Conducting Business Conducting Business at Delegates Assembly at Delegates Assembly

OverviewOverview

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BLACKS IN GOVERNMENT BLACKS IN GOVERNMENT NATIONAL DELEGATES ASSEMBLY NATIONAL DELEGATES ASSEMBLY

SUNDAY, AUGUST 12, 2012 10:00 A.M.SUNDAY, AUGUST 12, 2012 10:00 A.M.

AgendaAgenda

1. CALL TO ORDER (Thomas Walton, Presiding Officer)

2. INVOCATION and MEMORIAL TRIBUTE

3. CREDENTIALS COMMITTEE REPORT (Ms. Pinkie Mason)

4. ADOPTION OF STANDING RULES (Mr. Ramsey Alexander, Jr.)

5. ADOPTION OF AGENDA

6. APPROVAL OF ASSEMBLY MINUTES (Ms. Felicia Shingler)

7. NATIONAL PRESIDENT/EXECUTIVE COMMITTEE REPORT (Mr. J. David Reeves)

8. TREASURER’S REPORT (Ms. Lenora Grable-Grant)

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9. AUDIT REPORT (Mr. Mr. Walter Washington) 10. NATIONAL BOARD of DIRECTORS’ REPORT (Mr. David Groves) 11. ADOPTION OF CONSTITUTIONAL AMENDMENTS (Al Taylor)12. REGIONAL CAUCUS - Nominations 12. NOMINATING COMMITTEE REPORT (Loretta Beavers) 13. NOMINATING COMMITTEE REPORT (Ms. Loretta Beavers)14. NOMINATING PLATFORM – Meet the Candidates Forum 15. NATIONAL ELECTIONS INSTRUCTIONS (Honorable Thomas Walton/ Ms. Shirley Horton)

Agenda (cont.)Agenda (cont.)

ASSEMBLY RECONVENE MONDAY, ASSEMBLY RECONVENE MONDAY, AUGUST 13, 2012 4:00P.M.AUGUST 13, 2012 4:00P.M.

16. NATIONAL ELECTIONS (Monday-POLLS OPEN 8:00 A.M. TO 3:00 P.M.)

17. ELECTION COMMITTEE REPORT (Honorable Thomas Walton/Ms. Shirley Horton)

18. RESOLUTIONS COMMITTEE REPORT (Ms. Ethel Crisp)

19. FOR THE GOOD OF THE ORDER

20. ADJOURNMENT

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Standing Rules of the Standing Rules of the Delegates AssemblyDelegates Assembly

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Standing Rules of the Delegates AssemblyStanding Rules of the Delegates Assembly

1. The general authority controlling the Blacks In Government National DelegatesAssembly shall be the BIG National Constitution, these Standing Rules of theDelegates Assembly, and Robert’s Rules of Order Newly Revised Tenth Edition.

2. The presiding official shall be responsible for maintaining order and decorum atall times to assure that the business of the organization is transacted fairly andjudiciously. The presiding official shall also select individuals to tabulate thevote of delegates on any issue before the Delegates Assembly, except for theelection of officers, which shall be handled by the Election Committee, pursuantto the Constitution. Only certified voting delegates shall be allowed to makemotions, speak in debate, or cast a vote.

3. The Credentials Committee shall report the total number of authorized andcertified voting delegates at the opening of the Delegates Assembly. Thiscommittee shall also submit supplementary credentials reports at the beginningof each session when requested by either the presiding official or a delegate.

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4. Delegates representing a simple majority of delegates or their alternates certifiedat the opening of the Delegates Assembly shall constitute a quorum. A majorityof all certified delegates must be present to conduct business at any and allsubsequent sessions. If, at any time after the assembly has been called to orderand is in session, and less than a majority of the certified delegates are present,the Parliamentarian shall notify the presiding official that the body fails to havea quorum and any and all actions of the body are unofficial and non-binding onthe assembly.

5. Delegates addressing the assembly after being recognized by the presidingofficial shall first state his or her name, chapter, and region.

6. Delegates who are sitting on the dais (excluding the Chair and Deputy Chair ofthe Delegates Assembly) and are not giving a report must come down to theAssembly floor to the nearest microphone to be recognized by the AssemblyChair in order to present matters he/she desires to discuss.

Standing Rules of the Delegates Assembly (Cont.)Standing Rules of the Delegates Assembly (Cont.)

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Standing Rules of the Delegates Assembly (Cont.)Standing Rules of the Delegates Assembly (Cont.)

7. Each delegate/speaker may speak up to two (2) minutes on any issue. Nodelegate shall speak more than twice on any issue. Discussion on any one issueshall not exceed thirty (30) minutes with the exception of the Treasurer’s Reportand the auditor’s report.

8. Upon request of the presiding official, a motion shall be submitted in writingsigned by the maker of the motion, and hand-carried to the Secretary of theDelegates Assembly.

9. The election of all National Officers shall be determined by a majority vote. If amajority is not obtained on the first ballot, the two candidates with the highestnumber of votes shall have a runoff election. The other candidates shall notappear on the ballot.

10. The election of the Nominating and Election Committees shall be determined bya plurality vote. The Nominating and Election Committees shall select theirchairperson immediately following the adjournment of the Delegates Assembly.

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Standing Rules of the Delegates Assembly (Cont.)Standing Rules of the Delegates Assembly (Cont.)

11. All candidates (2nd Vice-President, Corresponding Secretary, and Treasurer) forNational office other than the National Executive Vice President shall presenttheir platform to the Delegates Assembly within a two (2) minute time span. Allcandidates for the office of National Executive Vice President shall present theirplatform within a three (3) minute time span.

