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Assembly Handbook (2018)
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updated 11.06.17 for the 2018 Assembly of Representatives

 

ASSEMBLY REPRESENTATIVE HANDBOOK
(2018)


Assembly Rules of Order

1)      The Assembly of Representatives shall be governed by the parliamentary rules contained in the current edition of Robert’s Rules of Order, newly revised.

2)      Any individual wishing to be recognized must raise the District/SIG/BOD/School paddle and wait to be acknowledged by the Vice President, known as the Assembly Vice Speaker who will track the order of those to be recognized.

3)      The Speaker will call upon groups or individuals wishing to speak.

4)      When speaking, address the Speaker, stating one’s name and District/SIG/BOD/School.

5)      IPTA members present in the gallery may request permission to speak to an issue.  This will be permitted once those in the Assembly who wish to speak to a motion have done so.

6)      All motions not published in advance of the Assembly must be submitted in writing using the triplicate forms provided.  Follow the instructions on the form.

7)      The maker of a motion that is not published in advance of the Assembly must meet with the Reference Committee prior to the motion being moved.

8)      A second is required on all motions unless the motion comes from a Committee, Task Force, the Board of Directors, District(s), SIG, or special committee representing more than one individual.

9)     There will be no discussion of an item unless there is a motion on the floor.

10)      Discussion on any motion will be limited to ten (10) minutes; two (2) minutes per individual member.

11)   One individual cannot speak twice to an issue until everyone else who wishes to speak has spoken.

12)   Only district representatives that have been elected and credentialed will be permitted to vote.

13)   All present Board of Directors, Student Special Interest Group (SSIG) Officers, Student Physical Therapist and Student Physical Therapist Assistant School Representatives, and other Special Interest Group Representatives may speak, make motions, and second motions, but shall not have a vote.

14)   The Assembly’s quorum will be based on elected district representatives and does not include the non-voting members of the Assembly.

15)   New business cannot be brought forward under Officers or Committee Reports unless it is germane to the report.

16)   A 15 minute recess will be scheduled at 90 minute intervals or sooner as the agenda permits.

Approved by the IPTA Board of Directors November 4, 2017.

 

Guidelines for the Assembly of Representatives

1)      Officers of the Assembly

a)      Speaker of the Assembly

i)        Serve as chair of the Reference Committee.

ii)       Have liaison responsibility for the Committees of the Membership (Nominating Committee).

iii)     Confirm membership apportionment for number of representatives for each District as determined by Chapter staff using the formula from the IPTA Bylaws.

iv)     In consultation with the Board of Directors, set the agenda for pre and post Assembly meetings and the Assembly of Representatives.

v)      Conduct the Assembly meeting.

vi)      Speaker consults with APTA parliamentarian regarding proposed IPTA bylaw changes.

vii)      Speaker consults with IPTA parliamentarian as necessary regarding proposed motions.

b)      Vice Speaker of the Assembly

i)        Assume the roles of the Speaker in his/her absence.

ii)     Track representatives and guests wishing to speak during the Assembly.

iii)     Keep time of each representative when speaking.

iv)      Conducts counts for voting.

c)       Secretary of the Assembly

i)       Oversee the credentialing of representatives.

ii)     Determine the quorum based on attendance.

iii)     Provide each District designee with the number of votes and number of votes carried.

iv)      Provide the Secretary’s Report on the voting strength of the Assembly.

v)     Keep the minutes of the Assembly.

vi)   Select and work with the Committee to Approve the Assembly Meeting Minutes.

vii)  Submit final approved minutes to the Chapter office and APTA.

