Daily Archives: January 9, 2009

Meeting Minutes ~ January 5

Recorded by Katie Charlie, Community Liaison

Deltana Community Human Services Partnership Project Meeting Minutes
January 5, 2009

Attendance and Introductions:
Ted Sponsel, Project Consultant
Deborah Hayes, Project Director
Joe Brokus, Concerned resident
Barbara Flynn, Concerned Resident
David Flynn, Concerned Resident
Katie Charlie, Community Liaison
Tammy Truelove, Concerned Resident
Rachelle Hill, Public Health Nurse
John Lewis, Kiwanis
Deborah Snyder, Adult Learning Programs of Alaska
Kenneth Farrow, Alpha Omega
Cherise Kron, Concerned Resident
Cari Loftis, Delta Wind Reporter
Dan Cooley, School District
Daniel Aguayo, Concerned Resident

Ken, on behalf of Alpha Omega, thanked Boeing and the other private groups that donated over 800 cans of food during the holidays.

Deb Hayes announced that we are officially partners with Arctic Alliance. We will be represented at next Wednesdays meeting.

A professional consultant group, Foraker Group Alaska, will be conducting two seminars in Fairbanks. The newly elected officials will be invited to attend and will have the fee paid for. The first seminar is about Effective Board Meetings on Wednesday January 21st from 5pm to 7pm. The second is about Business Building for Non-profits and is on Wednesday January 28th from 1pm to 5pm. Google Foraker Group Alaska for more information. Deborah Snider requested someone to bring back supplemental readings from these seminars for those who are unable to attend.

Ted outlined what was discussed at the last meeting. (1) Forming a non-profit and establishing an Incorporation Committee by electing temporary officers because the Delta Economic Community Coalition that was previously thought to be inactive is in fact still in operation. (2) Review data results to draft a plan. (3) Renaming of group.

Deb Hayes said that 11 ballots had been received online so far and ballots will be accepted until midnight tonight. Ballots were passed around and then collected by Ted.

David Flynn spoke about the Emergency Response Program and how they are currently under-funded and need more quality equipment. The volunteers only get money for gas and $2 an hour for their assistance. The local doctor requested a $2,500 monthly stipend to be the doctor consultant on the emergency team. John said that the City Council eliminated the training funds, and although the City Council has approved the purchase of another ambulance, the Emergency Response Program may not be a high priority. There is assistance from Ft. Greely for emergencies, but the details of the extent of their services are unknown. The Delta emergency team looks at grants to help purchase equipment, but they are lacking in funds to obtain what they feel is necessary to be able to efficiently help the public in emergency situations.

The Fire Department leader recently left unexpectedly and they will be deciding who will be the replacement leader at tomorrow nights meeting assuming they have it due to the weather. Tomorrow’s City Council meeting has been cancelled due to the cold weather.

Tok has a great emergency response system, 5 gas stations, and five hotels among other businesses, and it may be beneficial to attend their City Council meetings to find out what their process is so that we can model their system. Deb Hayes said that Tok made priorities to ask for community building projects like the Boys and Girl Club. She agreed that it would be beneficial to look at Tok’s model.

Ted asked if this is something that we want to take on. Barbara and John said that we should pursue and assist them in the future when and where we can. There are already medical services outlined in the draft plan analysis so we do not have to rush this decision.

Barbara suggested that as a voice of the community we could go to City Council to assist groups to get help get the funding they need. For example, instead of a $150,000 fence for the airport we could use those funds to help other community projects.

John said that the Kiwanis and Lions Club are looking into building an outside basketball court and will be looking to ask the City Council to help fund the project. The City was previously concerned with the location near the baseball fields because the soil is substandard to build on. Deb Hayes noticed that this may be a good reason to use as a capital improvement project request.

Cari has noticed that the more representation at the City Council meetings the more likely they are to receive funding. The City has time they set aside for reports and we can use that time to inform them of our goals. Katie was asked to attend as the Community Liaison and she accepted. She is also willing to attend other community meetings as a representative and travel to Tok for their City Council meetings as well.

