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2012 Board of Directors Meeting

The 2012 Board of Directors Delegate Manual has been developed to provide information to the delegates prior to attending the 44th Board of Directors meeting.

This manual is distributed to each delegate who will attend the Board of Directors meeting, and provides valuable information pertaining to the meeting and Delegate Committee procedures.

This manual covers the following topics:• Hotel and Personal Arrangements • Family Activities• Board of Directors Meeting Procedures• Delegate Committee Procedures• Board of Directors Meeting Office Facilities• Distribution of Material

Please review this manual thoroughly.If you have any questions regarding hotel arrangements, please call Pam Quayle,

supervisor–Meeting Planning, at 703-689-4103.If you have any questions regarding agenda item preparation and submission prior

to the Board of Directors meeting, please call me at 202-797-4017, or Maggie Erzen, Governing Bodies coordinator, at 202-797-4059.

We hope this booklet will assist you in carrying out your duties as a delegate.

Sincerely,

Captain William R. CouetteVice President–Administration/Secretary

WRC/me

Table of Contents

PART I—HOTEL AND PERSONAL ARRANGEMENTS ........................................ 6

A. Meeting Location/Start Time ...........................................................................................6B. Air Transportation to Hollywood, Fla. ..........................................................................6C. Airport Shuttle Service .....................................................................................................6D. Reservations at the Hotel .................................................................................................6E. Board of Directors Registration Schedule .....................................................................7F. Name Badges .....................................................................................................................8G. Expenses and Financial Information ..............................................................................8H. Dining Facilities .................................................................................................................8I. Health Club ......................................................................................................................10J. Internet Access in Guest Rooms ...................................................................................10K. Appropriate Attire for BOD Meeting ...........................................................................10L. Social Events ....................................................................................................................10M. Family Involvement ........................................................................................................10

PART II—BOARD OF DIRECTORS MEETING OFFICES ............................................................................................ 11

A. Pilot Office ........................................................................................................................11B. Pilot Services Area ..........................................................................................................12C. Agenda Office ..................................................................................................................12D. MEC Secretaries’ Office ..................................................................................................12

PART III—BOARD OF DIRECTORS MEETING PROCEDURES .................................................................................. 13

A. General .............................................................................................................................13B. Proxy Designations—Unable to Attend (Advance Proxy) ........................................13C. Proxy Designations—Unable to Remain (Departing Proxy) ....................................13D. Delegate Committee Assignments (Delegates and Proxies) .....................................14E. Seating ..............................................................................................................................14F. Order of Business ............................................................................................................15G. Advance Agenda Items ..................................................................................................15H. Late Agenda Items ..........................................................................................................15I. Delegate Committees ......................................................................................................16J. Steering Committee ........................................................................................................17

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K. ALPA National Committee Report Agenda Items .....................................................18L. Processing ALPA Committee Reports ........................................................................18M. Floor Processing of Agenda Items ................................................................................19N. Participation in Floor Discussions ................................................................................19O. Written Resolution Requirement ..................................................................................20P. Voting ...............................................................................................................................20Q. Mandating of Representatives ......................................................................................21R. Board of Directors Meeting Report ..............................................................................22

PART IV—DELEGATE COMMITTEE PROCEDURES ......................................... 22

A. Delegate Committee Chairmen and Orientation .......................................................22B. Delegate Committee Seating .........................................................................................22C. Delegate Committee Review of Agenda Assignments ..............................................22D. Development of an ALPA Committee Report Recommendation ............................23E. Development of a Delegate Committee Recommendation ......................................24F. Processing Delegate Committee Recommendations Through

the Steering Committee ..................................................................................................25G. Presentation of Delegate Committee Recommendations ..........................................25

PART V—DISTRIBUTION OF MATERIAL ........................................................... 26

A. Distribution of Political Material at Board Meetings .................................................26B. Distribution of General Information/Material to Delegates .....................................27

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Part I: Hotel and Personal Arrangements

PART I—HOTEL AND PERSONAL ARRANGEMENTS

A. Meeting Location/Start TimeThe 44th regular meeting of the Board of Directors will convene at 9:00 a.m. on Monday, October 15, 2012, at the Diplomat Hotel in Hollywood, Fla.

B. Air Transportation to Hollywood, Fla.As delegates, you should promptly begin arranging for whatever nonrevenue or reduced-fare air transportation is available to you into either Fort Lauderdale or Miami International Airport. Each delegate’s cooperation is requested in keeping transportation costs to a minimum.

In the event you must purchase an airline ticket, please obtain prior approval from Captain Randy Helling, vice president–finance (Randy.Helling@alpa.org) and purchase the ticket through Kathy Keyes at the Association’s travel agency, Omega Travel (kkeys@owt.net).

C. Airport Shuttle Service1. Fort Lauderdale Airport

Shared van service is available to the Diplomat Hotel from Fort Lauderdale Airport through Go Airport Shuttle Service. This service is provided for all incoming flights and is located outside the baggage claim area. The charge for one-way service is $13 per person, and a reservation is not required. The return trip to the airport requires that a reservation be made 24 hours in advance.

Taxi fare is approximately $30 and is not authorized for reimbursement.

2. Miami International AirportShared van service is available to the Diplomat Hotel from Miami International Airport

through SuperShuttle. It operates 24 hours a day and is located outside the baggage claim area. The charge for one-way service is $27 per person; a reservation is required and must be made 24 hours in advance. The return trip to the airport also requires that a reservation be made 24 hours in advance. Reservations may be made by calling 305-871-2000. Reservations can also be made online at http://www.supershuttle.com/locations/miaairportshuttlemiami.aspx.

Taxi fare is approximately $60 and is not authorized for reimbursement.

D. Reservations at the Hotel1. Reservations

All accommodations at the Diplomat Hotel must be made through Nancy Halsey, meeting planning specialist (Nancy.Halsey@alpa.org, 703-481-4447). Nancy will provide the hotel with an advance rooming list of those authorized to attend, date of arrival, and information on requested accommodations. Only preregistered, authorized attendees will stay at the hotel.

