2003 ICG Annual Meeting Minutes

2003 Annual Meeting, International Costumers’ Guild, Inc.and Concurrent Meeting of its Board of Directors held at Costume-Con 21, Skokie, Illinois. April 21, 2003.

Board of Directors Meeting Convened

Call to order of the Board of Directors Meeting at 12:15pm on April 21, 2003

Existence of a Quorum was determined:

Members Present:

  • Carl Mami, Vice Present
  • Dora Buck, Recording Secretary
  • Sharon Trembley, Treasurer
  • Pierre Pettinger, Parliamentarian
  • Karen Heim, Beyond Reality Costumers Guild
  • Barbara Wright, Chicagoland Customer’s Guild
  • Ann Stephens, Greater Columbia Fantasy Costumers’ Guild, Inc.
  • Vicki Warren, Greater Delaware Valley Costumers’ Society
  • Deb Salisbury, Greater Sacramento Area Costumers Guild
  • Dave Kinnaman, Millenium Costumers Guild
  • Betsy Delaney, NJ/NY Costumers Guild
  • Ann Catelli, Northern Lights Costumers Guild
  • Bruce Mai, St.Louis Costumers Guild
  • Dana McDermott, Silicon Web Costumers Guild
  • Eileen Capes, Western Canadian Costumer’s Guild

Announcement that the general meeting will only be a 2-hour meeting and that it will adjourn at 3pm.

Pierre Pettinger reviewed all of the motions to be brought before the meeting. Betsy Delaney was the originator of all motions except Motion 7, which was originated by Pierre Pettinger.

  • Motion 1 – Betsy Delaney withdrew the motion
  • Motion 2 – Adoption of a standard ICG membership form and change to membership expiration dates
  • Motion 3 – contains 3 variations on how the treasurers report their data: Top down, bottom up or through a membership coordinator (which would be a new, appointed position).
  • Motion 4 – concerns establishing a membership coordinator (if one of the variations of motion 3 is accepted)
  • Motion 5 – Membership cards
  • Motion 6 – Costumer’s Quarterly and its ceasing publication
  • Motion 7 – Correction to the three Standing Rules concerning the interconnection of Costume-Con and the ICG and the need to sever that connection.

Order of consideration for the meeting will be:

  • Motion 7
  • Motion 6
  • Motion 3 & 4: Need to get a consensus from the general public on how we should go forward with this motion. To do this we will be using a parliamentary procedure called a “Committee of the Whole.”
  • Motion 5
  • Motion 2

Next order of business: Online meetings.

Carl and Pierre offered a plan to schedule meetings as follows: On the first day of every month, discussion will take place concerning one or more motions. During the discussion, amendments may be offered to the original motion(s). On the 15th of each month, discussion will end and the final version of the motion will be posted for a vote of the BOD.

Discussions on multiple topics may be held, so long as the subjects are not substantially related to each other. If, at the end of the discussion, we have an amendment to the original motion that hasn’t been accepted by the originator and seconder of the motion, then we must vote on the amendment and not on the original motion. (Note that it is in the best interests of the BOD to make good use of friendly amendments in this case.)

Motions will be made in separate email messages, and should be voted on separately, regardless of the number of motions on the floor.

Pierre requested a motion be made to give him the authority to contact BOD members to remind them when they have voted incorrectly.

Motion made by Betsy Delaney, NJ/NY Chapter, Seconded by Eileen Capes, Western Canada. Motion passed unanimously.

Further discussion related to methods for contacting BOD members (by phone if not available by email) and to making the voting record of the BOD public. Carl entertained a motion to make the voting record public by posting the information on the ICG web site.

Motion by Bruce Mai, St. Louis Chapter; Seconded by Betsy Delaney, NJ/NY Chapter. Unanimously approved.

Reviewed the rest of the agenda for the board meeting.

Discussion on the motion concerning Costume-Con.

