Instructions & Information

Delegates are WAFP members chosen by local chapters, but often self-nominated, to vote on leadership and policy. Each chapter is allotted a number of delegates based on size; residents and students have their own statewide chapters. Alternate delegates may participate in discussions and assist with logistics, but only vote if filling in for a delegate.

WAFP officers, Board members, and committee chairs may speak at the HOD but are not automatically delegates.

The HOD has two main functions:

• Electing WAFP leadership
• Reviewing and voting on policy proposals (“resolutions”) submitted by members

The first session of the HOD includes roll call and approval of a consent agenda, which covers meeting rules, prior-year minutes, policy acceptance, and other routine items. Delegates then hear presentations from the WAFP president and the AAFP representative, honor members who have passed away, and may debate whether to accept late resolutions. There’s also an opportunity for additional candidates to step forward for open leadership positions.

Following the first session, reference committee hearings take place. These committees review submitted resolutions, hear testimony from attendees, and prepare recommendations for the full House. Committees may recommend actions such as adoption, modification, rejection, reaffirmation of current policy, or referral to the Board of Directors. Between sessions, delegates vote in leadership elections.

In the second session, delegates and other member attendees reconvene to discuss and vote on the reference committee recommendations. Delegates may accept, reject, or amend these recommendations, and election results are announced throughout the session.

Two additional events round out the event: the WAFP Foundation provides an update and honors the Family Medicine Educator of the Year, and an evening social gathering offers a chance for delegates, alternates, and their families to enjoy one another's company.

The manual is WAFP’s annual report, summarizing the past year’s accomplishments, finances, and decisions. Delegates will find key information to support their participation. See these sections in particular:

What delegates must know:

• Important Instructions and Information (this section)
• Resolutions
• Proposed bylaws changes (if any)
• Leadership nominees

What delegates should know:

• House of Delegates Rules
• Agendas
• WAFP bylaws

What delegates might want to know:

• Committee reports
• Necrology report

Delegates and alternate delegates have the “privilege of the floor,” meaning they are welcome to speak during both HOD sessions and reference committee hearings. Member input is essential to shaping thoughtful, representative WAFP policy.

To speak in a reference committee, simply introduce yourself with your name, chapter, and whether you support or oppose the resolution. (If you have additional information to add without taking a position, you can say you are offering a point of information. If you have a question, you can say you have a point of clarification.) If you're speaking on behalf of a committee or group, mention that too.

To address the full House, go to the nearest microphone and begin with your name, chapter, and position on the issue. This helps others understand your perspective and follow the discussion.

If you're unsure whether it's the right time to speak, do not hesitate to approach a microphone and ask. HOD leaders, staff, and our parliamentarian are there to guide you. Parliamentary procedure should support, not hinder, your ability to contribute.

Delegates (but not alternate delegates) vote in leadership elections and on procedural and business matters before the HOD. Leadership elections are conducted electronically via SurveyMonkey, with results certified by a “teller,” an alternate delegate assigned to assist with HOD logistics. If a delegate lacks a device to access the ballot, WAFP staff will provide one. Business and procedural votes are conducted by voice during the session.

Each resolution has two parts: the “whereas” clauses, which explain the reasoning behind the proposal, and the “resolved” clauses, which outline the specific action the authors want WAFP to take. Each resolved clause should stand on its own and be clear without referring to other reference clauses.

Resolutions must be submitted at least 60 days before the House of Delegates to allow time for background research and member review. Resolutions submitted after that deadline are considered late and require a two-thirds vote to be heard. While discouraged, late resolutions may be accepted if the issue was unforeseeable and requires action this year.

The House of Delegates includes elected leaders, appointed positions, and participants who help carry out its work.

Elected Positions

• The Speaker of the House, a member of WAFP’s Executive Committee, presides over the HOD and appoints reference and special committees. The Speaker votes only to create or break a tie.
• The Vice Speaker supports the Speaker in managing the HOD.
• The Assistant Secretary-Treasurer conducts roll call and reads the necrology report.

Appointed Positions

• Reference committees — made up of a chair, secretary, and member-at-large — hear testimony and recommend actions on assigned resolutions.
• The Parliamentarian advises on procedural matters.
• The Surveyor tracks and reports on resolution outcomes year to year.
• Tellers (who are appointed alternate delegates) assist with administrative tasks during the HOD.

Participants

• Delegates vote on resolutions and elect Academy leadership.
• Alternate delegates step in if a delegate is unavailable and may assist with logistics or provide testimony.

All WAFP members belong to a local chapter which is allocated a proportionate number of delegates each year. Residents and medical students have their own statewide chapters for HOD purposes.

• Registration: Attendees pick up their name badge and any other materials outside of the main room. The documents making up the “manual” are available online and are available on a USB drive (see WAFP staff).
• Schedule: A schedule is included in attendees’ registration materials and online.
• Seating of delegates: At the start of the first session, HOD leadership conducts a roll call to create a roster of voting delegates. Delegates are expected to be present for the entire meeting. If a delegate leaves the session before it adjourns, the chapter may fill the delegate’s seat with an alternate as prescribed in WAFP’s bylaws. In case you were thinking of a different kind of seating, there are no assigned seats at the HOD; sit wherever you would like!
• House of Delegates Rules: While this section provides an informal overview of the workings of the HOD, a section titled Rules and Regulations describes the formal operation of the House of Delegates. The rules and regulations must be approved by the HOD.