1 NATIONAL DELEGATES ASSEMBLY TEAM CREDENTIALS COMMITTEE TRAINING 2015 WG Buckner, Training Coordinator BLACKS IN GOVERNMENT

2 AGENDA  Welcome/Introductions  Overview of National Delegates Assembly  Credentials Committee Responsibilities  Questions

3 Delegates Assembly Forum The National Delegates Assembly is one of the most critical forums of Blacks In Government. Local chapter delegates, who represent their respective chapter members, become the operating arm of this organization when in session.

4 National Delegates Assembly Team (NDAT) The National Delegates Assembly Team (NDAT) is a very dynamic taskforce receiving its charge directly from the National Constitution of Blacks In Government, under the authority of the National President, and through the oversight of the National Executive Committee. The NDAT has members tasked by the Constitution and elected directly by the National Delegates Assembly. The NDAT consists of members from a cross-section of the BIG Organization (those that are appointed and or tasked by the National President, those selected by the Chair of the Assembly and approved by the National President, and those that are tasked by the Chair of the Board of Directors). The attached Organization Chart is NDAT’s attempt to illustrate the dynamics of this Taskforce interdependency.

5 National Credentials Committee 2015 Trekeshelia Britton, Chair Mary Thomas, Co-Chair Pinkie Mason, Co-Chair Betty “BJ” Parker, Co-Chair

6 Budget/Finance Coordinator Ernise Alphonse Cummins National Delegates Assembly Communications/ Pub Relations Precilla Wade Sandra F. Glenn National Board of Directors: Chairman Honorable Faye Stewart DELEGATES / CONSTITUTION National Executive Committee (Oversight) Third Vice President Honorable Gary Blackmon National President Honorable Darlene H. Young National Delegates Assembly: Coordinator Terrance Williams National Delegates Assembly: Special Assistant Precilla Wade National Delegates Assembly Team (NDAT) National Delegates Assembly: Parliamentarian Honorable Ramsey Alexander, Jr. National Delegates Assembly: Sergeant-At- Arms Honorable Lamonte Johnson Honorable Gregg Reeves, National Delegates Assembly: Elections Committee Chana Thompson, Chair Christine Smith, Co-Chair National Delegates Assembly: Nominating Committee Edna Harvin Battle, Chair. Angela Bivens, Co-Chair. National Delegates Assembly: Credentialing Committee Trekeshelia Britton, Chair Pinkie Mason, Betty J. Parker, and Mary Thomas, Co- Chairs. National Delegates Assembly: Training Coordinator WG Buckner National Delegates Assembly: AV & Webmaster Katrina Hardy-Pace National Delegates Assembly: Resolutions Committee Dr. Ethel Crisp Chair. National Treasurer & Assistant Treasurer Lenore Grable-Grant Norma Samuel Liaisons: NBOD Regina Kennedy National Board of Directors Constitution & Policy Committee Charita Branch National Executive Vice President Honorable Doris Sartor National Membership Chair Peggy Wilson National Secretary Sandra Glenn Blacks In Government (BIG) National Delegates Assembly: Honorable Melvin Davis Chair Honorable David Groves, Deputy Chair National Delegates Assembly: Chairman (Appointed by the President) Members elected by the Delegates and/or tasked by the President, or tasked by the Chair of the Board of Directors Members appointed by the Chairman of the Assembly and approved by the President Each member performs a critical role and each function is connected to the Backbone of the NDAT Network. Chart Color-Scheme Key NDATORG: Chart # NN Current as of: July 2015

7 National Delegates Assembly Team  Presiding Chair. Appointed by National President (per Article VII, Section 2.B.(1)  Credentials. Registers and certifies all delegates for the Assembly (per Article VII, Section 2.B(a))  Nominating. Prepares a slate of nominees for the appropriate offices to be filled (per Article VIII, Section 1, A).  Elections. Plans and conducts the election (per Article VIII, Section 1, B).  Resolutions. Screens and recommends action on all resolutions. (per Article VII, Section 2.b.(b))  Standing Rules. Presents rules of conduct that govern the Assembly (per Article VII, 2B.)

8 National Delegates Assembly Team  Special Assistant. Provides a wide-range of coordination and other support functions for the Assembly Chair.  Delegates Assembly Coordinator. Provides logistical support, coordinates space and wide variety of other support activities.  Training Coordinator. Coordinate all training required in support of the Assembly. Conduct Delegates Training as well as Committee Training.  Sergeant-At-Arms. Assist in maintaining order during the Assembly. Speak for their respective regions during roll-call and on other occasions.  Parliamentarian. Consults with the Chair during the Assembly on matters of conduct and decorum. Provides guidance from organizational documents and Robert’s Rules of Order.

