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BLACKS IN GOVERNMENT 2012 ANNUAL DELEGATES TRAINING

BLACKS IN GOVERNMENT 2012 ANNUAL DELEGATES TRAINING. July 28, 2012 NOAA Main Auditorium 1301 East-West Highway Silver Spring, Maryland 20901. 2012 Region XI Delegates Assembly Training Team (RXI DAT). Harold Atkins Paula E. Davis John Hunter Honorable Lamonte Johnson Renee Mosley

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BLACKS IN GOVERNMENT 2012 ANNUAL DELEGATES TRAINING

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  1. BLACKS IN GOVERNMENT 2012 ANNUAL DELEGATES TRAINING July 28, 2012 NOAA Main Auditorium 1301 East-West Highway Silver Spring, Maryland 20901

  2. 2012 Region XI Delegates AssemblyTraining Team (RXI DAT) Harold Atkins Paula E. Davis John Hunter Honorable Lamonte Johnson Renee Mosley Honorable Gerald Reed Shirley Suggs Mary K. Thomas Lorraine Townsend Programs, Education Committee and Region RXI Delegates and Alternates

  3. Region XI Programs & Education Committee Shirley Jones, RXIC PRESIDENT EX-OFFICIO GAO-USACE Marion Allen, Chair PAULA E. DAVIS HHS IRS NEW CARROLLTON BRENDA AGUNYEGO MARION ALLEN NIH HHS LYNETTE UMEZ-ERONINI LASHAN HAYNES PTO EPA FARNESE HICKS VIOLA HUBBARD BIG-PENTAGON BENJAMIN BANNEKER JOHN HUNTER LORETTA JOHNSON FMS WNY

  4. Region XI Programs & Education Committee(Cont.) MICHAEL MCCRIMMON RENEE MOSLEY WNY NMIC MARIE PERRY DONALD SMITH ROBERT C. WEAVER, HUD BENJAMIN BANNEKER SHIRLEY SUGGS CAROLYN THOMPSON FCC-AIM CNCS LORRAINE T OWNSEND DOROTHY WASHINGTON WNY FMS

  5. Region XI Delegates Training AgendaJuly 28, 2012

  6. Region XI Delegates Training AgendaJuly 28, 2012 AM 9:00Continental Breakfast/Registration/Credentials.............Brenda Agunyego Lynette Umez-Eronini Farnese HicksViola Hubbard Loretta Johnson Marie Perry Dorothy Washington 10:00 Welcome & Training Overview………………………...Marion Allen 10:05 Ground Rules ………………………………………….. Renee Mosley 10:10 Credentials Process Roles & Responsibilities…………. Mary K. Thomas 10:30 Parliamentary Procedures………………….……………John Hunter 10:50 Delegates Assembly Preliminary……………..…Honorable Lamonte Johnson Authoritative Documents: NDA Certified Eligibility Form (NDA CDEF) Tally Sheet Delegates’ Strength Comparison……………….…Honorable Gerald R. Reed

  7. Region XI Delegates Training AgendaJuly 28, 2012 (CONT.) 11:10 Conducting Business at………………………………… Harold Atkins Delegates Assembly: Regional Pre-Caucus/Caucus Overview Caucus Positions National Delegates Assembly Officials Nominees for National Committees National Nominations & Elections Region XI Voting Voices at National level PM 11:25 Break 11:45 Proposed Constitutional Amendments……..………Shirley Suggs Resolutions Strategies & Resolutions

  8. Region XI Delegates Training AgendaJuly 28, 2012 (CONT.) 12:05 Forum for RXI Candidates for National Office……................... Lorraine Townsend Questions and Answer Session President 1ST Vice-President 3RD Vice-President Secretary Assistant Treasurer RXI Board of Directors 1:00 Wrap-Up………………………………………………………………… Marion Allen Evaluations……………………………………………………..Raymond Eldridge

