 DEPARTMENTS Motion Spotlight Lay on the Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

District Director Representatives Denise Irminger, PRP Daniel Ivey-Soto, PRP

Two Minutes of Procedure Ordering a Vote by Ballot . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Parliamentarian Leonard M. Young, PRP

2015-2017 NAP Board of Directors Election . . . . . . . . 14 Call for Candidate Photos and Statements NAP Officer Campaign Policy

Executive Director (Interim) Cynthia Launchbaugh

Inside NAP Time to Think Global . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

NAPEF Estate Planning . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Test Yourself Quick Quiz . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Mystery Motion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 What’s Wrong . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

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

Answer Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 NAP Connections In Memoriam . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 New Professional Registered Parliamentarians . . . . . . 22 New Registered Parliamentarians . . . . . . . . . . . . . . . . . . . 22 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 e-mail. 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 Second Quarter 2015 Third Quarter 2015 Fourth Quarter 2015 First Quarter 2016

March 1, 2015 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

NATIONAL PARLIAMENTARIAN®

(Registered U.S. Patent and Trademark Office, ISSN 8755-7592) Published quarterly by the National Association of Parliamentarians ©2015 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

You will notice a new, full-color design for the NP. I’d like to thank Cyndy Launchbaugh and Rosemary Holderby for their innovation and expertise in creating this new look, while at the same time actually reducing overall printing costs. In this issue, Jonathan M. Jacobs, PRP, takes a look at adjourned meetings; Judith Reynolds, PRP, shares her techniques for tracking secondary motions, and the ISSC takes aim at a global goal for new heights of parliamentary achievement. As always, I encourage members to submit articles and photos that may be of interest to the NP readership.

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

President’s Message

Looking Forward, Looking Back The year 2015 arrived with all its promise and opportunity for us to become better parliamentarians. In the upcoming months, there will be district and association meetings, parliamentary law month (April), and the NAP Biennial Convention in Crystal City, VA. There is a lot to look forward to. As Ralph Waldo Emerson said, “Write it on your hearts that every day is the best day in the year.” Although we should not dwell in the past, it is fun and instructive to look at where some of the major activities of NAP came from. I like to go through all the past editions of the National Parliamentarian to see what I can learn about our eighty-five-year history and how our vision and direction have evolved. That Was Then (The NP): In January 1938, the first NAP publication

had its debut. It was called Parliamentary Pickles, and its purpose was the “cause and solution of a great varitey (sic) of predicaments into which our organizations and our members as such, get ourselves.” Is it any surprise that by the second issue some members indicated they did not like that name? By September 1938, the name was changed to The National Parliamentarian. Parliamentary Pickles lived on for a while as an article on solutions to problematic parliamentary situations. The Questions and Answers feature also began in 1938. This is Now (The NP): This quarterly publication is one of the most

appreciated benefits of being an NAP member. We still publish the Q & A, and the format is virtually the same as in 1938. In 2004, NAP began publishing the magazine online and as a digital flip book. That Was Then (Registered Parliamentarian): The first issue of Parliamentary Pickles published ads for five registered parliamentarians and a picture of the registered-parliamentarian certificate. There is no information in that issue about how one obtains the certification, but in the second issue, we learn that the certificate was available to NAP members and cost five dollars. It also looks as though dues in 1939 were $1.50 per year and the convention registration fee was $3.00! In May 1939, an article on registration stated, “And above all, please bear in mind that REGISTRATION is the goal of achievement set for all members of the N.A.P.” Until 1996, there were no published study questions for the membership exam. Members prepared for the exam mostly on their own, with various www.parliamentarians.org

study sessions offered at NAP conventions. In the ’90s the exam consisted of multiple-choice, true-or-false, and essay questions. Then in 1996, the Registration Examiners Committee developed the bank of twelve hundred questions and made them available to members in a study guide. This Is Now (Registered Parliamentarian): Since 2011, the registration

exam has been available online and as a written exam. ParlQuest™ has returned as a study tool and for members to refresh their knowledge. An online practice registration exam was created. In 2013 NAP published the seventh edition of the Study Guide for the registration examination. NAP now provides this book in digital and printed form, and in December, a new version was created that organizes the questions into the order in which they appear in RONR. The In Order Study Guide is intended to help members study for the exam by being able to study the questions in context. This alternative study guide is a digital book that will be made available for sale soon. In addition, NAP will release flashcards. Be watching for the announcement. In 2014, another change to the examination itself now allows members to take the exam in separate parts, rather than having to take all five parts in one sitting. Once the first part is taken, the member must complete all five parts within a nine-month period. And because NAP wants members to have options, members can choose to take all five parts at once. That Was Then (Membership Exam): In 1994, the third edition of the

