Minutes

eNAP Unit of the NATIONAL ASSOCIATION OF PARLIAMENTARIANS®


Draft Minutes
2020-12-14 Regular Meeting

The 2020-12-14 Regular Meeting of the eNAP Unit of the National Association of Parliamentarians (eNAP) was held online via Zoom and called to order at 8 PM CT (U.S. Central Time) by President Thomas Holmes, with Secretary Richard Halverson present. A quorum was present.

 

Those attending were: Andria Daniels, Azella C. Collins, Ceresh Perry, Crystal Thomas, Dan Ross, Deborah Stewart, Don Freese, James Lohr, Jan Meyer, JeNekia Boone, Makobasia Cynthia Matsepe, Margaret-Ann F Howie, Mary Q. Grant, Molulela Monyake, Nicole DuBois Price, Paul McClintock, Ramona Hill, Richard Halverson, Robert Daniels, Jr., Seitebatso Moruthane, Thomas F. Holmes, Vicki Walter, Weldon Merritt.

 

By unanimous consent, the special rules of order were suspended to follow the rules for Zoom meetings located at https://www.enapunit.org/zoom-rules.

 

The minutes of the 2020-11-09 regular meeting posted at http://sites.google.com/site/enapunit/minutes were approved as posted.

 

Mr. McClintock, chair of the nominating committee reported that for the 2021 term, the Nominating Committee nominates Thomas Holmes for President; Azella Collins, PRP for Vice-President; and Richard Halverson for Secretary.

 

The unit recessed for the education program at 8:05 PM CT. Weldon Merritt, PRP gave a presentation titled “Shall We Eradicate ‘Shall’” exploring the trend towards eliminating the use of the auxiliary verb “shall” in legal and other formal writing. Vice-President Azella Collins used the remaining time to ask the group what we would like to see taught or presented during the education programs in 2021.

 

The meeting resumed at 8:57 PM CT. The reports were posted at https://enapunit.org/reports.

 

Mr. McClintock gave a report of the meeting technologies special committee which was placed on file and proposed the following amendments to the eNAP bylaws.

 

BYLAW AMENDMENT #1.

By direction of the meeting technologies special committee, Mr. McClintock moved to amend Article X, Parliamentary Authority, Section 1 by striking “when meeting in an internet chat room with proper notice and quorum.” and inserting “when meeting using any platform authorized in these bylaws.” The motion was adopted with 16 votes in the affirmative and 0 in the negative.

 

BYLAW AMENDMENT #2.

By direction of the meeting technologies special committee, Mr. McClintock moved to amend Article VI, Meetings, Section 5, Location: By striking “in the Slashnet.org IRC channel #enap” and inserting “via Zoom” and by striking “Telephone and video conference meetings are also authorized.” and inserting “Chat room, telephone, and video conference meetings are authorized.” The motion was adopted with a vote of 19 in the affirmative and 0 in the negative.

 

BYLAW AMENDMENT #3A.

By direction of the meeting technologies special committee, Mr. McClintock moved to amend Article VII, The Executive Board, Section 3, Conduct of Business by striking “Board meetings may be conducted in the Unit’s chat room or other designated chatroom” and inserting “Board meetings may be conducted in a chat room.” The motion was adopted with a vote of 18 in the affirmative and 0 in the negative.

 

BYLAW AMENDMENT #3B.

By direction of the meeting technologies special committee, Mr. McClintock moved to amend Article VIII, Committees, Section 4, Conduct of Business by striking “Committee meetings may be conducted in the Unit's chat room or other designated chat room” and inserting “Committee meetings may be conducted in a chat room.” The motion was adopted with a vote of 19 in the affirmative and 0 in the negative.

 

BYLAW AMENDMENT #4.

By direction of the meeting technologies special committee, Mr. McClintock moved to amend Article X, Parliamentary Authority by striking Section 2 and removing the remaining section designation. Provided, that the bylaw amendment shall take effect only upon the adoption of a revision of the special rules of order during this session. The motion was adopted with a vote of 18 in the affirmative and 0 in the negative.