  9. Table of Contents

  10. Table of Contents Acknowledgements and Special Thanks…………………………………………………... i Program and Education Committee Members……………………………………………... ii Delegates Training Agenda………………………………………………………………... iii Table of Contents for Delegates’ Training Booklet………………………………………... v Ground Rules………………………………………………………………………………. 1 Credentials Process………………………………………………………………………… 3 Delegates & Alternates sign-in sheet (sample)…………………………………………….. 9 Roles and Responsibilities…………………………………………………………………. 12 Parliamentary Procedures………………………………………………………………….. 16 Delegates Assembly Preliminary Authoritative Documents………………………………. 38 • National President’s Official Letter –2012 National Delegates Assembly • 2012 DNA Certified Eligibility Form (NDA CDEF) • Tally Sheet (sample) • Delegates’ Strength Comparison

  11. Table of Contents (Cont.) Conducting Business at Delegates Assembly……………………………………………… 47 • National Delegates Assembly Business Agenda • Standing Rules of the Delegates Assembly • Motion Form (sample) • 2012 Delegates Assembly Minutes (available on website) • Reports to be Presented to the Delegates Assembly • 2012 BIG Elections Committee • 2012 BIG Nominations Committee • 2012 BIG Nominations Process • Nominations Submissions • Elections Positions and Process RXI Voting Voices at National Level………………………………………………………71 2012 Proposed Constitutional Amendment……………….....................………………….. 72 • Resolutions Forum for RXI Candidates for National Office…………………………………………..... 73 Wrap-up……………………………………………………………………………………. 75 Evaluations………………………………………………………………………………..... 76

  12. Ground Rules 1

  13. Delegates Training Ground Rules 1. Separate seating areas for Delegates and Alternates 2. New Delegates identified with a “star” on their name tags 3. Use of the microphones by Delegates in the auditorium a. give your name b. chapter’s name; and c. Region – Region XI 4. Sergeant-at-Arms helps to maintain order 5. No food allowed in the auditorium 6. Location of bathrooms - in the rear of the Science Center across the hall 7. Questions and answers during each presentation (unless presenter requests otherwise) 8. Remember to be flexible as things have a way of changing 2

  14. Credential Process 3

  15. Credentials Process Frequently Asked Questions What are credentials? The authorized process to register delegates for the National Delegates Assembly. This process validates your financial eligibility to serve as a delegate or alternate. Who assigns credentials? In accordance with Article VII, Section 2.B (1)(a), The National Delegates Assembly Credentials Committee has the ultimate responsibility to certify all delegates and alternates. When registering as a delegate or alternate, you will proceed to an assigned area and follow instructions to the location where Region XI will register. The committee member should have your name (as submitted by your chapter on a registration sheet). You will show your picture ID and sign your named under your designated chapter. What do I need to register? You will need a picture ID (no exceptions) 4

  16. Credentials Process Frequently Asked Questions (cont.) What will I receive as a delegate? After you are certified as an eligible delegate, you will receive a package containing all the necessary documents required for conducting the business at the Delegates Assembly. Most importantly, you will receive a “BADGE” designating that you are either a “Delegate” or “Alternate”. It is very important that you don’t loose your badge. If you loose your badge, either the Regional President or Regional Director will have to request authorization from the delegates to re-issue another. What is the responsibility of an “Alternate”? The Alternates serves as a primary delegate in the event the primary needs to leave the floor. Alternates only represent their Chapter’s delegates. They will receive a package upon registration and should always be prepared to stand in for the delegate. Make sure you exchange badges to make you an “authorized” delegate to be on the floor. How is the number of delegates from a chapter determined? The deadline for memberships was June 13, 2012. Based on the number of financial members (dues paying) in your chapter determines your membership strength. All delegates and alternates must have been on the National Membership Roster 60 days prior to the Assembly. For example, if your membership is as follows: Membership Number of Eligible Delegates 1-25 2 26-50 4 51-75 6 76-100 8 101-300 16 301-500 32 Over 500 40 5