study questions for the membership exam limited the number of questions to three hundred in the question bank and published the three-hundredquestion study guide, which was based mostly on the first half of RONR. This is Now (Membership Exam): In 2008, the membership exam was

offered online as well as by paper. In November, the board of directors approved changing the basis of the exam from RONR to Robert’s Rules of Order Newly Revised In Brief. The questions will be drawn from the first eleven chapters of this introduction to parliamentary procedure, and the book is now the new study material for the exam. Don’t toss out those three hundred questions, though. They will become the basis for the first of a new set of achievement levels for NAP members. So it’s a new year, a fresh start, a new chapter in life waiting to unfold. NAP continues to honor its traditions and culture while evolving to meet the needs of members in today’s world. Let’s add to the Emerson quote I opened with: Make it your mission that every meeting is the best meeting ever and everyone who wants to learn parliamentary procedure will have that opportunity.

Ann Guiberson, PRP, NAP President 4 National Parliamentarian • First Quarter 2015

Flexibility

of Adjourned Meetings

Jonathan M. Jacobs, PRP, CPP

Parliamentary procedure is incredibly flexible, and one aspect that an assembly can use to exercise that flexibility is holding an adjourned meeting. While some of this function is mentioned in the text of Robertâ&#x20AC;&#x2122;s Rules of Order, those references are scattered. What is an adjourned meeting; what is the process for holding one; and why is it often a very good idea to hold one?

An adjourned meeting is a continuation of the same session, either later the same day or some other time before the next regular meeting. Simply put, the session stops, time passes, and then the session starts up again. See RONR (11th ed.), p. 93, ll. 25-27. In that respect, it is similar to the recess of a meeting. There are some notable differences between a recess and an adjournment. A recess is generally a short break, such as a break for lunch, where the members do not disperse. See RONR (11th ed.), p. 85, ll. 7-12. An adjournment of the meeting is usually longer, sometimes much longer, weeks or even months1. A second difference is that the minutes of the meeting that sets the adjourned meeting are approved at the start of the adjourned meeting. See RONR (11th ed.), p. 94, ll. 11-15. It is the assembly that establishes the adjourned meeting, and it does so by motion. If nothing is pending, it is a main motion2, but if any other motion is pending, it is a privileged motion. See RONR (11th ed.), pp. 242-43. The motion is called Fix the Time to Which to Adjourn. It is the highest-ranking privileged motion and yields to Amend, to the Previous Question, and to incidental motions arising out of it. It can even be moved, as a privileged motion, after the assembly has voted to adjourn but before the chair has declared the meeting adjourned. See RONR (11th ed.), p. 243, ll. 22-25. Either

www.parliamentarians.org

type of motion may set the time, date, and place of the adjourned meeting; it can even be set to occur “at the call of the chair.” See RONR (11th ed.), p. 244, ll. 2-15. The form for either the main or privileged motion is identical. See RONR (11th ed.), tinted page 35. The process of setting an adjourned meeting has an unusual characteristic. Both the main motion and the privileged motion may be adopted even if a quorum is not present. See RONR (11th ed.), p. 347, ll. 30-31. It is in order for an assembly, even without a quorum, to schedule an adjourned meeting. That is a situation—the absence of a quorum—where it is a good idea to schedule an adjourned meeting. Often the bylaws of the organization will set the meeting date, and sometimes a quorum may not be achieved on that date. The members at the meeting can schedule an adjourned meeting for a time that will be more convenient for the membership. RONR mentions another situation where setting an adjourned meeting is advisable: when an election is pending “…on a stormy night when, although a quorum is present, the attendance is abnormally small.” See RONR (11th ed.), p. 185, ll. 18-22. This might be the case with any important issue coming before the assembly, not just an election of officers. Disciplinary action is another situation. RONR advises that when a

trial is to be held before the assembly, it is “generally a good policy to hold it at a meeting devoted exclusively to the matter, such as an adjourned meeting.” See RONR (11th ed.), p. 660, ll. 28-31. As another example, the assembly may want to deal with some anticipated issue prior to the next regular meeting, but an issue that is not currently before it. For example, the assembly may be negotiating a contract, may be having discussions to buy or sell real estate, or may be settling a lawsuit, but there is not yet any final action between the parties. This final action may be anticipated to occur prior to the next meeting and to be very time sensitive. The assembly can schedule an adjourned meeting to consider this item of business by adjourning to meet at the call of the chair. Should the meeting become unnecessary, the chair need not call the adjourned meeting. The chair’s authority to call the meeting ends when the next regular meeting begins. See RONR (11th ed.), p. 244, ll. 9-15. For a more general example, the assembly may want to end the current meeting, but still consider certain items of business before the next regular meeting. The meeting might still have a lot to cover and the hour is late; the members may be tired. A storm may be approaching and the members may want to get home before the weather becomes too bad. This situation may be Continued on page 11

Jonathan M. Jacobs, PRP, CPP is the former President and current parliamentarian of the Pennsylvania Association of Parliamentarians, Inc.