2)      Reference Committee

a)    Composition and Term: The Reference Committee consists of 4 members: the Speaker of the Assembly and 3 other members appointed by the President and approved by the Board of Directors. The Speaker of the Assembly serves as the chair of the committee..

b)   Qualifications: must be an IPTA PT, Retired PT, or Life PT, PTA, Retired PTA, or Life PTA member in good standing. Experience in developing motions, coaching/consulting, and knowledge of bylaws and Robert’s Rules of Order is suggested. The committee has time sensitive deadlines. During a Reference Committee member’s term, he/she is not eligible to serve as an Assembly Representative.

c) Terms: each appointed member serves 2 year terms beginning on January 1, with one member appointed each year. The Speaker of the Assembly serves the duration of the term of office. Appointed members can serve for no more than 2 consecutive terms.

d)    Reports to the Board of Directors.

e)      Specific Duties:

i)        Receive and review motions coming before the Assembly.

ii)     Act as consultants with the maker(s) of a motion. As consultants, provide feedback and guidance on form, wording, and method of presentation to the Assembly so the motion clearly states the maker(s) of the motion's intent.

iii)     Identify motions that fall outside the function and scope of the IPTA and provide suggestions of other options for addressing the maker(s) of the motion’s intent.

iv)     Create and implement guidelines for motion review and development.

v)      Be available for consultation with makers of motions prior to and at the Assembly.

vi)    Determine the order of motions for the Assembly agenda and work with IPTA staff in preparing submitted motions for Assembly packets and publication.

vii)   The role of the committee members is to act as consultants and provide recommendations to maker(s) of a motion; however, the final wording of a motion is the decision of the maker(s) of the motion.

viii)     Periodically review IPTA Bylaws and make suggestions to the Board of Directors for amendments.

f)    Vacancies: In the event of a vacancy on the Reference Committee, the President will appoint a replacement for the remainder of the term. The appointee will be approved by the Board of Directors before assuming responsibilities.

g)      Both maker(s) of motions and the Reference Committee may consult with Chapter staff to obtain additional information, determine fiscal impact, research history and references.

3)      Assembly Representatives

a)      Selection

i)        Representatives will be apportioned by November 1 of each year based on Chapter membership as of July 31 of that year.

ii)       Representatives must be elected by January 1 of each year for that year’s Assembly.

b)      Role of Assembly Representatives

i)        Serve as a voting member of the Assembly.

ii)       Consult with District members.

iii)     Attend District meetings.

iv)     Prepare for the Assembly by completing orientation, reading handbook, reports and packet, participate in pre-Assembly meetings (call, webinars, blogs).

v)      Register and credential by published deadlines.

vi)     Attend and participate in the Assembly.

c)       Role of the District Chair as District Senior Assembly Rep

i)        Fulfill the role of Assembly Representatives.

ii)       Encourage their District’s elected representatives to participate in/attend all Assembly activities.

iii)     Follow up with reminders to District representatives who have not renewed membership and/or registered to attend the Assembly.

iv)     Coordinate motion discussion conference calls for their District, if desired.

v)     Meet with the Secretary prior to the start of the Assembly at the designated place and time to be informed of the district’s voting strength, number of representatives present to vote and number of votes to be carried.

vi)     In the event that District Assembly Representatives can’t attend, the District Chair will assign and determine the carrying of votes.

4)      School Representatives

a)      Selection

i)        Each school may appoint two (2) students to represent them at the Assembly.

ii)       Names of those appointed must be sent to the Chapter office at least thirty (30) days prior to the Assembly.

b)      Role of School Representatives

i)        Serve as a non-voting member of the Assembly.

ii)       Consult with classmates and share information about motions and activities included on the Assembly’s agenda.

iii)     Prepare for the Assembly by completing orientation, reading handbook, reports and packet, participate in pre-Assembly meetings (call, webinars, blogs).

iv)     Register and credential by published deadlines.

v)      Attend and participate in the Assembly.

vi)     Report outcomes of the Assembly to classmates.

