INSTRUCTIONS TO CHIEF REPRESENTATIVES

1. Each District is responsible for selecting and instructing its Representatives. Only Representatives who can attend the entire session of the Assembly should be chosen.

2. Sign the credential cards and distribute to your Representatives at a time you deem appropriate. The credential cards are for the number and classes of Representatives that the District is given according to the District’s membership census as of January 30.
This will also determine the voting strength of the district delegation.

INSTRUCTIONS TO DISTRICT REPRESENTATIVES

1. Each District’s Representatives must present a properly signed credential card in order to register as a Representative. To be valid the credential card must be signed by the District Chief Representative and must bear the name of the Representative and the number of votes, which the Representative carries.

2. Each District Representative must register and present the credential card, if requested, to the Officers of the Assembly of Representatives at the times scheduled for Representative registration. If a credential card is lost a duplicate can be made by an Assembly Officer and marked as such providing that the Assembly Officer can verify that the individual is a Representative. Registration is alphabetical by last name of each Representative, therefore allowing Representatives to register in the order in which they fall in line. Alternate active Representatives and alternate affiliate Representatives, as determined by the formula (below) should also register during these times.

If a District has:

• 1-37 active Representatives = 1 alternate active Representative may register
• 38-67 active Representatives = 2 alternate active Representatives may register
• 68-87 active Representatives = 3 alternate active Representatives may register
• 88 and above = 4 alternate active Representatives may register
• 1-50 affiliate Representatives = 1 alternate affiliate Representative may register

At registration, Representatives will receive an Assembly of Representatives badge. Representatives must wear the Representative badge to be allowed entry into the Assembly meetings and pre-Assembly activities.

3. The Representative registration times are for the registration of Representatives and alternate Representatives. Representative/alternate Representative reassignment times are for the purpose of reassigning votes from one registered Representative to another registered Representative of the same membership class. Individuals who have not previously been registered, as Representatives during Representative registration times will not be allowed to have a Representative vote(s) reassigned to them during Representative/alternate Representative reassignment.

4. Registered alternate Representatives may be reassigned a vote previously held by a registered Representative of the same class of membership. Please note, however, that the assignment of a vote to an alternate Representative is permanent for the remainder of the Assembly session, and may not be reclaimed by the previous Representative. The alternate Representative fully replaces the Representative who is not present after the Assembly Officers have been notified during Representative/alternate Representative reassignment.
In some instances, there may not be enough registered Representatives, including alternate Representatives, on-site to represent the full number of Representatives allocated to the District. Reassignment of a Representative’s vote may occur when a District Representative is unable to attend the Assembly of Representatives and another Representative may claim that Representative’s vote by reporting to the Assembly Officers during a Representative/alternate Representative reassignment time. The District then can have the vote(s) of the “missing” Representative(s) carried. Individuals who have not been previously registered as District Representatives during the scheduled Representative registration times will not be allowed to have a Representative vote(s) reassigned to them during a Representative/alternate Representative reassignment time. The credential card of the Representative claiming the vote(s) is then marked to reflect the increase in the number of votes the Representative carries. As is the case of the alternate Representative who has been reassigned a vote, the Representative who has been unable to attend the Assembly session may not reclaim the vote from the alternate Representative to whom it has been reassigned and now carries it.
The Secretary will record Representative/alternate Representative reassignment on the dais in the Assembly proper on Saturday, August 10, prior to the Assembly convening. Representatives wishing to register reassignment of votes should go to the dais 30 minutes before the meeting begins on Saturday.
Only registered District Representatives will be allowed to vote in the election on Saturday, August 10. District alternate Representatives who have not had a vote(s) reassigned to them during a Representative/alternate Representative reassignment time will not be allowed to vote in place of the registered District Representative who has had the vote previously assigned. The last opportunity to register as a Representative is between 7:00 a.m. - 10:30 p.m. on Saturday, August 10, and the last opportunity to reassign Representatives is between 9:30 a.m. – 10:30 a.m. on Saturday, August 10, in order to be able to vote in the elections held that same day.

5. The Chief Representative should check on the registration of District Representatives at the close of Representative registration. If all of the selected Representatives have not registered the chief Representative may claim the vote(s) or assign them to another registered Representative in the District. Subsequent to the Representative registration period, should it become necessary to alter the assignment of votes, the chief Representative may make the necessary changes at the time scheduled for Representative/alternate Representative reassignment on Saturday.

6. If a District Representative is unable to attend the Assembly of Representatives, another member of the delegation may claim the Representative’s vote by reporting to the Officers of the Assembly of Representatives during Representative registration or Representative/alternate Representative reassignment. The credential card of the Representative claiming the vote is then marked to reflect the increase in the number of votes the Representative carries. (This person may be the chief or another Representative.) A Representative may not reclaim a vote.