6 National Parliamentarian • First Quarter 2015

Motion Spotlight

Lay on the Table

The All-time, Ultimate, Hands-Down, Undisputed, Most Misused Motion in the World

Commonly referred to as “Table” or “Tabling,” the motion to Lay on the Table is almost NEVER in order. The purpose of the motion Lay on the Table is to temporarily set aside the pending question in order to deal with an urgent matter. This motion is so widely misused because it is commonly confused with three other motions: Postpone Indefinitely; Commit; and Postpone to a Certain Time. If one of these three motions is the true intent, Lay on the Table is NOT in order. If the desired effect is to do away with a pending motion without taking a direct vote on it, the motion to Postpone Indefinitely must be used. See RONR (11th ed.), p. 126, ll. 4-9. If the desired effect is to give a pending motion more focused investigation and deliberation by a specific group of individuals, the motion to Commit must be used. See RONR (11th ed.), p. 168, ll. 3-7. If the desired effect is to delay the consideration of the pending motion until a specified later time, the motion to Postpone to a Certain Time must be used. See RONR (11th ed.), p. 179, ll. 31-34. Lay on the Table temporarily disposes of a pending question, without debate, by a majority vote, with the condition that the question may be brought again before the assembly by a majority vote after the interrupting business has been disposed of. Using Lay on the Table for any of the three purposes listed above infringes on the rights of the minority to debate. If a member moves to lay the pending question on the table when it is not in order, the chair should assist the member in choosing the proper motion to use, based on the desired effect. To learn more about this useful but widely misunderstood motion, see RONR (11th ed.), section 17. www.parliamentarians.org

T R AC K I N G

Secondary Motions Judith Reynolds, PRP

On a flight to my Professional Recertification Course, I became nervous that I didn’t have a good way to handle complicated secondary motions. I used the time in the air to develop a chart, which worked well enough that I subsequently shared it with workshop participants, members of my unit, and a high-school parliamentary team. They all liked it, and I hope you will too! How does the chart work? Start by writing a main motion on the bottom line of a chart like the one shown on the next page. Track secondary motions by filling in the cells from the bottom up. Column 1 = Write the motion Column 2 = Did the motion get a second? Column 3 = Is it debatable or amendable? Column 4 = What vote is required? Later, check if the motion got the vote, strike if it didn’t. Column 5 = Write how the assembly disposed of the motion. Column 6 = Check the box when the motion is done.

From the last column, you can tell which motion is immediately pending: it is the highest unchecked motion. Completed charts are provided for two scenarios. For practice, copy down the blank chart and fill in the motions step by step as you read through each scenario. In a separate location, write the main motion, adding proposed amendments above it, underlining any that are adopted and striking out any that are lost. At the end of each scenario, your chart should match the following examples.

8 National Parliamentarian • First Quarter 2015

motion

2nd

D/A

vote

disposition

check

SCENARIO 1 All motions are seconded. The main motion is “that $1,000 be allocated for the library.” A primary (1˚) amendment is made to strike “$1,000” and insert “$2,000.” A motion is made to refer to Finance Committee. After the Previous Question is adopted, the motion to refer is lost and the 1˚ amendment is adopted. A 1˚ amendment is made to insert “high-school” before “library.” A motion to recess for ten minutes is lost, the 1˚ amendment is adopted, and the main motion is adopted as amended.

main motion

3 3 3 3 3 3

motion

2nd

recess (10 min)

1˚ insert (high school)

previous question

refer ($ committee)

1˚ strike/insert (1000/2000)

D/A

M 3

adopt

D/A

M 3

adopt

3 3 3 3 3 3

disposition

check

no/A

D/A

M 3

adopt

no/no

2/3 3

adopt

D/A

vote

lost

www.parliamentarians.org

SCENARIO 2 All motions are seconded. The main motion is “that an informational booklet be published.” There is a motion to limit debate to a total of 15 minutes, which is adopted; a primary (1˚) amendment to insert “with advertising” after “booklet,” which is adopted; a primary amendment (1˚) to add “at a cost not to exceed $200;” a secondary (2˚) amendment to strike “$200” and insert “$50;” a motion to extend debate 3 minutes, which is adopted; a motion to refer to the Publicity Committee; and a motion to adjourn. After the motion to adjourn is lost, the motion to refer is adopted.