  17. Credentials Process FREQUENTLY ASKED QUESTIONS (Cont) What happens if my membership was current by the deadline but expired later or changed chapters? When you try to register at credentials, you will have to go to Problems Resolutions to validate your membership. Most of the time it’s an easy process, just inconvenient and sometimes embarrassing. In any event, you must renew your membership before you can register as a delegate unless you can produce a receipt of payment showing your renewal date. In the case of switching chapters, notification should have gone to the National Office designating the chapter you transferred. What happens if there is a change in delegates or a switch from alternate to primary? Only the Chapter President or designee (can be the Regional President) can authorize the credentials committee to change, add/substitute, or switch names of delegates. There will be a pre-credentials meeting to take care of this problem in advance. 6

  18. Other Information In early May, the National Treasurer will notify all Chapter and Regional Council Presidents of the deadline for all financial memberships. The memberships must be current and submitted to the national office 60 days prior to the assembly. It is then time to review your chapter membership roster for inaccuracies and revisions. When the deadline expires, it is too late — NO EXCEPTIONS. In July, the National Assistant Treasurer will notify all Chapter and Regional Council Presidents of the number of ‘AUTHORIZED” delegates each chapter is entitled to. Directly following that, a membership roster will be mailed out. 7

  19. Important Definitions AUTHORIZED NUMBER OF DELEGATES: Per Article VII, Section 2.C of the National Constitution of BIG. This number will not change during delegates’ assembly. REGISTERED NUMBER OF DELEGATES: The number of delegates that have signed-in or have been “Credentialized”. This is a floating number up to the number of delegates “Authorized”. NUMBER OF DELEGATES SEATED: To determine a quorum or vote. This number represents the “Actual” number of delegates seated on the floor at the time of a count. This is a floating number up to the number of delegates “Registered”. FINAL NOTE: THE CREDENTIALS CHAIR TO THE DELEGATES ASSEMBLY WILL REPORT ALL THESE NUMBERS. AT THAT TIME CREDENTIALS WILL BE TEMPORARY CLOSED UNTIL AFTER THE REPORT IS GIVEN. 8

  20. PRIMARY DELEGATES FORM Please complete allrequested information. If not completed, you will be contacted for the required information. This form may be reproduced if additional names are submitted. Please return by JULY 31, 2012. Submissions after this date must be brought ON-Site at the NDA. Submit to the Ms. Pinkie L. Mason via email at: pinkie.mason@att.ne, with copies to: Co-Chair Mrs. Trekeshelia Britton at trekeshelia.britton.gowh@statefarm.com. REGION #: XI (Region and Chapter Name - Required Information) CHAPTER NAME: _____________ Chapter President ___________________________________________________ Signature President’s E-Mail Address(es):__________________________________________ Appointee ___________________________________________________ Signature Appointee’s E-Mail Address(es)__________________________________________ 9

  21. ALTERNATE DELEGATES FORM Please complete all requested information. If not completed, you will be contacted for the required information. This form may be reproduced if additional names are submitted. Please return by JULY 31, 2012. Submissions after this date must be brought ON-Site at the NDA. Submit to the Ms. Pinkie L. Mason via email at: pinkie.mason@att.ne, with copies to: Co-Chair Mrs. Trekeshelia Britton at trekeshelia.britton.gowh@statefarm.com. REGION #: XI (Region and Chapter Name - Required Information) CHAPTER NAME: _____________ Chapter President ___________________________________________________ Signature President’s E-Mail Address(es):__________________________________________ Appointee ___________________________________________________ Signature Appointee’s E-Mail Address(es)__________________________________________ 10

