It's no wonder we could not adopt a membership system at the meeting -- the detail necessary to get one going can be quite daunting. Below is the draft of the motion which I will submit during the next meeting, likely before the annual membership meeting so that we have a membership system in place before then.
Here is how I approached it. There is consensus for a fixed registration term, but no one is really in agreement on the precise details. Generally speaking, I have divided the membership year into two periods: full-time membership, where you pay full cost, and part-time membership, where you pay half as much. The membership year is the same as the fiscal year -- it ends on September 30 and begins on October 1. But what about the elections and the annual membership meeting? As I see it, September is the "registration season" for the fiscal year beginning the following month, so part-time registration for THAT year ends August 31 and any registration in September is effective for the next year. Those who are not yet members who register in September will be able to vote for directors, but not for anything else. This does not create a second class of members; the elected directors would take office the same day their registration becomes active, so it is reasonable for new members to vote on directors. They should not, however, be able to vote on business which applies to a time period before their membership. In other words, if the annual membership meeting were on September 15, and I registered for the first time at that meeting, I would not be able to vote on a motion to hold a motorboat racing contest on the Anacostia River (since the motion was made before my membership took effect), but I would be able to vote for new directors, since director elections have specifically to do with the time when I *will* be a member. When October 1 rolls around, I will be able to vote on anything so long as I am a member in good standing.
As for the time period between now and the annual election, I have decided for the sake of simplicity to combine it with Fiscal Year 2012 (October 1, 2011 -- September 30, 2012) to form the extra-large Fiscal Year 2011/2012. Registrations for 2011/2012 will be accepted between whenever the motion is adopted and August 31, 2012. September 1, 2012 begins the registration process for Fiscal Year 2013, and it goes on. Registration is fairly straightforward and in accordance with the Bylaws. The treasurer collects the money and the secretary issues the certificate, and you would be able to register anytime both Kirill and I are available, even at a more casual meetup.
I have attached a graphical representation of the membership certificate.
As for elections, the Secretary plays the role of the election clerk. Those who will want to run for the Board will be required to do so by a deadline so that ballots can be printed up in sufficient time.
=========================================================================== A motion to establish a membership structure, to adopt a form for membership certificates, and to adopt rules for ballot access
BE IT RESOLVED THAT:
A. Membership Terms and Dues Schedule for Fiscal Year 2011/2012 1. The first term of membership in the organization shall last between the date this motion is adopted and September 30, 2012. 2. Those who register between the date this motion is adopted and February 29, 2012 shall pay $10 in membership dues. 3. Those who register between March 1, 2012 and August 31, 2012 shall pay $5 in membership dues. B. Membership Terms and Dues Schedule for Subsequent Fiscal Years 1. The second term of membership and all subsequent terms of membership shall coincide with the fiscal year. 2. Those who register between September 1 and September 30 of a given fiscal year shall pay $10 in membership dues, with membership effective for the fiscal year beginning October 1, and they may vote in, and contest, elections for directors whose terms will begin on October 1, but they may not vote on any other question. 3. Full-Time Membership: Those who register between October 1 and February 28, or February 29 during leap years, shall pay $10 in membership dues, with membership for that fiscal year effective immediately. 4. Part-Time Membership: Those who register between March 1 and August 31 shall pay $5 in membership dues, with membership for the remainder of that fiscal year effective immediately. C. Registration Process 1. Registration may either take place in person, where the Secretary and Treasurer are both available, or through an online registration system to be created by a person or committee designated by the Board of Directors for that purpose. 2. Registrants are required to submit their full name, mailing address, and email address to the Secretary. 3. In-person registration: Upon the receipt of adequate personal details by the Secretary and the collection of the appropriate amount of dues by the Treasurer, the Secretary shall sign and issue a membership certificate. 4. Online registration: Upon the adequate completion of an online registration form and the transmission of the appropriate amount of dues through the online payment mechanism to be adopted, the Secretary shall sign and mail a membership certificate to the mailing address specified by the registrant. 5. Membership certificates may not be emailed. D. Form of Membership Certificate 1. The membership certificate for the 2011/2012 fiscal year shall be printed on postcard-sized cardstock in the form specified by the attached image. E. Election of Directors 1. A director must maintain membership in the organization for the time of their term. Those whose memberships have lapsed during their term will be required to re-register promptly or resign. 2. A candidate must declare their candidacy to the Secretary in order to be printed on the ballot. The Secretary is responsible for ensuring that candidates are eligible for office. 3. The deadline for filing for ballot access is 48 hours before the start of the annual membership meeting. ===========================================================================
This motion is by no means perfect, but I feel it ties some things together. Please read them and provide feedback.