7. If a District Representative holding a vote does not appear for the meeting of the Assembly of Representatives, the Representative’s vote is lost to the delegation during that meeting.

8. If a District is entitled to one or more affiliate member Representatives but does not select an affiliate member Representative, the District will lose that vote or those votes. Neither the chief Representative nor any other active member District Representative may carry the affiliate member District Representative vote or votes to which the District is entitled.

9. An affiliate member District Representative may not carry the vote of an active member District Representative to which the District is entitled.

10. District Representatives are expected to attend all meetings of the Assembly of Representatives, abide by the rules adopted by the Assembly, and to comply with the instructions given by Assembly student ushers.

11. The first time each day that a Representative wishes to be admitted to the Assembly of Representatives the Representative must show a Representative badge.

12. District Representatives presenting motions or bylaw amendments to the Assembly must meet with the Reference Committee as early in the day as possible. Appointments can be made with the Reference Committee at the Assembly of Representatives Office in the Adams Mark Hotel during the designated time on Saturday morning.

13. Each Representative should review and/or bring to the Assembly meeting the following:

• APTA Membership Card
• 2002 Annual Report of the Board of Directors
• Each Representative should read carefully all distributed materials including the Annual Report, and should participate in caucus discussions (formal and informal) on the issues and business to be acted upon by the Representatives.

IV. REFERENCE COMMITTEE GUIDELINES

1. Definitions

a. Policy - A decision which obligates actions or subsequent decisions on similar matters.

b. Standards - An approved, binding statement used to judge quality of action or activity. The use of “ethical standard” refers to right and wrong conduct.

c. Position - An approved opinion or judgment which FPTA members are expected to support.

d. Guidelines - Approved, non-binding statements of advice.

e. Procedure - Steps required to achieve a result.

f. Code of Ethics - “Code of Ethics” is reserved for exclusive use as the title of one document approved by the APTA’s House of Delegates in accordance with the Association’s bylaws, i.e., Code of Ethics.

2. Business of the Assembly of Representatives

The Assembly of Representatives is the policy-making body of the FPTA, and, as such, has the right to charge any FPTA group to do almost anything. However, if the strategic and long-range planning processes are to be successful, the time of the Assembly is most effectively spent debating and determining the policies, positions and goals of the FPTA along with the Bylaws of the FPTA.

Thus, main motions, other than bylaw amendments, should direct a course of action (e.g., Policy Statement on Affirmative Action), an FPTA attitude on the physical therapy needs of the public or the needs of members (e.g., Position on Priorities in the Health Care System) or a goal the FPTA wishes to achieve. Process, or the means of achieving a goal or carrying out a course of action, should then be the responsibility of the body (e.g., the Board of Directors or the Assembly Officers) to whom the FPTA Representatives delegates such duties through the Bylaws, which must be consistent with APTA Bylaws, Policies and Guidelines.

3. Preparing Main Motions

a. A main motion, if adopted, becomes the official recorded statement of action taken by the Assembly of Representatives. The main motion should:

1) state the policy, position or charge in a concise, dear, positive and complete form.

2) include, if applicable, the time schedules (ideally two to five years) for achievement of the charge.

3) include, if applicable, the time for reports to the Assembly of Representatives and/or to the membership.

b. A support statement should accompany each main motion. The support statement should:

1) state the rationale or reason(s) for the policy, position or charge in the motion.

2) contain only accurate information that directly supports the main motion.

3) be concise.

Take special care to see that phrases of the main motion do not appear in the support statement. Support statements are to advocate your motion. Support statements are not approved or adopted and do not constitute action.

4. Amending Main Motions
Main motions may be amended in any of the following ways:*

1. First process: to insert or to add.

a. To insert words or, if they are placed at the end of the sentence or passage being amended, to add words.

b. To insert a paragraph. or, if it is placed at the end, to add a paragraph.

2. Second process: to strike out.

a. To strike out words.

b. To strike out a paragraph.

3. Third process: an indivisible combination of process (1) and (2) having the following forms:

a. To strike out and insert (which applies to words).

b. To substitute: that is, in effect, to strike out a paragraph, or the entire text of a resolution or main motion, and insert another. (Note that substitute is a technical parliamentary term which is not applied to anything less than a complete paragraph of one or more sentences, so that this term is not applicable to Form 3(a).)

