1 NATIONAL DELEGATES ASSEMBLY TEAM DELEGATES TRAINING 2015 W. G. Buckner, Training Coordinator BLACKS IN GOVERNMENT

2 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.

3 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.

4 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.)

5 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. Coordinates all training required in support of the Assembly. Conducts 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.

6 National Delegates Assembly Team  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.

7 ENTITY Regional Council Representative  Three per chapter regardless of the chapter total membership (number of members)  All Chapters shall belong to a Region and make up the Regional Council  All Region officers, elected or appointed (except Regional Directors), must be a Regional Council Representative. Note Regional Directors are non-voting members of the Regional Council.  Each representative is entitled to one vote.

8 ENTITY Chapter Delegate  Represents chapter members during Delegates Assembly  Make up the Delegate Assembly  Representation based on chapter total membership (number of members).  Do not have to be a delegate to be a candidate for national officer, regional director, nominating committee, or elections committee.  Must be financial throughout the entire assembly.

9 Chapter Representation Chapter MembershipNumber of Delegates Over 50040

10 Delegates’ Responsibility  Shall elect National Officers, Regional Director, Elections and Nominating Committee Members  Shall participate in the Regional Caucus nomination process  Shall consider for approval the Annual Audit and Treasurer’s Reports  Shall consider for approval the Proposed Amendments to the National Constitution and proposed Resolutions  Shall Ratify previous actions by the National Board of Directors and National Executive Committee, including suspension or revocation of chapter charters.

11 Delegates Responsibilities Cont.  All Delegates are elected by their chapters.  Primary Delegates vote on all business issues including elections.  Alternate Delegate serves in the absence of the primary. Can only replace the primary for the same chapter.  Be certified and registered by the Credentials Committee  Photo ID required  Will receive information package  Only Delegates wearing a Primary Delegates badge at the time of any office election may vote.

12 Delegates Assembly Process  Credentials  Certifies and registers delegates for participation in the Assembly including voting  The Assembly  Nominating  Processes nominations of candidates for national offices (including Regional Director), elections and nominating committees  Elections  Conducts the election

13 Delegates Assembly Process  2015 Credentials will open at 9:00AM on August 23, 2015  Assembly Process  Roll Call (Credentials temporarily suspends operation)  Agenda approval  Discussion in accordance with agenda

14 Delegates Assembly Process  Assembly breaks for Regional Caucus  Assembly reconvenes at designated time  Conduct National Elections  Assembly continues until business is completed  Assembly Adjourns

15 Credential Registration  Certify and register (validating eligibility to vote) all primary and alternate delegates  Only Chapter Presidents or designees can change, add or substitute  Regional Council President certifies the chapter is in good standing

16 Credentials Reporting  Report the number of authorized delegates per Article VII, Section 2.C(1). (This number reminds constant)  Report the number of registered delegates (This number will change but never exceed the authorized)  Each region shall report the number of delegates actually seated (This number will change but cannot exceed registered).  Report when requested by the Delegates Assembly Chair and to establish a quorum (Roll Call).  Credentials processing stop during the time a count is being conducted (Roll Call).

17 Nominating Committee  Nominated by regions in caucus meetings  One primary and one alternate per region elected during the National Election  Collects and assembles slate of nominees for National Offices, Regional Director, National Nominating and National Elections Committees  List names of nominees received from the Assembly floor; validate membership and eligibility of each candidate  Assist in regional caucus nominations for Regional Directors, Nominating and Elections Committees

18 Election Committee  Nominated by regions in caucus meetings  Elected during the National Election (3 members per region)  Secure appropriate machinery, location, make provisions, and determine procedures for conducting the election  Shall monitor the election to maintain integrity of the election process

Overview National Delegates Assembly National Offices 2015 Election  Executive Vice President  2nd Vice-President  Corresponding Secretary  Treasurer

Overview National Delegates Assembly 2015 Offices Cont.  Regional Director  Nominating Committee members (2)  Elections Committee members (3)

Using Your Keypad To select ONE option, press the number that corresponds with your choice followed by the SEND key. To select MULTIPLE options:  Press the number that corresponds with your first choice  Then press the SYM key  Next, select your second choice  Then press the SYM key  Continue this process until the required number of selections have been made  Finally, press the SEND key to lock in your vote Keypad Instruction s

General Vote

General Vote – Sample Run-off

Regional Vote

Voting for 5 of 8

34 QUESTIONS??

Please review Parliamentary information on the National Delegates Assembly section of the BIGNET.

