This page contains items not yet included in the Standing Rules page, organized as two lists: 1) a list of changes to the Standing Rules which have been perfected by the Rules Committee and are about to be reported to the Membership before being incorporated into the Standing Rules page, and 2) a list of pending changes to the Standing Rules which have been passed as motions, announced as fiats, etc. and are being perfected by the Rules Committee. This list is deliberately over-inclusive and may contain items which do not belong in the Standing Rules and will be discarded by the Rules Committee. All of these items took effect when they were passed or announced; the Rules Committee is just adding any necessary technical details and clarifying their meaning when needed. With a few exceptions, each item is in a block of text separated from other items by three lines (two long lines of "====" with between them a line with "==== " followed by the identifier for that item in the format "YYYY-MM-IM.N"). In both lists, the item will contain the original text. In the first list it will also contain the perfected text, if different. In the second list it may also contain notes, commentary, or intermediate stages of perfection. Last updated 9 November 2017 to update some items to be worked on by the Rules Committee and to correct some errors. Contains items from IM issues through number 944. ================================================================ ==== Items ready to be reported to the Membership ================================================================ None at this time. ================================================================ ==== Items being perfected by the Rules Committee ================================================================ ================================================================ ==== 2012-10-IM881.2 ================================================================ M-rule: All Boskone guests and NESFA guests at Boskone will be treated identically as to perqs and benefits. MSP, to give the NESFA Press Guest and the Clement Science Speaker Life memberships in NESFA and Boskone. The sentiment is that we should treat all of our guests equally; Dave A. asks if it applies to per diems, etc., as well. It is thus amended. Moved to eliminate NESFA Life memberships for Boskone guests. MSP (Dave Grubbs) to amend that they get a NESFA Life membership but are asked about IM: paper, electronic, or no IM. They will still be honorary members. MSPU as amended. (So guests still get honorary NESFA memberships, and will be asked about IM.) [The text concerning NESFA Life memberships is already present as SR1.9(28). However, Boskone Life memberships are not mentioned and the only information I can find about other benefits is in SR1.37(2) and SR1.38(1) -- which are specific to the NESFA Press Guest and the Hal Clement Memorial Science Speaker, so there is no information about benefits for Boskone guests.] ==>> Proposed changes (possibly requiring Membership approval): new sections: 1.9(29)M Boskone guests and NESFA guests at Boskone shall be given Boskone Life memberships (unless they are already life members), and will be reimbursed for their travel, lodging, and incidental costs. [10/17, based on long-standing practice.] 1.9(30)M Boskone's Official Artists will be reimbursed for the costs of transporting their art. [10/17, based on long-standing practice.] Replace 1.37(2)M with "Each guest will be given benefits and reimbursements as specified in Standing Rules sections 1.9(28) and 1.9(29). [6/05; 10/17: explicit list of benefits and reimbursements replaced by references to common specifications.]" Modify 1.38(1)M by replacing most of the second sentence (all after "will be given") with "benefits and reimbursements as specified in Standing Rules sections 1.9(28) and 1.9(29)." and by replacing the 10/12 portion of its annotation with "10/17: explicit list of benefits and reimbursements replaced by references to common specifications.] ================================================================ ==== 2013-04-IM890.1 ================================================================ M-rule: Use of the clubhouse should be requested on the NESFA-active mailing list instead of petitioning the E-board. [No change was made as to who grants the approval, so I (Dave C.) assume that it is still the E-board that does this, and that is how we've been operating.] [See SR5.6(3).] MSH (RKOV) that requests to use the NESFA clubhouse brought before nesfa-active, rather than going to the eboard, for transparency purposes, when possible. ==>> Proposed new section: 5.6(6)M: When possible, requests to use the NESFA clubhouse should be posted to the nesfa-active mailing list (so that as many as possible of the potentially interested parties can see them) rather than being taken directly to the Executive Board. [4/13] ================================================================ ==== 2014-12-IM912.1 ================================================================ Moved (Dave C) to change our way of handling hurt books from selling them at 50% to simply giving them away at Boskone, and if the book is too damaged then to simply throw the book away at the discretion of the sales committee. MSP (Rick Katze) to amend the motion to say that if the book is not currently in the NESFA library that the library committee be given the opportunity to decide if NESFA keeps the book or not. The motion passed as amended. [All of this is already included in SR2.5(14), but as a Treasurer fiat rather than an M rule.] ==== The Membership passed a rule recently, in Dec. 2014 (IM912) (which I reported in a previous message) that effectively repeals this treasurer fiat 2.5(14)F regarding the handling of hurt books. As it turns out, this fiat never should have showed up in