Dave asked about this group writing a letter to City Council about using the money that is allocated to the airport fencing project on other things. Ted said that he has spoken to City Council members and they are looking for input from our group to help with projects.
Dave moved that the group write a letter of concern to use money the money spent on the airport fencing on other needed projects like the basketball court project and more equipment for the emergency response team. Motion was seconded by John.

Deb Hayes pointed out that the capital improvement projects are dedicated to things and not services. The legislature wants to see a community plan and if the City has already submitted their plan and budget than maybe we should take our concerns directly to the legislature. We can outline the emerging needs that our group has identified and give suggestions on how to spend the money. Dan asked if the Rescue team has sent a letter of request to the legislature. If not, than we cannot do anything to help. John assumes that they have, but does not know for sure. Dan said that the City Council would have sent the letter on behalf of the rescue team.

Ted pointed out that the legislative session is close and that a letter at this point may not be that affective. It was decided that we should have a representative learn the process so that we are informed and can learn how to make a difference. It may be too late to do anything this year, but we may be able to affect next years budget. Capital improvement projects are only once a year.

Rachelle attends the Local Emergency Planning Committee (LEPC) and said that we should have a representative attend their meetings as well.

Dan said that because we are still developing our voice we may not yet be in a position to help community groups. Ted agrees and said that we are looking at projects eventually, but we should not be acting right now until we are better established and visible in the community. It is important that we realize we are in a process and we will get there.

Dave’s motion was tabled until we better understand the process first and Deb Hayes reminded us that capital improvement projects are only annually so we should be active in next year’s plans. In addition, non-profits can submit their own community capital improvement projects without going through City Council. Ted suggests that we bring a report to the City Council to establish voice and notify them of our future intentions and all agreed.

Ted briefly went over highlights of the Articles of Incorporation. Ken made a motion to accept articles as written. The groups name went under discussion and Ted amended Ken’s motion to accept the Articles of Incorporation but change the groups name to the Deltana Community Service Partnership. The motion was carried and the Articles will be filed with the state to get the non-profit 501(c) 3 status.

Ted suggested that the members read through the by-laws and make any changes that may be necessary for our group. Deb Hayes will accep
t changes through email at https://fskac13.email.uaf.edu/webmail/src/compose.php?send_to=dhayes%40nwresource.org until the end of the week, Friday January 9th. A special meeting will be held by the newly elected temporary officers to review the edited by-laws and ratify the document to vote for approval by the membership at the next general meeting which will be Monday January 26th at 5pm at City Hall.
At the next meeting we will review and discuss the draft plan analysis and focus groups will be established. April is grant season so we need to have the plan in place.

Meeting adjourned at 6:30 pm.

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Robert’s Rules of Order

As you know from the previous meetings, we have agreed to adapt Robert’s Rules of Order as we continue with our Deltana Community Services Partnership meetings.

I have found a really nice simple guide which I have attached that outlines the rules of order for meetings.Beginning our next meeting on January 26, 2008 at 5:00, we will begin to follow this format so our meetings are orderly and we can accomplish agenda items.

Again, thanks to all of you for your care and help with this important community project.Let me know if you have any questions.
Deborah A. Hayes, M.Ed., Director
Alaska Center for Resource Families
815 Second Avenue, Suite 101
Fairbanks, Alaska 99701

Phone: 907 479-7307
FAX: 907 479-9666
Cell 907 590-2549
Web Page: www.acrf.org

What are Robert’s Rules of Order?
The first edition of the book was published in February, 1876 by U.S. Army Major Henry Martyn Robert. Its procedures were loosely modeled after those used in the United States House of Representatives. Robert wrote Robert’s Rules of Order after presiding over a church meeting and discovering that delegates from different areas of the country did not agree about proper procedure. The book is now in its 10th edition; Robert’s Rules of Order Newly Revised (RONR).

Robert’s Rules of Order provides applicable rules governing key matters of meeting and general procedures, including:

Establishing a Constitution and Bylaws for your student organization.
Structure of the meeting Agenda and debate.
Motions; including making, seconding, debating, modifying and amending motions.
Sufficient majority and simple majority and which decisions are appropriate to them.
Establishment of a quorum.
Definition of membership.
Voting rights of presiding officer and voting procedures.

