Retired Public Employees Council of Washington To: Convention Delegates From: James Cockburn, Executive Director Date: September 4, 2020 Re: 2020 RPEC Convention Packet/Meeting Information Dear Delegate, Enclosed is your RPEC Convention packet for our virtual convention to be held on September 23rd. This memo contains information about the following meetings: • September 16 - Zoom meeting information for the ‘test’ meeting or practice session for those who are new to Zoom, so that you can try out the environment prior to the actual convention. • September 23 - Zoom meeting information for the Convention • October 22 - Zoom meeting information for the announcement of Officer election results. • October 30 - Zoom meeting information for the announcement of District Board member election results. There is also a schedule of events that contains all meetings and meeting information available on our Convention page at: https://rpecwa.org/convention/ In your packets, on the left-hand side behind the Contents sheet, you will find Zoom meeting instructions. Please familiarize yourself with these in addition to the ‘Test’ meeting on September 16th. Please note: You will be receiving a separate mailing after convention with Zoom meeting information for your respective District Caucus/Elections for District Board members. These meetings will take place in late October. If you have any questions please feel free to call the Council Office at 1-800-562-6097 or email [email protected] Please note that the Convention Zoom meeting is for Delegates only. We will live stream the convention on our Facebook page (https://www.facebook.com/RPECWA/) for those wishing to observe as guests. 906 Columbia Street SW, Suite 501 | Olympia, Washington 98501 360-352-8262 | 800-562-6097 | Fax 360-352-0354 www.rpecwa.org | facebook.com/rpecwa Retired Public Employees Council of Washington Wednesday, September 16 @ 10:00 am Convention ‘Test’ meeting via Zoom To Join by Computer with Video: https://us02web.zoom.us/s/82029032723 Or go to http://zoom.us and click ‘Join a Meeting’ Meeting ID: 820 2903 2723 Passcode: 045729 To Join by Phone: Call 1-253-215-8782 Meeting ID: 820 2903 2723 Passcode: 045729 This will be an informal meeting and an opportunity for delegates to connect to Zoom via their computer or phone to test the features and observe how the environment works prior to the actual Convention. Wednesday, September 23 @ 9:00 am, check-in @ 8:00 am RPEC Convention meeting via Zoom To Join by Computer with Video: https://us02web.zoom.us/s/88024908011 Or go to http://zoom.us and click ‘Join a Meeting’ Meeting ID: 880 2490 8011 Passcode: 508662 To Join by Phone: Call 1-253-215-8782 Meeting ID: 880 2490 8011 Passcode: 508662 Note: Please check-in early – waiting room opens at 8:00 am. RPEC Staff needs to verify and check-in all delegates prior to session starting. Please arrive early. 906 Columbia Street SW, Suite 501 | Olympia, Washington 98501 360-352-8262 | 800-562-6097 | Fax 360-352-0354 www.rpecwa.org | facebook.com/rpecwa Retired Public Employees Council of Washington Thursday, October 22 @ 10:00 am Announcement of RPEC Board Officer Elections To Join by Computer with Video: https://us02web.zoom.us/s/86449786038 Or go to http://zoom.us and click ‘Join a Meeting’ Meeting ID: 864 4978 6038 Passcode: 150724 To Join by Phone: Call 1-253-215-8782 Meeting ID: 864 4978 6038 Passcode: 150724 Thursday, October 30 @ 10:00 am Announcement of RPEC Board District Member Elections To Join by Computer with Video: https://us02web.zoom.us/s/84520066668 Or go to http://zoom.us and click ‘Join a Meeting’ Meeting ID: 845 2006 6668 Passcode: 168225 To Join by Phone: Call 1-253-215-8782 Meeting ID: 845 2006 6668 Passcode: 168225 906 Columbia Street SW, Suite 501 | Olympia, Washington 98501 360-352-8262 | 800-562-6097 | Fax 360-352-0354 www.rpecwa.org | facebook.com/rpecwa CONTENTS OF 2020 CONVENTION PACKET LEFT SIDE (Informational Items) • Contents of 2020 Convention Packet • Zoom Meeting Instructions/Guide • Basics of Parliamentary Procedure • Delegate Allocation as of 3/31/20 • Delegate/Alternate/Guest List • 2020 Convention Committees • President’s Report • Executive Director’s Report • Financial Report for 2019 • PAC Financial Report for 2019/2020 • 2020 RPEC PAC General Election Endorsements • RPEC Constitution RIGHT SIDE (Actionable Items) • Agenda • Proposed Rules and Order of Business • 2018 RPEC Convention Minutes • Treasurer’s Report and Receipts and Expenditures for General Operating for 2019/2020 • 2020-2021 Legislative Priorities • Proposed Resolutions • Proposed Constitutional Amendments • Rules for the Election of Executive Board