1˚ add (cost $200)

1˚ insert (w/ ads)

limit debate (15 min)

main motion

3 3 3 3 3 3 3 3

motion

2nd

adjourn

refer (publicity comm)

extend debate (3 min)

2˚ strike/insert ($200/$50)

no/no

D/A

vote

lost

D/A

M 3

adopt

no/A

2/3 3

adopt

3 3 3

D/no

D/A

M 3

adopt

no/A

2/3 3

adopt

3 3

disposition

check

Judith Reynolds, PRP, is a former high-school chemistry teacher, who became a PRP in 2008. She enjoys developing parliamentary study materials and coaching high-school parliamentary teams.

10 National Parliamentarian • First Quarter 2015

Two Minutes of Procedure

Ordering a

lections of officers are commonly voted on by ballot, and this procedure is generally prescribed by the bylaws. But any vote taken by the assembly may be taken by ballot. Whenever an assembly feels a truer measure of the will of members is likely to be expressed through a secret vote, the assembly can order the vote to be taken by ballot. To do so, a member simply obtains the floor and says, “I move that the vote on the pending question be taken by ballot.” This is an incidental

by Ballot

motion that requires a second, is not debatable, and requires a majority vote to adopt. Its adoption does NOT bring an immediate vote on the question to which it applies. For example, if it is applied to a motion “That five hundred dollars shall be donated to the ABC Foundation,” that main motion is still debatable and amendable, and it can still be referred to a committee or have any of the other subsidiary motions applied to it, but whenever the vote is taken on the main motion, it must be by ballot.

To learn more, see RONR (11th ed.) section 30 & pp. 412-19

Flexibility of Adjourned Meetings continued from page 5 more likely to occur in organizations that meet less often than monthly. By scheduling an adjourned meeting, the assembly can exercise a great deal of flexibility to meet its needs.

would be treated as a recess, while a weeklong break would require an adjourned meeting, but there is no bright line as to when the break is too long to be considered a recess. 2 This would be an incidental main motion, and it is possible to have an adjourned meeting of a special meeting. See RONR (11th ed.), p. 93, ll. 25-27.

End Notes

Work Cited

Parliamentarians are divided on the question of at what point adjournment to a certain time should be used instead of recess. A ten-minute break in the meeting

Robert, Henry M., Robert’s Rules of Order Newly Revised, 11th Edition. Eds. Sarah Corbin Robert, et al., Philadelphia: Da Capo Press, 2011

www.parliamentarians.org

Parliamentary Language

Executive Session

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. In parliamentary law, executive session refers to a meeting or any portion of a meeting of which the proceedings are secret. Who can decide to go into executive session? Any member can move to go into executive session, which requires a second and a majority vote. When can an assembly go into executive session? A motion to go into executive session can be made at any time, and since it is a question of privilege, it is in order when another has the floor, even interrupting a speaker if necessary. Who may attend an executive session? Members of the body that is meeting have the right to attend any of its meetings, including portions held in executive session. Nonmembers specifically invited by the assembly may attend a meeting held in executive session. What business can be transacted in executive session? Executive session means only that the proceedings are secret. It does not restrict the transaction of business or the making of motions. What does it mean that the proceedings are secret? Those attending the executive session are honor bound to keep the proceedings secret. Members who violate the secrecy of an executive session can be punished under disciplinary proceedings. Are absent members allowed to know what happened in executive session? Yes, the secrecy of executive session is NOT meant to keep the proceedings secret from members of the body. Are minutes taken in executive session? Yes, minutes should be taken in executive session, but these minutes should only be read or approved in executive session, unless the secrecy of the matter has been lifted. How and when can an assembly come out of executive session? An assembly can come out of executive session at any time, by unanimous consent or by a majority vote. To learn more, see RONR (11th ed.), pp. 95-96; p. 227, ll. 12-23; and tinted pp. 24-25, #68. 12 National Parliamentarian â&#x20AC;˘ First Quarter 2015

Inside NAP

Time to Think

Global

International Services Special Committee

According to the NAP website, “NAP has a membership of nearly 4,000 parliamentarians throughout the United States, Canada, and abroad.” However, there are no divisions outside of the United States and Canada. NAP does have international members located around the world, and with this article, the International Services Special Committee (ISSC) will bring to light new developments intended to make NAP a more global organization. The ISSC was appointed by NAP President Ann Guiberson in August 2013, with the purpose of exploring the potential for international growth. The ISSC began its work by “mapping” NAP members. International locations include China, Malaysia, France, Japan, Mauritius, Puerto Rico, Netherlands, Philippines, U.S. Virgin Islands, Canada, and Lesotho. During work in early 2014, the ISSC was contacted with a request that the NAP Membership Exam be available in the Chinese language, followed by a possible NAP division established in China. The ISSC recommended a bilingual exam, which the NAP Board then authorized the ISSC to produce. Several Chinese-speaking individuals are now preparing to take the exam. In order to keep the NAP staff and district directors informed on current international services, the ISSC