History  First edition Feb 1876 by army General Henry Martyn Robert  Over 40 years of fine tuning Robert’s Rules of Order (RROO  More than 5 million copies sold in the past 129 years  Translated into Spanish, Korean, Russian and more  Used by more than 85% of US organizations  Now includes electronic meetings, voting, and the Internet  “Robert’s Rules of Order is the greatest book ever written.” – Mayor Richard J. Daley, Chicago 1967

What is Parliamentary Procedure ? Robert’s Rules of Order (ROO)  Method of defining the rules of a fight  Creates fair and efficient atmosphere for group decision- making  Ensures both minority and majority are heard in discussion  It ensures efficient meetings and that all members have a chance to speak.

The Main Players  The Chair or Presiding Officer’s number one job is to “keep the main thing the main thing.”  They should be impartial, fair and open- minded.  They are to keep the assembly or meeting informed of the immediately pending question.  They are to allow for full participation of the members to arrive at the best possible solution for the matter at hand.

The Main Players  Individuals who are expert in parliamentary procedures, rules, or debate are titled parliamentarians.parliamentarians  Ensure a quorum is present so business can be legally transacted.  Count the number of votes cast in the affirmative or negative.  They listen attentively to group decision- making and inform the Chair or Presiding Officer of any actions to comply with RROO.

The Basics - 1  To facilitate working together and accomplishing the purpose – not inhibit it.  Spirit of fairness, courtesy and good faith are paramount.  Only one matter is addressed at a time.  Only one person can speak at a time.

The Basics - 2  No one can speak a second time until all who wish have spoken for the first time.  Members have the right to understand any question presented during a meeting and to understand the effect of their decision.

The Basics - 3  Everybody’s vote counts.  The majority vote decides the issue.  The rights of the minority are protected at all times.  Speakers with opposing views should be recognized in turn.

The Basics - 4  No debate/discussion is permitted until a motion has been made, seconded, and stated by the Chair.  If no limit it set by the organization’s bylaws or rules, general parliamentary rule is 10 minutes per motion.  One does not address remarks to another member. All remarks are made to and through the Chair.

The Basics - 5  During debate, no member may disturb the assembly by whispering, walking, side conversations, distractions, etc.  The Chair may not interrupt the speaker, if rules are being followed and no disorder arises.  Debate may be closed only with the consent of the assembly (2/3 vote).

The Basics - 6  During debate if a member “calls for the previous question”, it means to close debate.  A motion is made to end the discussion. If passed, it puts the pending motion to vote. It is not debatable or amendable and requires a 2/3 vote.  When a member states “Division”, it calls for a recount of the vote again. The member needs to be recognized.

Chair’ Right to Participate in Debate  To participate actively, the Chair must relinquish the Chair to the Deputy Chair of the Assembly who has not participated in debate.  The Chair does not return to the Chair position until the pending question has been concluded.

What is a Motion??  A main motion is a formal proposal or an action by a member or committee in a meeting that something must be made.  Only one main motion should be placed before the assembly at one time.  A motion always uses correct grammar.

Six Usual Steps to a Motion 1. A member makes a motion after being recognized by the Chair, “I move that…” 2. Another member seconds the motion (a person who wants the topic discussed before the body) 3. Chairs states the question on the motion. “It is moved and seconded that… Is there any discussion?” Chair looks at the maker of the motion to see if he or she wishes to speak first.

Six Usual Steps to a Motion 4. Possible debate on the motion. 5. Chair asks for votes. “Are you ready for the question? (if there is no more debate)” “Those in favor, say “aye.” (Pause). Those opposed, say “no.” 6. Chair announces the result. “The motion carried (failed).”