Betsy commented on the content of the current newsletter and what will be in future newsletters.

Discussion on subjects to be brought before the membership and what should stay at the board level.

Treasurer reviewed the list to find out which chapters were represented at the meeting, and by whom. Unrepresented were: Australian Costumers’ Guild, Costumers’ Guild West, and Utah Costumers’ Guild. Southwest Costumers’ Guild was represented by proxy through Carl Mami.

Clarification provided that any member in good standing may act as a chapter’s representative with approval from that chapter. Any member may carry proxies to a meeting.

Recessed for assembly of general membership.

General Meeting Convened

Call to order of the General Meeting at 1:10pm.

Sharon Trembley to verify members in good standing for voting purposes.

Carl: Entertain a motion to dispense with the reading the  2002 minutes.

Moved by Bryon Connell, NJ/NY Chapter; Seconded by Steve Swope, St. Louis Chapter. Unanimously approved.

Reports

  • President: No report.
  • Vice President: Over last several months acted as President, many things accomplished, many more to get
    done.
  • Treasurer: provided handouts.
  • Corresponding Secretary: Not present – no report.
  • Recording Secretary: No report.
  • Editor, ICG Annual: None.
  • Editor, The Costumer’s Quarterly Suspended as of right now, voting on this issue later.
  • Archivist: We have started to make DVD/CD’s electronically. The tapes are starting to deteriorate.
  • Parliamentarian: Many motions that will be addressed at this meeting, also have copies of bylaws and standing rules.
  • Webmaster: Not present – no report.

Old Business

Motion number 7 – Disentanglement of Costume-Con. The motion was tabled at CC-17. The wording of the original was not the best. Pierre reworded the wording of the affected Standing Rules with Karen Dick’s assistance as Costume-Con Service Mark Holder. [Note: To proceed with replacing the faulty wording, the old motion must be killed first. The following activities are the steps taken to kill the old motion. The new motions appear under New Business.]

Motion to take the motion off of the table – Steve Swope, St. Louis Chapter; Seconded by Byron Connell, NJ/NY Chapter. Unanimously approved.

Question called by Bruce MacDermott, Silicon Web Chapter; Seconded by Betsy Delaney, NJ/NY Chapter. 1 Nay vote, rest approved, motion carried.

Voting on the motion that was tabled at CC-17 on disentanglement from Costume-Con. Motion consists of amendments to Standing Rules 12, 13, and 14. The wording is that was proposed is not acceptable to the Costume-Con Service Mark Holders.

All in favor – None; All opposed – Unanimous; Abstentions – None. The motion is dead.

New Business

Motion 7: Motion to amend three Standing Rules as follows:

Change to Standing Rule 12. Annual Meeting

The Annual Meeting of the International Costumers’ Guild shall be held at the annual Costume-Con. In the event that a Costume-Con is not held in a given year, the Board of Directors shall determine a site and date for an annual meeting to be held. Such a determination may be made as the last item of business for the Board of Director’s meeting of the Board of Directors. Annual Meetings may be held in an exclusive venue or in conjunction with an established conference or convention.

Change to Standing Rule 13. Costume-Con

In recognition of the importance of the annual on and the long-standing relationship of the International Costumers’ Guild and Costume-Con, the ICG shall perform reasonable activities to promote the annual Costume-Cons. Such promotions can include, but are not limited to, the Annual Meeting of the ICG, media promotions such as newspaper, radio or other media, access to ICG functions for Costume-Con promotions, and as a source of classes, panels or other needs of the Costume-Con.

Change to Standing Rule 14. Costume-Con Bidding

Individual chapters or the ICG as a whole may initiate a bid for a Costume-Con in accordance with the provisions of the Costume-Con Constitutions. Any fiduciary responsibility, in this instance, remains with the chapter initiating the bid and not with the ICG as a whole.

Moved by Bruce MacDermott, Silicon Web; Seconded by Steve Swope, St. Louis. Count of members in good standing: 31 present, 62 Proxies.

