DELEGATE INFORMATION GUIDE Please Bring This Guide with You to the 45 TH Biennial Convention
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WASHINGTON, DC, USA | 16-20 November 2019 DELEGATE INFORMATION GUIDE Please bring this guide with you to the 45 TH Biennial Convention. Welcome Thank you for representing your chapter of Sigma at the 45th Biennial Convention, where you’ll gather with colleagues from around the world to conduct the business of the society. It is vital that every chapter is represented and has a voice, so your time and dedication are truly appreciated! This guide is designed to help you prepare for and fulfill your delegate duties during the House of Delegates sessions on 19-20 November. Within this guide you’ll find an explanation of your role as delegate, a schedule of events, the complete ballot for the international elections, and an outline of proposed bylaws changes. Prior to the convention, please familiarize yourself with the issues to be addressed and communicate with your chapter membership to determine how the chapter would like you to cast its votes. Should you need further clarification about any of the proposed bylaws changes or have questions related to the election, please post your question to the Convention Delegate Community for a prompt response. The community and additional information can be found online on The Circle by visiting https://TheCircle.SigmaNursing.org/MyGroups and then clicking on “Convention Delegates”. Please remember to bring this guide with you, as it will be referenced during the House of Delegates. We look forward to seeing you in Washington, DC, USA! HOUSE OF DELEGATES DATES AND TIMES 10:30 a.m.-3:30 p.m. Session I and Delegate Briefing Tuesday, 19 November (1030-1530) 8:30 a.m.-3:00 p.m. Session II Wednesday, 20 November (0830-1500) Located in Prince George’s Exhibit Hall AB 2 Welcome TABLE OF CONTENTS Important Delegate Information .......................................................4 Standing Rules of the House of Delegates ........................................9 Ballot Information ............................................................................10 Candidates ........................................................................................11 Voting Instructions ...........................................................................19 House of Delegates Agenda .............................................................20 2019 Proposed Resolutions .............................................................26 2017-2019 (Current) International Bylaws ......................................29 Additional Information for Delegates ..............................................35 Notes ..................................................................................................36 Proposed Bylaws Amendments ................................................ Insert 3 IMPORTANT DELEGATE INFORMATION The House of Delegates is the body of Sigma that holds legislative and judicial powers. According to Article V. of the 2017-2019 Bylaws, chapters must send delegates to represent their voice and act on their behalf in the House of Delegates for items of business before the organization. Each chapter has two votes which can either be cast by two delegates or one delegate whose vote will count twice. A delegate is certified, obligated, and responsible to vote; carry out particular instructions of the chapter; complete assigned delegate duties; and report to the chapter on actions during the House of Delegates. During the House of Delegates, the following business will take place: • Adoption of standing rules and order of business • Action on bylaws amendments • Election • Presentation and adoption of resolutions • Reporting session and state-of-the-society address • Departure and recognition ceremony • Presentation of newly chartered chapters and • Installation and transition ceremony charter amendments • Presidential call to action • Declaration of the election DUTIES OF DELEGATES • Register for biennial convention and make plans to attend both sessions of the House of Delegates. • Familiarize yourself with the contents of this guide, particularly the proposed bylaws amendments. • Participate in the Convention Delegate Community on The Circle, where you can find and review the complete candidate information by visiting https://TheCircle.SigmaNursing.org/MyGroups. BEFORE • Communicate with your chapter members to discuss issues to be considered at convention and determine how the chapter would like their vote to be cast. • View the online Delegate Education Video before the event. • Attend House of Delegates Session I and Delegate Briefing on Tuesday, 19 November, from 10:30 a.m. to 3:30 p.m. Delegates will receive voting instructions and can ask questions about proposed bylaws amendments. This will be