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5-7 October 2019 Hongkong

Club delegates play a crucial role in influencing the organization's direction. Understand delegate responsibilities, voting rules, and parliamentary procedures to maximize your impact at conferences. Learn how to present motions effectively for discussion and voting. Stay informed, engage in debates, and represent your club responsibly. Prepare for voting, report writing, and fulfilling your role as a delegate or an alternate. This guide provides detailed instructions on participating effectively in conferences.

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5-7 October 2019 Hongkong

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  1. 5-7 October 2019 Hongkong

  2. DELEGATES AND ALTERNATES ORIENTATION Olivia Aguinaldo-Ferry PastInternational President Chairman, By Laws and Resolutions Committee

  3. Clubs exercise their right to influence the future direction and success of the organization through action taken by their club delegates at general assemblies such as conferences and conventions. YOUR ROLE AS CLUB DELEGATE IS EXTREMELY IMPORTANT

  4. VOTES CARRIED BY DELEGATES: Club size: • 30 and below - 1 vote • 31 up to 60 - 2 votes • Above 60 - 3 votes Clubs may carry proxy votes. Maximum votes carried by club: 5 votes

  5. DELEGATE RESPONSIBILITIES • Check-in with Credentials Committee to verify your delegate status and receive the official delegate identification button and voting machines.

  6. 2. Study all items in your Delegate Information packet and Conference Handbook.

  7. Attend all business sessions and conference-related meetings and workshops • First and Second Business sessions (message of IP Susanne and DG Teresa, Area Directors and Committee reports and panel discussions) • Delegates Orientation, First Timer’s Orientation, CAEC Briefing, Z and Golden Z Meet Great Women Forum, Open Forum with IP, Workshops, Opening and Closing Ceremonies

  8. Wear your official conference ID and delegate identification button during all business sessions, meetings and workshops.

  9. Bring your voting cards to all business sessions: • Raise your green card – if in favor • Raise your red card – if not in favor

  10. Delegates are to be seated in the delegate-designated-area five minutes before each session begins. Wear your ID. Be prepared to speak to the issues. Ask questions when in doubt.

  11. If you wish to speak, step to the • appropriate microphone (pro, con or • procedural) – wait for recognition – state • your name and the name of your club • and your official capacity.

  12. MICROPHONES • PROCEDURAL: • Point of Order – for violations of procedure • Point of Parliamentary Inquiry – to check on correct procedure • Request for Information –to ask a question on the pending motion • Recess - to move a recess immediately • Previous Question – to end the debate and to vote on the motion without further discussion. • PRO • To make a main motion • To speak on favour of a motion • CON • To make an amendment to a motion. • To speak against a motion or an amendment. All participants receive in their bags a short instruction about parliamentarian procedures

  13. HOW DO I PRESENT MY MOTION • You obtain the floor • rise and address the chair • give your name, club and official capacity • You make your motion • state your motion clearly and concisely in the affirmative (submit your motion in writing if lengthy or complicated)

  14. You wait for a second • another member will say “ I second the motion“ • if there is no second, your motion will not be considered • motions made at the direction of the board or committee do not require a second

  15. The Chair states your motion • The Chair says: It has been moved and seconded that we xxxxxxxxxx. • Your motion is now assembly property and cannot be changed without the consent of members • After this, debate or voting can occur

  16. If there is debate, you expand on your motion • as the person who made the motion, you are allowed to speak first • direct all comments to the Chair • keep to the time limit while speaking (max of 2 mins) • you may speak again after all other speakers have spoken • you may speak a third time upon motion to suspend the rules with a 2/3 vote

  17. Voting: • The Chair asks: Are you ready for the question? • If there is no more debate, a vote is taken • The Chair announces the results

  18. When making a main motion or lengthy amendment, obtain a motion form from the monitor and write out the entire motion in duplicate. Sign the motion form. Have a seconder sign the form. Go to the appropriate microphone. Give one form to a monitor.

  19. Familiarize yourself with voting procedures and Election Rules. Do not be late to cast your votes during the time alloted to your area.

  20. Represent your club (and the club(s) for which you carry proxies) as they would want to be represented. However, you cannot be instructed on how to vote. Be prepared, listen to discussions/debatesand candidates’ speeches before making a decision on how to vote.

  21. If you have to leave the conference and will be replaced by your club designated alternate, both of you must register with the Credentials Desk. Delegate Identification badge and voting cards must be transferred immediately upon registration.

  22. Be prepared to write a report to present to your club and the clubs for which you carry proxies on Conference results and activities.

  23. CONTENTS OF YOUR CONFERENCE REPORT • Daily credentials and registration reports • Election results • Significant changes in Rules of Procedure • Other significant matters voted upon • Main gist of IP and DG messages, Area Directors and Committee reports • Main points in the financial report

  24. Main points of workshop attended, keynote and conference speeches • Printed matters received at the conference • Your personal evaluation of the conference • Thumbnail account of social activities

  25. BE PREPARED P punctual R responsible E enthusiastic P primed A alert and aware of the issues R reliable E energetic D dedicated

  26. TYPE OF VOTING REQUIRED TO TRANSACT BUSINESS • Majority vote – more than 50% of votes cast, excluding blanks and abstentions in favor of the motion or candidate. • Two-thirds vote - 2/3 of votes cast must be in favor to pass a motion that will affect members rights. • Plurality vote - when there are three or more choices offered with regard to an issue or candidates, the one with the highest vote prevails.

  27. General or unanimous consent - used in case of non-controversial issues or if there is general agreement, or if no objection is made in order to save time.

  28. TO TRANSACT BUSINESS THAT IS LEGALLY BINDING Quorum: • A quorum is required in order to legally transact business and take a vote that will bind all clubs. • There is a quorum when majority of voting members registered are present at the conference.

  29. VOTES REQUIREDTO OPEN A CONFERENCE • Credentials Report - Approval, by simple majority vote, of the Credentials Committee report on number of voting members registered at the conference. • Conference Standing Rules - Approval, by 2/3 majority vote, of the Standing Rules of the Conference. • Conference Program - Approval, by simple majority vote, of the official program and schedule of conference events.

  30. ELECTION RULES Presentation by Election Chair Diana Wong.

  31. CLOSING REMARKS • DG Teresa Lin • ZI President Susanne von Bassewitz

  32. OLIVIA A. FERRY

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