Reservations must be made electronically no later than September 4, and a confirmation number will be provided to you via e-mail no later than September 24.

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2. Room rate The flat rate for a single or double room at the Diplomat Hotel during the Board of

Directors meeting is $199 plus tax per day. There is an additional charge of $25 per person, per room, plus tax for a room with more than two occupants. This additional charge is considered an incidental charge and will not be charged to ALPA. It is your responsibility to settle this charge upon checkout.

The maximum number of persons per room is four. If more than one room is required to accommodate a family, it will be charged at the flat rate, and you will be responsible for all expenses associated with the extra room. There is no charge for a rollaway bed or crib in your guest room. Please make this request when completing ALPA’s electronic reservation request.

3. Arrival Time Your arrival, or that of your family, on dates other than those indicated on your

reservation form may result in the inability of the hotel to provide desired accommodations. In addition, preregistration based on your individual date of arrival will commit ALPA to guarantee payment for that date. ALPA can avoid liability for these accommodations only if you email or call staff member Nancy Halsey (Nancy.Halsey@alpa.org, 703-481-4447) at least 72 hours prior to your scheduled arrival and inform her of your inability to keep to your scheduled registration. If you are unable to reach Nancy, call the front desk of the Diplomat Hotel at 954-602-6000. If you contact the hotel, please be sure to obtain a cancellation number and provide this number to Nancy for her records.

The hotel will charge one night’s room and tax to the Association if your reservation is not changed/canceled inside of this 72-hour window. This no-show charge will be charged back to your MEC.

4. Checkout Due to a noon hotel checkout policy, registration will begin for ALPA delegates at 4:00

p.m. each day. Arrivals prior to 4:00 p.m. will be handled on a room-available basis as expeditiously as possible by the hotel front desk. We request that you make every effort to register no earlier than 4:00 p.m., which will enable the hotel to be sure that you receive the accommodations requested.

Upon departure from the Diplomat Hotel, each delegate will be presented with a statement for the cost of the room for his or her signature. The hotel will forward that signed bill to ALPA for payment.

A second folio account will be used by the hotel to bill you for any other incidentals (e.g., room service expenses, charges incurred from the lounge or dining facilities, valet, telephone, etc.). You will be expected to pay the total of this account prior to or at checkout time.

E. Board of Directors Registration ScheduleThe Credentials Committee will hold registration on the following dates/hours:

Friday, October 12 10:00 a.m.–4:00 p.m.

Saturday, October 13 10:00 a.m.–4:00 p.m.

Sunday, October 14 1:00 p.m.–4:00 p.m.

Monday, October 15 7:00 a.m.–8:45 a.m.

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The registration area will be located in the lobby directly outside Great Hall 3 and 4 on the third floor of the Diplomat’s Convention Center. All delegates are encouraged to register with the Credentials Committee before Monday morning to avoid lengthy delays on the morning of the meeting.

Amy Eno, Membership Services supervisor, will contact MEC chairmen to arrange for MEC group registration during the weekend hours.

F. Name BadgesAn ALPA name badge is required to enter the Board of Directors’ meeting room and attend social events. All delegates will receive a badge as part of the registration process. Family members are also required to have a name badge if they plan on participating in ALPA events. Names of all family members/guests requiring a name badge should be provided on your Board of Directors electronic registration form.

G. Expenses and Financial Information

1. Normal member expenses will be reimbursed in accordance with ALPA policy and procedures. Expenses for your spouse are not a reimbursable expense and will not be authorized or paid.

2. All allowable expenses and incurred charges from the incidental folio account, which are authorized as reimbursable under ALPA policy, must be submitted electronically to the Accounting Department.

3. If you have any changes in your room accommodations during your stay, please notify the front desk immediately so that your charges will reflect such changes.

4. Hotel guests can cash personal checks at the hotel’s front desk with a driver’s license and a major credit card. The limit on personal checks is one check per day for a maximum of $200 per visit. Personal checks are not an acceptable form of payment for your incidental charges.

5. The Diplomat Hotel will honor the following credit cards:• Visa• MasterCard• American Express• Discover• Diners ClubThe hotel will require that you present a credit card/debit card/cash at check-in to guarantee

your incidental charges. In the event you use a debit card instead of a credit card, you should be aware that the Diplomat Hotel will place a monetary hold of $50 per night on that debit account. Once your debit card is charged, it will take up to three weeks for any transaction to be removed.

H. Dining Facilities

1. The Diplomat Hotel has numerous restaurants. Charges can be made to your incidental folio account for all facilities.

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• Hollywood PrimeAs the resort’s AAA four-diamond steakhouse, Hollywood Prime offers the finest

cuts of meat and delectable seafood options. Reservations are suggested. Serving dinner Tuesday through Saturday from 5:30 p.m. to 11:00 p.m.

• The Café Enjoy breakfast and lunch at the Café. Breakfast options are à la carte or a deluxe

buffet featuring delicious made-to-order omelets. Lunch includes a delightful selection of creative salads and sandwiches. Located in the resort lobby, serving breakfast and lunch daily from 6:30 a.m. to 2:30 p.m.

• Splash Bar and GrillSnack or dine poolside on fresh selections meant to be enjoyed in the sun. Located

outdoors amidst our multilevel free-form pools and open until sundown. Bar: 11:00 a.m. to dusk (weather permitting)Restaurant: 11:00 a.m. to 5:00 p.m

• Rivals Waterfront Sports Grille Relax with a choice of indoor seating in a sports bar setting or by the waterside

overlooking the Intracoastal Waterway. The comfortable interior offers a classic rock soundtrack with a backdrop of sports

presented on 32 plasma flat-screen televisions. Large groups are welcome, with two private dining rooms, a semiprivate championship billiards room, and a separate lounge and bar area. The Dockside private room sits 25, and the Beer Bar private room sits 60.

• BarSuBarSu is a full-service sushi bar located in the lobby of the Diplomat Hotel. This

casual dining area also serves cocktails.Open daily from 3:00 p.m. to 2:00 a.m.