12. These rules require a two-thirds (2/3) affirmative vote by the certified delegatespresent and voting for adoption. These rules may also be suspended by amajority vote of the certified delegates present and voting.

13. Unless the Constitution provide otherwise, the assembly itself is the judge of allquestions arising which are incidental to seating of Delegates or opening andclosing the sites for Credentials and Elections.

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Standing Rules of the Delegates Assembly (Cont.)Standing Rules of the Delegates Assembly (Cont.)

14. All electronic devices (Blackberries, Cellular Phones, Computers with Music orChimes, and Pagers) shall be turned off or placed on vibrate or silent while theDelegates Assembly is in session.

15. Any copies of reports or informational materials that need to be distributed tothe Delegates in session will be retrieved by each Region’s Sergeant-at-Arms.

16. Delegates are requested to abide by all of the above for order and decorum.

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Motion FormMotion Form

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2011 Delegates 2011 Delegates Assembly Minutes Assembly Minutes (Available on the (Available on the

website)website)

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Reports to be Presented to the Reports to be Presented to the Delegates AssemblyDelegates Assembly

National Treasurer's Report- Financial Condition of the Big Organization

Chair, Board of Directors’ Report- Results of the Annual Audit and National Board of Directors Activities

National President’s Report- National President and Executive Committee Activities

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2012 BIG Elections 2012 BIG Elections CommitteeCommittee

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2012 BIG Elections Committee2012 BIG Elections Committee

RXI

Dr. Hezekiah Braxton, III

Vern Madden

Sabrina Sowers

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2012 BIG 2012 BIG Nominations Nominations CommitteeCommittee

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2012 BIG Nominations Committee2012 BIG Nominations Committee

RXI Edna Harvin Battle (Primary)

(Vice Chair of the National Nominations Committee)

Regina Nichols (Alternate)

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2012 BIG 2012 BIG Nominations ProcessNominations Process

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Nomination SubmissionsNomination Submissions Conducted by the National Nominations Committee

Submitted in two ways:– BY CHAPTERS, REGIONAL COUNCILS OR

INDIVIDUALS AT LEAST 60 DAYS PRIOR TO THE ASSEMBLY

– MADE FROM THE ASSEMBLY FLOOR

National Nominating Committee presents the slate of nominees to the assembly after certifying the eligibility of the candidates.

References:– BIG National Constitution – Rules of procedures as stated in the newly revised Robert’s

Rules of Order

Other guidelines and instructions

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Election Positions Election Positions and Processand Process

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Elected PositionsElected Positions

The following positions are to be filled:

Caucus Chair Serves as the top delegate and presidesover the assembly of the RXIC Delegates.

Caucus Co-Chair Serves in the absence of or at the designation of the Caucus Chair.

Head Teller Records nominations and tallies of votes during RXIC Delegates debates

Parliamentarian Advises the Caucus Chair and/or delegates with regards to applicable parliamentary procedures.

Sergeant-at-Arms Maintains decorum during delegates’ assembly and announces the final tally of RXIC Delegates to the National Delegates Assembly.

Assistant Tellers (nominations not required - a minimum of ten (10) tellers are desirable) Tallies and reports to the Sergeant-at-Arms the votes of RXIC Delegates during the National Assembly.

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NominationsNominations

The chair entertains nominations from the floor. Individuals nominated for positions must be physically present and verbally indicate their acceptance or declination for the position.

The chair, upon consultation and at the direction of the parliamentarian, may entertain designating the second highest vote getter as an alternate to the nominated position. If this is not acceptable to the assembly, then nominations should be requested for individuals to serve as alternates. Positions requiring additional assistants would be Sergeant-at-Arms and Head Teller.

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Delegates Assembly

The Caucus Chair, Co-Caucus Chair and Parliamentarian should be seated together at or near the front of the RXIC Delegates whenever the National Delegates Assembly is in session.

In the event of Ad hoc voting by the National Delegates Assembly, direction from the Caucus Chair to the delegates is done via instructions to the RXIC President and/or the Sergeant-at-Arms.

Assistant Tellers should be designated a specific number or rows to count and be seated at the isle seat of the beginning of the first assigned row.

In instances where the RXIC Delegates must gather at a venue other than the main assembly area, the procedures referenced in “Division of Delegates” are still applicable.

As the largest region, it is essential for the Caucus Chair as well as other designated delegate leaders to maintain the majority of its assigned RXIC delegates during all sessions of the National Delegates Assembly. Delegates must understand the importance of remaining in the assembly until officially released by National Delegates Assembly Chair.

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BallotsBallots

Previous caucuses have involved the use of preprinted ballots (see sample ballot) which is the responsibility of the RXIC President.

In the interest of time, balloting may be done by a show of hands. The chair reserves the right to make the final determination.

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Official BallotOfficial Ballot

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CANDIDATES FOR NATIONAL OFFICES REGION XI

POSITION Current Nominees (Official)

Incumbent Eligibility

Board of Director Harold Atkins Is eligible for re-nomination

2012 Nomination Committee Representatives (2)

Edna Harvin Battle (Primary)Regina Nichols (Alternate)

2012 Election Committee Representatives (3)

Dr. Hezekiah Braxton, III

Sabrina Sowers

Vern Madden

President Matthew F. FoggShirley A. Jones, ESQDarlene Young

Is Not eligible for re-nomination

1st Vice-President Dr. Theresa Bannister-Scott Is NOT eligible for re-nomination

3rd Vice-President No nominees currently Is NOT eligible for re-nomination

Secretary Felicia Shingler Is eligible for re-nomination

Assistant Treasurer No nominees currently Is eligible for re-nomination

NATIONAL