Subject: Draft of Proposed ByLaws Change (Meeting Rules and Voting) To: USHPA Board, USHPA Executive Director, others Date: Saturday, September 05, 2009 10:46 PM Members of the Board, Paul Montville, and others, Regarding the matter of Robert's Rules and the matter of Secret Balloting, I would like to propose adding the following language to our ByLaws at the upcoming Board Meeting in Austin (November 2009). By this request, I am also asking this item to be added to the agenda of the Organization and Bylaws Committee, so that it might receive proper review before being presented to the general session in Austin. The requested addition and its suggested placement within the ByLaws is given here: ================================================= [Article VIII, Section 13.] Conduct of Meetings: All meetings (including Board of Director Meetings, Committee Meetings, General Membership Meetings, and others) shall be governed by Robert's Rules of Order Revised unless otherwise provided for in these By-Laws or listed specifically below: (a) In accordance with one of the practices discussed in Robert's Rules of Order Revised, a Roll Call vote (Yeas and Nays) shall be taken if requested by any Director. The names and votes of all Directors during any such Roll Call vote shall be included in the minutes of the meeting for distribution to the general membership. ================================================= I have drafted this proposed addition so that it specifies the use of Robert's Rules (which is not currently in our ByLaws or SOPs). I have also drafted it so that it lists the version of Robert's Rules, and also allows for ongoing customization by enumerating any deviations or tailoring. For those of you who've read Robert's Rules, you may know that those rules are guidelines for meetings and they mostly describe the many mechanisms that can be used when holding a meeting. For example, the section on voting lists: Voice Vote (viva voce) - alternatively: Show of Hands Rising - Standing to be Counted Ballot - Essentially Secret Ballot Roll Call (yeas and nays) - Calling Names and Recording each Vote Robert's Rules of Order Revised specifically comments on the Roll Call (yeas and nays) procedure: * Taking a vote by yeas and nays, which has the effect to place on the record how each member votes, is peculiar to this country, and, while it consumes a great deal of time, is rarely useful in ordinary societies. While it can never be used to hinder business, as long as the above rule is observed, it should not be used at all in a mass meeting, or in any other assembly whose members are not responsible to a constituency. By the Constitution, one-fifth of the members present can, in either house of Congress, order a vote to be taken by yeas and nays. In representative bodies this method of voting is very useful, especially where the proceedings are published, as it enables the people to know how their representatives voted on important measures. If there is no legal or constitutional provision for the yeas and nays being ordered by a minority in a representative body, they should adopt a rule allowing the yeas and nays to be ordered by a one-fifth vote, as in Congress, or even by a much smaller number. In some small bodies a vote on a resolution must be taken by yeas and nays, upon the demand of a single member. (there is a similar sentiment in the "Newly Revised" version as well) As you can see from this quote, it states that this method of voting (Roll Call) is "very useful" in representative bodies so the people (who are represented) can know how their representatives voted. I believe this is a desirable quality for the USHPA Board, and it would help instill confidence in our decisions. Furthermore, this quote suggests that a 1/5 vote (or less); or "the demand of a single member"; could be sufficient to order a roll call vote. In particular, this quote suggests that the "demand of a single member" is a reasonable option for "some small bodies". In this context, I believe the USHPA Board with less than 30 voting members would qualify as small. This section of Robert's Rules therefore gives justification to the proposed SOP change above. In addition to these technical justifications, I believe this procedure would improve the reputation of USHPA in the eyes of our members. Thanks for your consideration of this matter. I reserve the right to publish this request as an action undertaken in my role as a USHPA Regional Director. Sincerely, Bob Kuczewski USHPA Director - Region 3
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