Laying the Foundation: Chapter Chartering 101

1. Laying the Foundation: Chapter Chartering 101 Tasha Zephirin 2010-2011 National Parliamentarian October 23, 2010 NATIONAL SOCIETY OF BLACK ENGINEERS

2. Introduction • Tasha Zephirin • M.S. Electrical Engineering, Virginia Tech NSBE Experience: • Region 2 Chair Emeritus/Parliamentarian (‘09-‘10) • Region 2 Chair (‘08-‘09) • Region 2 Membership and IC Chair (’07 –’08) • Virginia Tech Chapter President (’05 – ’06) • Virginia Tech Chapter PCI Chair (’04 – ’05)

3. OUTLINE • National Directives • Chapter Chartering Checklist • Governing Documents • Chapter Elections • NSBE Senate & AE House of Delegates • Selection • Responsibilities • National Call Calendar

4. Increase academic performance of NSBE members • Increase engineering retention rates among members • Increase the number of pre-college students on track to become engineers • Increased focus on career development for professionals

5. To be an ACTIVE chapter… • Chapter Constitution* • At least 10 members • Currently, membership dues are waived for international members • Elect a President, Vice President, Secretary, & Treasurer (at least) • Dean/Advisor confirmation • Submit an ICD report by required deadlines (contact Regional Programs Chair for more info) Information submitted on NSBE Online System Further questions?: membership@nsbe.org *Only needs to be submitted the first time the chapter is chartered

6. Governing documents

7. Governing Documents *Additional working rules not accounted for here

8. Chapter Governing Documents • Chapter Constitution • Name, Objectives, Mission Statement • Membership Qualifications • General Member Voting Rights • Positions & General Duties (elected vs appointed) • Meetings • Amendment to Constitution and Bylaws requirements • Bylaws • Detailed Duties • Elections Information • Quorum • Impeachment procedures CANNOT CONFLICT WITH NSBE GOVERNING DOCUMENTS!!!

9. Chapter Elections

10. Election Process • Who can run? • Elected vs Appointed positions • Running for multiple positions • Election Timetable • Prior to / Post National Convention? ENSURE OUTLINED IN GOVERNING DOCS

11. Election Process • Candidate Qualifications • Declaration of Intent (approved by Parliamentarian) • Essay • Letter of Recommendation • Resume • Academic Standing • Statement for additional requirements at Parliamentarian’s discretion ENSURE OUTLINED IN GOVERNING DOCS

12. Election Process • Elections Handbook • Elections Meeting • Led by Parliamentarian • Relevant Robert’s Rules Overview • Extend Time, End Q&A • Time limit for Candidate Statement • Time limit for Q&A • Contested / Uncontested • Candidates from the floor? • Decision of President/Parliamentarian if not mentioned in governing docs

13. Voting • Who can vote? • Registered chapter member • Present at Elections Meeting • Absentee Ballots • Not allowed ENSURE OUTLINED IN GOVERNING DOCS

14. Voting • Counting of Votes • Who is responsible • Parliamentarian, Chapter Advisor • Documentation • Recorded / Maintained in office until next elections • Positions not filled • President-Elect shall recommend appointment to be approved by CEB ENSURE OUTLINED IN GOVERNING DOCS

15. Voting • Ballots • Option / “check-box” for: • Each person who officially applied • Abstain • Write in • Method of Voting • Paper • Electronic?

16. Election Results • What determines the winner • Contested person who receives plurality of votes • Uncontested person who receives majority of the votes • In event of a tie, majority vote of CEB • When results will be announced • Next meeting, E-mail announcement

17. Additional Thoughts • Inability of Parliamentarian to act • President Emeritus • Persons serving consecutive terms

18. Nat’l Bylaws: Art XVI & AOG: Art XVII NSBE SENATE & NSBE AE HOUSEof delegates

19. The Voice of NSBE • Servant Leadership Model • The NEB is subject to the orders of the membership and none of its acts shall conflict with decisions made by the vote of the general body, or the goals and objectives of the organization (Const. Art VII Sec. 2 (b)) • How is your voice heard? • Governing Documents • Elected offices • NSBE Senate/AE House of Delegates

20. The Voice of NSBE cont’d NSBE senate can vote on: AE House of Delegates can vote on: AOG amendments (Art XVI) RAOG amendments (see RAOG) Elected AEB/RAEB positions at Nat’l Conv. Reg’l/Nat’l Alumni Business • Membership Dues (C. Article VI) • Nat’l Bylaws Amendment (C. Article XV) • National Constitution Amendment Proposals /Ratification(C. Article XVI) • Impeachment of NAB/NEB (B. Article VI) • Impeachment of RAB/REB (depending on Reg’l Bylaws) • Reg’l Bylaw Amendment (see Reg’l Bylaws) • Elected REB/NEB positions at Nat’l Conv. • Reg’l/Nat’l Business

21. NSBE Senate • Vehicle for the will of NSBE Membership to be expressed and chapters to stay informed on Regional/National Business • Selected group of collegiate members (called Senators), representing their respective collegiate chapters. • Comprised of six (6) Regional Senates • Regional Senates discuss/vote on respective Regional and National Business • Makes informed decisions on behalf of the membership in regional and national business • working knowledge of NSBE governing documents and the proper use of Parliamentary Procedure.