• IngredientsIngredients specializes in Starbucks coffee, espresso, pastries, salads, and sandwiches.Open daily from 6:00 a.m. to 8:00 p.m.

2. Other dining facilities: several other restaurants are located close to the Diplomat Hotel in Hollywood, Fla., as well as in the Village at Gulfstream Park. • Village at Gulfstream Park

The Village at Gulfstream Park, an entertainment village minutes away from the Diplomat with one-of-a-kind fashion boutiques, home furnishings/accessory stores, and dining, is open Monday–Saturday from 10:00 a.m. until 9:00 p.m. and from 11:00 a.m. until 8:00 p.m. on Sunday.

• Downtown HollywoodCharacterized by quaint sidewalk cafés, brick-lined walks, and six blocks of

boutiques, shops, art galleries, and dozens of excellent restaurants along Hollywood Boulevard and Harrison Street, the pedestrian-friendly environment is the perfect place to enjoy South Florida.

Transportation to this area is provided by the Hollywood Trolley, Wednesday through Sunday from 10:00 a.m. to 10:00 p.m. The charge for transportation is $1 per person per ride.

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I. Health ClubThe Diplomat Hotel offers a complimentary state-of-art fitness facility to all of its guests.

Its hours of operation are 6:00 a.m. to 10:00 p.m. The health club is located in Diplomat Landings across the covered walkway from the entrance to the hotel.

J. Internet Access in Guest RoomsInternet access is available in guest rooms for a rate of $6.50 for a 24-hour period. ALPA will not reimburse this expense. You should check with your MEC to verify that it is an MEC-reimbursable expense before you sign up for use.

High-speed Internet will be available free of charge to ALPA members in the Pilot Office. Please see Part II.A of this manual for further details.

K. Appropriate Attire for BOD MeetingA jacket and tie are required for all business sessions during the Board of Directors meeting. Dress for social events is listed in Section L.

L. Social Events

1. ReceptionOn Sunday, October 14, a reception will be held from 6:00 p.m. to 8:00 p.m. Beverages

and hot and cold hors d’oeuvres will be served. Dress for this event is business attire, with men wearing jackets and ties and women in a dress or dress slacks. Spouses and guests are invited. This event is not considered a dinner, thus you may request dinner reimbursement when submitting your expense form.

2. Jimmy Buffett NightOn Monday, October 15, a dinner will be held outside by the pool deck from 6:30 p.m. to

10:30 p.m. Dress for this event is casual. Spouses and guests are invited.

3. Election Night CelebrationOn Wednesday, October 17, a dinner is planned for the delegates, spouses, and guests.

The cocktail hour will begin at 6:30 p.m., with dinner served at 7:30 p.m. This event will be held poolside at the Diplomat Hotel. Dress is casual.

M. Family Involvement

1. Spouses and families of delegates are welcome to observe all open sessions of the Board of Directors meeting; however, it is important to keep in mind that the Board of Directors meets to conduct official business.Therefore, your family members are asked to observe a number of protocol and decorum issues.

a. Gallery seating in the back of the main meeting room is provided for nondelegate members, invited guests, other VIPs, and family members so they can observe the working sessions of the Board. It is recommended that children under 10 years old not be brought to the plenary sessions.

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b. During the plenary sessions (those times scheduled for the conduct of delegate business), appropriate attire is required.

c. Access to the delegates seating area during the plenary sessions is limited to authorized members and staff. If a nondelegate member, spouse, or family member requires the attention of a delegate, the sergeant-at-arms, located at the back of the meeting hall, should be contacted.

Adherence to this provision is necessary to minimize the number of distractions to the delegates.

PART II—BOARD OF DIRECTORS MEETING OFFICES

A. Pilot Office

PurposeStaff in the Pilot Office can assist MEC/LEC officers at the Board of Directors meeting with secretarial assistance, including political administrative support (see Part V). Facilities will be available to make and receive telephone calls.

The Pilot Office is also the message center for the meeting. A bulletin board will be set up to post messages for Board of Directors members. Additionally, home office staff can be located through this office.

Any hotel-related items, such as meeting rooms and catering, should be referred to the director of the Communications Department through staff in this office.

Location/Hours of OperationThe Pilot Office will open on Thursday, October 11, in Great Hall 5, located on the third floor of the Diplomat’s Convention Center. This office is staffed from 8:00 a.m. to 6:00 p.m., with secretaries to assist with administrative support.

Hardware/Software CapabilityPilot Office staff are provided with a computer that has Microsoft Windows and Office software (Word, Excel, PowerPoint). A copy machine will be available for delegates’ nonagenda materials.

Free Faxing Faxing capabilities will be set up in the Pilot Office. Since the hotel levies extensive charges for sending or receiving a fax, it is recommended that you send faxes from the machines in the Pilot Office.

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B. Pilot Services Area

PurposeThe Pilot Services Area, located within the Pilot Office, provides all delegates with access to the Internet, fax, copy, telephone, and office supplies 24 hours a day.

Location/Hours of OperationThis office opens on Tuesday, October 9, and will be located in Great Hall 5 on the third floor of the Diplomat’s Convention Center. Pilots can access this area within the Pilot Office after normal office hours by presenting a valid ALPA ID/name badge to the security guard on duty.

Hardware/Software AvailabilityThis office will have networked workstations containing Microsoft Windows and Office software (Word, Excel, PowerPoint) and with laser-printing capability. Additional network hookups will permit you to connect your laptop and communicate as required.

Communications CapabilityThe networked workstations in this office will have a wireless Internet card and communications software for delegates’ use. You must have a wireless Internet card installed in your computer, as well as communications software, to use the Internet in this office.

If you should experience any difficulties while attempting to use the communications software, please contact the on site ALPA Help Desk through the Pilot Office.

C. Agenda Office

PurposeAll Board of Directors agenda items and related materials are prepared for distribution in the Agenda Office. This includes any documentation that may be attached to an agenda item, any drafting of resolutions that may be required by a Delegate Committee, any substitute motion that may be requested by a delegate, or any other document that is related to a Board agenda item.