the SRs. When I was treasurer, I announced a fiat that the Treasury Procedures themselves are fiats, and gave this one as an example. I didn't intend for them to be included in the SRs, as they are on our website in the Treasury Procedures area. This particular rule needs to be rewritten by the current Treasurer. (I'll help, Tim, if you want me to.) Some of that procedure still needs to be done, but some of it is no longer necessary. But it probably need not be in the published SRs. [I don't see any of this in IM 912. What's the source?] ==>> Proposed changes: Delete the text of 2.5(14)F; an updated version is already at http://www.nesfa.org/Treasury/HurtBooks.htm. Replace it with an annotation [12/14: Handling of Hurt Books should never have appeared in the Standing Rules; it's in the Treasury Procedures.] Replace 1.12(9), which is a slightly-erroneous duplicate of 1.12(8), with a section containing the relevant text from 2.5(14): 1.12(9)M: When a book becomes unsaleable at regular price because of damage, it is declared a "hurt book". If the book is not currently in the NESFA library, the Library Committee shall be given the opportunity to decide whether to keep the book in the library. Otherwise, the book shall be given away at Boskone, and if the book is too damaged, it may be thrown away at the discretion of the Sales Committee. [12/14; 11/17, moved from 2.5(14)F and made an M-rule.] [This should probably be generalized a bit to allow hurt books to be given away anywhere, to allow selling hurt books at a reduced price, and to explicitly allow the Library Committee to use a hurt book to replace an inferior copy already in the library -- but these are issues to be dealt with later.] ================================================================ ==== 2015-01-IM913.2 ================================================================ EBOARD meeting on 1-11-15: Rick Katze and Tim Szczesuil brought up the following: Sales and Treasury assert that, in order to be able to facilitate e-book sales through any service (Amazon, Miva, or similar), an automated process to both integrate the sales data into the NESFA accounting system and perform direct royalty payments (via PayPal or similar service) must be in place and tested before sales commence. These requirements apply to all e-book sales on any particular service or venue. ==>> Proposed resolution: This doesn't belong in the Standing Rules and should be deleted from SR-pending.txt. ================================================================ ==== 2015-01-IM913.3 ================================================================ She [Sharon Sbarsky] says that it seems that some people whose dues expired on 12/31 were told that they couldn't vote in January until they paid up. For 35 years, we haven't dropped people until at least a month after their dues were due, if not much longer. The rules [www.nesfa.org/rules/bylaws.html#bl1 and www.nesfa.org/rules/SR.html#sr2.1:5] seem to be more aggressive about dropping people.We should bring the Bylaws & Rules back into step with out tradition. Dave C points out that the By-Laws contradict our current practice and say that we should be dropping people at the end of the month thair dues were due. (Ref. http://www.nesfa.org/rules/Bylaws.html#bl1.2:b) ==>> Proposed resolution: This doesn't belong in the Standing Rules and should be deleted from SR-pending.txt. [There is a real issue here, but this is not the place to deal with it.] ================================================================ ==== 2015-01-IM913.4 & 2015-02-IM914.1 ================================================================ [2015-01-IM913: Official Notice: We will vote on this motion at the February 2015, BM: Move to change the membership rates to $30 for Regular, $25 for Inactive, $24 for General, $20 for Subscribing, and $2 for Family Dependency, effective on May 1, 2015] 2015-02-IM914: Motion to increase the NESFA dues as follows: $30 for Regular, $25 for Inactive, $24 for General, $20 for Subscribing, and $2 for Family Dependency, effective on May 1, 2015. MP ==>> Proposed change: Change the amounts in 2.1(1)M to R $30.00, G $24.00, I $25.00, S $20.00, F: $2.00, pub. charge $19.00, and append to the annotation: "1/15: R $30, G $24, I $25, S $20, F $2; pub. charge $19". [The motion doesn't mention either changing or eliminating the publications charge, so I propose to increase it by $4 (the minimum amount by which any of R/G/I/S dues were increased).] ================================================================ ==== 2015-03-IM915.1 & 2015-04-IM916.1 & 2015-05-IM917.1 ================================================================ 2015-03-IM915: Motion that a carry over from one convention to another convention may be approved by either the incoming and outgoing con chairs, the regular membership, or the eboard. MP [Context: This followed a motion to have unused non-lifer rollovers to Boskone 52 instead be carried over to Boskone 53.] 