Forms 1(a), 2(a), and 3(a), relating to words, can be applied to change the wording within a single sentence, or occasionally within two or more consecutive sentences that make up a part of a single paragraph. Forms 1(b), 2(b), and 3(b), relating to a paragraph, can also be applied to a section, article, or larger unit.

*It should be noted that the application of the word delete to any form of amendment is not a preferred parliamentary usage.
*Taken from Robert Ill, H. M. et al., Robert’s Rules of Order, Newly Revised Glenview, IL: Scott, Foresman and Company; 1990; p. 131.

5. Reference Committee Procedures Prior to and at Annual Session
The Reference Committee was created to expedite business coming before the Assembly for action. All motions and resolutions, except procedural motions and courtesy resolutions, are reviewed for proper form in order to expedite their handling in the Assembly of Representatives.

a. Prior to Annual Session

1) All main motions to be considered by the Assembly of Representatives must be submitted in writing to Association headquarters by a date approved by the Speaker of the Assembly of Representatives. Any main motion that has not been so submitted requires a majority vote of the delegation, without debate, to be considered by the Assembly of Representatives. Exception: Bylaw amendments that must conform to Article XV. Amendments of the Bylaws, and courtesy resolutions which may be presented without meeting the deadline for main motions or going before the Reference Committee.

2) The name, telephone and fax numbers, and electronic communication address, if any, of the contact person from the District submitting a motion must be included. A motion that is sponsored by more than one component shall identify the primary contact person(s) name, telephone and fax numbers, and electronic communication address, if any.

3) If the deadline date has passed, Representatives still should submit their main motions and resolutions to the Reference Committee (c/o FPTA Headquarters) as early as possible in advance of the Annual Session of the Assembly of Representatives.

4) Appointments to meet with the Reference Committee on-site also should be made in advance.

a. Appointments with Reference Committee

1) Representatives presenting motions must make an appointment and meet with the Reference Committee, on-site, as early as possible. However, there is an exception for those motions that were submitted prior to the deadline date: If the submitter of the motion agrees with the changes that might have been made by the Reference Committee, there is no need to meet with the Committee.

2) Appointments with the Reference Committee must be confirmed or made at the on-site Assembly of Representatives Office. The Representative making the appointment should register the Representative’s name, the subject of the motion, and the contact telephone number and/or hotel room number.

3) THREE (3) COPIES of each motion or resolution, with a support statement, must be submitted or presented to the Reference Committee at the time of the Representative’s appointment with the Reference Committee. Each motion must be submitted to the Committee on regular-size 8 ½” by 11" paper. These motions and resolutions will be reviewed for proper form in order to expedite the business of the Assembly. The originator(s) of the proposal will be given suggestions regarding potential rewording or substitution should either seem necessary. Substituting motions can greatly facilitate the process and business of the Assembly. When the Committee has reviewed the motion, it will be assigned an appropriate Reference Committee (FA) number with digits indicating the year and the next consecutive number on the Assembly agenda.

b. Procedures for Motions

1) Motion or Resolution - Main motions are the accepted method for bringing business before the Assembly. A main motion may be presented as a resolution. This form is usually reserved for a motion of great importance or length or complexity. The reasons for the resolution are usually stated in the preamble, each clause of which constitutes a paragraph beginning with “Whereas.” Resolutions should be reserved for: special citations, historical purpose, policy statements and courtesy statements.
Any amendment to a motion adopted in previous years is a main motion and falls under the ruling of submission by the date set by the Speaker. In addition, the vote required for such motions is a majority, if notice is given. If notice is not given, a two-thirds vote is required.

2) Makers of Motions - A single motion may be proposed by one or more component delegations or the Board of Directors. It is generally accepted that for motions proposed by two or more delegations, that the delegations have collaborated in the development and writing of the motion.

3) The second to a main motion must come from a Representative of a different component or unit (District, Student Representative, or a member of the Board of Directors). The Representative seconding the motion may accompany the maker of the motion to the meeting with the Reference Committee. Notify the Speaker of the Assembly prior to the Assembly meeting who will be making a second to the motion.

4) Co-Sponsoring of a Motion - A “co-sponsor” of a motion is defined as a component in general agreement with a motion, but co-sponsorship does not guarantee that the final vote of the Representatives of the co-sponsoring District will be in the affirmative.

5) Duplicate Motions - When two or more motions with similar content are presented to the Reference Committee, the Committee will recommend methods of combining or collaborating. Should the Committee recommend a single reworded or substitute motion, the originators of the duplicate motions may accept or reject the recommendations.