the only time delegates can make nominations for candidates from the floor and cast the chapter’s votes for elected candidates. A quorum of chapters must be present to conduct business of Sigma. • Attend House of Delegates Session II on Wednesday, 20 November, from 8:30 a.m. to 3:00 p.m. (or until business has DURING concluded). This will be the only opportunity for chapter delegates to cast votes on the proposed bylaws amendments and resolutions. • Vote on all motions that come before the House of Delegates. • Prepare a complete report for the chapter that includes work conducted during the business meetings, results of the election, workshops attended, the content of special presentations, and social events. AFTER • Complete the event survey and share feedback about your experience as a delegate. NOTE: If an authorized delegate cannot attend the convention and the House of Delegates, it is the delegate’s responsibility to: 1) notify his/her chapter and Sigma; and 2) transfer all materials concerning convention and the House of Delegates to an alternate. 4 PARTICIPATE IN THE ONLINE COMMUNITY Located on The Circle, Sigma’s online member community, delegates can find and access the Convention Delegate Community. Use this community to ask questions about convention and your role, the ballot, and proposed bylaws changes. Log in to familiarize yourself with this important hub where you can read candidate statements, talk to other delegates, learn more about the schedule of events, and more. • Visit https://TheCircle.SigmaNursing.org/MyGroups • Scroll to find the community called “Convention Delegates” CERTIFICATION OF DELEGATES Delegate designation: To be identified as a chapter delegate, the person’s name is required to appear on the Officer and Committee Chair Report located in the Chapter Management System (Management.SigmaNursing.org). Each chapter must submit this information prior to convention. In order to be added to the report, delegates must be active, dues-paying members of the chapter(s) they represent. Also, delegates must be registered event attendees. Chapters can add two (2) delegates to the report. If only one person from the chapter is serving as delegate, please indicate that by entering the individual as Convention Delegate 1 and Convention Delegate 2 on the report. Substitutes or alternates: Members attending convention as a substitute for previously named delegates or as delegates not previously submitted must be individually certified at the Delegate Information Desk. Delegate education: All members of the House of Delegates are asked to view the online Delegate Education Video prior to House of Delegates Session I on Tuesday, 19 November, beginning at 10:30 a.m. To access the Delegate Education Video, please visit the Convention Delegate Community located on The Circle. Delegate check-in: Delegate credentialing is automatically complete when you check in to register for the event. Should questions arise, please visit the Delegate Information Desk for assistance. Delegate Information Desk: Sigma staff will be available to answer questions about the House of Delegates at these specified times. DELEGATE INFORMATION DESK HOURS FRIDAY, 15 November: 6:00-8:00 p.m. (1800-2000) SATURDAY, 16 November: 7:00-10:00 a.m. (0700-1000) 2:00-6:00 p.m. (1400-1800) SUNDAY, 17 November: 8:00 a.m.-3:30 p.m.(0800-1530) MONDAY, 18 November: 8:00 a.m.-5:00 p.m. (0800-1700) Located in Potomac Ballroom Foyer. 5 ELECTIONS (FROM ARTICLE V. AND ARTICLE IX. OF 2017-2019 BYLAWS) 1. Voting is by members of the House of Delegates. Membership in the House of Delegates shall be composed of two (2) delegates from each chapter, the members of the Board of Directors, chairs of standing committees, the regional chapter coordinators, and the past presidents of the society. 2. Each member of the House of Delegates has the right to cast one vote. If any chapter has only one delegate attending, that delegate shall have two votes. 3. Elected positions shall be the officer and non-officer members of the Board of Directors, the chair of the Regional Chapters Coordinating Committee, the regional coordinators of the Regional Chapters Coordinating Committee, and members of the Leadership Succession Committee and Governance Committee. 4. A majority vote shall elect officers. 5. A plurality vote shall elect the non-officer members of the Board of Directors and elected committee members. 6. In the event of a tie, the election shall be determined by lot. VOTING INFORMATION • All voting for the election will occur at the time designated on the convention schedule. Voting at other times will not be permitted. • Delegates who are not present during voting times may not vote. There is no voting by proxy. • Each delegate will vote electronically using the provided device. • Only certified delegates may vote. • Instructions