Section 4.1

HOUSE OF DELEGATES OPERATING PROCEDURES

I. INTRODUCTION

 These procedures are intended to foster efficient and effective operation of the House of Delegates.

II. ROLE OF THE HOUSE OF DELEGATES

A. Purpose

The House of Delegates is an organizational unit of ASSE that  receives important  Society  governance business for action and receives periodic updates on Society business.

B. Functions

The House of Delegates shall be responsible for the following functions according to the Bylaws Article XIV Section 6:

  • Receive the annual report of the President and the annual financial report.
  • Ratify amendment of the Bylaws
  • Adopt or amend the Code of Professional Conduct
  • Approve the broad fiscal policy of the Society and transactions that involve purchase, sale or change in financial terms of Society-owned land and buildings
  • Approve the Society’s Strategic Plan
  • Represent Chapter, Practice Specialty and member viewpoints to the Society on issues relating to the safety profession.

III. PARTICIPANTS

A. Composition

The House of Delegates shall be composed of the following delegates:
Elected Chapter delegates
Administrators of the Practice Specialties and Common Interest Groups
Vice Presidents on Councils
Members of the Board of Directors

Individuals in the latter three categories cannot also serve as an elected chapter delegate.


B. Delegates

All delegates of the House of Delegates, except the Secretary, shall serve as voting delegates. Elected delegate(s) shall be elected in accordance with Society Bylaws.
Not later than  May31, Chapters shall report the name(s) of their elected delegate(s) serving the next fiscal year with their annual Chapter Officer Report. Any changes in elected delegates must be reported immediately as they occur.
Elected delegate terms of office end at the end of the  term year for which they were elected. Terms of office for other delegates end when their term of office in the position they fill ends.

C. Officers

The Society President is the chair and presiding officer of the House of Delegates. The term of office is concurrent with the term of office for Society President.
The Chair shall be responsible for:

  • Preparing the final agenda for the meeting
  • Appointing members and chair of the Credentials Committee
  • Appointing delegates to serve on the Minutes Committee
  • Conduct of the House of Delegates meetings
  • Calling any special meetings or conducting mail/electronic voting of the House of Delegates

D. Parliamentarian

The chair shall have the authority to appoint a parliamentarian. The parliamentarian shall be someone with appropriate qualifications who is not a member of the Society or of the House of Delegates. When a request for a ruling on procedural matters is requested from the parliamentarian by the chair, the ruling of the parliamentarian is final.

E. Credentials Committee

The purpose of the Credentials Committee is to ensure that only duly appointed or elected delegates are officially seated at any House of Delegates meeting and to ensure that written voting materials are properly distributed.
The committee shall consist of at least six professional members or members who have previously been Delegates for at least one year. They shall be appointed by May 15, for service at the meeting in June of that same year, and they may be reappointed. The term of appointment is for one year.  The Director of Member/Region Affairs serves as the staff liaison to the committee.

The duties of the Committee are:

  • Verify that delegates are duly elected representatives or carry duly appointed proxies
  • Register delegates
  • Prepare and issue voting materials for use in written ballots at meetings
  • Assist the  staff in collecting and tallying written ballots

F. Observers

The House of Delegates meetings are open. Those in attendance who are not delegates to the House of Delegates are observers. A separate area will be established at House of Delegates meetings for observers.

IV. ROLE OF THE DELEGATES

Delegates:

  • Are the elected Chapter, Board or Practice Specialty representatives
  • Receive information from  the Board of Directors, Councils, or Committees that impact issues of the Society and profession as well as those addressing Society vision and related business.  The information should be shared with their Chapter, Practice Specialty, or Common Interest Group.
  • Shall inform their Chapter, Practice Specialty, or Common Interest Group of Society and professional issues
  • Shall attend all meetings including the annual meeting and caucus meetings, normally held  before the Professional Development Conference
  • Will vote on issues affecting the Society and the profession that take place at meetings or through a mail or electronic vote.
  • Participate in recognition of members

Any Chapter formed after December 31 (prior to the election of officers/delegates) but before March 1st, (prior to the House Meeting) shall be given one delegate.