The Steering Committee, working with the vice president–administration/secretary and agenda coordinator, is responsible for coordinating the flow of agenda items from Delegate Committees to the floor for Board of Directors action.

Location/Hours of OperationThe Agenda Office will be located in Room 301 and will be open every day from 8:00 a.m. until the day’s business is completed. The vice president–administration/secretary and Steering Committee members can be contacted through the Agenda Office.

D. MEC Secretaries’ Office

PurposeThis office will be set up for MEC administrative staff to complete MEC-related work while attending the Board of Directors meeting. Those MECs with administrative work requirements, but no staff with them to complete this work, should use the Pilot Office staff.

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Location/Hours of OperationThe MEC Secretaries’ Office will be within the Pilot Office and will become operational on Tuesday, October 9, in Great Hall 5. This office will be open each day the Board of Directors is in session.

Hardware/Software AvailabilityThe staff in this office will have networked workstations and printers. These workstations will have Microsoft Windows and Office software (Word, Excel, PowerPoint). A copier is also available.

PART III—BOARD OF DIRECTORS MEETING PROCEDURES

A. General

1. Board of Directors meetings are conducted in accordance with the ALPA Constitution and By-Laws, Article VII; the ALPA Administrative Manual, Section 70; past Board of Directors practices; and Robert’s Rules of Order. If there is a conflict between Robert’s Rules and ALPA’s constitution or policy, the constitution and ALPA policy always take precedence.

2. The Board of Directors is composed of the captain, first officer, and, where applicable, second officer representatives, seniority block status representatives, or instructor status representatives of each local council on an airline. Members of the Board are referred to as delegates.

B. Proxy Designations—Unable to Attend (Advance Proxy)

1. If you are unable to attend the Board of Directors meeting, please complete an advance proxy form (www.alpa.org/bod2012). Give the completed form to your designated proxy.

2. Article VII, Section 8, provides a required sequence for appointing an advance proxy.

a. A delegate’s duly elected successor in office.

b. The vice chairman or secretary-treasurer of the local council, if not already a delegate.

c. Another elected delegate from his or her airline.

d. If no such other elected delegate from his or her airline is available, any other member of the Board of Directors from any ALPA airline may be designated.

C. Proxy Designations—Unable to Remain (Departing Proxy)

1. If you are unable to remain at the meeting, you may designate any other member of the Board of Directors in attendance to act as a proxy. Alternatively, you may designate your duly elected successor in office or an elected officer of a local council who is not also a

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delegate. This proxy may not be transferred to a third party if the proxy holder finds it necessary to leave the meeting.

2. The Constitution and By-Laws also provides that a proxy can be revoked if you return to the meeting. Any subsequent designation of a proxy is final and binding.

3. You can obtain a Departure Proxy form from any member of the Credentials or Steering Committee during the meeting.

D. Delegate Committee Assignments (Delegates and Proxies)

1. You must serve on the committee to which you are assigned, unless reassigned pursuant to Part III, Paragraph I.

2. If you are a member of an ALPA committee that is required to report to the Board, you cannot be assigned or moved to the Delegate Committee designated to review your committee’s report.

3. If you are a delegate and also an advance proxy holder, you will serve only on the Delegate Committee to which you are assigned, and you may vote only on that committee.

4. If you are an advance proxy holder who is not also a delegate, you will serve on the Delegate Committee to which the delegate you represent was originally assigned or may be moved under Paragraph I.

5. If you are asked to serve as a proxy once the meeting has begun, you will continue to serve only on the Delegate Committee to which you were originally assigned (or reassigned pursuant to Part III, Paragraph I).

E. Seating

1. Delegates are seated by airline groups in the main meeting room with floor microphones located in the aisles throughout the room. Placards on the delegate tables identify each MEC location.

2. Nondelegate MEC vice chairmen, nondelegate MEC secretary-treasurers (or where applicable nondelegate MEC secretaries and nondelegate MEC treasurers), nondelegate MEC executive administrators, nondelegate LEC vice chairmen, and nondelegate LEC secretary-treasurers who are regularly seated at MEC meetings and so identified by the MEC in its policy manual will have full access to the main meeting room.

MECs should provide a written request for floor seating for these nondelegates to the vice president–administration/secretary at least 45 days prior to the meeting. Members holding these nondelegate positions are permitted to remain in the meeting room during closed sessions held under Article VII, Section 6B, of the Constitution and By-Laws.

3. Separate seating for other nondelegate members and guests is also provided in the main meeting room.

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F. Order of Business

1. When you register with the Credentials Committee at the ALPA registration desk, you will receive an order of business outlining the events and work schedule for each day of the meeting, e.g., the time and place of any special events, Delegate Committee meetings, and plenary sessions.

Unless otherwise noted on the order of business or announced by the chair, Board delegates are scheduled to meet in plenary session each morning. At the end of each plenary session, you will be recessed to your respective Delegate Committee meetings, except when there are other scheduled events or if advised otherwise by the chair.

2. The order of business (www.alpa.org/bod2012) to be followed at the October 2012 regular Board of Directors meeting is:

a. Call to Order by the Chairman

b. Roll Call of Delegates (Credentials Committee Report)

c. Announcement of Unrepresented Local Councils

d. Reports by the National Officers

e. Announcement of the Rules of Procedure

f. Ratification of Delegate Committee Assignments

g. Late Agenda Item Submissions

h. Delegate Committee Chairmen Orientation Meeting

i. Executive Vice Presidential Nomination and Election Caucus Meetings

j. Delegate Committee Work/Action on Agenda Items, as Scheduled by the President

k. Adjournment

3. The Board of Directors may, by majority vote, change the order of business (www.alpa.org/bod2012) at any time it deems necessary.

G. Advance Agenda Items

1. A local council or master executive council, the Executive Board, the Executive Council, and the president may develop and submit agenda items to be included in the advance agenda.

