On Tue, May 10, 2011 at 5:33 PM, James Hare jamesmhare@gmail.com wrote:
Here is the revised version of the motion. It should be passed jointly with another resolution which establishes the PO Box, which I will send in a separate email.
==================== A motion to establish a membership structure, to adopt a form for membership certificates, and to adopt rules for ballot access
Moved by:
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 August 31, 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 last from September 1 to August 31. 2. Full-Time Membership: Those who register between September 1 and February 28, or February 29 during leap years, shall pay $10 in membership dues, with membership for that fiscal year effective immediately. 3. 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.
This all looks fine.
C. Registration Process 1. Registration may take place at regular meetings of the Board, except when either the Secretary or Treasurer is not present, through an online registration system to be created by a person or committee designated by the Board of Directors for that purpose, or through mail sent to the organization's PO Box.
Should this be "meetings of the Board or the membership"? While the regular full-membership meetings may be relatively infrequent, there's no reason not to allow registration at them.
2. Registrants are required to submit their full name, mailingaddress, and email address to the Secretary. 3. Registrants are not obligated to complete the submission of personal information and the transmission of payment at the same time, or in a particular sequence, but they are not to be enrolled as members in good standing until both steps are completed. 4. Upon the receipt of dues by the Treasurer and the receipt of the required personal information by the Secretary, the Secretary shall sign and issue a membership certificate in the form recommended by this motion. 5. In the event of applications sent by mail, the Secretary shall mail certificates to the mailing address specified by the registrant. Membership certificates may not be emailed.
For all of (C), perhaps replace "registration" with "application", to distinguish this from (future) conference registration?
D. Form of Membership Certificate 1. The membership certificate for the 2011/2012 fiscal year shall be printed on 8.5 inch by 11 inch white paper in the form specified by the enclosed image.
Can we have the year field as a blank on the certificate, to allow the same form to be reused without having to pass a separate motion each year?
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. Prior to the general membership meeting, the Board of Directors shall appoint an Election Committee with three members, including the Secretary and two other members who are not Directors and who agree to waive their eligibility to serve as Directors for the duration of their term on the committee. The term of the two appointed members shall be one year.
This is a bit confusing; perhaps something along the lines of "an Election Committee consisting of three members, one of whom shall be the Secretary, and two of whom shall be persons who are not Directors, and who shall waive their eligibility..."
I'd also suggest including a set period (e.g. 30 days) before the meeting by which the committee will be appointed.
3. A candidate must declare their candidacy to the Election Committee
in the form recommended by the Election Committee in order to be printed on the ballot. The Committee is responsible for ensuring the eligibility of candidates.
"A candidate for the Board of Directors...", to avoid confusion with someone being a candidate "to the Election Committee".
4. The deadline for filing for ballot access is 48 hours before thestart of the annual membership meeting.
Will this leave enough time for finalizing/printing/etc. the ballots?
Kirill