blacks in government

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NATIONAL DELEGATES ASSEMBLY TEAM CREDENTIALS COMMITTEE TRAINING

2014

Marion Stevens, Training Coordinator

BLACKS IN GOVERNMENTBLACKS IN GOVERNMENT

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AGENDA

Welcome/IntroductionsOverview of National Delegates

Assembly Credentials Committee ResponsibilitiesQuestions

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Delegates AssemblyForum

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.

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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.

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National Credentials Committee National Credentials Committee

2014

Trekeshelia Britton, Chair

Pinkie Mason, Co-Chair

Betty “BJ” Parker, Co-Chair

Mary Thomas, Co-Chair

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Budget/Finance Coordinator

Ernise Alphonse Cummins

National DelegatesAssembly

Communications/Pub Relations

Precilla WadeSandra F. Glenn

National Board of Directors: Chairman

Dr. Hezekiah Braxton

DELEGATES / CONSTITUTION

National Executive Committee (Oversight)

Third Vice President

Honorable Gary Blackmon

National President

Honorable Darlene H. Young

Salaried Members

National Delegates Assembly:

Coordinator

Jerry Prentice, Sr.

National Delegates Assembly: Special

Assistant

Precilla Wade

National Delegates Assembly Team (NDAT)


Parliamentarian Honorable Ramsey

Alexander, Jr.


Administrative Assistant

National Delegates Assembly: Sergeant-At-Arms

Honorable Lamonte Johnson Honorable Gregg Reeves,


Elections Committee

Chana Thompson,

ChairJames Travis, Co-

Chair


Nominating Committee Edna Harvin Battle,

Chair. Audrey McCray, Co-

Chair.


Credentialing Committee Trekeshelia

Britton, ChairPinkie Mason, Betty J. Parker, and

Mary Thomas , Co-Chairs.


Training Coordinator

Marion Stevens National DelegatesAssembly:

AV & WebmasterKatrina Hardy-Pace


Resolutions Committee Dr. Ethel Crisp Chair.

National Treasurer & Assistant Treasurer

Lenore Grable-Grant Norma Samuel

Liaisons:

NBOD Loretta Beavers

National Board of Directors

Constitution & Policy Committee

Charita Branch

National Executive Vice

PresidentHonorable Doris

Sartor

National Secretary

Felicia Shingler

National Office Staff Program

SupportNational Office Staff

Director

Blacks In Government (BIG)


Honorable Melvin Davis Chair

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 2014

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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.)

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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.

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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.

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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.

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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.

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a. 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.

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Committee Member Responsibility

Level of commitment and accuracyYOUR 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

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Level of commitment and accuracyYOUR 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

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Level of commitment and accuracy

YOUR RESPONSIBILITY!

Do not change any processes Integrity Effectiveness Efficiency

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CREDENTIALS COMMITTEEResponsibilities

Assembling Delegates packetsCertifying Delegates and AlternatesRegistering delegates and alternatesProviding accurate delegates count

at roll calls

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CREDENTIALS COMMITTEEResponsibilities

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.

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CREDENTIALS COMMITTEETimelines

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 close of Assembly.

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CREDENTIALS COMMITTEEASSEMBLYING 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

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CREDENTIALS COMMITTEECERTIFYING 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 name prior to credentials opening, therefore some certifying will be done on-site.

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CREDENTIALS COMMITTEERegistering 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.

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REGION XI

TOTAL DELEGATES COUNT FOR REGION = 184

ALDELPHI LABORATORY CENTER - 2 DELEGATES

DELEGATES 1ST RUN 2ND RUN

Jennifer D. Murphy __________________ _________________ ______________________

Robert W. White __________________ _________________ ______________________

ALTERNATES

Diane V. Marshall __________________ _________________ ______________________

Ronald E. Stuckey __________________ _________________ ______________________

REGISTRATION LOG

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DELEGATE AND ALTERNATE PACKAGE

Once the delegate or alternate have been certified and registered they are issued the appropriate package.

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REGION XI

TOTAL DELEGATES COUNT FOR REGION = 184

ALDELPHI LABORATORY CENTER - 2 DELEGATES

DELEGATES 1ST RUN 2ND 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 !!!!!!

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If a chapter presidents 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.)

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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 come over to 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.

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CREDENTIALS COMMITTEE

Roll Call

Mr. 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.

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CREDENTIALS COMMITTEETALLY SHEET

REGION I

CHAPTER AUTHORIZED DELEGATES REGISTERED DELEGATESGREATER BOSTON 2

GREATER HARTFORD 0

MIDDLESEX COUNTY 2

NUWC DIV NEWPORT 2

RHODE ISLAND 2

WESTERN MASS 2

TOTAL 10

INITIAL OF CREDENTIALS COMMITTEE MEMBER___________________

DATE:______________________

TIME:______________________

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Region 1

Authorized /Registered Count

Authorized Count: _______Number Registered: _______

Date: _________Time: _________

Credential Committee Member:

________________________

Region 1



Date: _________Time: _________


________________________

Region 1



Date: _________Time: _________


________________________

Region 1



Date: _________Time: _________


________________________

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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.

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SUMMARYThe 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.

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QUESTIONS??

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THANK YOU

Trekeshelia Britton, Chair

Pinkie Mason, Co-Chair

Betty Parker, Co-Chair

Mary Thomas, Co-Chair

blacks in government

Documents

national credentials

local chapter delegates

resolutions committee

chair mary thomas

president members

ethel crisp chair

respective chapter members

chairpinkie mason