2. As provided in Article VII, Section 4, of the Constitution and By-Laws, the deadline date for receipt of advance agenda items is 50 days prior to the opening date of the meeting, and the advance agenda is mailed 30 days prior to the opening date.

3. The advance agenda items are compiled in the agenda notebook, which you will receive when you register with the ALPA Credentials Committee upon your arrival at the meeting site.

H. Late Agenda Items

1. Any item submitted after the postmark deadline date for advance items is considered a late

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agenda item, must be submitted by the opening of the afternoon session of the first day, and requires a two-thirds vote for placement on the agenda, except as follows:

a. The Executive Board or Executive Council may submit agenda items any time up to the commencement of the meeting without the required two-thirds approval vote.

b. The president may submit late agenda items without required approval at any time.

2. Submission of all other late agenda items by delegates and MECs must comply with the following procedures:

a. Late agenda items may be submitted by the master executive council or by a delegate with the MEC’s approval. If you submit a late agenda item, the vice president–administration/secretary will ask you to state the emergency nature of your item, and a two-thirds vote of the Board of Directors is required to place it on the agenda.

b. If you submit a late agenda item, it must contain a proposed resolution. If it does not, the vice president–administration/secretary will return it and request that you develop one.

3. If the home office receives a late agenda item, we will distribute it to the delegates before the meeting convenes if time permits.

4. The Steering Committee will number all late agenda items and assign them to Delegate Committees.

5. In accordance with the Constitution and By-Laws, Article VII, Section 4A(6), the chair will announce during each session of the first day that the floor is open for submission of late agenda items. Any late items that were received in time for inclusion in the agenda notebook, as well as late agenda items submitted from the floor, are subject to the required two-thirds approval vote. In addition, any ALPA committee report that was not mailed 60 days in advance of the meeting will need a two-thirds vote to be received.

I. Delegate Committees (See Part IV for Delegate Committee Procedures)The Steering Committee makes the initial assignment of Delegate Committees by allocating slots in accordance with a set formula, and the Executive Council approves the assignment at its summer meeting. The Executive Council also appoints a chairman and alternate for each Delegate Committee. The vice president–administration/secretary then forwards the approved Delegate Committee assignments to each MEC, and each MEC may reassign its delegates within the slots allotted to that MEC.

1. The approved Delegate Committee lists are included in the mailing with the BOD advance agenda to give you the opportunity to become familiar with the agenda items assigned to your Delegate Committee.

2. On the first day of the meeting, the Board of Directors will be asked to ratify the makeup of the Delegate Committees, and any changes of members outside of their allocated Delegate Committee slots require Board approval. After the Board has acted on all such requests and has ratified the Delegate Committee assignments, no further changes are permitted.

3. Each Delegate Committee is composed of members from large and small airlines and a mix of representatives, representing a cross section of viewpoints when discussing and developing

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proposed resolutions for its assigned agenda items. The work done in Delegate Committee to produce clear, thoughtful, concise proposed resolutions results in more effective, efficient processing of those resolutions by the Board of Directors in plenary session.

4. Each time the plenary recesses, Delegate Committee chairmen will announce which agenda items are scheduled for the next Delegate Committee discussion. If you have a special interest in a particular agenda item assigned to another Delegate Committee, you may appear before that committee to express your views and comment on proposals that are being considered. Your participation gives the Delegate Committee a broader view on a particular issue and can result in amendments to proposals before they go to the floor for discussion and action.

J. Steering Committee

1. The Steering Committee was established as an ALPA continuing committee by the November 1985 Executive Board. It functions as a subcommittee of the Executive Council under the jurisdiction of the vice president–administration/secretary. The Steering Committee’s main functions are to assist the national officers in the preplanning and administration of Board of Directors meetings and to continually review governing bodies procedures to develop greater efficiency and resultant cost savings.

2. During the Board of Directors meeting, the Steering Committee is responsible for processing the flow of agenda items from Delegate Committees to the floor for Board action. Their general responsibilities include:

a. Instructing Delegate Committee chairmen on the procedures for processing agenda items.

b. Reviewing Delegate Committee agenda item recommendations prior to floor action for form, clarity, possible conflict with or need for correlation to recommendations of other Delegate Committees, and possible conflict with or need for correlation with pertinent ALPA policy or the Constitution and By-Laws. They refer suggested revisions to the Delegate Committee chairman for approval.

c. Coordinating with the Agenda Office on the status of agenda items to facilitate a smooth flow of work.

3. As provided in policy, the Steering Committee also has the following duties:

a. One member serves as the Steering Committee for special Board of Directors meetings and for all Executive Board meetings.

b. They work with the vice president–administration/secretary and Governing Bodies coordinator to develop and adjust administrative procedures for improving the efficiency of governing bodies meetings.

4. The primary function of the Steering Committee is to review the proposed resolutions developed in Delegate Committee before they are distributed to the Board to make certain they are pertinent to the subject and clearly understandable as to meaning and intent.

5. If the Steering Committee has a question about the intent or implications of a resolution, they will obtain clarification from the Delegate Committee chairman and secure any redrafting that may be required.

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6. The Steering Committee reviews proposed resolutions that amend, supersede, or reaffirm an existing policy or the Constitution and By-Laws to ensure that they make specific reference to such prior policy or the Constitution and By-Laws.

7. The Steering Committee is responsible for ensuring that a sufficient number of agenda items are ready for action on the floor and that Delegate Committee chairmen who are scheduled to present their recommendations are prepared to do so.

K. ALPA National Committee Report Agenda ItemsUnder the provisions of Article VII, Section 14, of the Constitution and By-Laws, ALPA national continuing committees are required to submit a written report to the Board of Directors. The following ALPA national continuing committees will provide reports to the 44th Board of Directors.

• Leadership Committee• Membership Committee• Collective Bargaining Committee• Education Committee• Flight Time/Duty Time Committee• Retirement and Insurance Committee• Strategic Planning CommitteeOther national-level committees may also be directed to report to the Board of Directors.