2015-04-IM916: Dave C notes that the following was omitted in IM915 - Dave G explained that carryovers and rollovers are normally authorized by agreement of the chairman of the two conventions involved. Dave C asked what happens when those two chairmen disagree. Dave G responded that the executive board of (2015-05-IM917: which was corrected to "or") the regular membership can then make the decision, and that those bodies can also overrule a denial by the chairmen. Also, in general, the executive board or the membership would only overrule a negative decision, allowing the rollover or carryover, and would not overrule an initially affirmative decision by the two chairmen. [1.9(18)M allows some carry-overs without requiring approval by anyone: "To encourage volunteering at Boskone, anyone (including Committee, Staff, people with non-paid memberships, and non-members) who works on the convention for a sufficient amount of time will be given a free non-transferable membership in the following Boskone." So, to which carry-overs does this motion apply?] [This appears to contradict/override 1.9(19)M: Each Boskone Pre-Registration head should use his or her judgement in deciding who should be allowed to receive volunteer memberships from Life Members under SR 1.9(18)(b). They are directed to construe the rules liberally and to keep track of their decisions. The club will reconsider this policy after it has more data.] ================================================================ ==== 2015-03-IM915.2 ================================================================ Dave G moves to designate a Short Story Committee 13 months before the award is to be issued. [ajr: I remember this passing, but the IM didn't report that.] ==>> Proposed change: Append to 1.29(1)M the text "The committee shall be appointed 13 months before the award is to be issued." Also append to its annotation "3/15, specify when to appoint the committee." ================================================================ ==== 2015-03-IM915.3 & 2015-04-IM916.2 & 2015-05-IM917.2 ================================================================ [2015-03-IM915: A *HUGE* set of comments on what "as otherwise provided" means was accompanied by a suggest that we have to changes it all. The Rules committee suggested we do not change anything. A vote in a later IM rejected this set of suggested changes. 2015-04-IM916: Joe asked for a delay 2015-05-IM917: Motion failed.] [This involved a proposed bylaws change, which we do not track in Standing Rules updates, and it was a change that was defeated.] ==>> Proposed resolution: Delete this item from SR-pending.txt. ================================================================ ==== 2015-03-IM915.4 ================================================================ We were asked to cast into proper language the consensus of the membership from straw-polls taken at the December meeting. The Standing Rules in question are as follows: 1.34(2)M Any member may join the nesfa-announce or nesfa-open mailing lists. Only members who are actively participating in NESFA may join the nesfa-active list (but they need not live locally or attend meetings regularly). Except as otherwise provided, only Regular members may be members of the nesfa-regular list. [1/07 for the nesfa-announce and nesfa-open lists. 5/07 for the nesfa-active and nesfa-regular lists. See also 1.34(3)]. 1.34(3)M The Boskone Chair (man, woman, person) and the Boskone Treasurer, once appointed and ratified by the membership, shall be included in the NESFA regular e-mail list until 6 months after their Boskone has ended. [6/09] The results of the straw poll as reported in IM are: Boskone chair: yes. Boskone treasurer: yes. Head of hotel committee: yes. Deputy head of hotel committee: no. Other members of the hotel committee: no. Any other who is deemed by the regular membership to be on the list for sometime: yes. It is proposed to amend 1.34(3)M to read as follows (new language in italics, deletion in [brackets]): 1.34(3)M The chair of the Hotel Committee shall at all times be included in the nesfa-regular e-mail list. The Boskone Chair (man, woman, person) and the Boskone Treasurer, once appointed and ratified by the membership, shall be included in [the NESFA regular e-mail list] nesfa-regular until 6 months after heir Boskone has ended. [6/09] We deem it unnecessary to add that other persons can be added by the Membership, since the Membership always has the power to amend the rule by adding other persons. ================================================================ ==== 2015-03-IM915.6 & 2015-04-IM916.3 ================================================================ 2015-03-IM915: Mike S moves to allocate funds to purchase two copies of each book that The NESFA Reading Group plans on reading. If the club already has a copy then only one extra copy will be bought of the book. He intends to bring this up at the April BM for a vote. Rick Kov says it's too open-ended. He wants to alter the language to say "to authorize double the cover price of the book to buy books for The NESFA Reading Group". Dale F wishes to add that no more than 10 books should be bought per year. 2015-04-IM916: Mike S says that he introduced a motion to provide The NESFA Reading Group with copies of the books to read. Mike S moves to make sure the library has at least 2 copies of books chosen by The NESFA Reading Group to be purchased by the library committee if necessary and in a timely fashion. MSP. ================================================================ ==== 2015-04-IM916.4 ================================================================ Dave G's motion is as follows: Moved, NESFA Press may offer discounts to books deemed remaindered. The details of the discounted amount, the quantity of books affected and the designation of a book as remaindered, to be decided by The Book Reduction Committee and the Exec Board: MP ================================================================ ==== 2015-06-IM919.1 ================================================================ Boskone day rates: Rick Kov proposed the following in an email: Raise the adult rates for Fri, Sat, Sun, and full by $5 at-the-door, and to make it so that the cost of Fri/Sat or Sat/Sun is more than the cost of a full badge. Current rates: Fri/20, Sat/40, Sun/20, Full/60 Proposed rates: Fri/25, Sat/45, Sun 25, Full/65 Move to set at-door rates to: Fri/25, Sat/45, Sun/25, Full/65 for adults, college at Full/40, K-12 at Full/25, and Staff at Full/40. MP [This is not tracked in the Standing Rules.] ==>> Proposed resolution: Deleted this item from SR-pending.txt. ================================================================ ==== 2015-06-IM919.3 ================================================================ Is this stored in rules? (-dgg-) Tim S asks about the souvenir book ad rates. Do we want to set it now? Move to set ad rates for the souvenir book at: Back Cover (color): Pro/$495, Fan/$350, Back Cover (grayscale): Pro/$400, Fan/$270 Inside Cover: Pro/$330, Fan/$215, Full Page: Pro/$260, Fan/$95, ½ Page: Pro/$160, Fan/$65, ¼ Page: Pro/$95, Fan/$35. MP [This is not tracked in the Standing Rules.] ==>> Proposed resolution: Delete this item from SR-pending.txt. ================================================================ ==== 2015-06-DC.1 (email from Dave Cantor) ================================================================ (new section)F Treasurer: Treasury procedures on the web site are fiats by the Treasurer where they are not M- or E-rules. (Announced by me in 2010 or '11.) [Already dealt with. See 2011-06-IM856.1 / 1.3(4)F Treasurer] 1.9(6)M (transfer of money for life membership of Boskone guests) was repealed. [already done] 1.9(7)M " for Boskone life memberships" was repealed [already done] [See 2012-10-IM881.1] 1.37(2)M and 1.38(1)M and 1.9(20)M changed to make all the guests equal. [See 2012-10-IM881.2. Already done by the time we get here.] 1.20(24)M 1.39 whole section 3.4(5)M All repealed. Clubhouse Kitty was abolished. [See 2012-03-IM869.3 & 2012-04-IM871.2. Already done by the time we get here.] 5.4(5)F Need to add books not yet listed. [Actually 5.4(4). List of books by ISBN already deleted. This information is recorded elsewhere on the website.] ================================================================ ==== 2015-06-DC.2 (email from Dave Cantor) ================================================================ (new section)F Treasurer: All expenses for Boskone guests, including NESFA Press guests and Science Speaker guests are to be paid by the Boskone treasurer, and those expenses which belong to NESFA are to be cross-charged. (This is to prevent recurrence of the incident which happened after Boskone 50 where a member submitted expenses on behalf of the Science Speaker to both treasurers, and both treasurers paid the bill.) (We got the duplicate money back.) (Announced by me in 2011 or '12.) [Add to SR2.7?] ================================================================ ==== 2015-06-DC.3 (email from Dave Cantor) ================================================================ 2.8 was completely repealed. [Source?] ================================================================ ==== 2015-06-DC.4 (email from Dave Cantor) ================================================================ 4.2(7)M/E Needs prices for books not yet listed. [This section will be deleted after the disposition of the small amount of information not already recorded elsewhere is determined.] ================================================================ ==== 2015-06-DC.5 (email from Dave Cantor) ================================================================ 4.2(12)F $150 s/b $250 Stated discount suspension is 50 *I think* we amended this to 25. Check for lower number. 2 consecutive M rules there. Order of reading may affect interpretation. Make them into one sentence. Postage charges may be out of date. [This section, and other sections dealing with discount policy, are outdated and inconsistent. A major rewrite is probably needed.] ================================================================ ==== 2015-09-IM921.1 ================================================================ Gaughan Award administrator: Erin Underwood Exec Board: Warrior's Apprentice reprint(?) approved MidAmericon book contract approved Zoo reprint approved Tim S will run the sales table at MidAmericon [None of this belongs in the Standing Rules.] ==>> Proposed resolution: Delete this item from SR-pending.txt. ================================================================ ==== 2015-09-IM921.2 ================================================================ MSP to make www.nesfapress.org the domain name for all formats of books. ================================================================ ==== 2015-10-IM922.1 ================================================================ Outreach (Bill T): meetup pages for NESFA and for Boskone are up Tim S will run the sales table at MidAmericon [None of this belongs in the Standing Rules.] ==>> Proposed resolution: Delete this item from SR-pending.txt. ================================================================ ==== 2015-11-IM923.1 ================================================================ Boskone 54 Chair: Erin Underwood EBoard Shards of Honor reprint approved Gaughan Award judges approved for 3 years each: Greg Manchess, Arnie Fenner, Cathy Fenner Nine Black Doves reprint approved Making Conversation contract signed [None of this belongs in the Standing Rules.] ==>> Proposed resolution: Delete this item from SR-pending.txt. ================================================================ ==== 2015-11-IM923.2 ================================================================ MSP: Dave C moves that the treasurer of any convention run under NESFA's purview, other than Boskone, and beginning with NEGC3, be responsible to, and report to, the NESFA Treasurer in the same way that a Boskone treasurer does. ================================================================ ==== 2015-12-IM924.1 ================================================================ MP: Concerning the Grimm contract, Gay Ellen moved for the book to have a $35 list price, $28 price if bought at Boskone, to place a limit of five copies per person, and for 700 copies. MP 2/3: MP: Tony moves that the membership approve a Silverberg project. MP: Tim S moves to authorize a reprint of the Zelazny Bibliography. MSP to reprint The Ides of Octember MP 2/3: