This page contains items not yet included in the Standing Rules page, usually organized as up to four lists: 1) a list of motions that the Rules Committee will make at an upcoming Business Meeting as a result of processing items from list #4, and 2) 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 3) a list of items which have been approved by the Rules Committee but require further action before being moved to one of the other lists, and 4) 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. It will also occasionally contain proposed ByLaws amendments which are being perfected. All of these items (except for ByLaws amendments) 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, usually in the format "YYYY-MM-IM.N"). In all lists, the item will contain the original text. In the first list it will also contain one or more motions derived from the original text. In the second list it will also contain the perfected text, if different. In the third list it will also contain the actions being taken by the Rules Committee. In the fourth list it may also contain intermediate stages of perfection. In all lists it may also contain notes or commentary. Last updated 23 June 2019. Contains items from IM issues through number 963 (June 2019, not yet published). ================================================================ ==== ByLaws amendments to be voted on at the July Business Meeting ==== Notice must be given before July 14th. ================================================================ ================================================================ ==== 2019-06-IM963.5 ================================================================ MSP to amend the ByLaws to allow the Boskone Treasurer and his representative the same freedom to make payments by means other than checks as has been given to the Corporate Treasurer and his representative. ==>> Discussion: While it's a bit more work to do it this way, it makes sense to me to split these rules out into a general section for all Treasurers and then have a small section regarding each specific Treasurer -- so that's what I've done here. If you think that this is a bad idea, speak up. "Except as otherwise provided in these by-laws" deleted because, after these changes, there are no such provisions. This should be mentioned in the annotation. The annotations for 5.4(b) and 11.4(d) should refer to 5.4(f). ==>> Approved resolution: Bring this to the Membership for adoption. Two weeks notice and a 2/3 vote is required. Amend Sections 5.4(b), 5.4(f) and 11.4(d) as shown below, with added text bracketed with "<+" and "+>" and deleted text bracketed with "<-" and "->". 5.4 (b) <+Any resource not specifically assigned to another Treasurer is controlled by the Corporate Treasurer. The designated additional approvers for expenditures from such resources are+><-Except as otherwise provided in these by-laws, every check, promissory note, or draft of any amount exceeding five hundred dollars shall be signed on behalf of the Corporation by (1) the Treasurer or the Treasurer's personally authorized representative, and (2) by-> the President, the Clerk, or such other person as the Executive Board may designate. <-Any such instrument in an amount of five hundred dollars ($500) or less may be signed by any one of the persons named in this Subsection without need of a second signature, except that no person may be the sole signer of an instrument made payable to himself.-> 5.4 (f) <-The-><+Any+> Treasurer <+mentioned in these Bylaws+> or his personally authorized representative may approve and make expenditures <+from the resources he controls+> using any available method, including <+checks, promissory notes, drafts, and+> online or electronic means. In all cases a paper record of the transaction shall be retained in the <-Corporate-><+appropriate+> financial records. For expenditures <-where Subsection 5.4(b) requires more than one signature-><+of five hundred dollars ($500) or less any one approver is sufficient, except that no person may be the sole approver of a payment to himself; for all other expenditures+>, the Treasurer or his personally authorized representative shall obtain in advance the approval of one of the <-persons listed in Subsection 5.4(b)(2)-><+designated additional approvers+>, and the paper record shall reflect that approval. <+When the expenditure is in the form of a paper document, this approval shall be recorded as a signature on that document.+> 11.4 (d) <-Every check or draft of any amount exceeding five hundred dollars against a-><+Any+> separate Boskone depository account <-shall be signed by two individuals including the Boskone Treasurer, or the Boskone Treasurer's personally authorized representative, and either-><+is controlled by the appropriate Boskone Treasurer. The designated additional approvers are+> the President, the Clerk, or the Boskone Chairman. <-Any such instrument in an amount of five hundred dollars ($500) or less may be signed by any one of the persons named in this Subsection without need of a second signature, except that no person may be the sole signer of an instrument made payable to himself.-> ================================================================ ==== 2019-06-DAA.5 ================================================================ Submitted electronically to the Rules Committee on 14 June 2019, signed by Dave Anderson, Rick Kovalcik, Tony Lewis, and Joe Ross: While the current ByLaws clearly allow the Executive Board to authorize debit cards tied to any of NESFA's bank accounts, other issues regarding debit cards connected to bank accounts other than the main corporate account(s) are not properly addressed. The proposal is to amend ByLaws Section 5.4(a) by: inserting before "shall ex officio" the text "who controls the account for which any card is authorized", and inserting before "Treasurer shall issue" the text "Corporate", and replacing "corporate debit cards" in the final sentence with "all debit cards" The relevant part of Section 5.4(a), with inserted text bracketed with "<+" and "+>", is BL 5.4(a) ... The Executive Board may authorize corporate debit cards which allow access to the Corporation's funds, for use by specific individuals in furtherance of the activities of the Corporation. If such cards are authorized, the Treasurer <+who controls the account for which any card is authorized+> shall ex officio be authorized to have one. The <+Corporate+> Treasurer shall issue and may amend rules and guidelines for use of <-corporate-><+all+> debit cards, subject to the provisions of Section 5.3. ==>> Approved resolution: Bring this to the Membership for adoption. Two weeks notice and a 2/3 vote is required. ================================================================ ==== 2019-06-DAC.1 ================================================================ Submitted in writing to the Rules Committee on 9 June 2019, signed by Dave Cantor, Dave Anderson, and David G. Grubbs: Moved to amend the NESFA By-Laws Section 1.1(f) Family Dependency to insert the words "paper editions of" before the words "the publications". ==>> Discussion: Section 1.10(a), which begins All Members other than Family-Dependency Members shall receive the generally distributed publications and notices of the Corporation, originally appeared to also require updating, but on further thought it appears to be compatible with this amendment. ==>> Approved resolution: Bring this to the Membership for adoption. Two weeks notice and a 2/3 vote is required. Section 1.1(f), with added text bracketed with "<+" and "+>" would start with (f) Family-Dependency, which entitles its holders to the same rights and privileges as General Membership, except the right to receive, independently, <+paper editions of+> the publications, notices, and other mailings sent to the sponsoring Member. ================================================================ ==== Motions to be made at a Business Meeting ================================================================ ================================================================ ==== 2018-09-DAA.2 ================================================================ The original list of items to repeal was approved by the Rules Committee and sent to the nesfa-active list for comments in October 2018. As a result of those comments, two items have been removed from the list: 1.18 'insurance committee' because it's not obsolete 1.23 'program committee' because two people requested it not be repealed These sections and subsections are obsolete and should be repealed. Section 1.3(1)E is made redundant by ByLaws Section 6.6A (see below). 1.3(1)E The Treasurer may appoint any number of Assistant Treasurers (either Regular or General Members) to serve at the Treasurer's pleasure, and may prescribe their duties. The E-Board should speak up if they want to keep the restriction to Regular or General members. Section 1.4(1)E is made redundant by Bylaws Section 6.6A (see below). 1.4(1)E The Clerk may appoint one or more "Mailmen," who shall be responsible for picking up and distributing mail, for removing money from the mail (upon which the amount removed shall be noted), and for delivering such money to the NESFA or Boskone Treasurer. The Clerk should speak up if he wants to reinstate this as a fiat. For reference, Bylaws Section 6.6A is An Officer, the Executive Board, a committee, or the holder of an appointive position or agency may delegate some of its duties to an individual or subcommittee, may define those duties, and may appoint or remove the person(s) to whom those duties are delegated. Section 1.12(2)E is obsolete. It's been many years since we did this. 1.12(2)E When appropriate, the Sales Committee shall produce and distribute an updated sales flyer reflecting new items offered for sale by NESFA. This shall be done at least once a year, so that an up-to-date flyer is available at Boskone. Sections 1.12(4)M and 1.12(5)M are obsolete. 1.12(4)M When supplies of the NESFA T-shirt or the "Book Fan of NESFA" T-shirt run low, the Sales Committee shall inform the T-Shirt Committee that a reprint is needed, so as to keep the shirts continually in stock. 1.12(5)M The Sales Committee is authorized to keep the "Eripmav" T-shirt continually in stock, by reprinting a two-year supply when necessary. Section 1.13 The Index Production Committee is obsolete. 1.13(1)M The Index Production Committee shall be responsible for all aspects of the compilation and production of new editions of the Index, except that the printing shall be handled by NESFA Press. 1.13(2)F Index Production Committee: The title of the Index is The NESFA Index, with appropriate subtitles used to indicate the content of each edition. 