L. Processing ALPA Committee Reports

1. As provided in Article VII, Section 14 C(3), of the Constitution and By-Laws, the Executive Council determines which ALPA national committee members are required to attend the meeting in conjunction with their reports.

2. The following policies govern the processing of reports at Board of Directors meetings:

a. In accordance with Article VII, Section 14E, of the Constitution and By-Laws, national committee reports are mailed no later than 60 days before a Board of Directors meeting.

b. Late reports require a two-thirds vote of the Board of Directors in session to be received.

c. Reports that include only a recommendation that the report be “received” will be presented as a single agenda item in plenary session. The vice president–administration/secretary will present them as proper business before the Board of Directors as submissions of the Executive Board, not requiring a mover or a second. The Board of Directors may act on the proposal to “receive” the report(s) or remand a specific report to the appropriate Delegate Committee for normal processing. The “received” reports will bypass the Delegate Committee process, and the agenda items dealing with them will be considered completed. This normally takes place during the first day of the meeting.

d. Delegate Committee recommendations concerning an ALPA national committee report will not be considered for action until the Board has had a minimum of one recess to review them.

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3. You will receive a copy of the committee reports before you arrive at the meeting. Copies will also be included in the agenda notebook you receive when you register with the Credentials Committee.

4. A Delegate Committee chairman may invite a national committee chairman or committee member to appear before the Delegate Committee to answer questions about the report. A national committee chairman or committee member who is also a Board delegate may not be a member of the Delegate Committee to which his report is assigned and may not participate in the Delegate Committee vote on the report.

5. Please see Part IV of this manual for information on developing proposed resolutions for national committee reports.

M. Floor Processing of Agenda Items

1. Board of Directors advance agenda items are considered by the Executive Board at its September meeting.

Each agenda item on which the Executive Board has made a recommendation will be presented to the Board of Directors in plenary session for action for a period of up to 20 minutes. The appropriate executive vice president(s) representing the Executive Board Delegate Committee that developed the recommended resolution will present it, and it will be considered proper business before the Board of Directors as a submission of the Executive Board, not requiring a mover or a second. If the agenda item is not acted on within 20 minutes, it will go to the appropriate Board of Directors Delegate Committee for normal processing.

Each agenda item on which the Executive Board has not made a recommendation will go to the appropriate Board of Directors Delegate Committee for normal processing. The executive vice president(s) representing the Executive Board Delegate Committee that considered the agenda item will present it to the Board of Directors Delegate Committee.

2. When agenda item(s) are ready for floor action, the Delegate Committee chairman will be called to the lower podium to report on them.

3. Resolutions from a Delegate Committee are subject to all parliamentary motions under Robert’s Rules of Order; e.g., Delegate Committee proposals can be adopted without change, amended, voted down, recommitted, tabled, action postponed, etc.

N. Participation in Floor Discussions

1. If you wish to speak on a subject before the Board, you should approach one of the floor microphones and wait to be recognized by the chair. Since the proceedings will be recorded for a verbatim transcript, please identify yourself by stating your name, airline, and council number.

2. Although the Delegate Committee chairman is responsible for presenting agenda item proposed resolutions to the Board, you are encouraged to participate in the floor discussion. If your position on the item is different from the proposed resolution, you are encouraged to make it known so that all sides of an issue can be debated.

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O. Written Resolution Requirement

1. All proposed resolutions for Board action will be in writing.

2. Delegate Committee resolutions are processed through the Steering Committee and distributed to each delegate at his or her table in the main meeting room prior to each session. Please file them in your agenda notebook. You may find it helpful to keep your immediate area organized, as you will often find when you come to plenary that a significant number of documents have been distributed at your seat.

3. If you have an amendment to a proposal or a “substitute resolution” for consideration in place of the resolution before the body, please have a written copy that you can deliver to the rostrum when you bring it up. Board members have the right to know exactly what they are voting on, and if your amendment or substitute motion is lengthy or complicated, please see the Steering Committee to have your proposal typed and duplicated, with copies available for distribution at the time you make your motion.

4. All business before the Board of Directors must be in the form of agenda items submitted in accordance with the time limits outlined in the Constitution and By-Laws. Floor resolutions on other items will not be accepted for discussion or action.

P. Voting

1. In Plenary

a. When you register with the Credentials Committee, you will receive a copy of the roll call voting roster, which lists the number of votes each delegate may cast in a roll call vote.

b. All voting is normally conducted by voice vote, but you may request a division of the House (standing vote) or a roll call vote (each delegate votes the total number of members in good standing that he or she represents).

c. Since roll call votes take 40–50 minutes, please request this process in a most conservative manner.

d. This three-step voting process—i.e., (a) voice vote, (b) standing vote, and (c) roll call vote—is the normal procedure. You may request a standing vote when you feel the outcome of a voice vote is difficult to determine. A roll call vote is usually not requested until after there has been a standing vote.

e. MEC or LEC Unit Rule voting is permitted during the roll call process. The airline’s or local council’s total vote on an issue is usually announced by the master chairman in the case of MEC Unit Rule, or by the local council chairman in the case of LEC Unit Rule.

i. MEC Unit Rule—If all the status representatives on all the councils of an airline agree on how to cast their roll call votes—e.g., “for” or “against”—when the vice president–administration/secretary calls for the vote from the first council (lowest council number) on the airline, the MEC chairman announces an “MEC Unit Rule” vote for the total number of votes on his or her airline. All remaining councils on the airline are then skipped, their votes having been cast in the MEC Unit Rule vote.

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ii. LEC Unit Rule—If there is no agreement among all the status representatives on all of the local councils on an airline on how to cast their votes on an issue, the LECs are called upon individually for their votes.

a. If all the status representatives of a local council agree on how to cast their votes—e.g., “for” or “against”—then the LEC chairman announces an LEC Unit Rule vote (the total number of votes of each status representative of that local council).

b. If all the status representatives of a local council on an airline do not concur on the vote, then each status representative is called upon to announce the manner in which his or her total number of votes are to be cast.

f. The outcome of all votes is decided by a simple majority except on those matters for which the Constitution and By-Laws, ALPA policy, or Robert’s Rules require a two-thirds vote.

g. Some examples that require a two-thirds majority approval are:

i. Approval of membership assessments (Article IX, Section 7)

ii. Constitution and By-Laws amendments (Article I, Section 13)

iii. Approval of late agenda items at Board of Directors meetings (Article VII, Section 4)

iv. Parliamentary motions that limit, extend, or close off debate

h. A three-fourths majority approval is required to grant an honorary membership.

