Girl Scouts of the Jersey Shore Democratic Process Task Group

Final Report

Co-Chairs: Judy Hart and JoAnn McCann

Members of the Democratic Task Group (DPTG) represented the 5 Regions. Staff representation included Sue McClure, Bahiyyah Abdullah, and Doris Innes.

Two Delegate Forums were held in November in Toms River and at the PAC. Round table discussions took place soliciting responses to 4 questions designed determine how delegates felt about the current representative system and their vision for the future.

The DPTG met 4 times between December and the end of February. Their plan of work included:

• Orientation, adoption of Plan of Work and Guiding Principles
• Review of the Delegate Forum responses
• Development of a Democratic Process Survey for the website and Region meetings
• Review of survey responses
• Development of democratic structure
• Final review of revision language

During this time individual DPTG members traveled to Region meetings to explain the job of the task group and to gather hard copy survey responses.

Survey Findings

• The membership responded 2 to 1 in favor of electing a representative (delegate) rather than participation on an individual basis (one member, one vote).
• Opportunities for open discussion and dialogue on issues, Open Spaces and Delegate Forums.
• Older girl participation in the democratic process.
• Opportunity to vote for Board Members.
• Use of technology, make it user friendly.
• Training.

What do the revisions represent?

• Response to the needs and desires of the membership re: the democratic process as shown by the survey responses and the Delegate Forum comments in favor of a representative structure
• A democratic process that is user friendly and respectful of the volunteers’ time
• A stronger process, providing specific accountability and ownership through the positions of Regional Delegate Convener and Board Liaison
• Use of technology that makes the process easier and open to participation
• The GSJS member can wear their fuzzy slippers and PJs while voting. GSJS voting members with no access to a computer can make alternative arrangements for voting with a simple phone call.
• Girl member participation is a priority
• A re-commitment to training
• The leadership of the Regional Delegate Convener is a major component in the process and ensures member enfranchisement.

More to Follow

The DPTG has scheduled two Delegate Forums, March 29th at the PAC and April 6th in Toms River for the presentation of the bylaws revisions.

Additionally, an Open Space For Girls Only, is set for March 27th.

Upon adoption of these revisions, the DPTG will reconvene in June to develop recommendations for training of the Regional Delegate Conveners and Regional Delegates.

We would like a motion from the Board to recommend to the membership, the adoption of the revisions as presented.

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ARTICLE VIII – Democratic Structure

Section 1.    Representative Units: The Board of Directors shall recognize operational sub-divisions known as Regions for the purpose of Regional Delegate elections.

Section 2.    Voting Members: Each member of the Girl Scout Movement, fourteen (14) years of age or over, registered through the Council, and residing or working in the Region(s) shall be a Region member. Employed staff members may vote on Regional issues, but are not eligible to serve as a Regional Delegate.

Section 3.    Responsibilities of the regional members: It shall be the responsibility of the regional members to: 

1. Elect Regional Delegates to the Council
2. Present the views of the Region members to the Regional Delegates and receive their reports
3. Advise on proposed plans, policies and other matters referred to the Region by the Board of Directors
4. Submit proposals to the Board of Directors for improving the quality of Girl Scouting
5. Participate in the strategic planning process as delegated by the Board of Directors
6. Perform such other duties as may be designated by the Board of Directors.

Section 4.    Designated Regional Meeting.  

1. Candidates for election as Regional Delegate Convener and Regional Delegates shall be presented at the Regional Meetings in August
2. Notice of time, date, place and purpose shall be announced by the Region not less than fourteen (14) days before the meeting
3. Agendas shall include presentation of the candidates for Regional Delegate Convener and Regional delegates, and also may include proposals, presentations, discussions and any other activities of importance to members or referred by the Board of Directors.

Section 5.     Special Regional Meetings:  Special meetings may be called by the Regional Delegate Convener, the Board of Directors, or upon written request to the Regional Delegate Convener of twenty-five percent (25%) of the Region members. No business shall be transacted except that for which the meeting has been called.  Notice of time, date, place, and purpose of the meeting shall be announced by the Region not less than seven (7) days before the meeting.