Members of the ISSC

recommended the creation of a contact point person, which was adopted by the NAP Board, to be appointed by President Guiberson. Following the success of the bilingual membership exam, the ISSC is researching the creation of a language bank of appropriately qualified NAP members, who would volunteer their time to help translate. A language bank would provide members an opportunity to share not only their language expertise but also their cultural expertise in the creation of study materials or even online courses. The ISSC is suggesting a mentor program specifically for members living abroad. With international requests coming into the NAP office regularly, the ISSC believes there is phenomenal opportunity for international growth. To help NAP reach its full international potential, the ISSC is working on recommendations and resolutions to put forth at the 2015 Convention (including a request for the ISSC to be a standing committee). The ISSC invites NAP members to contact Chair Karen Watson (402-310-6946 talk/text) or e-mail KarenWatsonLincolng@gmail.com to receive up-to-date information. www.parliamentarians.org

Inside NAP

2015-2017

NAP Board of Directors Election How quickly two years fly by! With the approach of the NAP biennial convention in September, 2015, it is already time to think about who will serve on the next board of directors. The 2015-2017 NAP board of directors will be elected during the convention in Crystal City, Virginia. The NAP bylaws have no provision for a nominating committee. That means nominees are essentially self-nominated, based on declaring candidacy as stated in the NAP campaign policy found in the NAP operational policies and procedures. The campaign policy and the consent-to-serve form are found in the documents section of the NAP website or may be obtained by contacting NAP headquarters. Candidates who have declared their candidacy prior to the secondquarter National ParliamentarianÂŽ may submit photos and statements for publication in the magazine. Since members have very little opportunity to learn about the candidates prior to the election, it is strongly encouraged for all who wish to run to submit this information.

14 National Parliamentarian â&#x20AC;˘ First Quarter 2015

Call for Candidate Photos and Statements Candidates who have declared their candidacy for an NAP officer position are invited to submit their high-resolution photos and statements for publication in the second-quarter 2015 NP. Statements are limited to 200 words and must be submitted by March 1, 2015 to the editor: Tim Wynn, PRP NP Editor NPEditor@PerfectRules.com (preferred) or P.O. Box 24 Lake Helen, FL 32744

Inside NAP

NAP Officer Campaign Policy 7.1.01 NAP’s Campaign Policy shall be: A. Printed in the fourth quarter National Parliamentarian® of even-numbered years B. Provided to any member upon request C. Available on the NAP website in the members only section 7.1.02 Under the NAP Campaign Policy, a candidate is defined as a member who has declared his or her candidacy for an office listed in Article V.1 of the NAP Bylaws by submitting a signed NAP Consent Form to Serve to headquarters prior to publication in the National Parliamentarian® or to the secretary within 30 minutes of closing of nominations. 7.1.03 All election campaigns shall be conducted with professionalism as the fundamental guideline. This includes, but is not limited to, the following principles which apply to all members as well as, districts, associations, and units: A. All campaigning shall be conducted in a spirit of fairness and honesty. B. There shall be no personal attacks or impugning of any candidate’s character. 7.1.04 Guidelines for distribution of candidate information: A. NAP Headquarters shall not provide membership lists, event registrations, or delegate lists or labels for the purpose of campaigning. B. No NAP funds or staff time, other than that set forth elsewhere in these guidelines, may be expended for the purpose of facilitating any campaign activities. C. A photo and statement from each candidate shall be printed in the second quarter National Parliamentarian® in the election year. Any qualified candidate who submits his or her Consent to Serve form to NAP Headquarters by the submission deadline of the second quarter National Parliamentarian® (NP) may have a statement and picture published in that issue. The NP editor may establish format requirements for the submission. (See NAP Standing Rule 7.) www.parliamentarians.org

Inside NAP

NAPEF Estate Planning The NAP Educational Foundation is a nonprofit organization with the purpose of providing support for parliamentary educational resources and youth-leadership enhancement. On behalf of the Foundation trustees, please consider leaving a charitable gift to the Foundation through your will or estate plan. There are many options available for making a gift. In considering the possibility of leaving a gift to the NAP Educational Foundation, please keep the following in mind:

1. Please prepare a will. Only

50 percent of those who pass away have one. Without a will, you lose control over your belongings.

2. Leave a gift in your will for

the nonprofit or charitable organizations that made a difference in your life. Less than 6 percent of American households have included nonprofits in an estate plan.