1.13(3)M The NESFA Index will include listings for the contents of SF magazines, original and reprint anthologies, and collections. 1.13(4)M The Perry Rhodan Index will be published separately, due to the almost entire non-overlap of its users and the users of the NESFA Index. Section 1.15 The NESFA Hymnal Committee is obsolete. 1.15(1)E The Hymnal Committee shall maintain and expand the NESFA Hymnal. Section 1.16 The T-Shirt Committee is obsolete. 1.16(1)M The T-Shirt Committee shall be responsible for producing T-shirts to be sold by NESFA. 1.16(2)M Each year the T-Shirt Committee shall explore the possibility of producing a Boskone T-shirt, by contacting the Boskone Artist about producing artwork and contacting a "printer" to secure a cost estimate for its production. If production seems feasible, the committee shall then request a budget to produce the shirt. 1.16(3)M When informed by the Sales Committee of the need for more NESFA or "Book Fan of NESFA" T-shirts, the T-Shirt Committee shall seek a reprint budget to keep the shirts continually in stock. 1.16(4)M The T-Shirt Committee shall look into producing cloisonn‚ pins for Boskone in preference to (though not to the exclusion of) T-shirts. Section 1.17(5)M is obsolete. Paul Jacobs is long gone. 1.17(5)M Paul Jacobs is allowed to park his truck nights and weekends in back of the Clubhouse in return for the use of his truck. Section 1.20(6)E is obsolete. Binding any of our publications was last done a very long time ago. 1.20(6)E The Clerk, Collator, and Editor are directed to give copies of Instant Message, Apa:NESFA, and Proper Boskonian respectively to the Librarian from time to time for binding. Section 1.26 The Press Gang is obsolete. The only remaining function mentioned, managing copiers and printers, has been absorbed by the Computer Committee. 1.26(1)M The Press Gang shall be responsible for administering the reproduction services of the Corporation. 1.26(2)M The Press Gang shall be responsible for the acquisition and upkeep of NESFA's mimeo, offset, and copier equipment. Section 1.27 The Journal Committee is obsolete. 1.27(1)M The Journal Committee, in coordination with the Press Gang, shall be responsible for the production, distribution, and content of Proper Boskonian, NESFA's erratically-appearing clubzine. The chairman of the Journal Committee shall be the Editor. 1.27(2)M All members of NESFA are entitled to receive Proper Boskonian. 1.27(4)M Books and magazines sent to Proper Boskonian as review copies should be given to the Library, except that those actually reviewed in PB may be kept by the reviewer. Section 1.28 The Collator is obsolete. 1.28(1)M Apa:NESFA (Ed's Apa) shall be the official apa, with participation open to all Members. It shall be managed by the Collator (Official Ed). 1.28(2)E The Collator is responsible for the management of the apa, overseeing collations, mailing out copies of the apa, maintaining apa accounts, preparing tables of contents, and making cover assignments. The Collator may appoint an Assistant Collator, who shall be a member of the Corporation, to serve at the Collator's discretion. 1.28(3)M Anyone who contributes at least one page to the current issue of the apa shall receive that issue and the following two free of charge. This entitlement may be increased at the Collator's discretion, but whatever rules are currently in effect shall be printed in each issue of the apa. Persons who are not NESFA Members may contribute to the apa at the Collator's discretion; when such contributions are accepted, their authors shall be entitled to free copies on the same terms as Members. 1.28(4)M All persons receiving free copies of the apa as a result of having contributed material, or ex officio as NESFA officials, shall be sent all such copies by first-class mail, if other arrangements have not been made for expeditious delivery; non-Members of NESFA must pay for postage. Non-contributors (other than NESFA officials) who are entitled to the apa shall be sent their copies by the cheapest means that will reach them within a reasonable period of time, unless they have arranged to pay extra for postage. 1.28(4A)E NESFA Members subscribing to the apa need not pay for postage. 1.28(5)E The Collator has the authority to appoint people who have performed valuable service to the apa to be "Friends of the Apa." Friends of the Apa may receive free copies at the Collator's discretion. 1.28(6)M Ed Meyer is designated a permanent Friend of the Apa. 1.28(7)E The Collator is directed to give copies of the apa to the members of the Executive Board, the Chairman of the Rules Committee, and the Editor of the Journal if they are not otherwise entitled to them. Copies shall also be given to the NESFA and MITSFS libraries. In addition, the Collator must keep a file copy of each issue. 1.28(8)M The Collator is directed to give copies of the apa to the Chairmen of all currently existing Boskone Committees if they are not otherwise entitled to them. 1.28(9)F Collator: RULES FOR THE APA (a) Apa:NESFA is collated monthly. Any eligible person may contribute by bringing the required number of copies, on 8 1/2" x 11" paper, to the collation, or by mailing it to arrive at the NESFA box before the collation. (The deadline for material to be printed by NESFA is up to the person doing the work.) The copy count and collation date will always appear in the table of contents of the previous issue, and in the Instant Message before the collation. However, a decrease in the copy count may be announced at the Business Meeting before the collation, with postcards sent to regular contributors whose contribution is not printed by NESFA or who don't receive Instant Message. (b) Information on the prices for material to be printed by NESFA (cf. Section 4.1) will be published in the apa as it is updated. (c) Persons who help collate the apa may receive a copy of that issue at the Collator's discretion. (d) Contributors desiring return of excess copies of their apazines should pick them up at the collations or ask the Collator in advance to return them. All other excess copies will be disposed of. (e) Cover assignments are made by the Collator or the Collator's designee. All front covers should contain the title (Apa:NESFA), the number of the issue, and the section number if applicable. (f) The first page of each contribution should have the contributor's name and address. Each page should be properly numbered to facilitate correct collating. (g) Whenever too few copies have been submitted of any page of any contribution, the Collator may exclude either the deficient page or the entire contribution from that collation. (h) Contributors are encouraged to single-space and back-to-back their apazines when possible, to save on mailing costs. (i) Substantial use of copyrighted material, without permission of the copyright holder, is not permitted in the apa. (j) NESFA exercises no prior editorial control over the contents of the apa, each contributor being solely responsible for his/her contribution. The sole function of NESFA regarding the apa is limited to collation and distribution. (k) A brief summary of apa policy, including all of subsection (j), shall appear at the top of each issue's table of contents. Section 1.35 The Monty Wells Project is obsolete. 1.35(1)M "The Monty Wells Project" is a one-day seminar for teachers of language arts and science to show how science fiction can be used in teaching. It is held on the Friday before a Boskone, and provides "professional development credits." 1.35(2)F The Monty Wells Project: The official title of the seminar is "When Words Collide: A Symposium on Learning and Science Fiction." Section 4.1(1)M/E is obsolete. We haven't done mimeography or electrostencilling for many years. 4.1(1) The following amounts shall be charged for the services listed (the reproduction charges in (a) and (b) may be waived by the Press Gang at its discretion): (a)M Electrostencilling: $0.50 per stencil. (b)E Mimeography for the apa: $0.35 per page. (c)E Other mimeography supplies (including special apa orders): Cost plus 25%. Section 4.1(2)F Press Gang is obsolete. 4.1(2)F Press Gang: Repro service policies on material to be electrostencilled or mimeographed for the apa (including both deadlines and limits on the numbers of pages to be run off) may be set by the persons providing these services. Users should inform themselves of these policies. Section 4.2(17)M is obsolete. It's been many years since we had any Hyperion Press books in stock. 4.2(17)M Hyperion Press books are freebies under the same terms as the other freebie books. ==>> Approved resolution: Make this motion: Moved that all of these obsolete or redundant Standing Rules Sections or Subsections be repealed: 1.3(1)E 1.4(1)E 1.12(2)E 1.12(4)M 1.12(5)M 1.13 1.15 1.16 1.17(5)M 1.20(6)E 1.26 1.27 1.28 1.35 4.1(1)M/E 4.1(2)F 4.2(17)M The Rules Committee will add the names of any repealed committees to the annotation at the end of Section I of the Standing Rules. ================================================================ ==== 2018-09-DAA.13 ================================================================ The Book Reduction Committee is sometimes referred to as just the Reduction Committee. [It appears that this was originally called the Inventory Reduction Committee, but that name hasn't been used for a long time.] ==>> Approved resolution: Make this motion: Moved to make the official name of the Reduction Committee be the Book Inventory Reduction Committee and to correct all references to it in the Standing Rules. ================================================================ ==== 2019-06-DAA.1 ================================================================ A review of Standing Rules Section 1.34 (Web Committee) reveals that, while the Web Committee has for some time been managing all of NESFA's electronic mail infrastructure, it is actually only explicitly responsible for electronic mailing lists. We should fix this. Given the general authorization of delegation of duties in ByLaws Section 6.6A, once that is done the only remaining effect of Standing Rules Section 1.34(4)M is to _require_ the Web Committee to delegate certain duties, which seems unnecessary and excessive. ==>> Approved resolution: Make this motion: Move to amend Standing Rules Section 1.34(1)M by replacing "mailing lists" with the text "mail infrastructure (including mailing lists)" replacing "mailing-list-" with the text "electronic-mail- (including mailing lists)" Section 1.34(1)M, with deleted text bracketed by "<-" and "->" and inserted text bracketed with "<+" and "+>", is The Web Committee shall be responsible for maintaining the