2. In Delegate Committee After a resolution has been drafted and is ready for approval by the Delegate

Committee, the chairman will conduct the voting.Only the members of a Delegate Committee, as ratified by the Board on opening day, may vote in

Delegate Committee.

a. If you hold an advance proxy or a departing proxy for one or more other delegates on your Delegate Committee, you may cast only your own vote (one vote).

b. If you are an advance proxy holder but not also a delegate, you may vote as a delegate in Delegate Committee.

Voting is accomplished on a one-person, one-vote principle. The Delegate Committee chairman will record the number of votes for and against each proposal, as this question may come up from the floor during debate.

Q. Mandating of Representatives

1. A frequent question is whether the membership of a local council can mandate how their elected representatives must vote on issues at a Board of Directors meeting. The Executive Board has reviewed this issue and determined that “there is no provision in the Constitution and By-Laws for elected local council and MEC representatives being mandated by their constituents.”

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2. This decision is based on ALPA’s structure, where pilots are elected to “represent” the membership with the authority to act on the members’ behalf. An elected representative represents all members of a local council and not only those who acted on the issue at a local council meeting. The Executive Board also recognizes that a representative might have access to more detailed and current information on an issue than was available to the local council membership when it established a position on the subject.

R. Board of Directors Meeting Report

1. No later than 21 days after the meeting adjourns, the home office will send you a CD that contains a compilation of actions incorporating all the resolutions adopted by the Board of Directors. The CD will also contain all the agenda items and committee reports as well as the agenda item index, Delegate Committee assignments, and order of business.

2. If you need an electronic copy of the resolutions adopted by the Board following adjournment but before the CD is available, we will send them to you after we have ensured that all amendments, edits, etc., have been incorporated into the resolutions.

Please keep a copy of each resolution distributed and acted upon at least until you receive the meeting CD.

3. The compilation of actions is the official report of the Board of Directors meeting. Any copies of Board resolutions that you may have are considered to be drafts until the compilation of actions is published.

PART IV—DELEGATE COMMITTEE PROCEDURES

A. Delegate Committee Chairmen and OrientationFollowing recess of the Board’s initial session on Monday morning, the Delegate Committee chairmen and alternates will attend an orientation conducted by the vice president–administration/secretary and the Steering Committee. The chairmen and alternates will be briefed on the procedures for processing Board work, and the Steering Committee will distribute the agenda item folders.

B. Delegate Committee Seating

1. Only the members of the Delegate Committee are seated at the table. Nonmembers and guests must sit in the gallery.

C. Delegate Committee Review of Agenda Assignments

1. Each agenda item folder contains a copy of the agenda item and any related material furnished by the submitting party, and a “Delegate Committee Recommendation” form that includes the original proposed resolution.

2. First, review the items assigned to your Delegate Committee. Questions about any of the subject matter should be directed to the Steering Committee.

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3. Next, your committee should determine the order in which the subjects will be discussed. If there are matters of broad interest, the Delegate Committee chairman will have the opportunity to announce the schedule in plenary and invite interested delegates to appear before the Delegate Committee. Both staff and members with expertise in specific subject areas are also available to assist the Delegate Committee.

4. Some agenda items may deal with amending existing policy. The Steering Committee is available to answer questions about amending policy, and staff in the Agenda Office have access to historical information that may help your committee in its deliberations. When developing policy language, please consider its viability in terms of implementation and the effects it might have on existing policy.

5. The subject matter of some agenda items may be similar enough that they can be combined, and your Delegate Committee can draft one proposed resolution to dispose of multiple items. Contact the Steering Committee if you have any questions about combining items.

6. If the Delegate Committee chairman determines that the committee may not be able to complete its workload, he or she should contact the Steering Committee, which has the authority to reassign an agenda item(s) to other Delegate Committees.

7. Delegate Committees should use limited Robert’s Rules in the deliberation of their agenda items, because the use of formal rules in a small group tends to slow down the work.

D. Development of an ALPA Committee Report Recommendation

1. As explained in Section III.L, your Delegate Committee will act on committee reports that have resolutions that require Board action. There is a standard format for these recommendations, as follows:

a. Each committee report must have one Delegate Committee recommendation to receive the report:

RESOLVED that the report of the XYZ Committee be received.

b. The Delegate Committee must develop a recommendation for each proposed resolution in the report, as follows:

i. Make a recommendation that is the same as the proposed resolution(s) submitted by the ALPA committee.

ii. Make a recommendation that the Board take no action on the committee’s proposed resolution(s): “RESOLVED that no action be taken on Resolution No. XX.”

iii. Make a recommendation that revises the proposed resolution(s) submitted by the ALPA committee.

iv. Make a recommendation(s) that is completely different from the proposed resolution(s) submitted by the ALPA committee.

In addition, the Delegate Committee may make additional recommendations concerning the subject matter of the report.

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c. If a Delegate Committee recommends that the Board adopt an ALPA committee report and all of the policy resolutions in it, the Delegate Committee recommendation would be:

RESOLVED that the Report of the XYZ Committee, and all of its resolutions, be and hereby is adopted.

Any delegate may propose that the question be divided and individual votes be conducted on each resolution in a committee report. This may be done by general consent, or a delegate may move to divide the resolutions for individual votes.

When the Delegate Committee chairman is reporting in plenary, he or she will read each proposal from the Delegate Committee recommendation and move its adoption, and each resolution will be voted on separately.

