Instructions & Information

A delegate is a voting member of the HOD. Any WAFP member in good standing may be a delegate.

Delegates are organized by local chapters. WAFP’s bylaws prescribe a formula to calculate how many delegates may represent each chapter. Residents and medical students have their own statewide chapters for the purposes of HOD.

Alternate delegates, by contrast, are available to serve but cannot vote on issues or elections unless they take the place of a delegate who is unable to participate. Alternate delegates may be asked to serve in administrative roles for the smooth operation of the HOD.

WAFP Board members, committee chairs, and other leaders are not automatically designated as delegates.

As noted, the HOD serves two purposes: elect leadership and decide the near-term work of the Academy.

The first purpose is simple: delegates vote for Academy leaders and affirm the elections of WAFP’s resident and medical student members. The second purpose is a bit more involved.

As a membership organization, WAFP’s members have a direct say in the work that the Academy undertakes. They do so through proposals to the HOD called “resolutions”. Resolutions explain a problem and offer steps to address it. At least two members must endorse a resolution for it to be considered by the HOD.

The schedule of the HOD has three sections:

1. First session: The first session involves approval of business items necessary to the function of the House and WAFP. Attendees also hear updates from WAFP’s president and our representative from the AAFP, who is often a member of their Board of Directors.

2. Reference committees: Reference committees gather input on each of their assigned resolutions. They do so by considering testimony, which is then used — along with WAFP’s bylaws, mission, and standing policies — to make a recommendation on that particular resolution. Reference committees may propose to:

• Adopt (accept a resolution as is)
• Adopt in lieu of (accept a resolution, though with changes)
• Not adopt (take no further action)
• Reaffirm as current policy (declare that the asks of the resolution are already being undertaken)
• Refer to the Board (send the resolution to the WAFP Board of Directors for further study)

Reference committees are comprised of three members, all of whom must be delegates.

3. Second session: On Saturday morning, the HOD reconvenes to debate the recommendations of the reference committees. Delegates may accept the recommendation or request modifications. Throughout the second session, HOD leadership announces election results.

The HOD manual serves as WAFP’s annual report, providing information to members about the accomplishments, finances, and decisions of the Academy during the previous year. If you read nothing else, read the resolutions and any proposed bylaws amendments (tabs 3, 4, and 5) and browse the CVs of leadership candidates (tab 9). That information will be the basis for the bulk of discussion at HOD.

All attendees may speak at the HOD sessions and in reference committees.

To speak during reference committee hearings, attendees should state their name, local chapter, and whether they speak in favor of, or in opposition to, the resolution. Those speaking on behalf of a committee or other group should say that as well.

At the first and second sessions of HOD, attendees who wish to speak should move to the nearest microphone. As in reference committees, state your name, chapter, and whether you support or oppose.

Though parliamentary procedure may seem opaque, it should not be an impediment to sharing your thoughts or asking a question. If you wish to speak but aren’t sure it’s the right time, approach one of the microphones and explain what you’d like to do. The HOD leaders are well versed in parliamentary procedure, and our parliamentarian is a former WAFP president. They will make certain procedure doesn’t get in the way of you voicing your thoughts.

Delegates (but not alternate delegates) vote in leadership elections and on procedural and business matters before the House of Delegates.

Leadership elections are conducted electronically through SurveyMonkey, and “tellers,” an alternate delegate tasked with helping the HOD with its administrative tasks, certify the results. If a delegate does not have a device capable of accessing SurveyMonkey, WAFP staff will provide one. Business and procedural matters are voted on by voice.

The House of Delegates approves WAFP’s organizational policies. For 2026, the Board identified the need for three policies. WAFP staff and the Eastside and Westside trustees on the WAFP Board of Directors drafted initial versions of the policies. The Board reviewed the trustees’ work and approved their drafts for consideration by the HOD.

Resolutions have two sections. The first section explains why the resolution is necessary in a series of one-sentence paragraphs that start with the word “WHEREAS”. The second section describes the authors’ desired action to be taken by WAFP. This section is also a series of one-sentence paragraphs, though these start with the word “RESOLVED”.

Resolutions must be submitted 60 days prior to the House of Delegates. This allows WAFP staff time to provide background information and allows members time to consider the content of the resolution.

Resolutions submitted fewer than 60 days before the HOD are considered late and require a 2/3 vote of approval to be assigned to a reference committee. Late resolutions are discouraged but may be appropriate if the issue was not knowable in time to submit the resolution by the deadline and the issue requires action by the HOD this year.

Elected positions:

• Speaker of the House: A member of the WAFP Executive Committee, the Speaker presides over the HOD. They appoint reference committees and other special committees of the House. The Speaker may vote only on resolutions, and even then, only to create or break a tie.
• Vice Speaker of the House: The Vice Speaker assists the Speaker in the administration of the House of Delegates. The Vice Speaker may also be seated as a delegate.
• Assistant Secretary-Treasurer: The person in this role conducts the roll call of delegates and reads the necrology report.

Appointed positions:

• Reference committee members: Reference committees hear testimony and develop a recommendation to the HOD on the resolutions they are assigned. Three members (chair, secretary, and member-at-large) comprise a reference committee.
• Parliamentarian: The parliamentarian advises the Speaker and Vice Speaker on matters relating to parliamentary procedure.
• Surveyor: The surveyor, and their report, help the HOD understand the work that is done on resolutions from year to year.
• Tellers: A group of alternate delegates appointed by the Speaker to handle administrative roles during the HOD.

• 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 or 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.
• 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.