5)      Registration & Credentialing

a)      The official list of elected representatives from each district is made by Chapter staff from the districts’ election results.

b)      In order to participate in the Assembly, all voting and non-voting representatives (District Representatives, Board of Directors members, Student Special Interest Group officers, PT and PTA School Representatives and other Special Interest Group Representatives) are required to:

i)        Maintain status of IPTA member in good standing.

ii)       Register online prior to the deadline of no less than two (2) weeks prior to the Assembly.

iii)     All Assembly Representatives mentioned in 5b above, must present themselves for credentialing at the designated time and place on the day of the Assembly.

c)       Any district representative, who fail to meet any of these conditions may not participate as a voting member of the Assembly and will not be counted for the purpose of determining the quorum.  They may attend the Assembly as a guest and will be seated in the gallery. His/her vote may be carried by a designated representative from his/her district. Non-voting representative that do not meet any of these conditions may attend the assembly as a guest and will be seated in the gallery.

d)      Prior to the start of the Assembly, the Secretary will verify the number of district PT Representatives present, district PTA Representatives present, and votes to be carried.

6)      Motions

a)      Requested deadline for submission of bylaws, amendments, and main motions will be, at minimum, two months in advance of the Assembly meeting.

b)      Motions can be submitted by the Board of Directors, District, Committee, SIG, other group or individual. 

c)       If the person wishing to present the motion is not a Representative, the person would need to be acknowledged by a Representative in order to speak at a microphone at the Assembly.

d)      Anyone bringing motions that have not been submitted by the deadline is responsible for bringing a minimum of 50 copies to the Assembly and submit the motion to the Reference Committee at the designate time prior to the Assembly.  Motion must be announced and copies distributed prior to approval of the Assembly agenda. Such motions require two/thirds vote of the Assembly to be heard.

e)      Motions will be allowed from the floor, but must be submitted in writing using the triplicate forms provided.

f)       Main motions and bylaw motions will be made available to Representatives and the membership not less than six (6) weeks prior to the Assembly.

7)      Representative Handbook and Packets

a)      Chapter staff will post all materials on the Assembly community so that it can be accessed by all Assembly Representatives.  An electronic notice will be sent to all Representatives to inform that it has been posted. 

b)      All materials will be made available electronically at no cost to Chapter members.

c)       For Individual Assembly Representatives or Chapter members who submit a request no later than seven (7) days prior to the Assembly, Chapter staff will mail materials or have them available for pick up the day of the Assembly.  

d)      The Handbook and Packets will include:

i)        The Assembly Handbook updated for the current year.

ii)       All pre-submitted motions and rationale.

iii)     All reports from Executive Committee members, Districts, Committee, Task Forces, and SIGs.

iv)     Draft minutes of the previous Assembly.

v)      Reports as requested from the previous Assembly.

vi)     Draft Agenda

vii)   Assembly Apportionment

viii)  The Assembly details, including but not limited to the date, time, location, registration instructions, times for credentialing and the Reference Committee’s contact information and times available for consultation prior to the Assembly.

8)      Assembly of Representatives

a)      Agenda

i)        The agenda shall list motions in the following order:

(1)    Bylaw motions

(2)    Pre-submitted main motions

(3)    On-site motions

ii)       Motions will be placed on the agenda under these categories in the order determined by the Reference Committee.

b)      Meeting Time

i)        A minimum of three (3) hours should be designated for the Assembly of Representatives.

ii)       Any business not heard at the end of the time allotted will be dropped.

c)       Room Configuration

i)        The room will be set with:

(1)    Tables and chairs for Representatives and Board of Directors.

(2)    Tables and Chairs for School Representatives and SSIG officers.

(3)    Tables and Chairs for Reference Committee members

(4)    Gallery with chairs.  Tables will be supplied as space permits.

(5)    Raised platform and podium for Assembly officers and parliamentarian.

(6)    Table and chairs for Chapter staff.

ii)       Microphones should be placed at the center and each side of the room, with a separate microphone for the Speaker and an additional microphone to be shared by Assembly officers on the platform.

iii)     Standing identification signs will designate seating areas for each District and group represented at the Assembly.  There will be at least one sign for every 10 representatives in any group.

iv)     Paddles will be distributed on the table for the purpose of being recognized by the Speaker.

9)      Miscellaneous

a)      The Assembly Representative Handbook will be presented to the IPTA Board of Directors for approval at least six (6) months prior to the Assembly.

 Approved by the IPTA Board of Directors November 4, 2017.

 

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