Gay Ellen entertains a motion to alter the bylaws to change the deadline date to Jan 10. [it's not clear what this refers to, and it presumably has no effect since the proper procedure wasn't followed] [From context this probably refers to NEGC3 -- which isn't in the bylaws.] [None of this belongs in the Standing Rules.] ==>> Proposed resolution: Delete this item from SR-pending.txt. ================================================================ ==== 2016-01-IM925.1 ================================================================ EBoard Zelazny Bibliography print run of 250 copies approved 4-0 Conspiracy print run of 500 copies with a set list price approved 4-0. MSPU: To set the member discount rate for Conspiracy to 40%. [None of this belongs in the Standing Rules.] ==>> Proposed resolution: Delete this item from SR-pending.txt. ================================================================ ==== 2016-02-IM926.1 ================================================================ EBoard Dave A sent an email to the eboard about creating a spot on the NESFA page which links all our social media pages (Facebook, meetup, etc.). This issue will be brought back up in two months. [None of this belongs in the Standing Rules.] ==>> Proposed resolution: Delete this item from SR-pending.txt. ================================================================ ==== 2016-02-IM926.2 ================================================================ MSPU: Tim S moves for $245 to purchase a creative cloud license for Alice Lewis for the foreseeable future with a limit of $500/year for subsequent years. ================================================================ ==== 2016-02-IM926.3 ================================================================ MSPUP: Dave G moves, as of now we will give free Boskone memberships to past featured filkers and official artists. ================================================================ ==== 2016-03-IM927.1 ================================================================ MP: Motion to reprint 3 different books that we're running low on. The Membership approved reprinting: Kovacs, Christopher, The Ides of Octember, 978-1-61037-309-8 Bujold, Lois McMaster, Falling Free, 1-886778-53-1, 978-1-886778-53-5 Bujold, Lois McMaster, Borders of Infinity, 1-886778-59-0, 978-1-886778-59-7 Conspiracy now available as an eBook [None of this belongs in the Standing Rules.] ==>> Proposed resolution: Delete this item from SR-pending.txt. ================================================================ ==== 2016-03-IM927.2 ================================================================ MP: Motion to mandate a link on the NESFA NEGC site leading to the NEGC meetup page. [What is NEGC? AJR] ================================================================ ==== 2016-03-IM927.3 & 2016-04-IM928.1 ================================================================ ==== IM 927 ==== Dave G moves to stop the practice of sending out printed materials after the convention to no-shows and to send email with links to the material instead. [Can't tell if it passed.] [Does anyone remember whether this passed? AJR] Dave G moves to stop the practice of sending out printed materials after the convention to no-shows and to send email with links to the material instead. MF (for lack of a second): Paula L moves to amend to allow for an option to receive printed materials. Dave G rejects the amendment. Chip H asks if this is a 1-time change or a permanent change. Dave G is asking for a permanent change. Joe R says it would be better if we sent out physical material to people without email. Dave G says the problem with this is that there's a lot of people with invalid physical addresses. MF (for lack of a second): Joe R moves to amend that we send the post-con mailing to those people who we know do not have valid email addresses but do have valid physical addresses. ==== IM 928 ==== In 'corrections to the minutes': Dave G says that, in New Business, concerning his motion to stop the practice of sending out printed materials after the convention to no-shows, that Joe R was misquoted. He says that Joe R made a second motion that wasn't listed, where a one-time postcard to no-shows without email addresses who did have valid physical addresses. This one-time postcard will contain both the info (mostly links) that will be in the post-con email, along with a request for an updated email address and a warning that this would be their last post-con mailing of any kind until they send us a usable email address. ================================================================ ==== 2016-04-IM928.2 ================================================================ In 'corrections to the minutes': Dave C says that, during the announcement section, Chip H requested that we list on the calendar, events that aren't happening that normally would. Dave C objected and asked the membership to vote an opinion. Dave C says that, where so many people felt so strongly about the issue, that this should've been treated as if it were a motion and he asks the rules committee to take note of this. [What was the result of the straw poll?] ================================================================ ==== 2016-04-IM928.3 ================================================================ Boskone 54 Treasurer: Ann Broomhead EBoard Ellison contract was approved & signed. reprints of Borders of Infinity and Shards of Honor approved NESFA Meetup page was discussed. Call Me Joe available as eBook [None of this belongs in the Standing Rules.] ==>> Proposed resolution: Delete this item from SR-pending.txt. ================================================================ ==== 2016-04-IM928.4 ================================================================ RKOV says that, according to the MA.gov website concerning