Friendly amendment to motion 7 to replace entire wording in Standing Rules 12, 13 & 14 with what is written above.

Bruce MacDermott agreed to the friendly amendment.

Discussion was held and Betsy commented via Point of Information to clarify why we are changing the Standing Rules. Bryon asked for a Point of Information to verify that the language is acceptable for all parties. Pierre verified that the language is now okay with Karen Dick, representative Costume-Con Service Mark Holder.

Call of the vote – all in favor – unanimous; Opposed – none. The motion passed.

Next Item: Motion 6 – Costumer’s Quarterly (two alternative motions presented)

Motion 6a – Replace Costumer’s Quarterly with The ICG Newsletter Cease publication of Costumer’s Quarterly and replace it with six issues of The ICG Newsletter. All references to Costumer’s Quarterly in the Standing Rules shall be replaced by ICG Newsletter. Unused Costumer’s Quarterly funds shall be refunded to subscribers with the shipment of the last Costumer’s Quarterly.

Motion 6b – Replace Costumer’s Quarterly with The ICG Newsletter Cease publication of Costumer’s Quarterly and replace them with five issues of The ICG Newsletter and one ICG Annual in March/April. All references to Costumer’s Quarterly in the Standing Rules shall be replaced by ICG Newsletter. Unused Costumer’s Quarterly funds shall be refunded to subscribers with the shipment of the last Costumer’s Quarterly.

Betsy stated the reasoning behind her motion. Betsy is now producing the newsletter and we need to amend the Standing Rules to replace Costumer’s Quarterly (CQ) with the newsletter. Pierre indicated that we need to choose one version of the motion. If the motion passes then other changes in the Standing Rules will be necessary. Steve Swope asked if the general membership needs to be involved with making those changes. It was pointed out that the board could take care of it later.

Betsy pointed out that with the ICG’s budgetary issues, we can’t afford to produce either six newsletters or five newsletters plus the annual without a raise in dues or a major fundraising effort. She indicated a willingness to change the wording to reflect the number of newsletters and/or Annuals produced.

Dana commented that we were attempting to do two things at once: One, to make the newsletter official and two, the demise of CQ.

Steve Swope moved as follows:

(6c) That we cease publication of Costumer’s Quarterly and substitute it with The ICG Newsletter. All references
to Costumer’s Quarterly in the Standing Rules shall be replaced by The ICG Newsletter. Unused Costumer’s Quarterly funds shall be refunded to the subscribers with the shipment of the last Costumer’s Quarterly.

Pierre ruled that Steve’s motion was perfectly legal. Instead of amending any of the motions he made a new one.

Discussion continued. Dana – point of information. All motions list that there will be one more CQ to be shipped. Betsy requested a friendly amendment to remove mention of the last CQ. Bruce MacDermott requested another friendly amendment to offer refunds to the subscribers.

Pierre restated the motion with amendments:

(6d) That we cease publication of Costumer’s Quarterly and replace it with The ICG Newsletter. All references to Costumer’s Quarterly in the Standing Rules shall be replaced by ICG Newsletter and other bookkeeping adjustments made. Refunds of unused Costumer’s Quarterly subscriptions shall be offered to the subscribers.

Steve Swope, St. Louis Costumers’ Guild, moved 6d; Dave Kinnaman, Millenium Costumers’ Guild, seconded the motion. No discussion took place.

Call for the vote:

  • Verbal votes: in favor – 30; Against – 2; Abstain – 0
  • Proxy votes: in favor – 65; Against – 2; Abstain – 1

Dana made a correction to her voting of proxies

Total votes: 94 Yeas; 5 Nays; 1 Abstain. The motion passed.

Next: Motion 3 – Contains three variations on how the treasurers report their data: Top down, bottom up or through a membership coordinator (which would be a new, appointed position).

