2023 Annual Meeting of the HOD: Feb. 27 Speakers' Update

In an effort to keep everyone informed as we approach the 2023 Annual House of Delegates Meeting, your speakers provide the following updates. There are a number of important details provided, please review this document carefully and as always if you have any questions do not hesitate to contact us at [email protected].

There was an oversight on the previous official candidate notifications that have been sent to the House. The announcements should have included the potential open seat on the Council on Constitution & Bylaws that could occur, depending upon the vice speaker election. Any candidate who is interested in declaring their intention to run for this council seat, which may become available, should notify the HOD office at [email protected] as soon as possible. Candidates will need to prepare a candidate announcement card and an election manual entry (the deadline for submissions to the election manual is March 15). Further information will be provided by the HOD office upon receipt of the candidate’s email of their intent to run.

Per House policy, candidates for this potential open seat must be nominated on Friday, June 9, at the opening session of the House. Once nominations are closed, no further nominations will be accepted, regardless of the outcome of other elections. Any nominee whose intention was to run only if an additional seat opens will have the opportunity to withdraw from the race if the seat does not open.

As we have previously informed the House, the Board has decided that the opening session of the House will occur at 6 p.m. on Friday, June 9, in the Grand Ballroom of the Hyatt. Once again we have arranged to live stream and record the session. In addition, the agenda includes only items that are ceremonial or can be accomplished by acclamation. During the opening session, nominations for all officer and council-elected positions will be heard. Once nominations are closed, there will be no further opportunity for nominations, regardless of the outcome of each election. After the close of nominations for each position, any uncontested candidates will be elected by acclamation. Officer candidates in contested elections will each give a 2-minute speech. Voting for all contested elections will be conducted on Tuesday, June 13, at 8:30 a.m. at the election session of the House.

Friday, June 9, 2023

• All day section programming
• 6 p.m. HOD opening session

Saturday, June 10, 2023

• Morning open for caucus/delegation meetings
• 12:30-1 p.m. HOD second opening
• 1:30-5:00 p.m. reference committee hearings

Sunday, June 11, 2023

•  8-11:30 a.m. reference committee hearings
•  1-4 p.m. health equity forum
•  5:30-7:30 p.m. all candidate reception (note time change)

Monday, June 12, 2023

• Morning delegation/caucus meetings
• Morning educational sessions
• 1-6 p.m. HOD business session

Tuesday, June 13, 2023

• 8 a.m. delegates admitted for election session
• 8:30-9 a.m. election session
• 9 a.m.-3 p.m. HOD business session
• 5 p.m. Inauguration 

Wednesday, June 14, 2023

• 8:30-Noon HOD business session

Caucuses and delegations may choose to conduct virtual or in-person interviews for each contest, but not both for the same contest. The HOD office will compile a list of contact persons for interviewing groups and for candidates and then collate and send the list of groups wishing to interview for each position to the corresponding candidates. This centralized, official list provides transparency to all candidates seeking interviews while allowing groups to decide if, when, how and for which contests they wish to interview. It is the responsibility of the candidates to contact the groups' designated person to arrange an interview. In addition, the HOD office will continue to schedule in-person, officer interviews with the major caucuses and your speakers will conduct interviews to be posted on the AMA website for all currently contested candidates. There are separate deadlines for groups to notify the HOD office of their intent to hold virtual interviews and to notify the HOD office of their intent to hold in-person interviews (see "Important dates for candidate interviews"). 

Based upon HOD policy as amended at I-22,  the virtual interview window this year is May 20-24. Interviews conducted on weeknights must be scheduled between 5 p.m. and 10 p.m. or on weekends between 8 a.m. and 10 p.m., based on the candidate’s local time, unless another mutually acceptable time outside these hours is arranged. In-person interviews may be scheduled from Friday, June 9-12.

Note: No interviews may be scheduled during HOD sessions or reference committee hearings.