content and appearance of NESFA's web site and for maintaining NESFA's electronic <-mailing lists-><+mail infrastructure (including mailing lists)+> and social media presence. It is also responsible for maintaining web-, <-mailing-list--><+electronic-mail- (including mailing lists)+>, and social-media-specific tools and services. Check with the Web Committee and, if they don't object, make this motion: Move that Standing Rules Section 1.34(4)M be repealed. For reference, 1.34(4)M is The Webmaster and the Email Administrator shall be appointed by the Web Committee. ================================================================ ==== Items ready to be reported to the Membership ================================================================ ================================================================ ==== 2018-11-IM956.2 (formerly 2018-09-DAA.11) ================================================================ MSP to amend Standing Rules Section 4.3(1)M by italicizing "Instant Message" replacing "will be" with "is" in two places inserting after "Members" the text ", except those who have opted out of receiving all versions of the newsletter," moving the text "by the Clerk" to immediately after the word "issued" replacing "a month" by "in each month in which a meeting is held" replacing "and will" with ". It shall" inserting after "regular" the text "and special" Section 4.3(1)M doesn't address the issues of Members who opt out of receiving Instant Message in accordance with Standing Rules Section 1.9(28)M or ByLaws Section 1.10, of months with no meeting in accordance with ByLaws Section 2.1, and of special meetings held in accordance with ByLaws Section 2.3. It also has some infelicitous wording. The Rules Committee will add this annotation: "11/18, add provisions for Members who opt out (see ByLaws Section 1.10), for months with no meeting (see ByLaws Section 2.1), and for special meetings (see ByLaws Section 2.3)." The Rules Committee will also delete the obsolete annotation "Cf. the entry in section 4.2(7) for back-issue prices." This section, with deleted text bracketed with "--" and added text bracketed with "++" is: 4.3(1)M ++++Instant Message++++ --will be--++is++ the name of the NESFA newsletter. It --will be--++is++ issued ++by the Clerk++ to all Members++, except those who have opted out of receiving all versions of the newsletter,++ at least once --a--++in each++ month ++in which a meeting is held++-- by the Clerk and will--++. It shall++ contain the minutes of all regular ++and special++ meetings of the Membership. The amended section is: 4.3(1)M Instant Message is the name of the NESFA newsletter. It is issued by the Clerk to all Members, except those who have opted out of receiving all versions of the newsletter, at least once in each month in which a meeting is held. It shall contain the minutes of all regular and special meetings of the Membership. ==>> Approved resolution: Do the above. ================================================================ ==== 2018-12-IM957.1 ================================================================ MPU to amend the standing rules to give the CH chair the authority to approve keys in addition to the eboard. ==>> Approved resolution: Append to SR 1.17(4)(a) the text "or by the chair of the Clubhouse Committee". Also append to the annotation for 1.17(4)(a) the text "; 12/18: added approval by the Clubhouse Committee chair". For reference, the current wording of 1.17(4)(a) is Active users of the Clubhouse may obtain keys. Regular Membership is prima facie evidence of active use, others must be approved by the Executive Board. [5/99: changed wording, added criterion of "active use", and removed "or its designee" from the approval clause.] ================================================================ ==== 2019-01-IM958.1 ================================================================ MPH to drop down to two GoToMyPC licenses with the option to re-add a third if needed. ==>> Approved resolution: In Section 1.33(6)M: Replace "spend $585 per year" with "purchase licenses". Replace "four" with "two". Append the text ", and to purchase a third license if needed". Also, append to the annotation the text "1/19: reduce the number of licenses to two with an option for a third". For reference, the old wording of 1.33(6)M is The Computer Committee is authorized to spend $585 per year for access to four computers via GoToMyPC. [10/06: authorized a free trial, then up to $400 per year for access to two computers; 1/07: up to $450 per year for three computers; 6/10: authorized an additional $135 per year for a 4th license, "so the separated Sales and Treasury computers can both be operated remotely".] The revised wording is The Computer Committee is authorized to purchase licenses for access to two computers via GoToMyPC, and to purchase a third license if needed. [10/06: authorized a free trial, then up to $400 per year for access to two computers; 1/07: up to $450 per year for three computers; 6/10: authorized an additional $135 per year for a 4th license, "so the separated Sales and Treasury computers can both be operated remotely"; 1/19: reduce the number of licenses to two with a option for a third.] ================================================================ ==== 2019-01-IM958.2 ================================================================ MS (RKOV): Arisia and MCFI may borrow whatever they want from NESFA assuming NESFA does not need it subject to the usual terms that they must arrange transport, they must replace or repair damaged items and they must get approval from the correct committee heads or the eboard before borrowing. MSPU (Dave C) to add Heliosphere to the list. MSPU: Arisia, Heliosphere, and MCFI may borrow whatever they want from NESFA assuming NESFA does not need it subject to the usual terms that they must arrange transport, they must replace or repair damaged items and they must get approval from the correct committee heads or the eboard before borrowing. ==>> Approved resolution: Add new subsection 5.6(10)M Arisia, Heliosphere, and MCFI may borrow any of NESFA's property provided that NESFA does not need it at that time and subject to the usual terms that they must arrange transport, must replace or repair damaged items, and must get approval in advance from the appropriate committee head(s) or the Executive Board. [1/19: documents existing practice with respect to Arisia and MCFI.] ================================================================ ==== 2019-02-IM959.1 ================================================================ MCPU: Unless three or more people are present, or an event is scheduled within two hours, no person shall set the heat above 68 degrees Fahrenheit nor the air conditioning below 78 degrees Fahrenheit in the clubhouse. ==>> Approved resolution: Add new subsection 1.17(4)(k) Unless three or more people are present or an event is scheduled within two hours, no person shall set the clubhouse heat above 68 degrees Fahrenheit nor the air conditioning below 78 degrees Fahrenheit. [2/19] In 1.17(11)E replace the stated limits with a reference to 1.17(4)(k) by deleting ", unless there are more than 2 or 3 people in the clubhouse," replacing "not set the thermostats higher than 76" with "adhere to the limits in subsection 1.17(4)(k)" also append to the annotation "2/19: replace the temperature limit with a reference to the limits set by the Membership" The text of 1.17(11)E, with deletions bracketed with "<-" and "->" and insertions bracketed with "<+" and "+>", is The eboard has gotten a number of complaints of both the clubhouse being too hot and too cold recently. As a balance between cost and comfort, we request that<-, unless there are more than 2 or 3 people in the clubhouse,-> members working in the clubhouse <-not set the thermostats higher than 76-> <+adhere to the limits in subsection 1.17(4)(k)+> and keep the Blue room door closed, so its thermomstat does not need adjusting. It has also been observed that the room's heat flow needs the ceiling fans turned on (switch labeled "fans" near the front door). Also consider a space heater and/or keeping your coat on. [2/12] The revised text of 1.17(11)E would be The eboard has gotten a number of complaints of both the clubhouse being too hot and too cold recently. As a balance between cost and comfort, we request that members working in the clubhouse adhere to the limits in subsection 1.17(4)(k) and keep the Blue room door closed, so its thermomstat does not need adjusting. It has also been observed that the room's heat flow needs the ceiling fans turned on (switch labeled "fans" near the front door). Also consider a space heater and/or keeping your coat on. [2/12; 2/19: replace the temperature limit with a reference to the limits set by the Membership.] ================================================================ ==== 2019-03-IM960.1 ================================================================ B57 (RKOV): MCPU that areas within the con may use whatever software tools they wish, within reason and with approval of the con chair, and that since we have already begun using a system for registration for B57, they may continue to use that software. ==>> Approved resolution: Add new subsection 1.9(36)M Within reason, and with the approval of the convention chair, areas within Boskone may use whatever software tools they believe are best suited to their needs. [3/19] ==>> Discussion: While this motion came from B57, I remember the context as supporting ongoing effect. The part about registration for B57 isn't of ongoing effect and so does not belong in the Standing Rules. ================================================================ ==== 2019-04-IM961.1 ================================================================ MSP 17-2 that when games are disposed of, we first offer them to sale for members at $5 each, then offer them for charitable donations, then offer them to members. ==>> Approved resolution: Add new subsection 1.40(2)M When games are to be disposed of they are first offered for sale to members at $5 each, then offered as charitable donations, then offered free to members. ================================================================ ==== 2019-06-IM963.1 (formerly 2018-09-DAA.3) ================================================================ In Section 1.20(3)M "the SF Book Club" should be deleted, since we no longer subscribe to it. MSP to amend Standing Rules Section 1.20(3)M by deleting the text ", and the SF Book Club". For reference, Section 1.20(3)M is The Librarian shall subscribe for NESFA to all English-language SF magazines with original material, and the SF Book Club. ==>> Approved resolution: Since this is a Rules Committee motion, just do it. ================================================================ ==== 2019-06-IM963.3 (formerly 2018-09-DAA.12) ================================================================ MSP to establish the position of MCFI Liaison and to define its duties as keeping NESFA informed of MCFI's activities and MCFI informed of NESFA's activities. ==>> Approved resolution: Add to the Standing Rules 1.44 The MCFI Liaison 1.44(1)M The MCFI Liaison shall be responsible for keeping NESFA informed of MCFI's activities and vice versa. Since this is a Rules Committee motion, just do the above. ================================================================ ==== Items being acted on by the Rules Committee ================================================================ ================================================================ ==== 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. ==>> Approved action: The $500/$1000 error in the Standing Rules has been fixed. Having looked at this more closely, I believe that the E-Board (since SR2.3(1) is an E rule) or the Membership should 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. So, send this email to the E-Board: Subject: Fixing a glitch in the Standing Rules Standing Rules subsection 2.3(1)E authorizes expenditures by the E-Board and by any Officer, but the limits on the amounts are also in the By-Laws and tend to get out of sync. The Rules Committee recommends that the E-Board fix this problem by changing the Standing Rules to refer to the amounts in the By-Laws, preferably by adopting this motion: Moved to amend Standing Rules Subsection 2.3(1)E 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: ?/18: Replaced text which duplicated the limits in the ByLaws with a reference to that ByLaws Subsection. For reference, the current text of SR2.3(1)E (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 $1000 without Membership approval. The Board should inform the Membership, and must inform the Treasurer, of any such allocations. ==>> Further proposed action: After discussion with the EBoard, it was decided that a better approach was to leave the Standing Rules alone and amend ByLaws to remove the duplicate numbers. Submit to the Rules Committee, signed by all of us, a motion to amend subsection 5.4(a) of the ByLaws by deleting the first two sentences. Approval of this item would constitute such a submission. We should also append to the annotation for that subsection "?/18, deleted the provisions for officers and for the Executive Board. Such expenditures and obligations may be made or authorized as specified in subsection 2.3(1) of the Standing Rules." The relevant part of the current text of 5.4(a) is Any Officer may, in the ordinary course of business, make or authorize the making of any expenditure or obligation in any amount not exceeding one hundred fifty dollars ($150). The Executive Board may make or authorize the making of any expenditure or obligation in any amount not exceeding one thousand dollars ($1000). The Membership may make or authorize the making of any expenditure or obligation in any amount whatsoever. The full revised text of 5.4(a) would be The Membership may make or authorize the making of any expenditure or obligation in any amount whatsoever. The Executive Board may authorize corporate debit cards which allow access to the Corporation's funds, for use by specific individuals in furtherance of the activities of the Corporation. If such cards are authorized, the Treasurer shall ex officio be authorized to have one. The Treasurer shall issue and may amend rules and guidelines for use of corporate debit cards, subject to the provisions of Section 5.3. [Until 4/82 the amounts above were $25 and $75 respectively. The 1967-71 By-Laws were much simpler on these points, simply saying that "all expenditures exceeding $25 [$75] must be approved by the Executive Committee [the Membership]." In 9/12 the amounts were raised from $50 and $150. At the same time "Any Officer" in the first sentence was inserted in place of "The Treasurer." The language about corporate debit cards was added 12/10. 1/17: The amount for the Executive Board was increased from $500 to $1000; ?/18, deleted the provisions for officers and for the Executive Board. Such expenditures and obligations may be made or authorized as specified in subsection 2.3(1) of the Standing Rules.] For reference, Standing Rules section 2.3(1) is With the following exceptions, all budgets must be approved by the Membership of NESFA: a) Any committee chairman is entitled to a budget of $150 without Membership approval. Such budgets can be established by informing the NESFA Treasurer. 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 $1000 without Membership approval. The Board should inform the Membership, and must inform the Treasurer, of any such allocations. d) Each Boskone Committee has an initial budget of $500. [2/95] [11/83: except as noted. Largely duplicates 8/73 rule, except that the monetary amounts are now twice as large (4/82 By-Law amendment).; 9/12: Committee and Officer authorized expenditures increased from $50 to $150; Executive Board authorized expenditures increased from $150 to $500.] ==>> Latest proposed action: We have only three possible ways to proceed: 1) Do what the EBoard has asked us to do. [Move the limits from the ByLaws to the Standing Rules.] 2) Tell the EBoard that, on further thought, we believe that the limits belong in the ByLaws, and renew our request that they adopt the motion which we originally proposed: 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: ?/??: Replaced text which duplicated the limits in the ByLaws with a reference to that ByLaws Subsection. 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 $1000 without Membership approval. The Board should inform the Membership, and must inform the Treasurer, of any such allocations. The amended rule would be 2.3(1)E With the following exceptions, all budgets must be approved by the Membership of NESFA: a) Any committee chairman is entitled to a budget of $150 without Membership approval. Such budgets can be established by informing the NESFA Treasurer. b) Each Boskone Committee has an initial budget of $500. 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. 3) Bypass the EBoard and request the Membership to adopt that motion. ==>> Approved action: Option 2, then, if necessary, option 3. ================================================================ ==== 2019-06-DAA.1 ================================================================ A review of Standing Rules Section 1.34 (Web Committee) reveals that, while the Web Committee has for some time been managing all of NESFA's electronic mail infrastructure, it is actually only explicitly responsible for electronic mailing lists. We should fix this. Given the general authorization of delegation of duties in ByLaws Section 6.6A, once that is done the only remaining effect of Standing Rules Section 1.34(4)M is to _require_ the Web Committee to delegate certain duties, which seems unnecessary and excessive. ==>> Approved resolution: Make this motion: Move to amend Standing Rules Section 1.34(1)M by replacing "mailing lists" with the text "mail infrastructure (including mailing lists)" replacing "mailing-list-" with the text "electronic-mail- (including mailing lists)" Section 1.34(1)M, with deleted text bracketed by "<-" and "->" and inserted text bracketed with "<+" and "+>", is The Web Committee shall be responsible for maintaining the content and appearance of NESFA's web site and for maintaining NESFA's electronic <-mailing lists-><+mail infrastructure (including mailing lists)+> and social media presence. It is also responsible for maintaining web-, <-mailing-list--><+electronic-mail- (including mailing lists)+>, and social-media-specific tools and services. Check with the Web Committee and, if they don't object, make this motion: Move that Standing Rules Section 1.34(4)M be repealed. For reference, 1.34(4)M is The Webmaster and the Email Administrator shall be appointed by the Web Committee. ================================================================ ==== Items being perfected by the Rules Committee ================================================================ ================================================================ ==== 2016-03-IM927.2 ================================================================ MP: Motion to mandate a link on the NESFA NEGC site leading to the NEGC meetup page. [NEGC is the New England Gaming Convention.] [The EBoard is currently (12/17) considering policy on issues including this. We should defer action until we hear what they've decided.] ================================================================ ==== 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 more than 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. Information in 4.2(7) which I didn't find anywhere else on the website: historical price info information about galleys most non-book or oddball items most of the "Items from other publishers" most of the "Doodads" or "Miscellaneous Items" We need to check each item in 4.2(7) individually! Ugh! This item needs much more work before it's ready for a vote. ================================================================ ==== 2017-11-DAA.1 -- this arose when updating 2.5(9)M ================================================================ ==>> Question: Are there still any accounts to which 2.5(9)M applies? If not, should 2.5(9)M be deleted? For reference, 2.5(9)M is Interest on internal accounts (e.g., Boskone advances) will be paid at a fixed rate which will be determined from time to time by the NESFA Treasurer and which will roughly reflect the average interest earned by all of NESFA's interest-bearing accounts. Defer dealing with this item until the Treasurer is less overworked, then ask about it. ================================================================ ==== 2017-11-DAA.3 -- this arose when adding 4.2(19) ================================================================ Much of section 4.2 is obsolete, contradictory, or both. It badly needs a rewrite -- but revisit this after the EBoard acts regarding 4.2(8) and 4.2(12) as recommended by the Rules Committee in December 2017. ================================================================ ==== 2018-09-IM954.3 ================================================================ MPU to authorize the web committee to add a donate button to the website, preferably with options to give to either a general fund or a fund to rebuild or acquire a new clubhouse. This motion also establishes a Clubhouse Upgrade or Replacement