 

REVISION TO SPECIAL RULES OF ORDER

By direction of the meeting technologies special committee, Mr. McClintock moved the adoption of proposed revision to the special rules of order of eNAP as posted under the reports page (which is entered below). The motion was adopted with a vote of 19 in the affirmative and 0 in the negative.

 

Special Rules of Order

1.     There shall be an educational program with each regular meeting, even if there is no quorum. 

(A) A part of each educational program shall be to allow members to ask opinions of other members on parliamentary questions that they have. 

(B) Maximum and/or minimum time limits may be established for each part of the education program and/or the entire program as the Unit may desire

(C) The educational program shall be conducted in recess, so that role-playing and adoption of motions during the recess are not official acts of the Unit.

2.     When nominations for an officer position are closed, each person nominated may address the unit for up to three minutes.

3.     The chair may recognize members on the basis of recent requests for recognition, rather than strictly on the basis of those seeking recognition after each person yields the floor.

4.     Speeches in debate shall be limited to three minutes each.

5.     The unit’s order of business shall be as follows:

        1)  Welcome of Guests
2)  Approval of Minutes
3)  Consideration of Applicants for Provisional Membership
4)  Special Orders
5)  Recess for Educational Program
6)  Reports of Officers, the Executive Board and Committees
7)  Unfinished Business and General Orders
8)  New Business
9)  Announcements

6.     Separate special rules of order that are venue specific shall be applicable only when a meeting is held in that venue, as follows:

A) Zoom Rules

B) Google Meet Rules

C) Internet Relay Chat Rules

This list of venue specific rules and those rules, may be amended by a majority vote with notice, a two-thirds vote without notice, or a vote of the majority of the entire membership.

7.     Except as otherwise provided, these special rules of order may be amended by a nine-tenths vote without notice, a two-thirds vote with notice, or a vote of the majority of the entire membership.


Zoom Rules

1.     Members and guests will sign into the meeting using a name clearly identifying the person, if possible. If the person is unable to do so, they may be ordered to provide their name in the meeting chat. Those failing to do so may be barred or ejected from the meeting.

2.     Members and guests may join the meeting on any computer or smart device with an internet connection (via the Zoom app). Members using desktop or laptop computers may use their computer microphones and speakers for audio connection, or may connect their audio through a smart device.

3.     Each member is responsible for his or her connection to the Internet and teleconference; no action will be invalidated on the grounds that the loss of, or poor quality of, a member’s individual connection prevented him or her from participating in the meeting, provided that at least a quorum of members was connected and adequately able to participate.

4.     The chair may cause or direct the temporary disconnection or muting of a member’s connection if it is causing undue interference with the electronic meeting. The chair’s decision to do so, which is subject to an undebatable appeal that can be made by any member, will be announced during the meeting and be recorded in the minutes.

5.     Recognition.

A.     To seek recognition by the chair, a member will cause his or her hand icon to be raised. Upon recognition of a member, the chair will cause the lowering of all “raise hand” icons.

B.     Another member who claims preference in recognition will promptly raise (or raise again) his or her hand icon, and the chair will recognize the member for the limited purpose of determining whether that member is entitled to preference in recognition. If the chair fails to recognize the member, he or she may get the attention of the chair through the chat window.

C.     A member who intends to make a motion that under the rules may interrupt a speaker will cause the member’s “No” icon (red-filled circle with an “X”) to be raised. This icon will not be used to indicate opposition.

6.     Chatbox.

A.     The use of the meeting chat designated for everyone will be restricted during the meeting to purposes authorized by these rules, the chair, or the assembly.

B.     A member intending to make a main motion, amendment, offer a nomination, or any other motion as directed by the chair, will, before or after being recognized, post such motion in writing to the chat designated for everyone.

7.     Voting.

A.     Unless otherwise ordered by the assembly, votes not requiring a ballot vote will be taken using the “Yes” and “No” icons in the participants window, and will be treated as a counted vote.

B.     A ballot vote will be taken as directed by the presiding officer. 

Google Meet Rules

1.     Members and guests will sign into the meeting using a name clearly identifying the person, if possible. If the person is unable to do so, they may be ordered to provide their name in the chat panel. Those failing to do so may be barred or ejected from the meeting.