6) Printing and Distribution of Materials to the Assembly - When the wording of the motion or resolution is in proper form, the Chair of the Reference Committee will give written authorization for the motion to be printed. The motion will be assigned a Reference Committee (FA) number with digits indicating the year and a consecutive number on the agenda, e.g., FA1-02. Only the Chair of the Reference Committee shall authorize all agenda items to be presented to the Assembly via the packet format. An FPTA staff member will prepare the motion and arrange for its printing in the Report of the Board. Printed motions will be distributed to the Assembly of Representatives by FPTA staff. Representatives may not copy or distribute motions to the Assembly of Representatives. Any other “information” items for the Assembly must have approval of the Assembly Officers prior to distribution.

V. NOMINATIONS FROM THE FLOOR

Nominations may be made from the floor for any office at a time called for by the presiding officer; no second is required. However, prior to nominations, written or verbal consent to serve if elected must be obtained from the person being nominated. The candidate will be introduced to the Assembly at the same time as the candidates on the Nominating Committee’s slate.

There shall be no electioneering paraphernalia or posters permitted; however, each candidate is permitted to have printed biographical and opinion sheets (brochures) for distribution. This material must parallel in content and length that which was published on other candidates in Update or in the Report of the Board. The biographical data and statement of the candidate’s viewpoints must be cleared by the Assembly Officers prior to the first meeting of the Assembly of Representatives. These materials may not be distributed during the Candidate Interviews.

VI. CONDUCT OF ELECTIONS

The Officers of the Assembly of Representatives are responsible for the conduct of elections with the assistance of the Tellers Committee appointed by the Assembly Officers.

1. Rules

a. There shall be no electioneering activities in the Assembly of Representatives or in the area of Representative registration as designated by the Assembly Officers. There shall be no electioneering activities after 11:00 a.m. on the day of the elections, and no electioneering activities shall take place at the time of the elections in the area of the polls.

b. There shall be no electioneering paraphernalia or posters permitted, however, each candidate is permitted to have printed biographical and opinion sheets (or brochures) for distribution. However, these materials may not be distributed during Candidate Interviews, Exhibit Reception, or during the Saturday morning Continental Breakfast.

c. Candidates and campaign managers shall not attend Representative caucuses for the purpose of electioneering or to distribute campaign materials. Candidates may identify a member of a caucus who may distribute such materials at that time.

d. Candidate Interviews are designed to provide access to candidates for all Representatives.

e. There shall be no pre-election “meet the candidate” parties except for those activities arranged by the Assembly Officers.

f. Planned Conference social functions provide access to candidates for all Representatives. There shall be no campaigning except by the candidates at these activities. Attendance at social functions requires tickets/and or conference registration.

g. Complaints and violations of election rules:

(1) All complaints and questions/concerns shall be addressed to the FPTA Nominating Committee.

(2) If a complaint is valid, the FPTA Nominating Committee will assist the complainant in presenting a written complaint to the Assembly Officers.

(3) Each complaint should include all supporting documentation regarding the alleged violation.

(4) Disciplinary action, if any, will be determined by the Assembly Officers and may include:

(a) verbal and/or written admonition

(b) written reprimand with immediate report to the Assembly of Representatives

(c) Removal from slate of candidates

2. Results of Elections
Results of elections will be posted outside of the Assembly of Representatives proper after the elections are announced at a meeting of the Assembly of Representatives at which time the elected members are introduced.

VII. RULES OF THE ASSEMBLY OF REPRESENTATIVES REQUIRED BY FPTA BYLAWS - MAY NOT BE SUSPENDED

1. Each District Representative shall have one vote. If a District Representative is unable to attend the Assembly of Representatives, another member of the delegation may claim the vote. The transfer of such a vote must be shown on the credential card of the District Representative claiming the vote.

2. Student Program Representatives, and members of the Board of Directors may speak and make motions but shall not have a vote.

3. Representatives representing one half of the districts and numbering one half of the total number of votes that could be cast is all representatives from all districts were present shall constitute a quorum. (FPTA Bylaws, Article VI, Section 4, B.)

4. Student Representatives: there shall be one representative allowed for each accredited physical therapy and physical therapist assistant program. (FPTA Bylaws, Article VI, Section 3, B,3.)

5. Voting on motions and resolutions may be by voice, show of hands, standing, or roll call.

6. Election shall be by ballot or use of electronic equipment. Officers shall be elected by a majority of the vote's cast. Directors and members of the Nominating Committee shall be elected by a plurality of the votes cast. If the vote fails to determine election, re-balloting shall be conducted under procedures determined by the Officers of the Assembly of Representatives.

7. Consultants to the Assembly of Representatives (members of the Reference Committee, a member of the Ethics Committee, and Association staff designated by the Chief Executive Officer in consultation with the Board of Directors) may reply to inquiries directed by the Speaker of the Assembly of Representatives.