Fund. ==>> Discussion: The only part of this which may affect the Standing Rules is the establishment of a Clubhouse Upgrade or Replacement Fund. Since the original motion as reported in IM was rather vague on this issue, before approving this item we should check whether this matches their intent with the maker of the motion (the Web Committee) and with the Membership in general. ==>> Proposed resolution: Check with the Web Committee, and then with the Membership if needed, whether the proposed addition to the Standing Rules matches their intent, update it as needed, then approve the resulting addition. Add new Section 2.9 to the Standing Rules: 2.9 The Clubhouse Upgrade or Replacement Fund 2.9(1)M There shall be a Clubhouse Upgrade or Replacement Fund which shall hold all monies donated to NESFA to improve or replace the clubhouse, and all funds otherwise designated for this purpose. ================================================================ ==== 2018-09-DAA.4 ================================================================ In Section 1.20(7)M the prices for selling duplicate books are certainly obsolete. IIRC this whole section has been superceded by new policy, but I haven't found any documentation of this, though Section 1.20(9)M is related. ==>> Proposed resolution: Request the EBoard to get the appropriate people to fix this. ================================================================ ==== 2018-09-DAA.6 [active] ================================================================ ==>> Discussion: Apparently the Order of Business actually being used was for some time maintained as a Google Doc, is currently being maintained by the President in a non-web-accessible file, and Sections 3.1(1) and 3.1(1A) have been ignored for ages. The URL is for the Google Doc is https://docs.google.com/document/d/1NXs2S0pQU5OpJMRM9C-mZX9UULuRt-Y4ew_r4hc_0KM/view We should talk to the President (or perhaps the whole EBoard) about how/whether the current document can be made accessible to Members. I (Dave A) believe that this information is something that Members should be able to find easily, and think that having the President take over the existing Google Doc (or create a new one owned by president@nesfa.org) would be a good way to go, but this is really up to the President unless the Membership chooses to impose restrictions. We should poll the Membership to determine how much of the Order of Business it wants fixed in the Standing Rules and how much it's comfortable with leaving to the whim of the President. Once that's determined we should make a motion to replace Sections 3.1(1) and 3.1(1A) with a reference to the document currently being used plus whatever restrictions on the Order of Business that the Membership wants. I (Dave A) will update the annotations for these two sections to reflect the current state of affairs (but keep a reference to the Google Doc). The failed amendment brought up the issue that it's not unusual to take up items early when there's a good reason, so we should officially allow doing that. Examination of recent issues of Instant Message suggests this order: For the Officers, include the reports of any assistants. For the Executive Board and all Committees and Agencies, include the reports of any subcommittees and assistants. An item missed or skipped will be in order later in the meeting. a) Proxies. b) Additions and corrections to the minutes of previous meetings as published in Instant Message. c) Report of the President. d) Report of the Vice-President. e) Report of the Treasurer. f) Report of the Clerk (assistants include Calendar, Mailroom, Roster). g) Report of the Executive Board, including minutes of meetings of the Executive Board since the last meeting of the Membership. h) Reports of Committees and Agencies. i) Special Orders of Business, including things required to be done at a meeting by the By-Laws. j) Unfinished Business and General Orders. k) New Business. l) Matrix. m) Displacement. n) Announcements. o) Times & Places. The committees and positions mentioned in the ByLaws are Boskone, Fellowship, Finance, Membership, Nominating, Rules, Skylark. The committees and positions mentioned in the Standing Rules are Archivist, Clubhouse, Codclave, Computer, E-Commerce, Gamesmaster, Gaughan Award, Hotel, Insurance, Lexicon, Library, NESFA Press, NESFA Reading Group, Outreach, Procurement, Program, [Book] Reduction, Sales, Story Contest, Web, Worldcon Liaison. Also mentioned in the Standing Rules are these obsolete items: Collator, Hymnal, Index Production, Journal, Monty Wells Project, Press Gang, T-Shirt. Not currently mentioned anywhere: MCFI Liaison, NESFA Picnic, NESFA Writes The actual order in which reports have been presented at recent meetings is a bit inconsistent, but appears to be substantially as follows (subcommittees and assistants are shown indented). Rules [BL] [in either order with Membership] Membership [BL] [in either order with Rules] Finance [BL] Nominating [BL] Clubhouse [SR] Archivist [SR] Procurement [SR] Library [SR] cataloging Computer [SR] Web [SR] social media NESFA Press [SR] [Different order at every recent meeting.] Sales [SR] [Different order at every recent meeting.] E-Commerce [SR] [Almost? always right after Sales.] Codclave [SR] [Rare, but usually near here.] Lexicon [SR] [Rare, but usually near here.] Boskone(s) [BL] [Different order at every recent meeting.] Hotel [SR] [Different order at every recent meeting.] [Book] Reduction [SR] [Different order at every recent meeting.] MCFI Liaison Worldcon Liaison [SR] Reading Group [SR] NESFA Writes Gamesmaster [SR] Game Days Outreach [SR] Media Days Fellowship [BL] Gaughan Award [SR] Skylark Award [BL] NESFA Picnic [Usually called on near here.] Insurance [SR] [Rarely called on, usually near here.] Short Story Contest [SR] Silent & Silly ==>> Proposed resolution: Gather information from the President/EBoard and the Membership, then make a motion to replace Sections 3.1(1) and 3.1(1A) based on it. In addition to whatever restrictions the Membership chooses to impose (if there are any), that motion should include: Delete Section 3.1(1A)F. In Section 3.1(1)M: replace "below" with "in a separate document maintained by the President and accessible via the NESFA website" delete items (a) through (j) append the text "The presiding officer may take items up early when there is a good reason." The current version of that separate document should be named and linked to in the annotation -- that will make it easy for anyone to find the current Order Of Business while allowing that document to be moved or replaced without requiring a motion at a meeting. The amended Section 3.1(1) would be: The order of business for regular meetings of the Membership shall be as listed in a separate document maintained by the President and accessible via the NESFA website. An item missed or skipped will be in order later in the meeting. The presiding officer may take items up early when there is a good reason. ================================================================ ==== 2018-09-DAA.8 ================================================================ Section 4.2(8)E: the postage rates need updating. Section 4.2(12)F President/Sales Committee: the postage section is grossly out of date. ==>> Proposed resolution: We should request the EBoard and Sales Committee to update or delete these rules. ================================================================ ==== 2018-09-DAA.14 [active] ================================================================ Section 4.3(4)E is inconsistent with current practice. The roster is not part of Instant Message, just included with it, and is sent separately (on paper) to Members who receive Instant Message electronically. There is a mention of opting-out of just the roster in 4.3(12)F but I haven't found anything that actually authorizes this. ==>> Proposed resolution: Request the EBoard to amend the rule as follows (deleted text is bracketed with "<-" and "->", added text is bracketed with "<+" and "+>"): 4.3(4)E The Clerk is directed to <-print-><+send+> the roster of NESFA Members in <-Instant Message-><+May and November of each year to all Members who have not opted out of receiving Instant Message (see ByLaws Section 1.10)+> <-in May and November of each year->. ================================================================ ==== 2018-09-DAA.15 ================================================================ Section 4.3(4B)M conflicts with long-time practice, though the current roster follows it. All Honorary Members were also listed in the All Members section of the roster, to make it a complete list. ==>> Discussion: If the committee feels that this isn't appropriate as a committee action, I (Dave A) will make the motion as an individual. ==>> Proposed resolution: Make this motion: Moved to repeal Section 4.3(4B)M. For reference, this section is 4.3(4B)M Honorary members whose addresses do not appear in the roster shall have their names listed only in the "Honorary" section of the roster. ================================================================ ==== 2018-09-DAA.16 ================================================================ There are a couple of issues with Section 4.3(12)F IM List Moderator. * ByLaws Section 1.10 allows opting out of receiving all versions of IM, so the sentence which says that we don't allow this should be deleted. * IIRC for Members who receive IM electronically we're now sending paper rosters without an accompanying copy of IM -- but I haven't found any authorization for this. * I haven't found any authorization for the claim in the last sentence that a Member may continue to receive IM but opt out of receiving the roster. The current text of Section 4.3(12)F IM List Moderator is: 4.3(12)F IM List Moderator There are 2 mailing lists for electronic Instant Message (IM) distribution: one receiving an attached IM in PDF form and one receiving the URL of our IM archive along with a username and a password allowing access to that archive. The username and password are guaranteed to work for 6 weeks, but in practice will work for longer. Adding yourself to either of these lists requires moderator approval; only email addresses known to belong to NESFA members will be approved. If you're not sure, send a note with your name and the desired email address to roster@nesfa.org well before trying to sign up; if you don't want this address to be generally known, tell us to mark it as "do not publish" (which will prevent it from appearing in the roster or in any roster updates published in IM). If this isn't enough info for you, or you have trouble using the lists, please contact listadmin@nesfa.org. The sign-up lists are at