PARLIAMENTARIAN, COMMITTEE CHAIRPERSON AND COMMITTEE MEMBERS

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• PARLIAMENTARIAN, COMMITTEE CHAIRPERSON AND
  COMMITTEE MEMBERS

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Agenda

• INTRODUCTIONS
• LEARNING OBJECTIVES
• ORGANIZATION STRUCTURE
• DELTAS GOVERNING DOCUMENT
• CHAPTER ROLE DEFINITIONS
• ROLES RESPONSIBILITIES
• PARLIAMENTARY PROCEDURES/PARLIAMENTARIAN
• COMMITTEES
• COMMITTEE CHAIRPERSON
• CLOSING
• EVALUATIONS

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Learning Objectives

• To provide awareness and understanding of chapter
  leadership roles and responsibilities
• To enhance chapter management
• and effectiveness
• To explore the interrelationship of these roles

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National Structure
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Regional Structure
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Chapter Structure
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Deltas Governing Documents

• Corporate Charter
• Constitution and Bylaws
• Roberts Rules of Order Newly Revised (10th
  Edition, 2000)
• Chapter Management Handbook
• Ritual
• Chapter Rules of Order
• Chapter Policies and Procedures
• National Code of Conduct
• Protocol and Traditions

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Administrative Resources Tools

• Membership Intake Program
• Pyramid Study Guide
• Administrative Procedures for Membership Intake
• Chapter Mailings/Updates
• Financial Information Booklet
• Chapter Compliance Submission List

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Chapter Role Definitions

• What do you think are the roles and
  responsibilities of your office?

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• The Chapter Parliamentarian
• and
• Parliamentary Procedure

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What Is Parliamentary Procedure?

• A set of rules for maintaining order in an
  organization that
• Provides an approved and uniform method of
  conducting meetings in a fair, orderly and
  expeditious manner.
• Allows everyone to be heard and to make decisions
  without confusion.

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What Are Roberts Rules Of Order?

• The foremost authority on parliamentary
  procedures
• Used to ensure that meetings are fair and
  efficient
• Provides common rules and procedures for
  deliberation and debate in order to place the
  whole membership on the same footing and speaking
  the same language

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Why Should I Know Parliamentary Procedure?

• Time tested method used by Delta Sigma Theta to
  conduct business
• Empowers you as a member of your chapter
• Prepares you to be more effective when
  participating in your business meetings

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Key Players In Parliamentary Procedure

• President
• Secretary
• Parliamentarian
• Members

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The Parliamentarian

• acts as a consultant in that she advises the
  president and other officers, committees, and
  members on matters of parliamentary procedure in
  accordance with Delta Sigma Theta Sorority, Inc.
  Constitution and Bylaws, Local Chapter Rules of
  Order and Policy and Procedures, and Roberts
  Rules of Order, Newly Revised (10th Edition,
  2000).

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The Parliamentarian . . .

• calls the attention of the chair to any error in
  the proceedings that may affect the substantive
  rights of any member.
• may serve as the chairperson of the Chapter Rules
  of Order and Policies and Procedures Committee.

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The Parliamentarians Relationship To The
Chapter President

• President should appoint the Parliamentarian
• President should confer with the Parliamentarian
  before the meeting opens in order to anticipate
  any problems
• After the Parliamentarian has expressed an
  opinion on a point, the President has the duty to
  make the final ruling and has the right to follow
  or disregard the Parliamentarians advice.

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TEN BASIC RULES OF PARLIAMENTARY PROCEDURE

• The Rights of the Sorority Supercede the Rights
  of the Individual Soror.
• All Members are Equal and Their Rights are Equal.
• A Quorum must be Present to do Business.
• The Majority Rules.
• Silence is consent
• Two-thirds vote rules

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TEN BASIC RULES OF PARLIAMENTARY PROCEDURE

• One question at a time and one speaker at a time.
• Debatable motions must receive full debate.
• Once a question is decided, it is not in order to
  bring up the same motion or one essentially like
  at the same meeting.
• Personal remarks in debates are always out of
  order.

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Basic Parliamentary Procedures

• Seek recognition by raising your hand.
• Wait to be recognized by the chair.
• State your motion.
• Chair restates your motion.
• Chair opens the floor for debate.
• Chair puts the question to a vote.
• Chair announces the vote.

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Parliamentary Procedure to Expedite Business

• President should assist sorors in
  phrasing/framing motions
• President should restate the motion on the floor
  when discussion is wandering
• President should state that the report will be
  filed for audit because it is not adopted only
  the Annual Auditors Report is voted on
• Committee Reports are not adopted only their
  recommendations for action should be acted upon
• Use general consent whenever possible.

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BASIC TYPES OF MOTIONS

• Main Motions
• Subsidiary Motions
• The motion to Amend is the most frequently used
  and most important of the subsidiary motions.
  The motion to Amend also can cause the most
  confusion in a group.
• To Amend a motion means to change the wording of
  a motion to make it clearer, more complete, or
  more acceptable before voting upon the motion.
• Incidental Motions
• Privileged Motions
• Restorative Motions

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• ACTIVITIES

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• THE CHAPTER COMMITTEES

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Types of Committees

• Executive Committee
• Executive Board
• Standing Committees
• Special Committees
• Ad Hoc Committees
• Sub-Committees

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Duties Of Committees

• To clarify the chapters goals and objectives for
  projects or programs
• To develop a plan
• To implement that plan
• To regularly report to the chapter
• To make recommendations to the Executive Board
  and then the chapter
• Take action after receiving chapter approval
• To evaluate the effectiveness of the program

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Committee Chairperson

• Appointed by President, except Nominating
  Committee Chair
• Works closely with Chapter President and is a
  member of the Executive Board
• Has major responsibility for carrying out
  programs, directives, interests and agendas
• Any duties as prescribed in the local Policies
  Procedures

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Duties Of The Committee Chair

• Reports on the work of the committee
• Recruits members
• Communicates with members and coordinates their
  activities
• Submits written reports at Executive Board and
  Chapter meetings
• Submits evaluation report at end of chapter year

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Duties Of Committee Members

• Attend scheduled and special meetings
• Represent the committee as requested
• Provide specialized information to committee
• Give advice and guidance suggest new areas for
  study
• Promote and interpret the purpose and program of
  Delta Sigma Theta Sorority, Inc.

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Committee Reports

• A written copy should be provided to the
  Executive Board, chapter members and Recording
  Secretary.
• Headingname of committee, chapter and date
• Summary of activities
• Recommendations
• Name of chair and date
• The report should be distributed in advance (when
  possible) to members.
• The presenter should summarize key findings when
  giving oral report during meeting.

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Committee Reports

• The report should present and discuss
  recommendations in detail.
• It is not necessary to move the report be
  received
• An informational report with no recommendations
  or motions does not require a vote.
• A report with recommendations needs a motion to
  adopt the report with recommendations or adopt
  the recommendations.
• Motion may be made by Chairperson (or soror
  making report).
• No second is required.
• Chapter accepts recommendations and will take
  action on them.

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Committee Reports

• Committee members may submit a minority report
  after the committee report (may include
  recommendations also)
• Both committee and minority reports are main
  motions and open to subsidiary motions (if
  recommendations are included)

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• Dont let anything stop you.
• There will be times when youll be
• disappointed, but you cant stop.
• Make yourself the very best that
• you can make out of what you are.
• The very best.
• Sadie T. M. Alexander
• Please complete all evaluation forms.

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Closing

• Thank you for attending our workshop.
• Please complete all evaluation forms and return
  to the facilitator