Messages in ICG #boardofdirectors (Slack) <2020-01-25 2020-02-02>
kevin.p.roche 2:48 PM
Hi
everyone -- I have found a minor procedural issue in our standing rules for the
officers election at the general meeting, and hope that we can clear it up quickly.
Our standing rule 2 states Nominations for Officers of the Corporation
shall be made in writing to the President of the Corporation at least 30 days
in advance of the annual meeting... It has also been traditional for
the meeting chair to call for any final nominations from the floor, but that
procedure is not actually called out in SR2. As Parliamentarian, Pierre has
informed me that the weight of precedence lends legitimacy to that practice,
but agrees that it would be better if the SR and our practices were in
alignment.
All
it would require is for a Director to move that the text "Additional
nominations may be accepted in writing or by voice at the Annual Meeting." be
added after the text "...30 days in advance of the annual
meeting." to Standing Rule 2.
(And
then for the motion to be seconded, discussed, and passed before the
adjournment deadline, of course.)
Normally
as VP I could make such a motion, but I as am currently acting as the Sergeant@Arms, it is not appropriate for me to do so at
this time.
Since I know I will be chairing the meeting at CC38, would one of you do me the
great favor of helping me run it more smoothly by making such a motion?
2 replies Last reply 2020-01-27 4:04 PM]
Mera Rose 2 years ago
Well, that’s how I had read it but ya know... I
was corrected so I assumed I was wrong again. Lol
kevin.p.roche 2 years ago
Nope, you were right about the advance
nominations closing 30 days out. That aligns with our adjourning the continuous
board meeting.
It’s just that every year I can remember the meeting chair (usually the
president) would also make a final call for nominations in the meeting, and
that’s not mentioned in the SRs. Since I’ve been burrowing through them and the
bylaws while reviewing the P&P report, I spotted this particular
discrepancy.
Betsy
R. Marks 2:51
PM
I
so move.Betsy Marks
Silicon Web
Judy
Mitchell 2:52
PM
Well,
let's get it rolling: i so move. Judy Mitchell,
Northern Lights.
Lol!
Ok, I'll second then.
kevin.p.roche 3:25 PM
Thanks!
y'all rock.
Jeanine
Swick 3:37
PM
It
makes a lot of sense to align SR2 with what has been precident
for many years. I am in favor of the additional wording to do so.
Jeanine
Swick,
SiW and ICG Treasurer
kevin.p.roche 3:37 PM
OK,
once we have an official motion number from the president (I expect it will be
01-27-2020-1) we can get the official discussion started! I should
refrain from debating, but can answer any points of information you may have.
Pierre
Pettinger 3:46
PM
Betsy,
I wasn't there at the time. Others who may have been present would be Janet
Anderson, maybe Bryon and Kevin. Beyond that, I'm not sure.
1 reply Last reply 2020-01-27 4:09 PM]
Betsy R. Marks 2 years ago
I can't remember at what point you got involved
in the Standing Rules part of the procedure. I realize the following statement
isn't true, but it feels like there's never been a time you weren't involved.
I drafted a bunch of stuff for Marty because I
was working in the same office with him at the time. It's how I wound up being
Secretary in the first place.
Betsy
R. Marks 4:44
PM
AHHHH...
Okay, so to speak to the motion in the correct channel:Just
because we've been doing it informally doesn't mean we shouldn't make it a
formal process. That's why I moved the language Kevin proposed. Making it
formal makes sense.
I
also just located the meeting Proxy form and would suggest that the form be
sent to all members of each chapter along with the agenda of any items also up
for consideration during the meeting, so people have plenty of time to address
their proxies and get them in the hands of their chapter reps.
This
is the link to the form on the ICG's website:
http://costume.org/wp/about-the-international-costumers-guild/icg-annual-meeting-proxy-form/
8 replies Last reply 2020-01-27 5:17 PM]
Jeanine Swick 2 years ago
The form should also be posted here in Slack.
Betsy R. Marks 2 years ago
Not really needed, since it's publicly
available on the website. I'm just making it easy to find.
Betsy R. Marks 2 years ago
We do need the agenda in advance, though.
Jeanine Swick 2 years ago
The more places it can be found the better. It
will be really close for it to be in the next newsletter.