charitable organizations, the magic number for the state is $200,000 to trigger an automatic review by accountants. MP: Dave C moves to make it part of the treasurer's responsibilities to watch the gross revenue total and inform the club when it approaches $200,000 to make a decision. ================================================================ ==== 2016-05-IM929.1 ================================================================ EBoard authorized Falling Free reprint If I Ran the Zoo Con available as eBook [None of this belongs in the Standing Rules.] ==>> Proposed resolution: Delete this item from SR-pending.txt. ================================================================ ==== 2016-06-IM930.1 ================================================================ MSPU by Chip to keep Boskone ad rates the same from year to year unless we move them. ================================================================ ==== 2016-06-IM930.2 ================================================================ Dave C moves to change the way we do faxes by porting our existing fax number straight to eFax and get rid of the Verizon line and send faxes straight to eFax. Rick Katze moves to amend the amendment to abolish the fax line altogether. Motion to amend fails for lack of a second. MSP to amend the motion to require us to stop publishing/advertising our fax number. MSP as amended. ================================================================ ==== 2016-08-IM931.1 & 2016-09-IM932.1 ================================================================ See also 2016-09-IM932.3, 2017-04-IM939.1 ==== IM 931 ==== The ByLaws say that the Clerk is supposed to send out notices to members whose dues are near to expiration. The Standing Rules says the Membership Committee specifies the method by which the Clerk sends those notices. It also says that a person's membership automatically extends until 30 days after they're given notice. In the case of members who receive IM on paper, notice is accomplished by a line on their address label. In the case of members who have elected not to receive IM on paper, the Membership Committee has decided that we will print a label for them, with a dues notice line, and send them an IM. The Clerk and I have discussed this and believe it's feasible. We will also generate a special label saying something like "You are receiving this IM on paper to remind you to pay your dues." Unless someone makes a motion to do something else, this will start with the next issue of IM [ed: That means this one you're reading now], and I will extend members whose dues were due between March this year and now, and who haven't already renewed, to expire in September. Membership Committee: members whose dues are due and who have elected to not receive paper IMs will be sent one paper IM with a dues-due label and a special label noting that they are receiving a paper copy because their dues are due [The paragraph immediately above does not appear in IM931.] ==== IM 932 ==== Previously, we specified that members who normally do not get IM on paper, and whose dues will soon be due, should get a copy of IM with a special label telling them that their dues are due. This was done in early August, and the clerk added a second label explaining that this was notice of dues due. Several members sent in their dues as a result of this. ================================================================ ==== 2016-08-IM931.2 ================================================================ MSP, from the Clubhouse committee, that the air conditioners should not be set below 72 unless there is some urgent need such as (a) cooling the clubhouse down below 72 in preparation for turning them off before a meeting, (b) additional dehumidification in exceptional circumstances after the room has already been brought to 72, or (c) a health emergency. ================================================================ ==== 2016-08-IM931.3 ================================================================ MSPU to amend the standing rule so that going forward Boskone pays the payment fees only for the month of Boskone. [No context provided; it's just a motion under New Business.] ================================================================ ==== 2016-09-IM932.2 ================================================================ A straw poll of the membership was taken and we decidedly overwhelmingly that publishing the names of new members is a good idea. MSPU that only names be listed in IM and no further information be printed. ================================================================ ==== 2016-09-IM932.3 ================================================================ See also 2016-08-IM931.1 & 2016-09-IM932.1, 2017-04-IM939.1 The Membership Committee met electronically during the last month and we agree unanimously to allow the Clerk, when notifying members whose dues are coming due, and who do not get IM on paper, to send a postcard or other written communication to the member in lieu of sending a copy of IM. This is to be at the Clerk's option. ... This is a Membership Committee fiat; Rules Committee, please note. ================================================================ ==== 2016-09-IM932.4 ================================================================ Adina Adler needs to attend both September and October meetings in order to remain a Regular member. SR sect. 1.7(10)F states that this should have been announced at the August business meeting, but we did not have one this year. ... SR 1.7(10)F states that such notice is to be given at the February and August BM. It makes no allowance for us skipping the August meeting. The Membership Committee will discuss how to change this wording. [Nothing to do except remind the Membership Committee if they haven't already taken