  22. CHAPTER APPOINTEE FORM IF THE CHAPTER PRESIDENT IS UNABLE TO ATTEND the 2012 National Delegates Assembly, he/she must designate someone to be their appointee. This includes the Regional Council President. **THERE ARE NO EXCEPTIONS. No Changes will be made during the Delegates Assembly if this form is not on file. Please complete the form below and return to the National Credentials Chair, Ms. Pinkie Mason at pinkie.mason@att.net or by mail at 347 McMurtry Drive; Arlington, TX 76002 no later than AUGUST 3, 2012. Mail must also be received by this date. **Region #___________*Chapter Name______________________________________ REQUIRED INFORMATION Chapter President ____________________________________________________ (Typed Name) President’s Signature _____________________________________ President’s e-mail address_____________________________________________ President’s Home Telephone Number____________________________________ President’s Office Telephone Number____________________________________ President’s Other Telephone Number____________________________________ Chapter Appointee___________________________________________________ (Typed Name) Appointee’s Signature_______________________________________________ Appointee’s e-mail address___________________________________________ Appointee’s Home Telephone Number__________________________________ Appointee’s Office Telephone Number__________________________________ Appointee’s Other Telephone Number___________________________________ 11

  23. Roles and Responsibilities 12

  24. Roles and Responsibilities of a Delegate/Alternate 1. To present the ideas and requirements of individual chapters in accordance with the Region XI section. 2. To listen, question, and get clarity on issues - if one disagrees with the Region’s position on an issue, their job is to discuss these areas of disagreement within the Region. a. Listen to the strategies proposed by your assembly leaders during our planning sessions as well as when we Caucus during the Assembly. b. Offer suggestions, proposals and ask questions 3. Watch for the lead of and consult with your floor whip, Region XI Board of Directors, Region XI Caucus Chair & Co Chair, Regional Parliamentarian and other Regional Caucus leaders at all times for clarity of issues being discussed during the assembly, especially when it is time to Vote. 13

  25. Roles and Responsibilities of a Delegate/Alternate (Cont.) 4. Be prepared to stay until the end of the assembly. If a primary delegate needs to leave for any period of time, an alternate from your Chapter should be present and ready to sit in until primary delegate can return. 5. Be watchful, be focused, and pay attention to the floor discussions and issues. Be sure that you understand what you are voting on. Remember the information shared in our training/planning sessions. If there is a lack of understanding, ask for assistance. 6. When certified, be prepared and read all the material in the delegates folder. 14

  26. Roles and Responsibilities of a Delegate/Alternate (Cont.) 7. Be prepared to attend 1-2 Pre-Delegate assembly meetings. NOTE: It is strongly recommend to arrive the day before the assembly. 8. When you vote, remember the presentations by the candidates. Consider their nomination speech and review their accomplishments at the Chapter, Regional and National levels. Also remember the contributions they have made in accordance with BIG goals and objectives. 9. Remember, this is your organization and the decisions you make this year will affect you throughout your lifetime in the organization. 10. BE COMMITTED TO REPRESENT REGION XI. 15

  27. PARLIAMENTARY PROCEDURES 16

  28. Parliamentary Procedures Three basic principles of Parliamentary Procedures: Majority Rules; Equal rights for all members to participate in proceedings; and Orderly Consideration of all matters worth considering. 17

  29. Necessary Officers Presiding Officers President Chairman Moderator Speaker Recorders Secretary Clerk 18

  30. Quorum The minimum number of members within a society required in order to officially conduct business Minimum number that must be present- A quorum is different in various venues; i.e., the Region that is based on the number of financial chapters, a Chapter on a number or percentage of financial members, and Delegates Assembly on the number of authorized delegates (Majority). 19

  31. Conducting Business Business is brought before the assembly by motion of a member or committee, or in the form of a resolution. Long complicated motions should be prepared in advance and submitted in writing. Members must receive recognition from the presiding officer before speaking, with the exception of specific motions (Point of Order, Order of the Day, and Previous Question/Close Debate). Motions should be stated as “I move that…..” 20