V. MEETING PROCEDURES

The House of Delegates shall meet at least annual, normally  before the Professional Development Conference. Other meetings of the House of Delegates may be called in accordance with the Society's Bylaws.  The chair shall determine the time and place for all House of Delegates' meetings. The chair shall notify all delegates of meetings as defined in the Bylaws.
Prior to the annual House of Delegates meeting, Caucus meetings may be held for Regions and Practice Specialty/Common Interest Group Administrators.  The caucus meetings are breakout sessions in which new business items and issues are analyzed and discussed before a vote by the full House of Delegates.  These caucus meetings are led by the respective Regional Vice President or Vice President of Practices and Standards.

1. Rules of Procedure

The House shall operate under the following Standing Rules. Changes to these Standing Rules may be made on a one-time basis by a House vote prior to the affected annual meeting. Permanent changes to these Rules require a vote to change the House of Delegates Operating Procedures.

  •  Delegates will wear their badges while at business meetings.
  • No one may speak twice to a question if another member who wishes to do so has not already spoken.
  • No one may speak longer than three minutes to a question, or more than twice, without permission of the House.
  • No donating of time to others.
  • The rules contained in the current edition of Robert's Rules of Order, Newly Revised shall govern the Society in all cases to which they are not inconsistent with the bylaws and any special rules of order the Society may adopt.

2. Agenda

The agenda for any meeting of the House of Delegates shall be finalized by the Chair.

3. Voting

Each delegate shall be entitled to one vote. Delegates must be present at the time a vote is taken to participate in voting. Observers are not allowed to vote.
Delegates are responsible for voting on matters before the House of Delegates based on the merits of the issues and what is best for the Society and the profession with input from Society members and organizational units represented. Delegates are responsible for studying the published agenda and related documents in advance of a meeting.
Voting will normally be by standing vote, unless a written vote is called for by the chair through appropriate parliamentary procedures.
For written ballots, the chair shall explain what ballot number or color from among those materials issued to each delegate is being used for a vote. Only those marked ballots with the appropriate number or color will be counted in a written voting procedure.

4. Seating of Delegates

Seating for delegates at meetings shall be organized by Regions and in groups for the Board of Directors and Practice Specialty/Common Interest Group Administrators for purposes of managing voting.  There shall be sufficient seating together for all delegates from each Region

5. Society Official New Business

The proposed official new business will be published for delegate consideration.
The process for managing House of Delegates official new business is straightforward. Motions are normally made in advance (30 days prior to the annual meeting of the House of Delegates) in writing, using a motion form approved by the Society. The purpose of written motions is to provide delegates with copies of the motion, justifications and any cost considerations prior to discussion and voting.

6. Reports

Reports associated with the two main functions of the House of Delegates are normally prepared and delivered by the Society Board of Directors and Councils. Special reports required by the agenda are prepared and delivered under the direction of the Chair.

VI. Virtual House of Delegates Meetings

Virtual meetings of the House of Delegates may be held for the purpose of discussing business of the House of Delegates.  Voting at a virtual meeting can be conducted through voice or electronic means.  The chair shall determine the need and time for all virtual meetings.

As required by the Society Bylaws, a quorum at a virtual meeting will be a simple majority of the delegates and ½ of the Board of Directors.
Agendas for virtual House of Delegate meetings must be distributed at least 30 days in advance of a meeting and include a copy of the motion form for new business to be transacted.

VII. Mail/Electronic Voting outside of Meetings

House of Delegates business may also be conducted via mail and email ballots.  The chair shall determine the need to conduct business of the House of Delegates by mail or email ballots.

As required by the Society Bylaws, delegates are given 45 days to respond to their ballot.  Approval is based on the majority of votes cast, providing that at least one-third of the delegates cast a vote.

VIII. Accountability

The Delegate(s) is functionally responsible to the Chapter, Practice Specialty, Common Interest Group or Board of Directors. At a minimum, you will be expected to attend the aforementioned Society House of Delegates meeting, participate in additional including virtual meetings, participate in voting opportunities and receive reports and share information with your Chapter or Practice Specialty. Time commitments and the financial costs for travel and lodging can be extensive depending upon the city where the House of Delegates meeting is to be held. A delegate’s employer should be consulted concerning time and costs to participate in this meeting if the employer is expected to pay for the necessary time away from their job, as well as the travel expense. Some Chapters pay part, or all, of their delegate's expenses.  The Society does not cover delegate expenses.


Approved By/Date: Board of Directors 6/2016

Replaces Edition Dated: 2/2011

Next Revision Due: 7/2019

 
 

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