2011 Plenary Rules

RULES FOR PLENARY 1. Maintenance of Quorum a. Quorum must be maintained at all times in order to carry on the business of the session. b. Accordingly, once plenary begins, each delegate will be required to sign in and out of the session, so that a proper accounting of quorum may be maintained. i. As members enter and exit plenary sessions, at least one person from each chapter will be required to notify the sergeant at arms (who will have a list of all registered chapters at the door). ii. Statistical documentation of missing and late chapters will be listed by region and posted before each plenary session c. Seat Requirement i. At least one representative from each chapter is required to be seated during plenary. If a chapter’s seat is empty throughout the duration of the session, that chapter will be marked absent.

1. There will be a minimum of two seats provided for each chapter at the delegates’ tables with excess seating for alternates at the back of the room.

2. Special consideration will be given to chapters with only one representative, however, if the seat is empty for the majority or duration of the session, that chapter will be marked as absent.

2. Delegate Information a. Upon arrival at convention, delegates will be required to provide their cell phone numbers and hotel and room information at the registration table. i. Chapters whose delegates are not present at the beginning of each plenary session will be contacted using this information.

3. Proxy Rules a. If deemed necessary, a school wishing to proxy all or a portion of its votes must: i. (1) identify a receiving chapter in good standingi1,

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Refer to Article III § 2 (A) and (B)

ii. (2) complete the required proxy form and obtain the National Parliamentarian’s signature, and iii. (3) the delegates from both chapters should present the proxy to the National Recording Secretary for tender. All proxies must be completed by the end of the morning session of plenary. Once proxied, the vote is relinquished for the remainder of the plenary session specified. b. Delegates must provide the contact information of their proxy once a proxy has been established.

4. Penalties a. Absences i. Chapters must attend 75% of all plenary sessions combined. ii. Chapters who are not present for 75% of all plenary sessions (and do not provide a proxy) forfeit their voting privileges for the election of National officers. b. Tardiness i. A chapter check in sheet will be checked 10 minutes after the designated start time for plenary. Any missing Chapter delegates will be contacted. ii. Chapters 15 or more minutes late will be subject to the following penalties: 1. 1 infraction a. Notification letter will be sent to The Chapter Faculty sponsor/advisor indicating tardiness and lack of professionalism at convention.

2. 2 infractions a. Region of the year point deduction i. After completion of Plenary 4, all recordings of chapter tardiness will be calculated by region. ii. Chapters within each region with 2 or more infractions will prevent regions from receiving full point allocation for National Convention participation and plenary attendance.

3. 3 infractions a. Chapter fine i. Chapters with 3 or more infractions will be fined $25 for each subsequent infraction. ii. Chapters who refuse to pay the fine may have their voting privileges revoked until the fine is paid and/or will be deemed “inactive” [NBLSA Constitution, Art III §2 (A)(2)] for the purposes of the upcoming academic year until the fine is paid.

5. Recognition of Speakers

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a. A member may not speak unless recognized by the speaker or National Parliamentarian. b. If a member speaks out of turn, they will lose their turn at the microphone. Once recognized, the member must introduce themselves for the record. i. Introduction Example: 1. Charles Hamilton Houston, Howard University. ii. In order to remedy the “rush to the microphone,� NBLSA will employ both precedent (number of times a speaker has spoken) and order in which a speaker is recognized. This system facilitates both fairness and a free exchange of different ideas and opinions in the legislative process.

Decorum a. During plenary certain issues may be controversial. However, in order to conduct the business of NBLSA, we must always remember to maintain decorum. b. Each member shall speak with respect and civility when addressing the body. c. A member will be asked to leave plenary for the remainder of the day if they are disruptive to the plenary session.

Debate a. Debate will be conducted by alternating Pro/Con statements at the respective microphones. b. In the interest of time and fairness, no debate will last longer than 10 minutes. i. Time may not be extended. c. It is important that the process of dealing with the issues the body wishes to entertain is completed, but it is just as important that this process not become too timely with respect to the overall conduct of the sessions. d. Members should consider what is to be said, decide whether the comment is necessary (i.e. has someone already said it? will this further the goals of plenary?), and then make a decision whether or not to speak.

Vote a. Votes will be cast by show of hands of the delegates present. b. All votes will be approved according to the Constitution and Bylaws.

Constitutional amendments require a 2/3 vote and Bylaws require a simple majority vote. c. If an amendment is presented as a Constitutional amendment yet fails to achieve the 2/3 vote required, but does achieve a simple majority, the amendment does not pass.

Roll Call Vote a. In the event that a motion is too close to recognize, a formal roll call vote may be required. b. The Recording Secretary will use the current sign-in sheets to solicit the vote of each chapter.

c. An immediate tally will be calculated and the decision announced thereafter.

10. Questions and Concerns a. Question, comments, and concerns shall be directed to the information desk. b. If a member desires to file a grievance, the submission of that grievance shall also be directed to the information desk. i. All grievances will be handled by the grievance committee, headed by the National Vice-Chair.