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1
NATIONAL DELEGATES ASSEMBLY TEAM CREDENTIALS COMMITTEE TRAINING
2015
WG Buckner, 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
2015
Trekeshelia Britton, Chair
Mary Thomas, Co-Chair
Pinkie Mason, Co-Chair
Betty “BJ” Parker, 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
Honorable Faye Stewart
DELEGATES / CONSTITUTION
National Executive Committee (Oversight)
Third Vice President
Honorable Gary Blackmon
National President
Honorable Darlene H. Young
National Delegates Assembly:
Coordinator
Terrance Williams
National Delegates Assembly: Special
Assistant
Precilla Wade
National Delegates Assembly Team (NDAT)
National Delegates Assembly:
Parliamentarian Honorable Ramsey
Alexander, Jr.
National Delegates Assembly: Sergeant-At-
Arms Honorable Lamonte
Johnson Honorable Gregg
Reeves,
National Delegates Assembly:
Elections Committee
Chana Thompson,
ChairChristine Smith,
Co-Chair
National Delegates Assembly:
Nominating Committee Edna Harvin Battle,
Chair. Angela Bivens,
Co-Chair.
National Delegates Assembly:
Credentialing Committee Trekeshelia
Britton, ChairPinkie Mason, Betty J. Parker, and
Mary Thomas , Co-Chairs.
National Delegates Assembly:
Training Coordinator
WG Buckner National DelegatesAssembly:
AV & WebmasterKatrina Hardy-Pace
National Delegates Assembly:
Resolutions Committee Dr. Ethel Crisp Chair.
National Treasurer & Assistant Treasurer
Lenore Grable-Grant Norma Samuel
Liaisons:
NBOD Regina Kennedy
National Board of Directors
Constitution & Policy Committee
Charita Branch
National Executive Vice
PresidentHonorable Doris
Sartor
National Membership Chair
Peggy Wilson
National Secretary
Sandra Glenn
Blacks In Government (BIG)
National Delegates Assembly:
Honorable Melvin Davis Chair
Honorable 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 2015
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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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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. 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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National Delegates Assembly Team
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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Terms and DefinitionsContinued
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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Overview Delegates Assembly
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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Overview Delegates Assembly
Committee Member Responsibility
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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Overview Delegates Assembly
Committee Member Responsibility
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 end 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 names 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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CREDENTIALS COMMITTEERegistering Delegates/Alternates
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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CREDENTIALS COMMITTEERegistering Delegates/Alternates
DELEGATE AND ALTERNATE PACKAGE
Once the delegate or alternate have been certified and registered they are issued a delegates package.
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CREDENTIALS COMMITTEERegistering Delegates/Alternates
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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CREDENTIALS COMMITTEERegistering Delegates/Alternates
If a chapter president 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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CREDENTIALS COMMITTEERegistering Delegates/Alternates
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 to come over and 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
Honorable 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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CREDENTIALS COMMITTEE
Region 1
Authorized /Registered Count
Authorized Count: _______Number Registered: _______
Date: _________Time: _________
Credential Committee Member:
________________________
Region 1
Authorized /Registered Count
Authorized Count: _______Number Registered: _______
Date: _________Time: _________
Credential Committee Member:
________________________
Region 1
Authorized /Registered Count
Authorized Count: _______Number Registered: _______
Date: _________Time: _________
Credential Committee Member:
________________________
Region 1
Authorized /Registered Count
Authorized Count: _______Number Registered: _______
Date: _________Time: _________
Credential Committee Member:
________________________
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CREDENTIALS COMMITTEE
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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CREDENTIALS COMMITTEE
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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CREDENTIALS COMMITTEE
THANK YOU
Trekeshelia Britton, Chair
Pinkie Mason, Co-Chair
Betty Parker, Co-Chair
Mary Thomas, Co-Chair