XII. RULES OF THE ASSEMBLY OF REPRESENTATIVES - REQUIRED BY FPTA STANDING RULES - MAY BE SUSPENDED

1. All main motions to be considered by the Assembly of Representatives must be submitted in writing to FPTA headquarters by a date set by the Speaker of the Assembly of Representatives, at least one month and no more than three months prior to the Assembly of Representatives session. Any main motion that has not been so submitted requires a majority vote of the Representatives, without debate, to be considered by the Assembly of Representatives. Exception: Bylaw amendments which must conform to the Bylaws and courtesy resolutions which may be presented without meeting the deadline date for main motions or coming before the Reference Committee.

2. All main motions and resolutions except for procedural motions shall be referred to the Reference Committee unless the rule is suspended in any particular case by a majority vote of the Assembly of Representatives.

XIII. RULES OF THE ASSEMBLY OF REPRESENTATIVES - MAY BE SUSPENDED

1. Only members of the Florida Physical Therapy Association, Association headquarters staff, non-Florida APTA members and nonmember guests approved by an Officer of the Assembly of Representatives may attend meetings of the Assembly of Representatives. If the Assembly of Representatives votes to go into executive session, the Speaker of the Assembly of Representatives may invite members of the FPTA, FPTA headquarters staff, the parliamentarian, and others, after consultation with the President and the Chief Executive Officer, to remain in the Assembly proper during the session.

2. An APTA membership card or an official Representative badge is required for admission of members to the meetings of the Assembly of Representatives. Admission cards, signed by an Officer of the Assembly are required for the admission of nonmember guests to the Assembly.

3. Representatives shall keep badges in evidence when attending the meetings of the Assembly of Representatives.

4. All registered Representatives (District and Student Program Representatives and members of the Board of Directors) shall be seated on the floor of the Assembly proper.

5. As consultants, members of the Reference Committee, a member of the Ethics Committee, and a member of the Bylaws Committee shall be seated in a designated area.

6. All members of the FPTA may have the floor to speak, but registered Representatives will be recognized first.

7. No Representative or member shall be entitled to the floor until recognized by the Speaker of the Assembly. Individuals recognized to speak shall give name, Representative affiliation if appropriate (e.g., District), and speak with the aid of a microphone.

8. Members of the FPTA headquarters staff and members of SIGs or Committees may be recognized for the purpose of giving information and/or participating in discussions.

9. The Vice Speaker shall be the timekeeper at all meetings.

10. When speaking to a motion, each speaker shall be limited to three minutes.

11. A speaker may not speak twice to the same motion until everyone wishing to speak has done so.

12. A Representative may not rise to debate and close by moving the previous question.

13. A motion may not be seconded by a Representative from the same district as the Representative making the motion.

14. Another member of the Board of Directors may not second a motion made by a member of the Board of Directors.

15. The Representative who moves the motion may not speak in opposition to the motion.

16. Motions to amend must be in writing and three (3) copies handed to the Secretary prior to the opening of the meeting, if possible, or immediately after the motion is made.

17. The motion to suspend the requirement that all main motions and resolutions be referred to the Reference Committee must identify the subject of the motion to be presented.

18. Any motion to amend something previously adopted is a main motion and falls under the standing rule of submitting main motions by the deadline date set by the Speaker of the Assembly. In addition, the vote required for such motions is a majority if notice is given. If notice is not given, a two-thirds vote is required.

19. When a nomination comes from the floor of the Chapter Caucus, no support statement may be made at that time. When the presiding officer closes nominations, members who wish to give statements of support may do so within the parameters outlined by the Assembly Officers and Nominating Committee.

20. There must be an affirmative vote of one-fifth (1/5) of the voting body of the Assembly of Representatives to order a roll call vote, except when ordered by the Speaker of the Assembly.

21. The Secretary, in consultation with the Speaker, shall: 1) Edit all Assembly motions for grammar and punctuation; 2) Edit related items (policies, positions, guidelines) when newly adopted motions require editorial changes in previously adopted motions; 3) Edit bylaws for grammar and punctuation; 4) Edit bylaws when the adoption of an amendment in one section of the bylaws requires editorial changes in other sections of the bylaws; and 5) Provide documentation of editorial changes to any Representative upon request.

22 No tape or other recordings may be made of the proceedings of the Assembly of Representatives other than those made by the individuals approved by Assembly Officers.

23. Exhibitors are not to distribute promotional items in the Assembly of Representatives.

24. Smoking is not permitted in the Assembly of Representatives at any time.