Delegate duties, parliamentary procedure at Congress - Delegate Duties

AORN Journal, Jan, 2003

Delegates to the 50th annual AORN Congress in Chicago have a special commitment to the Association. They, like all attendees, will have opportunities to attend education sessions, network with colleagues, and view the latest surgical products and services. In addition, they are responsible for electing the Association's leaders and determining whether resolutions, bylaws amendments, and positions reflect the needs and wishes of the members they represent.

DELEGATE SELECTION

Calculations for the number of delegates for each chapter are based on the June 30 chapter statistics. Chapters can have the same number of alternates specified in the delegate calculations. Chapter presidents receive delegate information in the July presidents' mailing to facilitate delegate selection at fall meetings. Each chapter should have a delegate selection policy. Chapter presidents can refer to the Chapter Resource Manual or the Chapter Resource Center on AORN Online at http://www.aorn.org/ chapters/resource.htm for guidelines on the delegate selection process.

MEMBER-AT-LARGE DELEGATES NEEDED

Important issues appear on the Forum and House of Delegates agenda each year. Member-at-large (MAL) delegates do not have chapter meetings to discuss these issues. Fifteen MAL delegates will have the opportunity to take a position on these issues during the House of Delegates. In the event that a MAL delegate is not present at the House, an alternate delegate will be allowed to serve in his or her place. All members who do not belong to a chapter are eligible to serve as MAL delegates or alternate delegates. Member-at-large delegates and alternates are selected on a first-come, first-served basis from those who contact Headquarters.

To obtain more information before Congress, contact Kendra Keene, chapter relations coordinator, at (800) 755-2676 x 250, or send an e-mail to kkeene@aom.org. At Congress, inquire at the Delegate Changes/Member Resources Counter near nursing registration.

DELEGATE OBLIGATIONS

Delegates are expected to attend all business-related events, including the Candidates' Caucus, Meet the Candidates, Forums, and House of Delegates. If a delegate is unable to attend any of these sessions, he or she should inform the chapter's delegate chair so arrangements can be made to ensure the chapter is represented. Alternates must be prepared to meet the same obligations as delegates.

DELEGATE REGISTRATION

Individual delegates and alternates are responsible for their Congress registration, as well as their delegate registration. The Congress registration form provides an area for individuals to designate their status as chair, delegate, or alternate delegate for their chapter.

Delegates and alternates must be registered before the Meet the Candidates session, which begins on Sunday, March 23, at 11 AM. A confirmation list of delegates and alternates who have registered for each chapter will be available for delegate chairs at the Delegate Changes/Member Resources Counter near nursing registration at 7 AM, Monday, March 24.

DELEGATE CHANGES

Delegate chairs can change alternates to delegates at the Delegate Changes/Member Resources Counter during the following times.

* Friday, March 21             1 to 5 PM
* Saturday, March 22       10 AM to 5 PM
* Sunday, March 23          7 AM to 5 PM
* Monday, March 24       7 AM to 3:30 PM
* Tuesday, March 25     10 AM to 3:30 PM
* Wednesday, March 26   10 AM to 3:30 PM

Delegate status is coded on the badges and Expocards that attendees receive at registration. To make changes, the chapter delegate chair must authorize the change by notifying a Headquarters staff member at the Delegate Changes/Member Resources Counter. The delegate and alternate involved in the change must present their badges and Expocards at the Delegate Changes/Member Resources Counter. New badges will be printed, and Expocards must be recoded before the changes are valid.

Alternates also can be changed to delegate status at the Credentials Table in the General Session room 15 minutes before the beginning of each House of Delegates session. Temporary delegate stickers will allow voting at the House of Delegates, but Expocards must be recoded before 3:30 PM on Wednesday, March 26, for delegates to be eligible to vote for national officers on Thursday morning. All delegates must have a delegate voting ticket to vote.

WHERE TO FIND INFORMATION

Delegates and alternates are encouraged to study proposed statements, proposed bylaws changes, and candidates' statements and discuss the issues with their chapter members. Business-related information is published in this issue of the Journal and in Congress Resources, and updates may be published in Congress News during Congress. Chapter presidents receive a sample delegate confirmation letter and a copy of the responsibility outline in the Chapter Resource Manual each year. This information also can be found on the Chapter Resource Center on AORN Online at http://www.aorn .org/chapters/resource.htm. Chapter presidents should ensure that confirmation letters and responsibility outlines are distributed to each delegate and alternate before Congress.