9 National Delegates Assembly Team  Budget and Finance. Manages the NDAT budget.  Communications and Public Relations. Provides information on the NDA activities to BIG members and Delegates Assembly attendees.  Webmaster. Manages the National Delegates Assembly webpage which is part of the BIG website. Manages the displays of information on the screen during the assembly.

10 Overview Delegates Assembly 3-Prong Process  Credentials  Certifies and registers delegates for participation in the Assembly including voting.  Nominating  Processes nominations for elections of national officers, regional directors, elections and nominating committees.  Elections  Conducts the election.

11 a. Terms and Definitions 1. Alternate -A person elected to serve in the absence of the elected chapter delegate. 2. Authorized- Refers to the number of delegates allowed to be seated at the Delegates Assembly by each chapter. The count is based on the number of regular (not associate) financial members in the chapter 60 days before the start of the Assembly. 3. Certified – A member in good financial standing with the organization 60 days prior to the start of the Delegates Assembly, elected by his/her chapter to serve as a delegate or alternate whose name has been sent to the Credentials Committee and has been accepted. 4. Delegate – A person elected to represent and vote for the chapter at the Delegates Assembly. 5. Delegates Assembly – the business meeting of Blacks In Government. These meetings, held once a year, where delegates and alternates come from around the world to discuss the direction of the organization, vote on amendments to the National Constitution and elect officers to operate the organization.

12 Terms and Definitions Continued 6. Membership Roster – A list of all members of the organization in good financial standing 60 days prior to the start of the Delegates Assembly. 7. National Constitution – The rules that govern the organization. 8. Registering Log – The official log of certified delegates and alternates for the Delegates Assembly. 9. Roll Call – A request from the Delegates Assembly to provide an official count of the total number of delegates registered by region. Used by the Assembly to establish a quorum. 10. Tally Card – Contains the official count of delegates registered in a specific region given to the Credentials Chair with the committee member’s initials, time and date. 11.Tally Sheet – The official document used to report the number of registered delegates.

13 Overview Delegates Assembly Committee Member Responsibility Level of commitment and accuracy YOUR RESPONSIBILITY!  100% is required  Either it’s right or it’s wrong  Almost is not good enough  One mistake can  Invalidate the entire Assembly  Invalidate the entire election

14 Overview Delegates Assembly Committee Member Responsibility Level of commitment and accuracy YOUR RESPONSIBILITY!  Learn during training  Ask questions as needed  When in doubt ASK!  Know your chain of command  Who to ask questions  Who is authorized to answer

15 Overview Delegates Assembly Committee Member Responsibility Level of commitment and accuracy YOUR RESPONSIBILITY!  Do not change any processes  Integrity  Effectiveness  Efficiency

16 CREDENTIALS COMMITTEE Responsibilities  Assembling Delegates packets  Certifying Delegates and Alternates  Registering Delegates and Alternates  Providing accurate delegates count at roll calls

17 CREDENTIALS COMMITTEE Responsibilities BEHAVIORAL OBJECTIVES * Using sample folder, the volunteers will, with 100% accuracy, prepare delegates packages. * Using the organization chart, the volunteers will, with 100% accuracy, know the chain of command. * Using the assignment sheet, the volunteer will, with 100% accuracy, know what region he/she is assigned. * Using a pen and membership roster, the volunteer will, with 100 % accuracy, certify delegates and alternates. * Using a pen and registration log, the volunteers will, with 100% accuracy, register delegates and alternates. * Using a pen and registration log, the volunteers will, with 100% accuracy, update the tally sheet, place count on tally card at requested roll calls. Thirty-seconds is allowed for each count, and 100% accuracy is required.

18 CREDENTIALS COMMITTEE Timelines  Authorized count of delegates is determined  Names of delegates/alternates requested from chapters for certification of delegates/alternates  Travel to site  Set up of staging area for stuffing  Allow chapters to submit changes/additions to delegates/alternates on-site  Open Credentials  Continue credentialing process through Assembly  Temporarily close credentials process for roll call  Continue credentialing process through the election.  Close at the end of Assembly.

