Conference Survival Guide

Business session: Official meeting in which delegates conduct the formal business of Conference. Only delegates and registered guests may be present.

Conference chair: Presides over business sessions as a moderator to ensure business is conducted appropriately. OSEA’s state president acts as Conference chair.

Conference rules: A set of guidelines on how Conference runs. Delegates will approve the “Rules for the Conduct of Business” at the start of Conference.

Constitution: OSEA’s Constitution is the highest law of our union, providing the foundation for day-to-day operations and expressing the values and vision of our membership.

Credentials report: The count of delegates who have reported to Conference, used to determine if sufficient delegates are present to conduct business. It is updated and voted on at the beginning of each business session.

Delegate: An OSEA member elected by their chapter to represent the chapter membership at Conference.

Floor: The right to speak during a business session. A delegate has the floor after being acknowledged by the Conference chair.

Good of the order: An agenda item under which delegates may make statements or have discussions about topics related to the organization that do not pertain to Conference business.

Minutes: The official record of the proceedings of a meeting.

Motion: A formal proposal to the assembly for an action to be taken, such as conducting a vote or amending a resolution.

Parliamentary procedure: A set of rules for the orderly conduct of business at meetings. It is used to ensure every delegate can be heard and decisions can be made without confusion. OSEA uses Robert’s Rules of Order, Newly Revised as a manual for parliamentary procedure.

Point of order: A question about whether the correct procedure is being followed.

Recognition: The chair’s formal acknowledgment that a delegate has the floor.

Resolution: An amendment to OSEA’s Constitution, Board Policy, Standing Rules or organizational positions proposed by a member and voted on by Conference delegates.

Second: An indication made by a delegate to endorse a motion or nomination so that debate or voting may begin. A second does not necessarily mean the delegate favors the motion.

Sergeant-at-Arms: An individual appointed to maintain order during Conference. If necessary, the sergeant-at-arms may be directed to remove a delegate or guest who is overly disruptive.

Standing Rules: OSEA’s Standing Rules are a set of guidelines for the administration of the organization.

Meals: Delegates can enjoy meals at no extra cost during Conference, including banquet. When you register, select the meals you will attend and be sure to specify any dietary restrictions. Meals are served buffet style.

Tipping: It is not necessary to tip the people who serve meals at Conference as meal prices include gratuity. Servers appreciate kind words for doing their jobs well.

Smoking and drinking: Smoking is not permitted in the hotel or within 20 feet of external doors. Alcoholic beverages are not permitted on the Conference floor.

Snacks: Bring your own snacks. You must clean up any snack “messes” that occur.

Clothing: Casual clothing is appropriate. Keep in mind that you will be seated a great deal of the time. We will be in air-conditioned rooms so bring layers. There is a dress theme for each day — check the “Conference Fun” section for details!

Hats: On hat day, hats that do not block the view of others will be allowed. Although headcoverings are not restricted on the delegate floor during Conference, please remove hats that may block your colleagues' view at any point during Conference.

Delegates participate in lively debates as they work to shape the future of our union. There are five microphones on the Conference floor and it is important to use the correct one.*

*Delegates with disabilities may use whichever microphone is closest or easiest to access.

When you wish to speak, line up behind the appropriate microphone and wait to be acknowledged by the Conference chair. Before speaking, introduce yourself with your full name, chapter name and chapter number. Speak slowly and clearly and spell your name for the secretary. Use the following format:

“(Madam/Mister) President, my name is (first and last name) from (chapter name and number). I wish to..."

Each microphone is labeled for its intended use: Microphone #1 - Pro; Microphone #2 - Con; Microphone #3 - Pro; Microphone #4- Con; Microphone #5 - Questions.

Main motions and resolutions: When you wish to speak in favor of or against a motion or resolution, go to the microphones at the right and left sides of the floor (#1-4). When you are recognized by the chair, introduce yourself and say:

"I wish to speak (in favor/against) the motion...”

Ask a question: The center microphone (#5) is only for questions. You may ask about a resolution or amendment, seek advice on the correct procedure to follow or request additional facts, information or clarification. To ask a question, use the center microphone and say:

“I have a question on (e.g., the fiscal impact of this amendment).”

Point of Order: If there is a point of order, stand, raise your chapter placard and point-of-order card and proceed to any microphone. Say, “Point of order, (Madam/Mister) Chair.” This occurs when there is a breach in Conference Rules, Standing Rules or parliamentary procedure (e.g., the delegate speaking has already spoken twice on the issue). The chair will determine if the point is or is not well taken; their decision may be appealed.

Additional motions: You can use any of the right or left microphones (#1-4) to do the following:

• Amend — Use the provided form to write out your amendment clearly. Give one copy to a member of the Conference committee, who will bring it to the chair, and keep a copy to read. At the microphone, say “I move to amend the resolution... (deleting, adding, replacing, etc.).”
• End debate — To prompt a vote, say “I move to end debate.” If the motion to end debate is successful, the vote on the main motion or resolution is taken without any further discussion.
• Call for a division — A delegate may call for a division to require a count. It takes a majority vote to compel a standing count.
• Postpone definitely (to a certain time) — Say “I move to postpone this discussion until (e.g., the next business session) to delay discussion until a specific date and time or until more information is available.
• Limit or extend limits of debate — Say “I move that debate on this motion cease at (e.g., 4 p.m.),” or “I move to limit debate to (e.g., 10 minutes for each side to speak),” or “I move to extend debate to (e.g., 4:15 p.m.), or “I move to allow (e.g., five more minutes for each side to speak).” This motion requires a two-thirds vote to pass.
• Reconsider — Say “having voted on the prevailing side, I now move that we reconsider (e.g., Resolution 2).” This motion must be made on the same day or day following the vote and by a delegate who voted on the prevailing side. If the motion to reconsider passes, the discussion and vote on the original motion or resolution is taken again.
• Lay on the table/take from the table — Say “I move that we table this motion,” to set something aside temporarily when another issue needs to be addressed immediately. You may then take the motion from the table as soon as the interrupting business is resolved.
• Refer — If a resolution needs to be carefully studied and/or put into better condition, it may be referred to a committee. Say “I move to refer this resolution to (e.g., the Resolutions/Constitution Committee).”
• Recess — Say “I move that we recess for (e.g., 10 minutes).” This does not end the meeting and is usually done for a specific purpose, such as preparing for a run-off election.