Section 6.    Quorum:  The Region members present in person, at all Regional Delegate Meeting,  shall constitute a quorum.

Section 7.    Voting Procedures:   Each Region member shall be entitled to one (1) vote. In elections, a plurality of votes shall elect. All other matter shall be determined by a majority of the Region members present in person, unless otherwise provided by law or these Bylaws.

Section 8.    Election of the Regional Delegate Convener and Regional Delegates.

1. Each Region shall elect one (1) Regional Delegate Convener and twenty (20) Regional Delegates
2. Girl Region members, between the ages of 14 and 18, are eligible for election as Regional Delegates. The number of girl Regional Delegates is not to exceed twenty-five (25%) percent of the Region delegation
3. The Regional Delegate Convener shall serve a term of two (2) years with a maximum of two (2) terms
4. Regional Delegates shall serve a term of one (1) year. The Regional Delegates shall be eligible for re-election with no term limitations
5. Immediately upon adoption of these revisions, the President shall appoint Interim Regional Delegate Conveners to serve until the scheduled election in September. Thereafter, the Regional Delegate Conveners shall be elected by the Region members.
   The Interim Regional Delegate Conveners will assume all of the responsibilities of the position as stated in these Bylaws and be eligible for election for two (2) full terms.
6. The Regional Delegate Convener shall notify the Council office of the candidates to be placed on the ballot by August. Notification shall include name, address, telephone number, email address, number of terms served.
7. The election shall take place during the last two (2) full weeks of September. Region members shall cast their vote online for the Regional Delegate Convener and Regional Delegates. Should a Region member be unable to cast their vote online, arrangements shall be made for an alternate method of voting through the Council office.
8. Immediately upon the adoption of these revisions, the terms of current delegates shall be extended until the election of Regional Delegates in September.

Section 9.    Responsibilities of the Regional Delegates:  Regional Delegates shall:

1. Represent the Region at all meetings of the Council and all meetings called by the Board of Directors’ Liaison.
2. Present for consideration at meetings of the Region such matter as considered necessary.
3. Carry out such other duties as may be designated by the Board of Directors and/or the Board of Directors’ Liaison.
4. Vote at the Annual Delegate Meeting of the Council.

Regional Delegates are expected to attend training.

Section 10.    Responsibilities of the Regional Delegate Convener. The Regional Delegate Convener shall:

1. Recruit the Regional Delegates and present the candidates at the Region meeting in August.
2. Notify the Council office of the candidates to be placed on the ballot by August. Notification shall include name, address, telephone number, email address, number of terms served.
3. Guide the Regional Delegates in their democratic responsibilities.
4. Conduct Regional Delegate Meetings as needed.
5. Maintain a list of potential candidates to fill vacancies. These individuals are expected to attend training, all meetings of the Council, and all meetings called by the Board of Directors’ Liaison.
6. Appoint Alternate Regional Delegates when vacancies occur.
7. Convene the Regional Delegates to inform them about issues to be discussed.
8. Participate in the Annual Delegate Meeting of the Council.
9. Perform any other duties as may be designated by the Board of Directors and/or the Board of Directors’ Liaison.

Regional Delegate Conveners are expected to attend training.

Section 11.    Vacancies: Vacancies of Regional Delegate Conveners shall be filled by appointment by the Board of Directors’ Liaison. Vacancies of Regional Delegates shall be filled by appointment by the Regional Delegate Convener.

Section 12.    Removal of Elected Positions:  An elected Regional Delegate may be removed after written notification by the Delegate Convener with a two-thirds (2/3) vote of the Region members present at a Regional meeting.

A Delegate Convener may be removed after written notification by the Board of Directors liaison, with a two-thirds (2/3) vote of the Region members present at a Regional meeting.

Section 13.    Board of Directors Liaisons: The President of the Council shall appoint two (2) Board Members to serve as Board Liaisons to the membership to ensure that the views of the membership are communicated to the Board. The Board Liaisons shall conduct two (2) Council Delegate Forums, one (1) in November following Regional Delegate Training, and one (1) in the spring in anticipation of the Annual Delegate Meeting.