action. Delete this item from SR-pending.txt.] ================================================================ ==== 2016-10-IM933.1 ================================================================ Web (Dave G.): Help adopting and maintaining pages would be nice. Boskone site users can/should update their own info. [Not a motion. Delete this item from SR-pending.txt.] ================================================================ ==== 2016-10-IM933.2 ================================================================ MSP that the club authorize Bard Verter to remove historical documents and records related to NESFA for deposition in an archive TBD. This includes items donated by individuals. MSP that we donate multiple copy items to both universities [Texas A&M and Harvard] and unique items solely to Harvard. Tim S appoints a committee with GED as Chair, Kelly, Rick Katze, Brad V, Erin U, Joe Ross. Any thing that members donate to the archive might be tax deductible. ================================================================ ==== 2016-10-IM933.3 ================================================================ MSP that if any outside group wishes that meet at NESFA, that they need a keyholder, and must fill meet certain requirements, including the need to pay rent, if requested. ================================================================ ==== 2017-04-IM939.1 ================================================================ See also 2016-08-IM931.1 & 2016-09-IM932.1, 2016-09-IM932.3 The eboard met at the last OM to discuss a couple of issues. We decided that it's time to stop sending whole IMs to "paperless" members whose memberships are about to expire and instead to start sending postcards as was authorized last year. ================================================================ ==== 2017-05-IM940.1 ================================================================ MSP many-3 to retroactively extend the free Boskone membership given to some guests to all guests, including the NESFA Press guest and the Hal Clement Science Speaker. ================================================================ ==== 2017-08-IM942.1 ================================================================ MSP to require certain information in the last-page calender of IM. The text reported in IM is wrong, the correct text is: Moved that the calendar information in each issue of Instant Message (the "In Times To Come" section) must include every NESFA general membership meeting of any sort which is scheduled to occur before one week after the expected publication date of the next issue of Instant Message and should include every NESFA or clubhouse event which is scheduled to occur before that date. ================================================================ ==== 2017-08-IM942.2 ================================================================ MSH to declare that Michael S.'s birthday be recognized in September and/or any other time that he brings cake. ================================================================ ==== 2017-08-IM942.3 ================================================================ MSP that NESFA reimburse hosts of OMs at the rate of $5 per person, up to $100 if receipts are provided. [IIRC the actual motion had a start date of January 2018. This is supported by 2017-09-IM943.5.] ================================================================ ==== 2017-08-IM942.4 ================================================================ MSP to allow NESFA to create shirts based on designs to be approved by the membership. ================================================================ ==== 2017-09-IM943.1 ================================================================ Sharon has some ideas with how to offer ebooks to our own members for the usual membership discount. MPH to allow this to happen. ================================================================ ==== 2017-09-IM943.2 ================================================================ MSP to instruct the book reduction committee to sell off certain books at a substantial discount (as low as $1) to book buyers. Suford requests that full and clear reports be made of this. ================================================================ ==== 2017-09-IM943.3 ================================================================ MSP to allow honorary members to cease receiving all forms of IM or other forms of communication from NESFA. ================================================================ ==== 2017-09-IM943.4 ================================================================ MSP to immediately add honorary members as soon as they are appointed as guests of Boskone. ================================================================ ==== 2017-09-IM943.5 ================================================================ MSPU to move the the start of last month's OM reimbursement motion to December 2017 and to increase the limit to $200 for that meeting. ================================================================ ==== 2017-10-DGG.1 -- email from Dave Grubbs ================================================================ I'm pretty sure I remember a business meeting decision to allow the eboard to authorize $1000 without consulting the membership -- a bump from $500. (The expenditure would be reported at the next meeting.) But when I looked that up in the official copy of the rules (online), I still saw $500. ==>> Proposed action: The $500/$1000 error in the Standing Rules has been fixed. Having looked at this more closely, I believe that we should bring a motion before the E-Board (since SR2.3(1) is an E rule) or the Membership to change the amounts specified in the Standing Rules which are also specified in the ByLaws to be references to the amounts specified in the ByLaws. Specifically, Moved to amend Standing Rules Subsection 2.3(1) by deleting items (b) and (c) relabelling item (d) as item (b) adding a new item (c): Any expenditures authorized by Officers or the Executive Board under ByLaws Subsection 5.4(a) must be reported to the Treasurer and should be reported to the Membership. This text will be appended to the annotation for that subsection: ?