To Amend a Motion A main motion has been made, seconded, and stated by the chair. After recognition by the Chair : Member: “I move to amend the motion to…(forms of amending could be to insert, to add, to place at the end, to strike out; to strike out and insert).” Chair: “It is moved and seconded to amend the motion by…. Is there any discussion? Are you ready for the question?” (Debate is on the amendment ONLY, not the main motion). This is no such thing as a “friendly amendment.”

To Withdraw - 1  Before a motion is stated by the Chair, it may be withdrawn or modified by the maker without consent of a seconder.  After the motion is stated by the Chair, it belongs to the assembly and permission must be given for its withdrawal.  The objective is to prevent the vote from being taken and to keep the motion off the record.

To Withdraw - 2  A motion may be withdrawn even if it has been amended.  A motion may be withdrawn at any time before voting on the question has begun.  Any part of a question which has been divided may be withdrawn without affecting the other parts.  After a motion has been withdrawn, it is not recorded in the minutes.

To Limit Debate After recognition by the Chair : Member: “I move that debate be limited to 2 minutes per person on this motion.” Another member seconds the motion. Chair: “It is moved and seconded that debate be limited to 2 minutes per person on this motion.” (not debatable, may be amended as to the time). “All in favor of limiting debate to 2 minutes per person on this motion, rise (or show of hands). (Requires a 2/3 vote, count, if necessary. Be seated (or lower the hands).” “All opposed, rise (or show of hands). Be seated (or lower the hands.)” “There being a 2/3 vote in the affirmative, debate is limited to 2 minutes per person for this motion.” Sergeant –at-Arms. Will count the number of votes cast by those who are standing or by a showing of hands.

To Stop Debate After recognition by the Chair : Member: “I move the previous question.” (on all pending matters.) Another member seconds the motion. Chair: “The previous question is moved on …” This STOPS all debate and amendments and to take a vote at once. “All in favor or ordering the previous question on…rise or showing of hands). “There being a 2/3 vote in the affirmative, the previous question is ordered on …. The question is now on the adoption of the motion to… All in favor of the motion, rise (or show of hands). Be seated (or lower the hands).” “All opposed, rise (count). Be seated (or lower the hands.)” Sergeant-at-Arms: Will count the number of votes cast by those who are standing or by a showing of hands and the number for a 2/3 vote.

Point of Order Although the Presiding Officer or Chair has the responsibility of enforcing the rules, any member who believes he/she has noticed a case where the Chair is failing to do so can, at the time the breach occurs, call attention to it by making a Point of Order (or raising a question or order, as it is sometimes expressed). The effect is to require the Chair to make a ruling on the question involved.

Point of Information A Point of Information is a request directed to the Chair for information relevant to the business at hand but not related to parliamentary procedure. When addressed to the Chair, it is treated like a parliamentary inquiry. No vote is taken on a parliamentary inquiry and point of information.

Point of Privilege Two types: 1) Those relating to the privilege of the Assembly as a whole. 2) A Point of Personal Privilege is a request directed to the Chair for personal comfort for such things as a break for the group. No vote is taken on a parliamentary inquiry and point of personal privilege.

Parliamentary Inquiry A Parliamentary Inquiry is a request for the Chair’s opinion on a matter of parliamentary procedure as it relates to the business at hand – not involving a ruling.

The Most Important Question  What do you ask when you don’t know what else to do?  Mr. Chair, what will be the impact of this vote?

Know the Rules!  You don’t need to be an expert – just learn the basics.  Don’t be a member who gets bored with the business being conducted.  If you have questions, ASK THEM!  If you want information, ASK FOR IT.  Take time to talk with your officers. They are more than willing to share!

61 Q & A

Websites for Additional Information Parliamentary Procedures at a Glance National Association of Parliamentarians Parliamentarian Jim Slaughter Parliamentary Procedure Consultant

63 THANKS FOR THINKING BIG! SPECIAL THANKS TO: Melvin Davis David Groves Melvin Davis David Groves W. Gregg Buckner For more information contact: W. Gregg Buckner at