E. Development of a Delegate Committee Recommendation

1. Each agenda item folder has a copy of the agenda item and a draft Delegate Committee recommendation form with the proposed resolution from the source of the agenda item. The Delegate Committee will take one of the following actions:

a. Make a recommendation that is the same as the proposed resolution submitted by the source of the agenda item.

b. Make a recommendation that the Board take no action on the agenda item: “RESOLVED that no action be taken on this agenda item.”

c. Make a recommendation that revises the proposed resolution submitted by the source of the agenda item.

d. Make a recommendation that is completely different from the proposed resolution submitted by the source of the agenda item.

2. Once the Delegate Committee has reached consensus on a recommendation, the chairman may ask one or two members to begin drafting it, while the rest of the committee proceeds to the next agenda item.

3. The Delegate Committee chairman should make a note of any agenda items that are combined.

The Steering Committee will ensure that this information is included on the Delegate Committee recommendation form when it is processed in the Agenda Office so that Board members are aware of this action.

4. If your Delegate Committee wants a draft of a proposal, please contact the Steering Committee to have it typed and copied in the Agenda Office.

5. If a Delegate Committee recommends the establishment of an ALPA national committee, please keep in mind the provisions of Article VII, Section 14.B, of the Constitution and By-Laws:

a. The Board of Directors is responsible for establishing the committee’s tasks, specifying the number of members and how they are appointed, setting reporting requirements, and establishing a budget. The Executive Council will assume responsibility for any provisions not established by the Board.

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b. The resolution should also specify whether the proposed committee is a “continuing committee” or a “special committee,” as defined in Article VII, Section 14, of the Constitution and By-Laws. The Steering Committee is available to help your Delegate Committee make this determination.

6. Important: Please contact the Steering Committee if your Delegate Committee needs any background information on an agenda item or assistance in drafting a proposal. Staff with expertise on most subjects are in attendance, and access to various ALPA databases is available through the Internet.

F. Processing Delegate Committee Recommendations Through the Steering Committee

1. When your Delegate Committee completes a resolution, please contact the Steering Committee to pick up the agenda item folder for delivery to the Agenda Office for processing.

2. If your Delegate Committee has adopted the sponsor’s proposed resolution or has agreed to “take no action,” the Delegate Committee recommendation will go directly to printing and distribution through the Steering Committee.

3. If your Delegate Committee has proposed a change or a new resolution, the Steering Committee will review the proposal for clarity and to make sure it does not conflict with either existing policy or a proposal being developed by another Delegate Committee. The Steering Committee will coordinate processing through the Agenda Office.

4. If you are the Delegate Committee chairman, please check with the Steering Committee to determine when your Delegate Committee’s recommendation will be ready for your signature. After you sign the form, the Steering Committee will coordinate printing and distribution through the Agenda Office and schedule the item for floor action.

G. Presentation of Delegate Committee Recommendations

1. The chair will call each Delegate Committee chairman to the lower podium to present his committee’s recommendations.

2. Please read the following for the record:

a. Subject and agenda item number. Announce if items have been combined.

b. Delegate Committee recommendation. Read the committee’s recommendation. Do not read text that is overstruck; it is not necessary to indicate that text is underlined. At the end of the recommendation, please state, “and I so move.”

3. The chair will announce the second, and you should then be prepared to answer questions from the floor.

4. If the delegates are not satisfied with a committee’s recommendation, someone may move to recommit the agenda item to the Delegate Committee. If this happens, you should try to get an understanding of where the Board wants to go on the item when your Delegate Committee resumes discussion of the subject. If the item is recommitted, the

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Steering Committee will give you a blue agenda item folder and a Delegate Committee Recommendation After Recommittal form for use in drafting a new proposal for Board of Directors consideration. The procedures for processing are the same as for the original form.

PART V—DISTRIBUTION OF MATERIAL

A. Distribution of Political Material at Board Meetings

1. Although Article I, Section 19, of the Constitution and By-Laws, with respect to distribution of campaign literature, refers to the “Home Office” complying with reasonable requests from candidates, many of these provisions also apply to requests for distribution of political material at Board meetings, and we anticipate receiving these requests during a Board meeting.

2. Article I, Section 19, states that ALPA has no primary responsibility for the production of campaign material, but every effort will be made to accommodate candidates’ requests for the production of campaign material during a Board of Directors meeting. In an effort to not interfere with normal Board of Directors business, Agenda Office facilities or staff may not be used to process campaign literature. All requests must be submitted to the Pilot Office in Great Hall 5 for processing.

3. Candidates or anyone acting on their behalf will be provided with a cost estimate to produce the material as follows:

Labor (typing, copying, collating, stapling) ($ to be determined)

Reproduction ($ to be determined)

Total ($ to be determined)

When the job is completed, you will receive an invoice for the total cost, which must be reimbursed to ALPA.

4. The purpose of the Pilot Office is to assist local council and MEC officers in the conduct of their business while attending the Board of Directors meeting, and production of campaign material will be fitted into the office work schedule. You will be provided a time by which your job will be completed.

Please leave your campaign-related work in the office for processing. Candidates or their representatives are not permitted to use the computers or copy machines for campaign material.

5. All documents distributed to delegates at their tables are Board-related material. Administrative policy prohibits the distribution of political material to delegates inside the meeting room. This policy ensures that anyone who has access to the floor does not have any advantage in making handouts over anyone who does not have access to the floor of the meeting room. This policy also clarifies that all material on the tables in the meeting room is official Board of Directors meeting business and should be placed in the agenda notebook.

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6. Tables for campaign materials are located outside the meeting room, and members may also hand out materials outside the meeting room.

B. Distribution of General Information/Material to Delegates

1. Only Board of Directors agenda-related material may be distributed to the delegates in the meeting room, and it must be coordinated through the Steering Committee.

2. Nonrelated materials, brochures, MEC hospitality flyers, etc., may not be distributed to the delegates in the meeting room. Tables for these materials are located outside the meeting room, or they may be handed out by members outside the meeting room.

3. Only the sergeants-at-arms are authorized to make distributions to the delegates inside the meeting room.

4. If you have any questions regarding these procedures, please direct them to the vice president–administration/secretary.