22. NSBE AE House of Delegates • Vehicle for the will of NSBE Alumni Membership to be expressed and chapters to stay informed on Regional/National Alumni Business • Selected group of Alumni members (called Delegates), representing their respective Alumni chapters • Comprised of six (6) Regional AE House of Delegates • Reg’l AE House of Delegates discuss/vote on respective Regional and National Alumni Business • 6 Regional Speaker & Clerk of the House • Alumni Parliamentarian is National Speaker of the House • Makes informed decisions on behalf of the membership in regional and national business • working knowledge of NSBE governing documents and the proper use of Parliamentary Procedure.

23. Senator/Delegate Selection Senator Selection (Const. Art V Sec 1, Bylaws Art XVI Sec. D) Delegate Selection (Const. Art V Sec 1, AOG Art XVII Sec. E) Each Alumni chapter in good standing shall select two delegates Alumni members (C. Art III Sec 3 (d)) in good standing (no affiliate) Chapter Delegates have similar term of office Selected when CEB is elected in order to serve the entire term Delegate names should be submitted prior to RLC • Each Chapter (collegiate) in good standing shall select two senators • Members (C. Art III Sec 3 (a)) in good standing (no affiliate) • Chapter Senators have similar term of office • Selected when CEB is elected in order to serve the entire term • Senator names should be submitted prior to RLC

24. Senator/Delegate Selection cont’d • Chapter governing documents dictate whether the two chapter representatives are elected or appointed • Ideally someone with previous NSBE experience or who is willing to put the time in to learn about NSBE operations • E.g. previous or potential NSBE leader

25. Senator/Delegate Responsibilities Senators Delegates Attend all Reg’l and Nat’l Alumni Business meetings Familiar with NSBE governing documents & Parliamentary Procedure Make decisions with the consent of their chapter on Reg’l/Nat’l Alumni Business (including, but not limited to): Elected offices of AEB and RAEB Amendments to AOG and RAOG Speak on behalf of their respective chapter in Reg’l /Nat’l Alumni business Report to their chapters all issues discussed during Nat’l/Reg’l meetings. • Attend all Reg’l and Nat’l Business meetings • Familiar with NSBE governing documents & Parliamentary Procedure • Make decisions with the consent of their chapter on Reg’l/Nat’l business (including, but not limited to): • Elected offices of NEB and REB • Amendments to Constitution, Nat’l/Reg’l Bylaws • Speak on behalf of their respective chapter in Reg’l and Nat’l business • Report to their chapters all issues discussed during Nat’l/Reg’l meetings.

26. Conference Attendance • Prior to any Senate/AE House of Delegates Meeting should receive: • All changes to NSBE Governing Docs since previous meeting • Proposals presented by a member chapter or respective board • Additional materials required to make informed decisions • Agenda for meeting

27. Conference Attendance cont’d Spring Regional Conference (SRC) / Business Meeting Preparation for Annual Convention Proposals on Nat’l/Reg’l ballots for Annual Convention Nominations for elected offices Any add’tlReg’l Business Annual Convention Elections Vote on proposals on Nat’l/Reg’l ballots Any add’tlReg’l/Nat’l Business Regional Leadership Conference (RLC) • Chapter Senator/Delegate Training (In-person/virtual) • Parliamentary Procedure • NSBE operating procedures • Governing Documents Overview • Any add’tlReg’l Business Fall Regional Conference (FRC) • Senate/Delegate Meeting • Initial proposals for Nat’l/Reg’l Ballots for Annual Convention • Any add’tlReg’l Business

28. Annual Convention • Senators receive discounted registration • Names must be on file with National Parliamentarian (i.e. registered under chapter in our system) by Monday March 7th, 2011 • Mandatory sessions at convention • All General Sessions and regional meetings • National Forums, National Candidate Functions • National Q & A • Be aware of any regional obligations • National Voting will take place Saturday of convention • All senators must vote!!!!

29. Consequence of not voting • Membership voice is not heard • Senator discounted registration rate forfeited • National By-Laws: Art XVI Sec F.3 • Account billed registration discount amount

30. National Senator/Delegate Calls • Dates • Pre-RLC • Tuesday July 27th 8:30pm EST • Pre-FRC • Tuesday Oct 19th 8:30pm EST • Pre-Spring Business Meeting • Tuesday Jan 25th 8:30pm EST • Pre-Convention • Tuesday Feb 22nd 8:30pm EST *Contact your Regional Parliamentarian for Call Information

31. QUESTIONS? nebparliamentarian@nsbe.org NATIONAL SOCIETY OF BLACK ENGINEERS