Important dates for candidate interviews

• April 21: Notification to HOD office of intent to hold virtual interviews and contact info
• May 26: Notification to HOD office of intent to hold in-person interviews and contact info  
• May 20-24: Virtual interview window
• June 9-12: In-person interview window

Groups seeking to interview candidates are reminded of the following:

• In order to interview candidates groups must submit their contact person to [email protected] to be included on the interviewers’ list for interviews, no interviews may be offered or conducted outside of this process. Note that candidates may not schedule interviews with groups that are not on the official list.
• Groups must offer all currently announced candidates in a given contest the opportunity to interview in the same manner (virtual or in-person).
• Interviews may be scheduled after the Board announcement of candidates in April signaling the start of active campaigning.
• Groups are not required to offer interviews to candidates who announce after the group’s interviews have been scheduled.
• Groups may interview their own candidates (i.e. members of their group) without interviewing other candidates in the same contest.

An election session is scheduled for Tuesday, June 13 at 8:30 a.m. Delegates should be seated by 8:15 a.m. so the session may begin at the scheduled time. Delegates are encouraged to arrive early as security for entering the House will be enhanced and a special voting card will be necessary for the elections. Tellers and members of the Rules & Credentials Committee will be present to verify credentials. 

Sequential votes will be held for all contested positions for officer candidates followed by council candidates, in alphabetical order of councils. 

Points of personal privilege by candidates have not been allowed at the special meetings nor at the Annual 2022 Meeting. This decision was based on the time constraints at each of these meetings. The HOD adopted the following recommendation from the Election Task Force Report, “The Speaker is encouraged to consider means to reduce the time spent during the HOD meeting on personal points by candidates after election results are announced, including collecting written personal points from candidates to be shared electronically with the House after the meeting or imposing time limits on such comments.” As we return to what we anticipate to be a more normal volume of business, your speakers have determined that candidates who wish to make a point of personal privilege will be allowed 1 minute during the election session when designated by the presiding officer. Candidates who prefer to not make an oral statement may provide a written statement which will be sent to the HOD after the meeting.

Volunteers to serve on House committees, including reference committees and rules and credentials or as tellers, are being sought at this time. The application form (PDF) should be submitted to [email protected]. Please submit a new form for this meeting if you would like to be considered for service. Preference will be given to volunteers who have not served at a recent meeting. All reference committee volunteers must confirm their availability to meet virtually on the weekend prior to the opening session of the House, to develop a preliminary document based on the online forum testimony. Those interested in serving as chair of a committee should indicate their desire to do so on the form.

The health and safety of attendees and those providing services for the meeting remain a priority. The protocol for this meeting will be determined by the Board of Trustees at their upcoming April meeting. Details will be provided when available. 

Camp AMA will be available for section and House meetings. The health and safety protocol will be developed by the Board of Trustees as noted above. Please note that advanced registration for Camp AMA will be required for attendance.  

Camp AMA updates as of Feb. 20, 2023

Hours

• Thursday-Tuesday 7 a.m.–7 p.m.
• Friday: 7 a.m.–8 p.m.*
• Weds 7 a.m.–Noon*

*If HOD sessions go past the scheduled times on Friday or Wednesday, child care will remain open 30 minutes past the conclusion.

Meals

Parents will be responsible for meals. Accent will provide snacks. Parents should contact [email protected] for a list of locations near the hotel available for food purchases.

Location

West Tower/ Purple Level: Stetson Suites BC, D, E, FG. This is the same location as A-22

Capacity

The maximum number of children that can be accommodated each day is 42. This will be on a first-come, first-served basis.

Registration

Registration will open in mid-April, The federation will be notified when this date is confirmed.

Alternative child care options

Alternative child care options may be arranged by parents at their discretion. For a list of providers, please contact [email protected]. Note that the AMA is not responsible for child care costs associated with alternative options.

Field trips

Options for field trips and the costs associated are being explored by meeting services. Field trips would be at the parents’ expense and would require a minimum amount of children to attend to be feasible.

-- Responses should be directed to [email protected]

For additional speakers' updates visit the updates overview page.