www.nesfa.org/information/imdoc.html. The NESFA membership form (new or renewal) allows the member to request delivery of IM in one or more forms: paper, PDF, or URL. We don't currently allow a member to receive none of the three forms. We continue to send paper IMs to every member twice per year containing the membership roster. A member may request separately not to receive the biannual roster-containing paper IM by verifying that they do not need or want the roster information. ==>> Proposed resolution Request the IM List Moderator to update this fiat. ================================================================ ==== 2018-09-DAA.18 ================================================================ There have been two proposed notices of Rules Committee updates to the Standing Rules, consisting entirely of material on which we had already agreed, which were held up because someone decided they didn't like something we'd already agreed on -- which has made me think about how to prevent issues like this from unduly delaying such notices. ==>> Proposed resolution: Create a Rules Committee fiat: When voting on whether to approve a proposed notification of a Rules Committee report on Standing Rules updates: * the only criterion must be whether or not the proposed report properly reflects what has already been decided. * If someone disagrees with something in the notification that has already been decided, they should hold off on voting on the notification and propose re-opening discussion on that item. That proposal must include the specific change(s) they want made, so that there's something we can discuss, or at least a clear statement of why they think that changes are needed. * If there is agreement that discussion of an item should be re-opened, that item will be removed from the proposed notification (since it's no longer 'already decided'). Whether or not the item is removed, the vote on approving the notification should proceed based only on whether it properly reflects what is still 'already decided' (unless no items remain). ================================================================ ==== 2018-09-DAA.20 [active] ================================================================ Section 1.7(5)M needs updating based on ByLaws Sections 1.8 (regarding transfers between Regular and Inactive membership) and 1.9 (regarding admission of new Subscribing and Family-Dependency members). ==>> Proposed resolution: Make this motion: Moved to amend Section 1.7(5)M of the Standing Rules by in item (I) regarding Subscribing Members delete the word "essentially" delete the last sentence in item (III) regarding Family-Dependency Members delete the word "essentially" in item (V) regarding Inactive Members delete the word "essentially" Those subsections, with deleted text bracketed with "<-" and "->", are 1.7(5)M Guidelines To Membership Policy (I) Subscribing Members: <-essentially-> automatic for anyone who applies for it and pays the dues. Subscribing Members who regularly attend meetings are expected to change their class of membership to General unless special circumstances prevail. <-Except in certain unusual cases, candidates for Subscribing Membership may be recommended by the Chairman of the Committee alone, without having to call a meeting for what would ordinarily be a routine matter.-> (III) Family-Dependency Members: <-Essentially-> automatic for anyone who qualifies. (V) Inactive Membership: <-Essentially-> automatic for anyone who qualifies. [See By-Laws: Section 1.1 (b).] Under By-Laws Section 1.2A, the Membership may also waive the requirement of Section 1.1 (b) that an Inactive Member be a former Regular Member. ================================================================ ==== 2018-10-DAA.1 [active] ================================================================ The annotations to sections 1.9(6), 1.9(7), 1.9(28) and 1.9(29) should be updated to show that some material in 1.9(3) and 1.9(7) was moved to 1.9(28) and i.9(29) when accounting for life memberships was repealed. Repealed sections 1.9(4), 1.9(5), 2.1(8), and 2.7(8), which currently have the same uninformative annotation of "Repealed 10/12 by a vote eliminating all accounting reserves for life members", should have their annotations updated to summarize their pre-repeal content. Since this is non-substantive, we don't need Membership approval. ==>> Discussion: While scanning the website for URLs referencing "rules" I found , which states that it is obsoleted by a decision in October 2012 and references several Standing Rules sections. In the current version of the Standing Rules, these sections are all shown as "repealed" -- but, due to an error when the ByLaws and Standing Rules were consolodated into a single file each, the links in that page refer to a pre-repeal version of the Standing Rules. So I noticed that two of those sections were only partially repealed. 1.9(6)M was The internal transfer cost of a Boskone Life Membership shall be the same as the price specified in SR 1.9(3). Each Boskone Committee shall purchase a Boskone Life Membership at this rate for each of its Guests of Honor. The second sentence, modified by replacing "purchase" with "give" and by replacing "at this rate for" with "to", should have been retained. So the correct current version would be Each Boskone Committee shall give a Boskone Life Membership to each of its Guests of Honor. 1.9(7)M was Each Boskone Committee shall purchase for each of its Guests of Honor a lifetime honorary membership in NESFA at a cost of fourteen times the current annual dues for Subscribing Membership. Such honorary memberships shall entitle their holders to all the rights and privileges of Subscribing Membership without payment of dues. The first sentence, modified by replacing "purchase for" with "give to" and deleting the end of the sentence starting with "at a cost" should have been retained. The second sentence is no longer needed since ByLaws Section 1.1A now defines Honorary Membership. So the correct current version would be Each Boskone Committee shall give to each of its Guests of Honor a lifetime honorary membership in NESFA. Since 1.9(28) and 1.9(29) now provide these directions, there's no longer any need to fix up 1.9(6) and 1.9(7), but we should update the annotations. The 10/17 date on the existing 1.9(29) annotation appears to be a typo for 10/12. 1.9(4)M was Boskone Life Membership fees shall be held in a separate account called the Life Membership Account, and shall be invested in a money market fund, from which they may be removed at the Treasurer's discretion. 1.9(5)M was Every year there shall be transferred from the Life Membership fund to the Boskone fund the Boskone preregistration fee times the approximate number of Life Members attending the con who are not receiving a free membership, except that the transfer shall not exceed the interest accrued during the year on the Life Membership fund. 2.1(8)M was Every year there shall be transferred from the NESFA Life Memberships liability account to the dues-income account the Subscribing Member dues rate times the number of NESFA Life Members, except that the transfer shall not exceed the interest accrued during the year on the NESFA Life Memberships liability account. 2.7(8)E was NESFA is billed by Boskone for Boskone Life Memberships after the convention, in accordance with Section 1.9(5). ==>> Proposed resolution: Update the annotations as follows (inserted text is bracketed with "<+" and "+>, deleted text is bracketed with "<-" and "->"): 1.9(6) <+11/81, Specified purchasing Boskone Life Memberships for Guests of Honor. Partially+> Repealed 10/12 by a vote eliminating all accounting reserves for life members. <+Direction to give Boskone Life Memberships to Guests of Honor was moved to Section 1.9(29). Quoted in /Treasury/BoskoneLifeMemberships.htm.+> 1.9(7) <+8/82, Specified purchasing Honorary NESFA Life Memberships for Guests of Honor. Partially+> Repealed 10/12 by a vote eliminating all accounting reserves for life members. <+Direction to give NESFA Life Memberships to Guests of Honor was moved to Section 1.9(28). Quoted in /Treasury/BoskoneLifeMemberships.htm.+> 1.9(28) 10/12<+, direction to give Life Memberships to Guests of Honor moved from Section 1.9(7).+>; 9/17, add "as soon as..." 1.9(29) 10/1<-7-><+2+>, based on long-standing practice. <+Direction to give Life Memberships to Guests of Honor moved from Section 1.9(6).+> 1.9(4) <+Specified how to account for Boskone Life Membership fees.+> Repealed 10/12 by a vote eliminating all accounting reserves for life members. 1.9(5) <+Specified how to pay each Boskone for Life Memberships.+> Repealed 10/12 by a vote eliminating all accounting reserves for life members. 2.1(8) <+Specified how to account for NESFA Life Membeships.+> Repealed 10/12 by a vote eliminating all accounting reserves for life members. 2.7(8) <+Specified when to pay each Boskone for Life Memberships.+> Repealed 10/12 by a vote eliminating all accounting reserves for life members. <+Quoted in /Treasury/BoskoneLifeMemberships.htm.+> ================================================================ ==== 2019-05-DAA.1 [active] ================================================================ Section 4.2(18)M should be updated to match the requirements for member discounts -- pick up in person, what else? 4.2(18)M When a non-member visits the clubhouse, they may buy our NESFA Press books at a 20% discount unless a larger discount applies. ==>> Proposed resolution: Make this motion: Moved to amend Section 4.2(18)M of the Standing Rules by replacing "visits" with the text "picks up NESFA Press books while visiting" and replacing "our NESFA Press books" with the text "them". That section, with insertions bracketed with "<+" and "+>" and deletions bracketed with "<-" and "->" would be 4.2(18)M When a non-member <-visits-><+picks up NESFA Press books while visiting+> the clubhouse, they may buy <-our NESFA Press books-><+them+> at a 20% discount unless a larger discount applies. ================================================================ ==== 2019-05-JR.1 ================================================================ While discussing deleting the redundant Section 2.7(12), Tony Lewis noted that, strictly speaking, "Arabic numerals" in Section 1.9(21) should be "Hindu-Arabic numerals" and Joe Ross moved to amend that section. This is being considered separately from the original proposal, which has already been approved. ==>> Proposed resolution: Make this motion: Moved to amend Standing Rules Section 1.9(21)M by replacing "Arabic" with "Hindu-Arabic". ================================================================ ==== 2019-06-IM963.2 (formerly 