Representative Council Conference Committee Orientation

Why are we here? Assist with the business of the Representative Council and its constituents To ensure proper procedure and validity of the business conducted herein

What are the Committees? Parliamentarian Sergeant at Arms Tellers and Credentials Reference Committee

Parliamentarian Job: Skilled in parliamentary procedure Serves to advise the Speaker when requested Uses Sturgis Rules of Parliamentary Procedure and the EMRA Bylaws as references

Parliamentarian Job: Assists the Council Officers in keeping track of procedures and motions occurring during meetings Discreetly points out to officers incorrect procedures and potential parliamentary problems Suggests proper resolution of parliamentary issues

Sergeant at Arms Job: Maintains order and decorum at the meetings Acts as doorkeeper Escorts and monitors candidates during elections Ushers guests prior to meeting

Tellers and Credentials Job: Assist the Speaker to ensure accurate credentialing and voting by program reps Credential all program reps in attendance Determine quorum Count all votes when requested by the Speaker Collection, tabulation, recording, and certification of all votes cast during elections Submission of a report recording the results of all votes and elections during the Council meeting to the Speaker during that meeting Distribution and collection of surveys from all reps in attendance Cannot cast votes during the Council Meetings

Tellers and Credentials Credentialing Verify program representative names and contact info prior to the start of the Council meeting Each recognized program is allowed one rep and one alternate Student members shall have two reps, either elected or appointed by the Medical Student Governing Committee Each program is allowed 1 vote per paid EMRA member 30 days prior to the meeting. Verify that the number of votes on the ballots and voting card corresponds with the number of paid EMRA members for that program There is ONE set of ballots & voting cards per program Any disputes regarding credentialing or vote count shall be addressed by the Speaker

Tellers and Credentials Quorum Defined as the number of EMRA program representatives required to be present at the Representative Council meeting to transact business legally One-tenth of the active members known to the Association thirty days prior to said meeting The Speaker will ask the Chair of the Credentials and Tellers Committee to announce the quorum The Chair will approach a microphone and read the quorum report. (“Mister/Madame Speaker, with W credentialed representatives and X alternates representing Y of Z total EMRA members, we have a quorum.”)

Tellers and Credentials If the Speaker or a rep questions the outcome of any vote, s/he will ask the Credentials and Tellers Committee to count the votes in the room and announce the result The Speaker will ask for all those in favor of the motion to hand their voting cards to a member of the committee Committee members will walk down the aisle and collect all voting cards Committee members will then count the cards twice and record the result The Speaker will then ask for all those opposed to follow the same procedure The committee will again collect and tabulate the results The Chair of the Credentials and Tellers Committee will hand the result to the Speaker, who shall announce the result After the result has been announced, the voting cards will be returned to the representatives

Tellers and Credentials Surveys: Responsible for distributing surveys during the credentialing process and for collecting the surveys at the close of the meeting. The Vice Speaker shall receive the surveys for analysis.

Reference Committee How the Hearing works: Anyone can come to the meeting Any EMRA member can speak on a resolution or report being discussed Chair and the committee are responsible for making sure the discussions are fair and can limit repetitive statements Reference Committee members Should not enter into discussions with speakers or express opinions during the hearings Should listen to the open discussions on all items and then… … enter into executive session for deliberation and preparation of the committee report

Reference Committee Goal: Provide the voting body with a carefully considered and concise report that gives the committee recommendations for all the items of business to be discussed in the Representative Council meeting.

Types of Resolutions Regular Resolutions Late Resolutions Submitted on time 45 days prior to the Representative Council meeting Late Resolutions Brought to the Speaker’s attention prior to the reference committee hearing, but after the 45- day deadline Emergency Resolutions

Reference Committee Report Format: Each item referred to the Reference Committee should be reported to the Council as follows: Identify Resolutions by number and title and Reports by letter and name of the Committee or Board of Directors submitting it; State concisely the reference committees’ recommendation; Comment, as appropriate, on the testimony presented at the hearings; Incorporate supporting evidence of the recommendations of the Reference Committee Consent Calendar (explained in future slide)

Specific Committee Recommendations Adopt Resolution should be accepted. Not adopt Resolution should be rejected. Refer Resolution should forwarded for further consideration to the Board of Directors, appropriate committee or section, or task force. Amend Resolution should be to amended by addition, deletion, alteration or substitution.

Consent Calendar Also called the waiver of debate list. Includes items referred to the Reference Committee which meet one of the following criteria, as determined by the Reference Committee: Little or no debate generated during the reference committee hearing Clear consensus of opinion (either pro or con) was expressed during the hearing Informational reports These items are listed at the end of the reference committee report with the committee’s recommendation for adoption, referral, or rejection. Items dealing with amendments to the Bylaws of the Association are never placed on the consent calendar.

Questions?