/17: Deleted text which duplicated the limits in ByLaws Subsection 5.4(a) on expenditures by the Executive Board and by individual Officers. Added text which refers to ByLaws Subsection 5.4(a). For reference, the current text of SR2.3(1) (b) and (c) is b) Any Officer may authorize expenditures of up to $150 without Membership approval. The Treasurer should inform the Membership of any such allocations. c) The Executive Board may authorize expenditures of up to $500 without Membership approval. The Board should inform the Membership, and must inform the Treasurer, of any such allocations. ================================================================ ==== 2017-10-DAA.1 -- new material from Dave Anderson ================================================================ SR4.2(7) is a list of sales items and prices which hasn't been updated for a decade, but I'm pretty sure that not all of the information in that list is present somewhere else on our website. We should delete this subsection after ensuring that all useful information in it is preserved elsewhere. ================================================================ ==== 2017-10-DAA.2 -- new material from Dave Anderson ================================================================ Proposed Rules Committee fiats to document our procedures for maintaining the ByLaws and Standing Rules. They describe what we are currently doing. 1.6(?)F Rules Committee: Whenever any file A.B in the "rules" directory of the NESFA website (the one which contains the ByLaws and Standing Rules pages) is modified, a copy of the new version of the file will be saved in the "rules/archive" directory with the name A-asof-YYYYMMDD.B (where YYYYMMDD is the current date). If a file is changed more than once on a given day, only the latest copy will be saved. 1.6(?)F Rules Committee: Whenever an item affecting the Standing Rules is published in Instant Message or otherwise brought to the attention of the Rules Committee it will be added to the SR-pending.txt page in the "rules" section of the NESFA website as an item to be perfected by the Rules Committee. Items from Instant Message will be quoted exactly unless they are known to have been reported inaccurately. Comments and/or a proposed perfected version may be included. When the Rules Committee has perfected the item it will be moved to the "ready to be reported to the Membership" section of SR-pending.txt. After it has been reported to the Membership it will be integrated into the Standing Rules web page and deleted from SR-pending.txt. 1.6(?)F Rules Committee: The procedure for processing items in SR-pending.txt is: * Whenever there are items in SR-pending.txt which are neither already perfected nor already under discussion, the process manager shall send them individually to the rules-committee mailing list starting with the oldest -- except that no more than half-a-dozen should be under discussion on the list at any time. * For each item under discussion online: * any committee member may call for a face-to-face meeting to resolve an item which they feel cannot be dealt with online, and may retract any such request if they change their mind. * each initial message shall include the full text of the item and should include a proposed 'perfected' version (if different from the original text) or a recommendation to discard this item as not belonging in the Standing Rules. * discussion should be general comments not requiring a vote, approval of the proposed perfected text, a proposal of an alternate version of the perfected text (which will be voted on as an amendment), approval or disapproval of a proposed alternate version of the perfected text, or a vote to discard this item. * SR-pending.txt should be updated with any important comments, proposals, etc. * if all committee members have voted on an issue and there is no ongoing discussion of its merits, discussion of that issue terminates immediately. * otherwise discussion by email will continue until one week after the last substantive posting regarding that item -- except that the period will be extended if any committee member is temporarily unable to participate in the discussion. A vote with no discussion does not extend the deadline for discussion. At the end of that period, anyone who has not voted on an item will be assumed to be voting in favor of the proposed action. * the process manager shall post as necessary to make it clear what issue(s) is/are under discussion for each item. * the process manager shall post a warning one day before the end of the discussion period giving the exact time when discussion will end. If this posting is delayed, the discussion period is extended until one day after the warning is posted. * When discussion of an item ends, if there is a clear result, that action will be taken; otherwise the item will be dealt with at a face-to-face meeting. The process manager will post a message stating that discussion has ended and the action to be taken. ================================================================ ==== 2017-10-IM944.1 ================================================================ MSPU to reset the Warhoon discount to match the usual member discount. IOW, 40% discount. ================================================================ ==== 2012-11-DAA.1 ================================================================ ==>> Question: Are there still any accounts to which 2.5(9) applies? If not, should 2.5(9) be deleted?