Prepared by Douglas N. Case

Parliamentary Authority: Robert’s Rules of Order, Newly Revised, Tenth Edition, 2001.

I. Rules Governing an Organization
State and Federal Law – governing corporations, tax-exempt organizations, public legislative bodies, etc.
Articles of Incorporation – applicable to corporations
Governing Documents of Parent Organizations – applicable to chapters, affiliates, etc. of larger organizations
D. Local Constitution and Bylaws – defines the organization’s basic structure and fundamental rules. Normally requires a 2/3 vote and prior notice for amendment and are not subject to suspension.
E. Standing Rules – operating procedures consistent with all of the above. Normally can be amended by majority vote at any business meeting and can be suspended.
F. Rules of Order – parliamentary authority, superseded by any of the above that conflict.
Precedent and Custom – apply when there are no written rules governing a situation.

II. Purposes of Parliamentary Procedure
Ensure majority rule
Protect the rights of the minority, the absentees and individual members
Provide order, fairness and decorum
Facilitate the transaction of business and expedite meetings

III. Basic Principles of Parliamentary Procedure
– All members have equal rights, privileges and obligations.
– A quorum must be present for the group to act – if the bylaws of the organization do not establish a quorum, the general rule is that a majority of the entire membership must be present in order to transact business.
– Full and free discussion of every motion is a basic right.
– Only one question at a time may be considered, and only one person may have the floor at any one time.
– Members have a right to know what the immediately pending question is and to have it restated before a vote is taken.
– No person can speak until recognized by the chair.
– Personal remarks are always out of order.
– A majority decides a question except when basic rights of members are involved.
– A two-thirds vote is required for any motion that deprives a member of rights in any way (e.g., cutting off debate).
– Silence gives consent. Those who do not vote allow the decision to be made by those who do vote.
– The chair should always remain impartial.

IV. Typical Order of Business
A. Call to Order
B. Opening Exercises, if applicable
C. Roll Call/Determination of a Quorum
D. Adoption of the Agenda
E. Reading and Approval of the Minutes of the Previous Meeting
F. Reports of Officers
G. Reports of Standing Committees
H. Reports of Special (Ad hoc) Committees
I. Special Orders
J. Unfinished Business and General Orders
K. New Business
L. Program, if applicable
M. Announcements
N. “Good of the Order”
O. Adjournment

V. Role of the Presiding Officer
A. Remain impartial during debate – the presiding officer must relinquish the chair in order to debate the merits of a motion
B. Vote only to create or break a tie (or 2/3 for matters requiring a 2/3 vote) – exception: the presiding officer may vote on any vote by ballot
C. Determine that a quorum is present before transacting business
D. Introduce business in proper order
E. Recognize speakers
F. Determine if a motion is in order
G. Keep discussion germane to the pending motion
H. Maintain order
I. Put motions to a vote and announce results
J. Employ unanimous consent (general consent) when appropriate

VI. General Procedure for Handling a Motion
A. A member normally must obtain the floor by being recognized by the chair.
B. Member makes a motion.
C. A motion must normally be seconded by another member before it can be considered.

Before the motion is restated by the chair, any member can rise, without waiting to be recognized, and suggest a modification of the wording to clarify the motion. The maker of the motion can choose to accept or reject the modified wording (does not require a second).
If the motion is in order, the chair will restate the motion and open debate (if the motion is debatable).
The maker of a motion has the right to speak first in debate.
Debate is closed when:
1. Discussion has ended, or
2. A two-thirds vote closes debate (“Previous Question”)
H. The chair restates the motion, and if necessary clarifies the consequences of affirmative and negative votes.
I. The chair calls for a vote.
J. The chair announces the result.
K. Any member may challenge the chair’s count by demanding a “Division of the Assembly.”

