RULES AND PROCEDURES FOR THE REPRESENTATIVE ASSEMBLY

I. CREDENTIALS
1. The Credentials Committee shall be responsible for supervision of the accreditation of delegates and alternates at meetings of the Representative Assembly.

2. Each delegate and alternate shall be certified prior to the annual meeting of the Representative Assembly.

3. Only a qualified alternate may take the place of an absent delegate.

4. If a delegate arrives late, and a duly qualified alternate has been registered in his place, the alternate shall continue in his place.

5. If a registered delegate leaves before the closing of the annual meeting, an alternate cannot take his place.


II. REGISTRATION
1. Registration procedure at the annual meeting shall be under the immediate supervision of the Credentials Committee.

2. If a delegate gives prior notice of his intended absence, the Credentials Committee shall register his alternate in his place upon arrival.

3. Voting credentials shall be issued to SWOEA delegates by zone during the registration period.


III. SEATING OF DELEGATES, ALTERNATES AND GUESTS

1. The auditorium seating plan shall provide two distinct sections. The delegates shall be seated in a designated section. Alternates, guests, and observers shall be seated in a designated section of the auditorium or room.

2. Admittance to the delegate section shall be by badge.

3. All delegate, alternates and special guests of the Assembly shall be provided badges appropriately marked to indicate status.

4. Special guests of the Assembly shall be seated at an area designated for them on or near the platform.

5. The ushers appointed by the President shall have the responsibility for admitting only the authorized persons to the delegate seating section. The ushers shall be responsible for closing the doors and maintaining the enclosed Assembly during the standing vote until dismissed by the President.

6. Meal reservations must be made prior to the Assembly.


IV. ADOPTION, AMENDMENT, AND SUSPENSION OF STANDING RULES

1. The Standing Rules of the Representative Assembly shall be adopted by a majority vote of the Representative Assembly following the report of the committee on credentials at the opening session of the assembly.

2. A Standing Rule of the Representative Assembly may be suspended, rescinded, or amended after adoption, by a two-thirds majority vote of the Assembly.


V. PARLIAMENTARY PROCEDURES, RESOLUTIONS AND NEW BUSINESS

1. The annual meeting of the Representative Assembly shall be conducted in accordance with the provisions of the SWOEA Constitution. Cases not covered otherwise shall be governed by
Robert’s Rules of Order, Newly Revised.

2. There shall be an official parliamentarian, to whom questions must be directed through the presiding officer.

3. All speakers must identify themselves by full name, association and/or unit of representation, and purpose for speaking.

4. No member shall speak more than twice to the same question nor more than three minutes at one time, unless permission is granted by a two-thirds vote of the Representative Assembly. A member may yield the microphone or speaking time to another delegate only for the unused portion of his allotted time.

5. Debate may not be ended until one speaker for and one speaker against have been given the opportunity to speak.

6. A person gaining recognition to speak to a motion may not immediately offer a motion to close debate.

7. Voting, other than elections, shall be by voice except when a division
has been called.

8. A counted standing vote shall consist of a count of standing delegates on each side of a question. The count shall be taken by the floor assistants announced by the presiding officer.

9. Reports of the Committee on Credentials shall be acted upon by the vote of the Representative Assembly.

10. Resolutions pertaining to the procedural operation of the Assembly or policies of the Association shall be presented in writing on the form provided to the presiding officer prior to presentation to the Assembly.

11. New Business items presented to the Assembly shall be in writing on the form provided and shall show the name of the sponsor and seconder. Copies will be available to delegates. When possible such items should be submitted to the President of SWOEA prior to the meeting of the Representative Assembly.

12. When a substitute motion has been made and accepted as in order by the Chair, it shall take precedence over the pending main motion and may be refined or amended. The Chair will return to the original motion only if the substitute motion has not been enacted.


VI. BUDGETARY CONSIDERATIONS

1. If it is determined that the motion requires an expenditure of funds which is not already budgeted, the makers of the motion must indicate the budget item or items to be amended in order to maintain a balanced budget.


VII. ELECTION PROCEDURES

1. There shall be no nominating or seconding speeches for any candidate. Each candidate for office of President Vice- President, or Treasurer may speak for not more than four (4) minutes.

2. Candidates for offices other than President, Vice-President, and Treasurer shall be recognized from the platform.

3. The results of the voting shall be announced as soon as possible following the close of the polls.

4. A run-off election shall be held at the conclusion of the tallying andas soon as practical after the conclusion of the first balloting.

5. An automatic recount will be held if the difference in the number of votes between candidates is two percent or less of the voting delegates. If the difference is more than two percent, a request for a recount must be made by the candidate and approved by the Assembly.

6. If the intent of the voter is not clear on a ballot, that vote shall be counted as an illegal non vote. If a mistake is made marking a ballot, a new ballot must be obtained from an Election Committee member.

7. Candidates shall designate, in writing, the name of their observer for ballot counting. The name of the observer must be submitted to the Chairperson of the Convention Planning Committee before the close of registration.

8. Restricted ballots will be provided for those persons not meeting delegate certification requirements.

9. All ballots returned whether marked, unmarked or voided, pertaining to the election shall be retained for a period of not less than one year.


VIII. DISTRIBUTION AND CLEARANCE OF MATERIALS

1. Identification as to the source and sponsorship must appear on materials other than those directly related to the function of the Assembly and must have prior approval by the President before being distributed.

2. Election materials shall be distributed in a designated area. Materials must be removed before the end of the Assembly session by those who placed them.

3. No campaign materials may be displayed or worn in the polling area.


IX. STATE OFFICE CANDIDATES

1. All known candidates for state office who have screened with the SWOEA Screening Committee shall be invited to attend and address the Representative Assembly. Each candidate may speak for not more than three (3) minutes.

2. A vote on endorsement, if there is one, shall be at the Representative Assembly following all candidates presentations and the report of the Screening Committee.