Three variations on membership processing were presented:

Motion 3a:

Moved: Replace all text of Standing Rule 5 with the following:

5) Membership Processing:

a. New Members shall be required to fill out and submit the ICG Membership Application Form, completed as noted on the form, together with all appropriate dues for the chapters/subscriptions requested thereon, to the chapter Treasurer.

b. Each chapter Treasurer shall forward the original Membership Application Form, together with monies received from the member within thirty (30) days of receipt to the Corporation Treasurer.

c. Annually, on the seventh (7th) day of January or the next business day following, the chapter Treasurer will provide the Corporation Treasurer with a list of the names and addresses, with phone numbers (where provided) of all members for who Membership Application Forms and dues have been paid. The chapter Treasurer shall remit additional membership update lists as described above at a minimum of one update to the Treasurer on the seventh (7th) day of July or the next business day following; such updates shall include changes of names and addresses, with phone numbers (where provided) of existing members. Such updates shall also include any changes in membership status.

d. Effective January 1, 2003, all new members whose dues are received by the Corporation Treasurer will be assigned a membership expiration date which shall be December 31, the last day of the Corporation’s Fiscal Year. Renewing members’ expiration dates will automatically be set to December 31, the last day of the Corporation’s Fiscal Year.

[Adopted 2/15/90; amended 5/25/92, 2/15/93, 5/29/95 and “TBD”]

Motion 3b: Replace the entire text of Standing Rule 5 with the following:

5) Membership Processing

a. New Members shall be required to fill out and submit the ICG Membership Application Form, completed as noted on the form, together with all appropriate dues for the chapters/subscriptions requested thereon, to the chapter Treasurer.

b. The Corporation Treasurer shall forward copies of the original Membership Application Form, together with monies received from the member within thirty (30) days of receipt to each chapter Treasurer for whom dues have been received.

c. Annually, on the seventh (7th) day of January or the next business day following, the Corporation Treasurer will provide each chapter Treasurer with a list of the names and addresses, with phone numbers (where provided) of all members for whom dues have been paid. The Corporation Treasurer shall send at a minimum of one update to each chapter Treasurer on the seventh (7th) day of July or the next business day following; such updates shall include changes of names and addresses, with phone numbers (where provided) of existing members. Such updates shall also include any changes in membership status.

d. Effective January 1, 2003, all new members whose dues are received by the Corporation Treasurer will be assigned a membership expiration date which shall be December 31, the last day of the Corporation’s Fiscal Year. Renewing members’ expiration dates will automatically be set to December 31, the last day of the Corporation’s Fiscal Year.

[Adopted 2/15/90; amended 5/25/92, 2/15/93, 5/29/95 and
“TBD”]

Motion 3c: Replace the entire text of Standing Rule 5 with the following:

5) Membership Processing:

a. New Members shall be required to fill out and submit the ICG Membership Application Form, completed as noted on the form, together with all appropriate dues for the chapters/subscriptions requested thereon, to the chapter Treasurer.

b. Each chapter Treasurer shall forward the original Membership Application Form, together with monies received from the member within thirty (30) days of receipt to the Membership Coordinator.

c. Annually, on the seventh (7th) day of January or the next business day following, the chapter Treasurer will provide the Membership Coordinator with a list of the names and addresses, with phone numbers (where provided) of all members for whom Membership Application Forms and dues have been paid. The chapter Treasurer shall remit additional membership update lists as described above at a minimum of one update to the Membership Coordinator on the seventh (7th) day of July or the next business day following; such updates shall include changes of names and addresses, with phone numbers (where provided) of existing members. Such updates shall also include any changes in membership status.

d. Effective January 1, 2003, all new members whose dues are received by the Membership coordinator will be assigned a membership expiration date which shall be December 31, the last day of the Corporation’s Fiscal Year. Renewing members’ expiration dates will automatically be set to December 31, the last day of the Corporation’s Fiscal Year.