Officers • Rules for the Election of Executive Board Members by District Zoom Instructions for Delegates Before a videoconference: 1. You will need a computer, tablet, or smartphone with speakers or headphones (some may also have a camera and microphone). You will have the opportunity to check your audio immediately upon joining a meeting. You may also join using just your phone. To join the videoconference: 1. You will receive a memo with your packet with Zoom meeting information. The memo will include information to “Join via computer” as well as phone numbers for a “Join via phone” option. See example below. The committee will meet via Zoom meeting on January 1, 2020. To Join by Computer with Video: Go to http://zoom.us and click ‘Join a Meeting’ Meeting ID: 897 6691 8548 Passcode: 803143 To Join by Phone: Call 1-253-215-8782 Meeting ID: 897 6691 8548 Passcode: 803143 Participant controls in the lower left corner of the Zoom screen: Using the icons in the lower left corner of the Zoom screen, you can: • Mute/Unmute your microphone (far left) • Turn on/off camera (“Start/Stop Video”) • View “Participants” list – opens a pop-out screen that includes a “Raise Hand” button that you may use to raise a virtual hand, and for voting on issues on the floor when called for. Participant controls while using your phone: Delegates using their phone for the Zoom meeting also have a few controls to be aware of: • Mute/Unmute your phone (press *6) • Raise your hand (press *9) • Voting for an issue on the floor (press *9 when asked for a Yes or No vote) PARLIAMENTARY PROCEDURE - A BASIC EXPLANATION The Basics of Parliamentary Procedure - here is a handy little document that describes the basics of parliamentary order. The Motion One of the basics of parliamentary procedure is how to move and dispose of a motion. Here are the steps to follow: Recognition by the chair. A member seeks permission to speak to initiate a motion by simply raising his/her hand or standing and saying "Mister/Madam President..." When the president recognizes the member, that member has the floor and may speak. 1. The motion. A member should say, "I move that we buy a 4-H flag." It is not correct to say, "I make a motion that ..." 2. Second. The motion must receive a second before any discussion begins. A member does not need to be recognized to second a motion but just states, "I second the motion" or simply "Second". Obtaining a second indicates that at least two people favor discussing the motion. If there is no second, the motion is dropped. 3. Discussion. Once the motion has been moved and seconded, its merits can then be discussed. A member of the group must first be recognized by the president. The member gives reasons for or against the motion to the group. 4. Vote. Discussion on a motion may end in three ways: (1) No one says anything; (2) A member says "I call for the question" which means that the member wants the motion brought to a vote, or (3) The president decides that there has been adequate discussion. Some methods of voting include: voice vote (aye/nay) , a show of hands, standing, roll call, or by secret ballot. The president should always call for both sides of the vote even if the vote appears to be unanimous. The president announces the result of the vote. "The motion passes/fails." A majority is needed to pass a motion. A majority is more than half of the members present and voting. Amendments There are times when members of the group will want to change the motion while it is in the discussion phase. This is called an amendment. It is recommended that only one amendment be permitted per motion. An amendment generally strikes out, adds, or substitutes words in the main motion. A motion has been moved and seconded and is being discussed. To amend a motion: 1. A group member is recognized by the president to speak, then says, "I move to amend the motion to buy a 4-H flag by adding the words 3 ft. x 5 ft." 2. A second to this amendment is required. 3. Discussion follows and is for only the amendment, not the original motion. In the example, members may discuss the merits of a 3 ft. x 5 ft. size of 4-H flag, not if they are to purchase a flag (original motion). 4. When it is time to vote, the president conducts a vote to determine if the amendment passes. A majority is needed. 5. If the amendment passed, discussion follows on the motion as amended. In our example, "I move that we buy a 3 ft. x 5 ft. 4-H flag". 6. After discussion, a vote is taken on the motion as amended. A majority is needed. 7. If the amendment did not pass, discussion on the original motion continues, which in our example, is "to buy a 4-H flag." 8.