VII. General Rules of Debate
A. No members may speak until recognized by the chair.
B. All discussion must be relevant to the immediately pending question.
C. No member may speak a second time until every member who wishes to speak has had the opportunity to do so.
D. No member can speak more than twice to each motion.
E. No member can speak more than ten minutes.
F. All remarks must be addressed to the chair – no cross debate is permitted.
G. It is not permissible to speak against one’s own motion (but one can vote against one’s own motion).
H. Debate must address issues not personalities – no one is permitted to make personal attacks or question the motives of other speakers.
I. The presiding officer must relinquish the chair in order to participate in
debate and cannot reassume the chair until the pending main question is disposed of.
J. When possible, the chair should let the floor alternate between those speaking in support and those speaking in opposition to the motion.
K. When a large number of people wish to speak to a motion it may be advisable for the chair to make a speakers’ list.
L. Members may not disrupt the assembly.
M. Rules of debate can be changed by a two-thirds vote.

VIII. Motions in Ascending Order of Precedence
Only one main motion may be on the floor at a time, but more than one secondary motion may be on the floor. When any of the motions on the following list is the immediately pending motion (i.e., the last motion made), any motion listed below it on the list can be made at that time and any motion above it on the list cannot be made at that time. Pending motions must be disposed of in descending order of precedence.
A. Main Motion – introduces business to the assembly for its consideration. A main motion can only be made when no other motion is pending. A main motion yields to privileged, subsidiary and incidental motions.
B. Subsidiary Motions – change or affect how the main motion is handled (voted on before the main motion)
1. Postpone Indefinitely – made when the assembly does not want to take a position on the main question. Its adoption kills the main motion for the duration of the session and avoids a direct vote on the question. It is useful in disposing of a poor motion that cannot be either adopted or expressly rejected without possibly undesirable consequences. Unlike other subsidiary motions, debate on the motion to postpone indefinitely can go into the merits of the main motion.
2. Amend – changes the wording of the main motion before it is voted upon. An amendment must be germane to the main motion. Its acceptance does not adopt the motion thereby amended; that motion remains pending in its modified form. Rejection of an amendment leaves the pending motion worded as it was before the amendment was offered. An amendment can: delete words, phrases, sentences or paragraphs; strike out words, phrases or sentences and insert new ones; add words, phases, sentences or paragraphs; or substitute entire paragraph(s) or the entire text of the motion and insert another.
When an entire motion is substituted for another, the chair must first call for a vote on the Motion to Substitute to determine the advisability of substituting a new motion. If the Motion to Substitute passes, the chair then throws the Substitute Motion open to debate. The Substitute Motion in turn must be voted upon, and is subject to amendment. Note: There is no provision in Robert’s Rules for a “Friendly Amendment.” The only way a motion can be modified without a vote, after it has been stated by the Chair, is with the unanimous consent of the members present.
3. Secondary Amendment – An amendment can be offered to an amendment (amendment of the second order). Amendments of the third order are not permitted.
4. Refer (Commit) – sends a pending motion to a standing committee, or to an ad hoc (special) committee to be appointed or elected, for consideration. The motion to refer may include instructions to investigate, recommend, or take action, and may specify the composition of the committee.
5. Postpone Definitely (Postpone to a Certain Time) – delays action until a certain time specified in the motion (not beyond the next regular business meeting).
6. Limit or Extend Debate – is used (1) to reduce or increase the number or length of speeches permitted or (2) to require that debate be closed at a specified time. It requires a two-thirds vote.
7. Previous Question (“Call for the Question”) – immediately closes debate if passed. Requires a second and a two-thirds vote.
8. Lay on the Table – enables the assembly to lay the pending question aside temporarily when something else of immediate urgency has arisen. It is not debatable. A motion to lay on the table is out of order if the evident intent is to avoid further consideration of the motion. Frequently when one indicates a desire “to table” a motion, the correct motion is either to Postpone Indefinitely or Postpone Definitely.
C. Privileged Motions – do not relate to the pending business but have to deal with urgent matters which, without debate, must be considered immediately.
1. Call for the Orders of the Day – requires the assembly to conform to the agenda or to take up a general or special order that is due to come up at the time (“time certain”), unless two-thirds of those voting wish to do otherwise. A member can interrupt a speaker to call for the orders of the day.
2. Raise a Question of Privilege – permits a request or main motion relating to the rights and privileges of the assembly or any of its members. Examples include requests relating to members’ ability to hear a speaker or a request to go into “executive session” (closed session). A member may interrupt a speaker to raise a question of privilege.
3. Recess – used to request an intermission which does not close the meeting.
4. Adjourn – used to close the meeting immediately. Not debatable.
5. Fix the Time to Which to Adjourn – sets the time, and sometimes the place, for another meeting (“adjourned meeting”) before the next regular business meeting to continue business of the session.

