VIII. Chief Delegate (revised 10/2020): The Chief Delegate is responsible for coordinating activities related to the House of Delegates (HOD).

            A.        General Duties

                        1.         Stays informed about national issues

                        2.         Monitors Chapter members’ concerns about national issues

3.         Attends Chapter and Board of Directors meetings, Midwest Caucuses and the House of Delegates

4.         Presents written and oral reports to the Chapter Board of Directors

5.         Prepares reports for distribution to membership.

6.         Stays abreast of current national issues/concerns

7.         Participates in forums regarding national issues at Chapter meetings

8.         Develops motions for House of Delegates

9.         Assists in identification of candidates for national office

10.       Prepares a budget for the office of Chief Delegate and the Missouri delegation

B.         Specific Duties prior to HOD (starting immediately after the National Conference)

            1.         Prepares motions for the next HOD with Missouri Delegates

2.         Identifies candidates for national office in order that they might be discussed/supported at the Fall Chapter Meeting (or at district meetings when no Fall Chapter Meeting is held) and submitted in time to gather support, if necessary (particularly Missouri candidates), in cooperation with the Chapter nominating Committee.

3.         Notifies districts at Fall Board Meeting and/or through correspondence about need to elect active delegates and alternates for the following year by November 1 (based on previous year’s delegations; District with largest number of delegates should be prepared to add or subtract a delegate based on plurality in election if size of delegation changes.)

4.         Assists Nominating Committee in identifying candidates for PTA Caucus delegate to be elected at Spring Business Meeting. Assists Executive Committee in appointment of an PTA Caucus delegate if one is not elected at Spring Meeting.

5.         Responds to National Office with names of delegates including Chief Delegate, Chapter President (if president desires to use option to automatically serve as delegate), active member delegates and alternates when notified of the size of that year’s delegation (January 1^st).

6.         Notifies National Office of name of PTA Caucus delegate.

7.         Orients delegates throughout year.

            a.         Inform of responsibility to attend all HOD meetings

b.         Review Calendar of events including Chapter and Midwest Caucuses, orientations, candidate interviews.

c.         Remind of materials to take to HOD.  Handbook and Packets, minutes of previous HOD, and other pertinent materials.

d.         Review procedure for preparing motions, amendments, speaking in House, elections (remind that their votes may be made public).

e.         Inform delegates that they may be required by a 2/3 vote of the Chapter membership to vote for or against an issue or candidate. Such a motion will state: “The delegates are instructed to vote at the House of Delegates for (or against).”

f.          Encourage delegates to actively participate in preparation and presentation of motions, nomination and selection of good candidates for office both before and after HOD.

g.         Review procedure for travel, and reimbursement for expenses.

8.         Ensures that chapter delegates obtain credentials using the procedures identified by the HOD Officers or APTA.

9.         Stays informed of and attends Midwest Caucus activities.

10.       Prepares for activities assigned to the Missouri Chapter by the House Officers, HOD.

11.       Presents at the Spring Business Meeting issues that will or may be considered in the HOD, and nominees for national office. Elicits and is sensitive to the ideas and opinions of the chapter membership.

            C.         Duties of Chief Delegate during House of Delegates

                        1.         Delivers delegate credentials to delegates at meeting site as needed.

2.         Presents Chief Delegate credentials to the Secretary of the House of Delegate Registration; Register all Missouri delegates; claims vote of absent delegates (except affiliate delegate); reassigns active delegate votes.

3.         Has on hand in the HOD: Roberts Rules of Order; Association Bylaws; Minutes; HOD Handbook and other materials as directed by the House Officers.          

4.         Presents to the HOD appropriate motions, resolutions, or discussion regarding national policy which the Chapter wishes heard.

5.         Calls Missouri Chapter Caucuses as needed to:

            1.         Review schedules and procedures

            2.         Discuss candidate interviews prior to elections

            3.         Discuss changes in issues

            4          Prepare amendments, support statements, strategies

5.         Prepare to recommend position on issues, candidates for following year

6.         Attends Midwest Caucus and manages administrative details as assigned on a rotating basis to the Missouri Chapter

            D.        Duties of Chief Delegate following HOD

                        1.         Reports

a.         Prepares an electronic report of the actions of the HOD.

b.         Presents an oral report regarding the HOD to the Chapter Membership at the Fall Chapter Meeting if a Fall Chapter Meeting is held.

                        2.         Communicates with present delegation

                        3.         Revises Procedure Manual for Chief Delegate and Delegates

4.         Notifies the APTA Missouri Nominating Committee, at Summer Board Meeting, of offices to be filled at the next HOD.

5.         Prepares or assists in development of motions to be discussed at the Fall Chapter Meeting for submission to the HOD Reference Committee for consideration the next year.

6.         Updates Chief Delegates files which include:

            a.         Lists of chapter officers and committees and district officers

            b.         Chapter Bylaws and Procedure Manual

            c.         APTA Bylaws and Standards

            d.         APTA Conference Reports

e.         APTA House of Delegates Handbooks and Packets for preceding two years

f.          Chief Delegate Budget and Expense records

g.         Correspondence

h.         Reports

i.          Roberts Rules of Order

                        7.         Manages budget and reimbursement of delegation for its activities

a.         Issues instructions to delegates regarding submission to chief delegate (who submits expenses to treasurer) of receipts for airfare and auto mileage to airport (mileage to National Conference site reimbursable up to equivalent of economy class airfare).

b.         Submits individual delegate request for reimbursement including travel and per diem for delegates, and travel plus all expenses or per diem (whichever is greater) for the affiliate delegate. Requests are submitted on appropriate forms to the APTA Missouri Accountant who forwards them to the Chapter Treasurer.

c.         Keeps an accurate account of expenditures on forms provided by the Chapter Treasurer.

d.         Submits the Chief Delegate budget for the next fiscal year to the Treasurer of the Finance Committee by the date requested.