2018-09-DAA.7) ================================================================ MS to amend Standing Rules Section 3.4(7)M by replacing " or" with "," inserting before "goes off" the text ", cell phone, or similar device" MSP to amend the motion by inserting ", or who speaks when they do not have the floor (except as allowed in "Robert's Rules of Order")," after "goes off" The amended motion passed. [[Get the actual text of the amendment when IM #963 is published.]] Section 3.4(7)M with deleted text bracketed with "<-" and "->" and with added text bracketed with "<+" and "+>" is 3.4(7)M Any person whose beeper<- or-><+,+> alarm watch<+, cell phone, or similar device+> goes off<+, or who speaks when they do not have the floor (except as allowed in "Robert's Rules of Order",+> during a meeting of the Membership shall be fined in accordance with the schedule of pun fines in effect at the meeting during which the incident occurs. ==>> Proposed resolution: TBD ================================================================ ==== 2019-06-IM963.4 ================================================================ MS to change the Boskone membership rate structure items "K-12" and "college" to "child (5-17)" and "young adult (18-25)", and to add "active military" at the lowest available "adult" rate. MSP to divide the question, separating the "active military" rate. Both parts of the divided motion passed. [[Get the actual text of the motion when IM #963 is published.]] ==>> Discussion: The Boskone membership and special-rate structures (except for the 'dealer' rate specified in 1.9(34)) aren't documented anywhere that I've found, and probably should be. We probably shouldn't get into how rates can vary over time, but we should document the various special rates. Are there any not mentioned here? What is the policy if someone who qualifies for one of these rates also qualifies as a 'child' or 'young adult'? ==>> Proposed resolution: Add a new section: 1.9(37)M The classes of membership in Boskone shall be: 1) Person-in-tow (age 0-4, a required assistant, etc.) 2) Child (age 5-17 inclusive) 3) Young Adult (age 18-25 inclusive) 4) Adult (age 26 or greater) Replace Section 1.9(34)M with 1.9(34)M Special membership rates for Boskone: 1) Worker - the lowest 'adult' rate ever available 2) Dealer - the same as the 'worker' rate 3) Active Military - the lowest 'adult' rate ever available For reference, the current Section 1.9(34)M is 1.9(34)M The membership rate at Boskone for dealers shall be the same as the worker rate. [3/17] ================================================================ ==== 2019-06-IM963.6 ================================================================ MS to amend the Standing Rules to change the mailing list usually used to giving notice from nesfa-announce to nesfa-active, allow any member who wants to receive those notices to join the nesfa-active list, and remove the requirement that the nesfa-announce list include everyone who is on the nesfa-regular list. MSP to amend the motion by eliminating the removal of the requirement that the nesfa-announce list include everyone who is on the nesfa-regular list. The amended motion passed. [[Get the exact text of the amendment when IM #963 is published.]] ==>> Proposed resolution: Announce on the nesfa-announce mailing list that future notices will be sent to the nesfa-active list and that anyone who wishes to receive those notices should sign up for the nesfa-active list. In section 5.8(2)M, replace "nesfa-announce" with "nesfa-active" in two places, and in the annotation. In section 5.8(3)M, replace "nesfa-announce" with "nesfa-active" in one place. The Rules Committee will append to the annotations for 5.8(2) and 5.8(3) the text "6/19, nesfa-announce replaced with nesfa-active". In section 1.34(2)M: after "NESFA" in the second sentence, insert the text ", or want to receive notices as specified in Section 5.8(2),", and replace "nesfa-announce mailing list" with "nesfa-active mailing list", and replace "and Announce lists" with "list", and replace "or Announce lists (Mailman can do this automatically)" with "list; the Announce list shall also be maintained in this manner" The Rules Committee will append to the annotation for 1.34(2) the text "; 6/19, adapted for using the nesfa-active list for notifications rather than the nesfa-announce list" Section 1.34(2), with deleted text bracketed by "<-" and "->" and added text bracketed by "<+" and "+>", is 1.34(2)M Any member may join the nesfa-announce or nesfa-open mailing lists. Only members who are actively participating in NESFA<+, or want to receive notices as specified in Section 5.8(2),+> 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. The Regular Members' mailing list (nesfa-regular@lists.nesfa.org) should be used only when, for legal or other reasons, the subject under discussion must be very closely held. All other subjects should be discussed on the Active Members' mailing list (nesfa-active@lists.nesfa.org) or, if they are of interest to all members, on the Open mailing list (nesfa-open@lists.nesfa.org). To avoid any possibility of needing to post any message to both the Regular Members' and Active Members' mailing lists and to allow notifications to be posted only to the <-nesfa-announce-><+nesfa-active+> mailing list, the Active Members' <-and Announce lists-><+list+> shall be maintained such that every person who receives messages sent via the Regular Members list will also receive messages via the Active Members <-or Announce lists (Mailman can do this automatically)-><+list; the Announce list shall also be maintained in this manner+>. [1/07: for the nesfa-announce and nesfa-open lists; 5/07: for the nesfa-active and nesfa-regular lists.; 12/11: Further provisions regarding nesfa-regular added.; See also 1.34(3). 11/16: Added requirement to include all members of the regular-members list in the announce list<+; 6/19, adapted for using the nesfa-active list for notifications rather than the nesfa-announce list+>.] ================================================================ ==== 2019-06-DAA.2 ================================================================ Update 1.6(8) to reflect that the archived files are now accessible via the website. ==>> Discussion: Since this is a Rules Committee fiat it does not require any action by the Membership, just that we notify them. ==>> Proposed resolution: Update 1.6(8)F as follows (inserted text is bracketed with "<+" and "+>"): 1.6(8)F Rules Committee: Whenever any file . 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 -asof-YYYYMMDD. (where YYYYMMDD is the current date) <+and made readonly by "chmod 444". If the file is bl.css or sr.css, also copy it into the "rules/archive" directory as that name+>. If a file is changed more than once on a given day, only the latest copy will be saved. <+At the beginning of each January, create a new subdirectory named for the previous year (e.g., "2020") and move all of the previous year's files (e.g., "*2020*") into it; also copy bl.css and sr.css into it (to keep the proper formatting) and header.html. To minimize maintenance the "archive" directory and its subdirectories are auto-indexed; this is done by having in the "archive" directory a file named ".htaccess" which contains Options Indexes FollowSymLinks IndexOptions NameWidth=* HeaderName header.html IndexIgnore bl.css sr.css header.html+> [4/18<+; 6/19, added instructions for making archived files available via the website.+>] ================================================================ ==== 2019-06-DAA.3 ================================================================ Update 1.6(9) to reflect the changed structure of SR-pending.txt. ==>> Discussion: Since this is a Rules Committee fiat it does not require any action by the Membership, just that we notify them. ==>> Proposed resolution: Update 1.6(9)F as follows (inserted text is bracketed with "<+" and "+>" and deleted text is bracketed with "<-" and "->"): 1.6(9)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 "items being perfected" section of+> the SR-pending.txt page in the "rules" <-section-><+area+> 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-><+acted on+> the item it will be moved to <-the "ready to be reported to the Membership" section of SR-pending.txt-><+one of the other sections of SR-pending.txt, depending on whether it requires a motion at a Business Meeting, requires some other action, or is ready to be reported to the Membership+>. After <-it-><+an item+> has been reported to the Membership it will be integrated into the Standing Rules web page and deleted from SR-pending.txt. <+An item requiring that a motion be made will also be deleted after that motion has been made. An item requiring some other action will either be deleted or updated and moved to an appropriate section after that action has been completed.+> [4/18<+; 6/19, updated for the changed structure of SR-pending.txt.+>] ================================================================ ==== 2019-06-DAA.4 [active] ================================================================ The $400 amount in Standing Rules Sections 2.3(3)M and 2.3(6)E and the $700 amount in Section 2.5(4)(b)E apparently haven't been updated since December 1983; this should be fixed. ==>> Discussion: Several different "inflation calculators" on the 'net give values slightly over $1000 for the current equivalent of $400 and values slightly less than $1800 for the current equivalent of $700. While here, fix the reference in 2.3(3) to Bylaws Subsection 10.2(g), which should have been changed to 10.2(j) when that subsection was approved. (Or we could just delete that reference, since the definitions in 10.2 apply whether or not they're explicitly referenced.) ==>> Proposed resolution: Make this motion at a Business Meeting: Moved to amend Section 2.3(3) of the Standing Rules by replacing "$400" with "one thousand dollars ($1000)", and replacing "10.2(g)" with "10.2(j)" and to amend Section 2.3(6) of the Standing Rules by replacing "of more than $400" with "which exceed the limit there". Note that this will convert 2.3(6) from an E-rule to an M-rule. Sections 2.3(3) and 2.3(6), with deleted text bracketed with "<-" and "->" and inserted text bracketed with "<+" and "+>", are: 2.3(3)M Expenditures or obligations in excess of <-$400-><+one thousand dollars ($1000)+> require a two-thirds vote of the Membership, unless (a) prior approval of the Executive Board has been obtained or (b) written notice has been given at least one week in advance in accordance with ByLaws Subsection 10.2(<-g-><+j+>). 