IX. Incidental Motions (Questions of procedure that arise out of other motions and must be considered before the other motion)
A. Point of Order – used when a member believes that the rules of the assembly are being violated, thereby calling on the chair for a ruling and enforcement of the rules. A member can interrupt a speaker to raise a point of order.
B. Appeal – used to challenge the chair’s ruling on a question of parliamentary procedure. A member can interrupt a speaker to appeal from the decision of the chair.
C. Suspend the Rules – used to make a parliamentary rule or special rule of an organization temporarily inoperative. The motion cannot be applied to the constitution and bylaws unless those documents include specific provisions for suspension. Normally requires a two-thirds vote.
D. Withdraw – permits the maker of a motion to remove it from deliberation after the motion has been stated by the chair. If there is not unanimous consent, the motion is debated and voted upon.
E. Point of Information – requests to the chair, or through the chair to another officer or member, to provide information relevant to the business at hand. A point of information must be in the form of a question. A request for information regarding parliamentary procedure or the organization’s rules bearing on the business at hand is referred to as a Parliamentary Inquiry.
F. Objection to the Consideration of a Question – suppresses business that is irrelevant or inappropriate and undesirable to be discussed. The objection must be made immediately (acceptable to interrupt a speaker). Does not require a second, is not debatable, and requires a two-thirds vote opposed to consideration in order to pass.
G. Division of a Question – divides a motion containing two or more provisions that can stand alone so that each provision can be considered and voted upon separately. Not debatable.
H. Division of the Assembly – used to demand a rising vote to verify the vote count. The motion can be made without obtaining the floor, does not require a second, is not debatable, and does not require a vote.

X. Main Motions That Bring a Question Back Before the Assembly
A. Take from the Table – resumes consideration of a motion laid on the table earlier in the same session or in the previous session. Not debatable.
B. Reconsider – reopens a motion to debate that has already been voted upon in the same session. The motion to reconsider can only be made by a member who voted
on the prevailing side. It suspends action on the motion to which it is applied until it has been decided. It cannot be postponed beyond the next regular business session.
C. Rescind (Annul or Repeal) or Amend Something Previously Adopted – repeals or amends a motion for which it is too late to reconsider. Normally requires a two-thirds vote of those present or a majority vote or the entire membership; however, if previous notice has been given then only a majority vote of those present is required. A motion to rescind cannot be applied to action that cannot be reversed.

XI. Voting
A. Majority vote – defined as more than half of the votes cast by those present and voting (i.e., excluding abstentions) unless the organization’s rules specify otherwise (e.g., majority of those present, or majority of the entire membership)
B. Two-thirds vote – defined as at least two-thirds of those present and voting, unless otherwise specified by the organization’s rules. Examples of motions that require a two-thirds vote: to close, limit, or extend debate; to suspend the rules; to amend the constitution and bylaws; to close nominations; to remove an officer or expel a member; or to object to the consideration of a motion.
C. Voting by the Chair – except when there is a ballot vote, the chair only votes when his/her vote would affect the result.
D. Methods of Voting
1. Voice vote – method normally used
2. Show of hands or rising vote – used to verify an inconclusive voice vote or on motions requiring a two-thirds vote
3. Ballot – normally used for election of officers and when ordered by a majority vote
4. Roll call vote – used when it is desired to have a record of how each member voted. Can be ordered by a majority vote unless the organization’s bylaws specify otherwise.
E. Proxy voting is prohibited unless specifically provided for in the charter or bylaws.

Recommended Books
Robert’s Rules of Order, Newly Revised, Tenth Edition, 2000
Robert’s Rules of Order, Newly Revised, In Brief, 2004
The Complete Idiot’s Guide to Robert’s Rules, Nancy Sylvester, 2004
Robert’s Rules for Dummies, C. Alan Jennings, 2004
Recommended Web Sites

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