2.     Members and guests may join the meeting on any computer or smart device with an internet connection. Members using desktop or laptop computers may use their computer microphones and speakers for audio connection, or may connect their audio through a smart device or telephone.

3.     Each member is responsible for his or her connection to the Internet and teleconference; no action will be invalidated on the grounds that the loss of, or poor quality of, a member’s individual connection prevented him or her from participating in the meeting, provided that at least a quorum of members was connected and adequately able to participate.

4.     Microphones.

A.     All participants, except the chair, will remain muted during the meeting unless recognized, or making a point of order under rule 5B.

B.     The chair may cause or direct the temporary disconnection or muting of a member’s connection if it is causing undue interference with the electronic meeting. The chair’s decision to do so, which is subject to an undebatable appeal that can be made by any member, will be announced during the meeting and be recorded in the minutes. 

5.     Chat panel.

A.     The use of the chat panel will be restricted during the meeting to purposes authorized by these rules, the chair, or the assembly.

B.     All requests for recognition will be made in the chat panel, and the chair may recognize members on the basis of recent requests for recognition, rather than strictly on the basis of those seeking recognition after each person yields the floor. A member who made a request for recognition in the chat panel which was not properly entertained may make the chair aware of it again via the chat panel, and if the chair shall fail again to entertain it, the member may unmute and make a point of order verbally as to that fact.

C.     A member intending to make a main motion, amendment, offer a nomination, or any other motion as directed by the chair, will, before or after being recognized, post such motion or nomination in writing to the chat panel.

D.     Seconds to motions will be made via the chat panel.

6.     Voting.

A.     Unless otherwise ordered by the assembly, votes not requiring a ballot vote will be conducted via the chat panel.

B.     A ballot vote will be taken as directed by the presiding officer.

Internet Relay Chat Rules

1.     Meetings shall be held in an internet relay chat room which displays the nickname (Nick) of each attendee next to each message posted by the attendee.

2.     Members shall log in using a Nick that readily identifies the member such as JohnDoe, and upon the request of the Chair, any Nick shall be changed to a more suitable name.

3.     Prefixes for Nicks shall be used as follows: p_ for President, v_ for Vice-President, s_ for Secretary, c_ for Chairman-Pro-Tem, and g_ for guest. 

4.     Abbreviations shall be allowed and encouraged for the following:
MP = Mister/Madam President
MC = Mister/Madam Chairman
CR = The Chair Recognizes
MS = (It is) moved and seconded
PO = Point of Order

                        Other abbreviations shall be allowed if understood by attendees and there is no objection.

5.     The chat room facility used shall have the ability to display the Nicks of all attendees.  This list shall be used to determine the presence of a quorum.  Attendees who are temporarily absent shall indicate their departure and return in some suitable and clear fashion, such as the /away and the /back commands. 

6.     The chair may generally take the vote in the chat room with a single call such as: All in favor type Yes; all opposed type No; all abstaining type Abstain.  Responses in such a case may intermix Yes and No votes and notices of Abstentions in the chat room.  The chair may announce the result of the vote after sufficient responses have been received such that any additional could not change the result. 

 

If further responses could change the result, after a lag of 5 seconds with no new entries, the chair may type "If there are no further votes..." [enter], 3 [enter], 2 [enter], 1 [enter] (at one second intervals), "The polls are closed." [enter] and then announce the result of the vote, but the poll closing sequence stops if there are any votes cast during the sequence.

7.     The chair may use a separate polling site for an exposed or a secret vote, as the chair decides or the Unit orders.  The polls shall be opened and closed at such a site in any reasonable, clear and fair manner. 

8.     When a member has the floor, the member shall have no more than 60 seconds before submitting a complete or partial posting. 

A partial posting shall be ended with "..." to indicate that the member is typing another part of the post.  Multipart postings shall be ended with "END" to yield the floor.

9.     IRC software for PasteBin or UploadFile or some other suitable means shall be used for posting text longer than about 5 lines.

 

 

With no further business, the meeting adjourned at 9:35 PM CT.

 

Richard Halverson, Secretary

 

Comments