2.3(6)M After their initial adoption, budgets may be amended by majority vote of the Membership, except that the provisions of Section 2.3(3) shall apply to any increases <-of more than $400-><+which exceed the limit there+>. Also request the Executive Board to update the $700 amount in 2.5(4)(b)E to a more suitable amount; $1800 is suggested based on inflation. For reference, Section 2.5(4)(b)E is Items costing less than $700 are not capitalized. ================================================================ ==== 2019-06-DAA.5 ================================================================ ByLaws Subsection 5.7(c) does not clearly allow electronic notification. ==>> Discussion: This would be a ByLaws amendment, not a Standing Rules update, but it makes sense to perfect it in the same manner. ==>> Proposed resolution: I'll sign this, so have two more of us sign then officially submit it to the Rules Committee. Moved to amend Subsection 5.7(c) of the ByLaws by inserting after "or in writing" the text "(including by electronic means)". Subsection 5.7(c), with inserted text bracketed by "<+" and "+>", is 5.7(c) Each Officer shall be notified of the place, date, and hour of each meeting of the Board. Notice may be given orally, by telephone, by telegraph, or in writing <+(including by electronic means)+>, and is valid if given in time to enable the Officer to attend, or if given according to Subsection 10.2(g) of these by-laws. Notice given in the form of an announcement made at a prior meeting of the Board or of the Membership is valid as to those Officers present at such prior meeting. ================================================================ ==== 2019-06-DAA.6 ================================================================ ByLaws Section 4.4 (regarding the duties of the Clerk) includes He or she shall be responsible for filing such reports as may be required by state and federal law. There are two problems with this: (1) some of these reports are being filed (and should be filed) by the Treasurer, and (2) not all laws are state or federal. ==>> Discussion: This would be a ByLaws amendment, not a Standing Rules update, but it makes sense to perfect it in the same manner. If we approve this item we'll need to determine what reports should be filed by the Treasurer and if there are any reports which should be filed by anyone other than the Clerk or Treasurer. ==>> Proposed resolution: I'll sign this, so have two more of us sign then officially submit it to the Rules Committee. Moved to amend ByLaws Section 4.4 by prefixing that sentence with "Except as otherwise provided in these ByLaws", and replacing "and federal" with ", federal, and other" and to amend ByLaws Section 4.3 (regarding the duties of the Treasurer) by adding a list of reports and types of reports, including tax forms, which he/she is responsible for filing. ================================================================ ==== 2019-06-DAA.7 ================================================================ The term "preferential ballot" is used in Bylaws sections 3.6 and 11.5(f) but is never defined. This should be fixed. ==>> Discussion: This would be a ByLaws amendment, not a Standing Rules update, but it makes sense to perfect it in the same manner. This lack of a definition was an issue in the recent election of a Vice-President, where the details of counting the votes were important. ==>> Proposed resolution: I'll sign this, so have two more of us sign then officially submit it to the Rules Committee. Moved to amend the ByLaws by adding a new Subsection: 10.2(k) "Preferential ballot" means using "Single Transferrable Vote", simplified to "Instant Runoff" when only one candidate is to be selected. To break ties, compare the numbers of first-place, then second-place, etc. votes on the original ballots. If this is not sufficient to break a tie, use a coin-flip or other random selection. (1) "Instant Runoff" ballots are counted by repeatedly counting first-place votes and eliminating the candidate with the fewest until only one candidate remains. When a candidate is eliminated, all votes for him or her are removed and the resulting gaps in each voter's ranking are closed up before counting again. If multiple candidates tie for the fewest votes, eliminate all of them unless this would eliminate all candidates. (2) "Single Transferable Vote" ballots are counted much like "Instant Runoff" ballots except that a "quota" (the minimum number of votes needed to be elected) is calculated and before eliminating any candidate (and redistributing all of his or her votes) all candidates who meet the quota are elected and their votes in excess of that quota are redistributed to other candidates; this is repeated until no new candidates are elected. There are several specifications for the details of that redistribution; we don't need to pick one since all of our elections select only a single candidate. ================================================================ ==== 2019-06-DAA.8 ================================================================ ByLaws Subsection 10.2(j) only applies when the group to receive notice is unspecified or stated as "the Membership". This is deliberate so that when a specific group is mentioned they must all be given timely notice. ByLaws Sections 8.5(a), 9.3, and 9.5 specify "All Members" and were missed when 10.2(j) was adopted; they should have been changed to say "the Membership". We should fix this. Also, Sections 2.10 and 8.4(d) specify "the Members" and also were missed; the best way to fix this is probably to add "the Members" to Subsection 10.2(j). ==>> Discussion: This would be a ByLaws amendment, not a Standing Rules update, but it makes sense to perfect it in the same manner. ==>> Proposed resolution: I'll sign this, so have two more of us sign then officially submit it to the Rules Committee. Moved to amend the ByLaws by, in Sections 8.5(a), 9.3, and 9.5, replacing "all Members" with "the Membership", and by, in Subsection 10.2(j), inserting before "the Membership" the text "the Members or" Those sections, with deleted text bracketed by "<-" and "->" and added text bracketed by "<+" and "+>", are 8.5(a) Except as provided in Subsection 8.4(d), <-all Members-><+the Membership+> shall be notified in writing at least two weeks in advance as to the meeting at which a proposal to remove an Officer will be brought before the Membership. 9.3 <-All Members-><+The Membership+> shall be notified in writing, at least two weeks in advance, of the original text of the proposal along with any changes suggested by the Rules Committee and the place, date, and hour of the meeting at which it will be considered. 9.5 Whenever any proposal has been referred again to the Rules Committee, <-all Members-><+the Membership+> shall be notified again in writing, at least two weeks in advance, of the original text of the proposal along with any changes suggested by the Rules Committee and the place, date, and hour of the meeting at which it will again be considered. 10.2(j) When written notice is to be given but the Member or group of Members to whom to give it is not specified or is specified as <+"the Members" or+> "the Membership", notice shall be given to all Regular Members but for all other Members it may either be given or only be made available. Notice is made available by being published in a manner which all (or nearly all) Members can elect to receive; any Member who cannot elect this shall, on request, instead be given notice. Any notice which is made available under this section shall also be given to all Members, but need not be given to them in accordance with any time constraint specified. For reference, Sections 2.10 and 8.4(d) are 2.10 Except when the provisions of Section 8.4 have been invoked, whenever the Offices of President and Vice-President are both vacant, any other Officer may schedule a meeting of the Membership, and in the absence of any Officer, the Rules Committee or any member thereof may schedule a meeting, and in the absence of any member of the Rules Committee, any Regular Member may schedule a meeting. If the Office of Clerk is vacant, the person scheduling the meeting shall perform the functions of the Clerk in notifying the Members of the meeting. 8.4(d) The Membership shall meet within two weeks of any such suspensions to act on the matter. The Rules Committee shall schedule such a meeting and notify the Members thereof, unless a meeting is already scheduled to take place within the required time. ================================================================ ==== 2019-06-DAA.9 ================================================================ Standing Rules subsection 5.1(1)(b)M does not say what kind of notice or how much notice is needed. This should be fixed. ==>> Proposed resolution: Make this motion at a Business Meeting: Moved to amend subsection 5.1(1)(b)M of the Standing Rules by replacing the first instance of "notice" with "one week written notice". Section 5.1(1)(b)M, with added text bracketed by "<+" and "+>", is 5.1(1)(b)M Sections of the NESFA Code can be added by a simple majority vote of the Executive Board or the Membership. Sections can be amended or rescinded by the appropriate body by a majority vote if <+one week written+> notice is given or, if notice is not given, by a two-thirds vote or a vote of a majority of all Members eligible to vote, whichever is less. ================================================================ ==== 2019-06-DAA.10 ================================================================ Standing Rules sections 5.1(2)E and 5.1(3)F don't allow for fiats from people holding appointed positions. We should fix this. ==>> Proposed resolution: Request the Executive Board to update 5.1(2)E to allow for appointed positions, preferably by inserting after the first instance of "committee" the text ", holder of an appointed position", and replacing "Officer, committee, or government agency involved" with "issuer". Also update 5.1(3)F Rules Committee by inserting before "name" the text "position or", and replacing "issuing Officer or committee" with "issuer". Those sections, with deleted text bracketed by "<-" and "->" and added text bracketed by "<+" and "+>", are 5.1(2)E Sections of the NESFA Code designated as "(section)F" are fiats of an Officer, committee<+, holder of an appointed position+>, or government agency that can be adopted, rescinded, or amended by the <-Officer, committee, or government agency involved-><+issuer+>. These sections are included at the discretion of the Rules Committee. 5.1(3)F Rules Committee: Fiat sections of the NESFA Code shall begin with the <+position or+> name of the <-issuing Officer or committee-><+issuer+>. This will be followed by a colon and then the body of the section.