Editor’s Note: The following report by Patrick Gooding explains the purpose and procedure for checking in Delegates at the annual meeting. Please review to insure that you, the delegate, understand the procedure, are properly registered, and know what to do if you are either a last minute substitute or are unable to attend.
?? Questions I have always wanted answered. ??
Who are the members of the credentials committee?
The Credentials Committee consists of five members including a chairman who serve one-year terms. Members of the Credentials Committee consist of the two candidates for chairman- elect, Deborah Sacrey and Steve Sonnenberg, the two candidates for secretary/editor, Sigrunn Johnsen and Eric Mason and a chairman, Patrick J. Gooding. If any members must relinquish their seats for any reason, the Chairman of the House has the authority to appoint replacements. Officers of the House may not serve on this committee.
What are the responsibilities of the committee?
- Checking in and verifying all elected delegates, elected alternates, and appointed alternates to the House of Delegates for the meeting
- Presenting to the House for seating any representatives that were not cleared 15 days before the meeting, and
- Submitting to the Chairman of the House an attested roll of delegates, alternate delegates, and appointed alternate delegates who are qualified and present, and the number needed for a quorum.
What are the individual duties of committee members on the day of the meeting?
Two members of the Credentials Committee other than the chairman will greet delegates at the entrance to the meeting room, present a ribbon to them, and direct them to the registration desk.The other two members of the committee will staff the registration desk. At 7:30 a.m., committee members who have been greeting delegates will switch duties with the committee members at the registration desk.The chair will be near the registration desk, working with AAPG staff to solve any problems that may arise.
When called upon by the Chairman of the House, the Credentials Committee chair will report the number of delegates that were cleared. In addition, the chairman will report the number of persons who did not get their documentation in on time and requested to be seated in the House. The names and organizations that they represent will be read aloud by the Credentials Committee chairman. The Chair of the House will then make a motion to the members to seat those persons in the House. If the motion is accepted, the Credentials chairman will then report the total number of delegates seated in the House and the number needed for a quorum. Each member of the Credentials Committee will then sign off on the report and submit it to AAPG headquarters as part of the record.
Where and when is the House of Delegates Meeting this year?
The House of Delegates meeting will be held Sunday, April 20, 2008, in the Texas Ballroom (A, B, C), Grand Hyatt, San Antonio, Texas.The meeting will be called to order by the Chairman of the House at 8:00 a.m. and will end when house business is concluded. The registration table will open at 7:00 a.m., and delegates are encouraged to check in early.
How will the committee members know that I am registered as a delegate?
Documentation will be provided by AAPG headquarters to the committee.This official list of representatives by society and region includes the names of all the elected delegates, elected alternates, and appointed alternates received before the deadline. After clearance by the Credentials Committee, the hand of each delegate will be stamped, which will allow the delegates to be seated in the voting section. The stamp ensures that delegates will be permitted back into the voting area without having to be checked again, should they leave for any reason.
Eligible appointed alternates whose documentation was not submitted on time, or who have come to the meeting with a request (written or verbal) to serve, must remain outside the voting area of the House until they are officially seated by a vote of the other delegates. They will then have their hands stamped and may join the voting delegates. In the event of a dispute over credentials, the Credentials chairman shall place the matter before the House. In this case, the committee will submit to the House its reason for withholding accreditation, verbally and in writing. Immediately thereafter, the designating society as well as the nominated delegate or alternate may submit reasons to support accreditation, verbally and in writing. The House will then vote on the dispute, with a majority vote governing.
Who is considered as a qualified delegate?
Only delegates chosen by means given in article IV of the association bylaws may be considered qualified. A qualified delegate must be a full voting member in good standing of the association, as defined by the constitution and bylaws at the time of designation and during tenure in the House of Delegates. Qualified society delegates shall be members of the affiliated society they represent. Delegates cannot represent other societies that have vacancies.
Appointed alternate delegates whose names are not received in writing by the headquarters office of the association at least 15 days prior to the meeting of the House of Delegates for which they are appointed to serve are not qualified to serve as delegates at such meeting unless seated by the house. Only active members in good standing may serve as delegates. Members who are not active will not be permitted onto the floor of the House of Delegates to vote.
What about ineligible appointees?
Ineligible appointees are welcome to stay for the proceedings in order to report back to their societies; however, they cannot be seated in the voting area. Anyone may attend the House of Delegates meeting; in fact, all AAPG members are invited to do so, and there are chairs outside the voting area for visitors.
What should I do if I am not attending the annual meeting?
Delegates should notify their society or region president if unable to attend the House of Delegates meeting. The society or region president should then contact the elected alternate, and if the alternate cannot attend, the president may appoint an alternate for the purpose of representation at the annual meeting only. The president must notify Regina Gill at AAPG headquarters, firstname.lastname@example.org, in writing, 15 days prior to the meeting of any appointed alternates who may be representing their society or region. Delegates are encouraged to take the initiative and contact their presidents to ensure that credentialed representatives attend the meeting. It is important that your society or region have representation.