  32. Five Basic Principles 1) Only one subject may claim the attention of the assembly at a time; 2) Each proposition presented for consideration is entitled to full and free debate; 3) Each member has rights equal to every other member; 4) The will of the majority must be carried out, and the rights of the minority must be preserved; and 5) The personality and the desires of each member should be merged into the larger unit of the organization. 21

  33. Motions The process by which business or a proposal is brought to the assembly for action Provide thoughts about the motion (in writing) so that it can be stated or read properly 22

  34. Main Motion The business of the organization is carried out through the main motion. The object of the main motion is to introduce new business for consideration of the group. The main motion brings before the members a proposed course of action, and there can be only one main motion under consideration at any given time. 23

  35. The Motion to Amend An amendment may be made by anyone to modify an original motion. Amendments change or modify a motion by striking out, adding or substituting language to the original motion. Only two amendments may be considered on any motion at any time. 24

  36. Refer to a Committee This process is used to address business which can not or should not be disposed of immediately by the group. Standing vs. Ad Hoc Committees. Appointment of Committees Vote Appointment Volunteering 25

  37. Postpone to a Definitive Time This motion postpones or delays action until a certain time. Postponing is the proper way to delay an action on a motion until later in the agenda. (Please note: One can not postpone anything beyond the timeframe of the meeting.) 26

  38. Close Debate When members of a group exhaust a motion or issue, someone may move to “call for the question”, to close debate and vote. The motion to close a debate requires a 2/3 majority vote of the assembly. 27

  39. The Motion to Table The motion to table is used to lay aside an item of business temporarily in order to attend to more urgent business. It is NOT intended to kill a motion Rather, it is a method to set the measure aside so it can be resumed as easily as if it was a new motion. 28

  40. The Motion to Adjourn The business meeting is closed by a motion to adjourn. This motion cannot be debated or amended. The meeting is not adjourned until the chairman announces “The meeting is adjourned.” 29

  41. Motion to Take a Recess A motion for recess allows for a break in proceedings. The motion to recess is not debatable, but it is amendable. 30

  42. The motion to fix time in which to adjourn is to set the time, and sometimes the place, for another meeting to continue business of the session, with no effect on when the present meeting will adjourn. Motion to fix Time in Which to Adjourn 31

  43. Incidental Motions Various types of incidental motions allow for speakers to interrupt the activity. Point of order Question concerning a breach of parliamentary law. Call for the order of the day Makes the assembly aware of a problem with the procedure or agenda. To get back on the agenda or follow the Standing Rules of Order. 32

  44. Incidental Motions (Con’t) Point of Personal Privilege Motion that permits a request or main motion relating to the rights and privileges of the assembly or any of its members. Point of Information A request directed to the chair, or through the chair to another officer or member. The information is relevant to the business at hand but not related to parliamentary procedure. 33

  45. Incidental Motions (Con’t) Point of Clarification Motion which allows the chair to explain pending actions of the assembly prior to a vote. Division of the House or Assembly Calling for a recount of the vote by an alternative method other than voice vote; i.e., standing, show of hands, or count. 34

  46. Presidential Voting The President, although not prohibited, should avoid voting in almost all instances; except when his/her vote can directly impact the outcome of a vote. For example: Voting to break a tie; Voting to make a tie (Motion is lost); or Voting to create a required majority. 35

  47. Quotations Three thoughts: 1) For every purpose, there is time and judgment; 2) Everything should be done in a fitting and orderly way (let all things be done decently and in order); and 3) I hear and I forget; I see and I remember; and I do and I understand. 36

  48. Questions? 37

  49. Delegates Assembly Preliminary Authoritative Documents 38

  50. Delegates Assembly Preliminary Authoritative Documents National President’s Official Letter – 2012 National Delegates Assembly 2012 NDA Certified Eligibility Form (NDA CDEF) Tally Sheet (Sample) Delegates’ Strength Comparison 39

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