[Adopted 2/15/90; amended 5/25/92, 2/15/93, 5/29/95 and “TBD”]

Pierre explained each variation.

  • Motion a – responsibility for processing memberships on
    chapter treasurer
  • Motion b – responsibility for processing memberships on
    corporation treasurer
  • Motion c – responsibility for processing memberships on membership coordinator.

The meeting moved to a Committee of the Whole for discussion of the three motions. Pierre reviewed the rules of conduct while in Committee of the Whole: No motions are made, except to return to the meeting. All other motions are invalid. The Committee of the Whole will be in effect for 20 minutes to discuss this motion.

Moved by Betsy Delaney, NJ/NY Chapter; Seconded by Steve Swope, St. Louis Chapter. Vote in favor was unanimous.

Toni Lay, not an ICG member, asked to be recognized to speak. Carl Mami, Acting President recognized and gave her permission to speak for 2 minutes.

Discussion continued with the rest of the members for 25 minutes. At the conclusion of the discussion, Betsy Delaney withdrew all three versions of the motion, to be brought up at a later date. Pierre Pettinger, Parliamentarian explained that since she was the motion’s author and that there was no second to the motion, she could legally do this.

Next: Motion 5 – Membership Cards

Moved: Create Standing Rule 27, which will read:

27) Membership Cards.. The International Costumers’ Guild shall adopt a form of membership care to be sent with annual renewal notices to every member of the ICG. Such cards may be used to secure discounts, prove current membership and other uses customary to membership cards.

There was no discussion or second on this motion.

Next: Motion 2 – Adoption of a standard ICG membership form and change to membership expiration dates

Moved: Entire current text of Standing Rule Three shall be listed as part a. Following “per year” of Standing Rule Three, add the following:

b) The International Costumers’ Guild and all active chapters shall use the ICG Membership Form as adopted by the Board of Directors and/or the general memberships, effective January 1, 2003

c) All memberships in the International Costumers’ Guild shall begin on January 1st of the current calendar year and shall expire on December 31st of each calendar year.

d) Memberships applications and renewals postmarked prior to June 30th of each calendar year shall be assessed the full membership fee (noted in Section 3a of the Standing Rules). Membership applications and renewals postmarked July 1st through December 31st of each year shall be assessed one half the full membership fee (noted in Section 3a of the Standing Rules). New and renewing memberships received prior to January 1st, 2003 shall be handled using the expiration date assignment me6thod dictated in the version of Standing Rule 5 adopted on 2/1/90 and amended on 5/25/92, 2/15/93 and 5/29/95)

There was no discussion or second on this motion.

Election of officers: The slate of officers that were nominated was presented:

  • President: Carl Mami (NJ/NY Costumers’ Guild)
  • Vice President: Nora Mai (St. Louis Costumers Guild)
  • Treasurer: Dora Buck (NJ/NY Costumers’ Guild)
  • Corresponding Secretary: Randall Whitlock (Southwest Costumers Guild)
  • Recording Secretary: Dana MacDermott (Silicon Web Costumers Guild)

These are all members in good standing

Sharon Trembley nominated Byron Connell, for President. Byron declined the nomination.

Acceptance of Slate Moved by Betsy Delaney, NJ/NY Chapter; Seconded by Bruce Mai, St. Louis Chapter. No debate, approved unanimously.

Any other new business. None.

Motion to adjourn the general meeting by Steve Swope, St. Louis Chapter; Seconded by Fiona Leonard, NJ/NY Chapter. Motion passed unanimously.

Annual Meeting adjourned at 2:45pm.

Continuation of the Board of Directors Meeting

Entertain a motion to validate all business conducted at the general meeting

Moved by Vickie Warren, Greater Delaware Valley Costumers’ Society; Seconded by Eileen Capes, Western Canadian Costumer’s Guild. Motion passed unanimously.

Board meeting adjourned at 2:50pm.