3. Leave a specific dollar amount

or percentage of the assets in your will or estate plan to a nonprofit of your choice.

4. Consider using specific assets

for your charitable gift. These include, but are not limited to, stocks, bonds, CDs, real estate, vehicles, art, and jewelry. Such gifts may even provide tax savings.

16 National Parliamentarian â&#x20AC;˘ First Quarter 2015

5. Name a nonprofit of your choice

as the beneficiary of your pension plan or IRA.

6. Purchase a new life-insurance policy naming your favorite nonprofit as the beneficiary.

7. Name your favorite nonprofit

as the beneficiary of an existing life-insurance policy.

8. Remember loved ones with memorial gifts.

9. Encourage family and friends to leave gifts to nonprofits in their wills or estate plans.

10. Ask your financial advisor or

attorney to include charitable giving as a part of client counseling.

Thanks to the continued support from people like you, the NAP Educational Foundation is on its way to accomplishing its goals. However, additional support is needed to make all of the Foundationâ&#x20AC;&#x2122;s goals a reality.

Test Yourself

Quick Quiz Itâ&#x20AC;&#x2122;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. How many of the following secondary motions are debatable under certain circumstances and not debatable under other circumstances? a. Amend b. Previous Question c. Reconsider d. Lay on the Table 2. Who can make the motion to Reconsider? a. any member b. any member who was present during the original vote c. any member who voted in favor during the original vote d. any member who originally voted on the prevailing side 3. True or False: None of the Privileged Motions are amendable. a. True b. False

Works ho ps

4. How many of the following motions do NOT require a second? a. Main Motion b. Point of Order c. Appeal d. Adjourn e. Suspend the Rules f. Object to the Consideration of a Question Answers on page 20

Sarah Merkle presents Operating Systems: Parliamentary Authorities

David Shapiro presents The Enter Key: Calculating Votes/ Voting Requirements

Lorenzo Cuesta â&#x20AC;&#x201C; Backups: Working with Boards

www.parliamentarians.org

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 41 (easy) I am used to bring an immediate vote

on one or more pending questions. Mystery Motion 42 (easy) I am used when a member disagrees

with a ruling of the chair, and if seconded, I turn the matter over to the assembly for final decision. Mystery Motion 43 (easy) I can be used to make a pending

motion a general or special order for a later time. Mystery Motion 44 (intermediate) I can be made as a main motion,

as an amendment to enacting words, or as an incidental motion, and I can delay the time at which a bylaw amendment takes effect. Mystery Motion 45 (intermediate) I am a question of privilege used to make the proceedings of a meeting secret. Mystery Motion 46 (intermediate) Contrary to popular belief,

I am NOT used to approve minutes without reading them; I am used to delay the reading and approval of minutes. Mystery Motion 47 (intermediate) The opposite of a ballot vote, I enable constituents to know how their representatives voted and should not be used in a mass meeting or any assembly whose members are not responsible to a constituency. Mystery Motion 48 (intermediate) I normally have a higher vote requirement, but I can be adopted by only a majority vote when the assembly is considering a partial report of the committee or if the committee fails to report at the instructed time. Mystery Motion 49 (difficult) Iâ&#x20AC;&#x2122;m not exactly a motion, myself, but when made by a member, I cause the chair to immediately state the question on a certain motion; I do not require a second or a vote. Mystery Motion 50 (difficult) I have three processes, the third being a combination of the first two. Answers on page 20 18 National Parliamentarian â&#x20AC;˘ First Quarter 2015

Test Yourself

What’s Wrong Can you spot the parliamentary blunders in the following stories? Blunder #10. At a regular monthly meeting of the Classical Pianists Society, the president submitted his resignation and turned the chair over to vice-president Lee, who then presided over the question on accepting the president’s resignation. When the motion was adopted, Ms. Lee explained to the assembly that notice is required to fill a vacancy in office, so it would not be in order to elect a new president until either the next regular meeting or a special meeting called for that purpose. Where was the blunder? Blunder #11. During the consideration of a resolution to award two scholarships, a member moved to postpone the resolution to the annual meeting. Since the annual meeting was eight months away, the parliamentarian ruled that postponement would be out of order because it would postpone the resolution beyond the next session and beyond a quarterly time interval. When another member moved to refer the resolution to a committee with instructions to report at the annual meeting, the chair allowed it, and the motion to commit was adopted by a majority vote. Where was the blunder? Blunder #12. A motion to sell a parcel of land was put to a vote by ballot. The tellers found twenty-five votes in favor of the motion, twenty-four votes against the motion, plus a blank ballot and another ballot that said “I don’t care.” The tellers treated both as abstentions and reported forty-nine votes cast (twenty-five necessary for adoption), with there being twenty-five in favor, and twenty-four against. The chairman of tellers announced that the motion was adopted. Where was the blunder? Answers on page 20