Betsy R. Marks 2 years ago
It should be in the next newsletter anyway.
Betsy R. Marks 2 years ago
(So sayeth the founding editor...)
Also sent to the channel
kevin.p.roche 2 years ago
By the way, a sneaky Slack trick... if you
check the "also send to #boardofdirectors" checkbox when you
post a reply, it both shows up in this thread, and appears in the main part of
the channel, too. This makes it easy to spot where conversations are happening.
Also sent to the channel
kevin.p.roche 2 years ago
A point of information: modifications to the
Standing Rules require a 3/5 majority if passed by the Board of Directors, not
just a simple majority.
Mera Rose 4:49 PM
If the board would like voting on this motion before the annual meeting please
let me know. The voting period would end Feb 26.
4 replies Last reply 2020-01-29 6:12 AM]
kevin.p.roche 2 years ago
(As the meeting chair for Montreal, having one
less piece of business on the agenda would make me happy, but I'm only one
board member).
kevin.p.roche 2 years ago
There is a chance (buried in the fine print of
the Standing Rules) that we may have to vote on this in the
pre-general meeting board meeting. Waiting on an opinion from Pierre.
1
Also sent to the channel
kevin.p.roche 2 years ago
After conferring with Pierre, the vote for this
motion will have to complete at the regular board meeting prior to the annual
meeting. It's another 45 days notice situation.
However, since we made the motion 46 days before the meeting, we are good.
(Since this is still, at the moment, the official communications channel for
the Board, posting the motion here counts as notice.)
If you will not be attending in person, please
be sure to send an alternate or have someone carry your proxy (especially for
this particular motion, because of the 3/5 requirement.)
Jeanine
Swick 4:57
PM
The
problem with the discussion here it that the comments are going to get lost in
all the other discussions and/or comments made on other topics.
1 reply Last reply 2020-01-27 4:58 PM]
kevin.p.roche 2 years ago
If you click on the anchor text in "replied
to a thread:" it pops open the whole thread for you.
kevin.p.roche 5:17 PM
replied
to a thread:AHHHH... Okay, so to speak to
the motion in the correct channel:…
A
point of information: modifications to the Standing Rules require a 3/5
majority if passed by the Board of Directors, not just a simple majority.
Judy
Mitchell 6:21
PM
Since
the (oops) discussion in motions has been closed, I'm maling
my comment here. Sorry it breaks the thread though. Relating to Mera's saying to send the proxies to Kevin, i just want to comment that customarily proxies are signed
to either the chapter rep attending or to the Parlimentarian,
sure all proxies get turned in to him anyway. I mean, i
suppose they could all be written to Kevin but it's not normally how it's
handled.
4 replies Last reply 2020-02-02 5:11 PM]
kevin.p.roche 2 years ago
I read that to mean to make sure they get to
me at the meeting so they can be recognized, not assigned to me. As I'll be
acting as chair, I will not normally be voting.
If they're assigning to a chapter rep, make
sure they know who is attending on behalf of their chapter (or would the
assignment "XXXX Costumers Guild representative" be sufficient? So
many questions!)
Jeanine Swick 2 years ago
The proxies get handed to me at the meeting so
I can cross check them against the membership roster so I can verify all are
valid ICG members.
Mera Rose 2 years ago
The membership roster should be available to
all elected officers, emailed each month when its finalized, so that jobs can
be done correctly the first time. That’s probably why it was originally
assigned to the corresponding secretary.
Pierre Pettinger 2 years ago
Jeanine is correct. Proxies go to her so she
can verify membership.
Mera Rose 6:58 PM
So
yeah... the proper handling of proxies is to print one off, sign it and
hand it to the person that is going to carry your proxy to the meeting, and
then notify the meeting officiant that you’ve done so. At least in most
boards...
Judy
Mitchell 7:03
PM
Pretty
much. I believe i asked Pierre, since he holds them
during the meeting and many are signed to him if emailing them to him was
acceptable. Esp in the case of a chapter who had no
rep attending for them.
Mera Rose 7:06 PM
I
believe our bylaws allow for emailing proxies, and if they don’t, then the
e-documents act does.
Jeanine
Swick 7:08
PM
They
have been emailed and printed to be carried by the assigned chapter member
attending the meeting.