19 CREDENTIALS COMMITTEE ASSEMBLYING DELEGATES PACKAGES *Delegates packages contain items to conduct the work of the Assembly. Packages may include the following documents but some may be provided to delegates by other means. *National Constitution *Board of Directors Policy Manual *Agenda *Reports *Tally Sheet

20 CREDENTIALS COMMITTEE CERTIFYING AND REGISTERING DELEGATES *Per the National Constitutional the National Office provides: *number of authorized delegates per chapter by region; *names of delegates per chapter by region, *a membership roster of members in good standing 60 days prior to the Delegates Assembly *Once the Chair receives the items above, the Chair can: * certify if the delegate or alternate is eligible *in accordance with the national constitution *and add their names to the registration log *making them certified. *The Chair will not be given all delegates and alternates names prior to credentials opening, therefore some certifying will be done on-site.

21 CREDENTIALS COMMITTEE Registering Delegates/Alternates “ Greet the person with good morning, good afternoon or good evening whatever is appropriate.” Ask for their name, region, chapter name and a picture ID. Locate name in the registration log by region, and chapter. Persons must sign their name exactly as presented. Receives Delegates/Alternates package.

22 CREDENTIALS COMMITTEE Registering Delegates/Alternates REGION XI TOTAL DELEGATES COUNT FOR REGION = 184 ALDELPHI LABORATORY CENTER - 2 DELEGATES DELEGATES 1ST RUN2ND RUN Jennifer D. Murphy_________________________________________________________ Robert W. White_________________________________________________________ ALTERNATES Diane V. Marshall_________________________________________________________ Ronald E. Stuckey_________________________________________________________ REGISTRATION LOG

23 CREDENTIALS COMMITTEE Registering Delegates/Alternates DELEGATE AND ALTERNATE PACKAGE Once the delegate or alternate have been certified and registered they are issued a delegates package.

24 CREDENTIALS COMMITTEE Registering Delegates/Alternates REGION XI TOTAL DELEGATES COUNT FOR REGION = 184 ALDELPHI LABORATORY CENTER - 2 DELEGATES DELEGATES 1ST RUN2ND RUN Jennifer D. Murphy * _________________________________________________________ Robert W. White_________________________________________________________ ALTERNATES Diane V. Marshall_________________________________________________________ Ronald E. Stuckey_________________________________________________________ REGISTRATION LOG Person has an * Asterisk by their name. NOTIFY CHAIR OR CO-CHAIRS !!!!!!

25 CREDENTIALS COMMITTEE Registering Delegates/Alternates *If a chapter president wants to change a primary or alternate delegate, refer them to the Chair or the Co- Chair. *If you are approached by someone who’s name has an asterisk, refer them to Problem Resolution. *If an alternate wants to replace a primary delegate refer them to Problem Resolution. Delegate packages are not to be left unattended. *The delegates or alternates will not be issued a new package or badge if theirs is lost. ( Exception: May appeal to the Delegates Assembly.)

26 CREDENTIALS COMMITTEE Registering Delegates/Alternates *Never leave any of the materials on your table unattended – not for a moment! *If the person registering presents a situation such that he/she is not able to just sign – refer the person to Problem Resolution. *If the person will not leave your table to go to Problem Resolution waive your arm in the air to request the Chair/Co-Chair to come over and assist you. *This is not the time to visit – you may need to remind your friends and yourself that you are working and must serve other customers. *Committee members can not register delegates or alternates within his/her region. Notify the Chair if there is a problem.

27 CREDENTIALS COMMITTEE Roll Call  Honorable Melvin Davis, the Delegates Assembly Chair will request roll calls throughout the Assembly.  The National Sergeant of Arms will come to the Credentials Area and notify the Chair when a roll call is requested.  Credentials will temporarily close to conduct the tally.

28 CREDENTIALS COMMITTEE

29 CREDENTIALS COMMITTEE

30 CREDENTIALS COMMITTEE Roll Call - Considerations  All registration activities will stop Immediately!  Not even the person about to sign will be completed.  Registration will not resume until:  Tally is complete  No one, except the Chair will be allowed to enter or exit the Credentials area until the Roll Call is complete.  People waiting are not allowed to sit behind the registrations tables.  All materials must continue to be protected.

31 CREDENTIALS COMMITTEE SUMMARY The Credentials Committee is a vital link in this organization’s chain. The delegates must have the tools necessary to conduct the business at hand. I can not emphasize enough the importance of following the procedures for certifying and registering delegates and alternates. An error can cause all decisions and voting to be null and void. We must provide the Delegates Assembly an accurate count of registered delegates upon request.

32 QUESTIONS??

33 CREDENTIALS COMMITTEE THANK YOU Trekeshelia Britton, Chair Pinkie Mason, Co-Chair Betty Parker, Co-Chair Mary Thomas, Co-Chair