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Answer Key Quick Quiz 1. Two: a and c (Amend & Reconsider); see RONR (11th ed.), tinted pp. 8-9, #11 & tinted pp. 24-25, #73 2. d; see RONR (11th ed.), p. 315, ll. 28-29. 3. b. False; Fix the time to which to Adjourn & Recess are amendable; see RONR (11th ed.), tinted pp. 16-17, #41 & tinted pp. 24-25, # 71 4. Two: b and f (Point of Order & Object to the Consideration of a Question); see RONR (11th ed.), tinted p. 20, #59 & #54 Mystery Motions Mystery Motion 41: Previous Question; see RONR (11th ed.), p. 197, ll. 26-28 Mystery Motion 42: Appeal; see RONR (11th ed.), p. 255, l. 26 – p. 256, l. 3 Mystery Motion 43: Postpone to a Certain Time; see RONR (11th ed.), p. 186, ll. 3-11 Mystery Motion 44: Proviso; see RONR (11th ed.), tinted p. 22, #66, and p. 597, ll. 6-23 Mystery Motion 45: A motion to go into executive session; see RONR (11th ed.), p. 95, ll. 16-30. Mystery Motion 46: Dispense with the reading of the minutes; see RONR (11th ed.) p. 474, ll. 8-18 & tinted page 18, #48 20 National Parliamentarian • First Quarter 2015

Mystery Motion 47: Roll-Call vote; see RONR (11th ed.), p. 420, ll. 1-9 Mystery Motion 48: Discharge a Committee; see RONR (11th ed.), p. 312, ll. 3-15 Mystery Motion 49: Call up the Motion to Reconsider; see RONR (11th ed.), p. 323, ll. 15-20 & tinted page 26, #75 Mystery Motion 50: Amend; see RONR (11th ed.), p. 133, ll. 31-33 What’s Wrong Blunder 10 Upon acceptance of the resignation, the vice-president automatically becomes president, and the vacancy to be filled is in the office of vice-president. See RONR (11th ed.), p. 575, ll. 9-17. Blunder 11 The parliamentarian does not make rulings: only the chair does that. See RONR (11th ed.), p. 465, ll. 13-16. For postponement and referral beyond the next session, see RONR (11th ed.), p. 183, ll. 7-17 & p. 91, ll. 9-12. Blunder 12 The chairman of tellers shouldn’t have announced the result: the reporting teller never announces the result; see RONR (11th ed.), p. 418, ll. 20-23. The tabulating of the ballots was accurate; see RONR (11th ed.), p. 415, ll. 28-35.

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 18: May a bylaws-amending motion be itself amended from the floor in the meeting? Notice says “it will be considered and voted upon as a whole and in its entirety.” The text of the motion is included in this notice, and the notice says the vote “will be either FOR or AGAINST the bylaws amendment in toto.” The bylaws state that bylaw amendments require notice. A: Yes, the bylaw amendment is amendable while it is pending. But the amendments must fall within the scope of notice, meaning that the amendment must fall between what currently exists and what is proposed. For example, if dues are currently set by the bylaws at $50, a proposed bylaw amendment to raise the dues to $100 can be amended to $75 (or anywhere between $50 and $100), but it cannot be amended to be either less than $50 or more than $100, since that would fall outside the scope of the notice. In other words, by the notice, members are informed that the dues will be $50, $100, or anywhere between. They can be assured that it will not fall below or rise above that scope. No one, by giving notice, has the authority to prevent the assembly from amending a proposed bylaw amendment. In other words, the notice cannot dictate that the vote shall be “FOR or AGAINST the Bylaws amendment in toto,” as a means of limiting the assembly’s right to modify the language of the bylaw amendment. See RONR (11th ed.), p. 594, line 33 - p. 596, line 35, for more details.

QUESTION 19: If a correction is offered to the minutes of the prior meeting but the majority of the committee does not accept the correction, does this rejection of this correction become part of the minutes of the next meeting? A: No, when a correction to the minutes is offered and lost, no mention of this is made in the minutes. If one or more corrections are adopted, the minutes of the current meeting should state, “The minutes of the last meeting were read and approved as corrected.” If no correction was made, the current minutes should state, “The minutes of the last meeting were read and approved.” See RONR (11th ed.), Section 48. www.parliamentarians.org

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In Memoriam

NP commemorates the following members who have passed from our midst; may they rest in peace: Bertha E. Rideout, Maine Lillian A. Shearin, Virginia Priscilla Bartoloth, Wisconsin Joan G. Franson, Colorado Wallace J. Rothbart, California Mary E. Houston, Pennsylvania Marie P. Sofianek, Pennsylvania Cora Lena Brown, Maine Robert W. Synnott, Florida New Professional Registered Parliamentarians

NP congratulates the following individuals for attaining the highest credential awarded by the National Association of Parliamentarians: Roger Woloshyn, Manitoba Canada Henry R. Arkin, Illinois Todd W. Crowder, Georgia Robert L. Duitsman, California R. Richard Tribble Jr., Illinois Wayne Worthley, Florida

Education Foundtion – Ponchos on . . .but we found an inside route to the Petroleum Club for the foundation dinner.

Education Foundtion – Burke Balch and Joel Kintsel, House Parliamentarian.

Plenary Session – Susan Leahy addresses the attendees via the web.

New Registered Parliamentarians

NP congratulates the following individuals for attaining the status of Registered Parliamentarian: Thomas W. Kennedy, Florida Robert R. Fink, Oklahoma Deborah L. Arrington, Texas Dawn E. Kelley, Manitoba Ricky E. Carr, Virginia 22 National Parliamentarian • First Quarter 2015

Director-at-Large Steve Glanstein and Treasurer Evan Lemoine at Board meeting.

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District 2 – Front row left to right: Ruth Ryan; LaVonne Ellis; Rose Acker-McIver; Susan Eads Role; Wanda Sims; Darlene Allen; Margaret Smith Perkins; Gwen Brown; Barbara Miller; Beatrice Squire; Betty Tunstall; and Carol Shapiro. Back row left: Bill Reha; Debra Hunter; Ramona Jeffries. Mary Alice Oldfield; Jerome McIver; Carl Silverman; Barbara Elzey; Roger Hanshaw; Rosalie Stroman; and Marjorie Vaughan.

Texas – Richard Hayes, Sheryl Womble, George Nassar, Rhonda Clark-Randle, Tophas Anderson (behind Rhonda), Carol Habgood, Lucy Anderson (behind Carol), Alison Wallis, Dennis Clark, Ron Stinson, Ann Guiberson, Adolph Garcia (behind Ann), Daniel Ivey-Soto, Kay Crews, Betty Green, Nylanne Scheidegger, Sheryl Minear, Joe Petronis, Sharon Daughtery, Charlene Berry.

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District Four – Row 1: Edna Arrington, Regina Powell, Julia Boayue, Joyce Brown-Watkins, Elaine Johnson, Juanita Burden, and Marcella Morrison. Row 2: Joan Bundley, Steve Britton, Judy Edwards, Julie Pioch, Jim Jones, Bethany Prykucki, Gretchen Denton.

Youth Committee – Brandon Walters (chairman), Julie Palm, Evan Lemoine, Gloria Cofer, Robert Schuck.

Nebraska State Association of Parliamentarians – Nylanne Scheidegger, Lynna Gene Cook, Sandy Olson, Karen Watson.

American College of Parliamentary Lawyers (ACPL) – Left to right: John Novack, Lucy Anderson, Carl Silverman, Daniel Ivey-Soto, Alison Wallis, Medard Kaisershot, Sarah Merkle, Susan Eads Role, Alice Bartelt. 24 National Parliamentarian • First Quarter 2015

Parliamentary Law Mon April 2015

th Proclamation

Whereas, since April is the birth month of Thomas Jef ferson, who wrote the first Ameri can manual of parliamenta ry procedure in 1801, it is an appropriate time to honor him and cel ebrate the use of parliamentary proced ure; Whereas, it is fitting to ho nor Henry Martyn Rober t, author of Pocket Manual of Rules of Order for Deliberative As semblies, also known as Robert’s Rules of Order; Whereas, Robert’s Rules of Order Newly Revised is the most widely recognized and use d parliamentary authority in public and private organizations; Whereas, it is timely to refl ect on the importance of parliamentary procedure in meetings in providing for civil discourse, protecting indivi dual rights, ensuring fairne ss, and in maintaining order; Whereas, The National As sociation of Parliamentaria ® ns has, by adoption of a standing rule, designated the month of April as Parliamentary Law Month ; Whereas, the National Assoc iation of Parliamentarians® is a professional society dedica ted to educating leaders thr oughout the world in effective meeti ng management through the use of parliamentary procedure; and Whereas, the vision of the National Association of Parliamentarians® is to pro vide parliamentary leader ship to the world; now, therefore, be it Resolved, That I, Ann Guibe rson, PRP, President of the National Association of Pa rliamentarians®, do hereby declare April 2015 as Parliamentary Law Month and call upon the districts, associations, units, and all members to observe the mo nth with appropriate programs, cer emonies, and activities as a way to create the future and bring our mission and vision int o reality.

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