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 and items which are under discussion but have not yet been moved or announced. All of these items (except for ByLaws amendments and items which are just under discussion) 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-.N" where is usually either IM or someone's initials, N is a number which makes each identifier unique, and YYYY-MM is the year and month when the item was created or, if earlier, when the event that the item is based on occured). 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 3 June 2022. Contains items from IM issues through number 987 (May 2022) but may be missing items from the meetings of June and July 2019 (IM issue 963) and March 2020 thru March 2021 (IM issues 967-974) the minutes of which have not yet been published. Some items have been added from the Rules Committee's notes of the June and July 2019 meetings and the Zoom transcripts of the September 2020, October 2020, November 2020, December 2020, January 2021, February 2021, March 2021, and August 2021 meetings. ================================================================ ==== ByLaws amendments to be voted on at a Business Meeting. ==== Notice must be given at least two weeks before the meeting. ================================================================ None. ================================================================ ==== Motions to be made at a Business Meeting ================================================================ None. ================================================================ ==== Items ready to be reported to the Membership ================================================================ None. ================================================================ ==== Items being acted on by the Rules Committee ================================================================ ================================================================ ==== 2018-09-DAA.6 ================================================================ ==>> Further info since this was approved in 6/19: the current order of business is on the N drive does this make it accessible via the new Google Drive? >>===> Where is this Google Drive (and how public is it? Can it be referenced in the SR?) the specification of where in the order of business election of officers happens is only in SR3.1(1) Possible restrictions on the order of business: BL 5.3(a) each officer, and the eboard, must report at each meeting BL 9.2 the rules committee must report to each meeting if it has pending business BL 11.4(b) the boskone treasurer must report at every meeting nov-apr SR 1.6(1)M ditto BL 9.2 SR 1.7(10)F the membership committee must report at some meetings SR 1.9(27)M the boskone chair must report at some meetings SR 2.5(2)E the treasurer must report monthly SR 2.7(2)E the boskone treasurer must report monthly SR 3.4(2)M mentions 'new business' ==>> 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 ==>> Approved 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. ================================================================ ==== 2018-10-DAA.1 ================================================================ 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 1.9(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). ==>> Approved 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.+> ================================================================ ==== 2019-06-DAA.4 (part 2) ================================================================ 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 under $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.) ==>> Approved resolution (part 2): 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. ================================================================ ==== 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. ???? this would require updating BL5.5 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. ================================================================ ==== Items being perfected or discussed 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.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 ================================================================ 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. ==>> Discussion: There was a bunch of discussion, coming nowhere near a conclusion. Rethink this before bringing it up again. Check on how much effort any changes would cause for the people actually doing the work. There's still at least some strong sentiment against publishing electronically. ???? ask on the active list what we currently do and what we want to do ???? those who opt-out of paper IMs still receive one when it includes a roster? ???? there's been a motion passed (find it) to publish the roster once ???? per year (in August?) ???? just make a motion and convert this to an M rule >>===> look for motion that authorizes opting out of the paper roster >>===> and the paper IM that it comes with. Is there one? ==>> 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 used to also be listed in the All Members section of the roster, to make it a more-nearly complete list (there are some members who have requested to not be listed). ==>> 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 several 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. * 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 imdoc.html link is obsolete, the new link is https://www.nesfa.org/about/members-and-officers/newsletter-instant-message/ 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). ================================================================ ==== 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) [IM963 not yet published] ================================================================ 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 [IM963 not yet published] ================================================================ 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) Staff / Worker - the lowest 'adult' rate ever available 2) Dealer - the same as the 'Staff / 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 [IM963 not yet published] ================================================================ MS to amend the Standing Rules to change the mailing list usually used to give 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: 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. <+Early in January of each year, 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 (to keep the proper formatting) and header.html into it. 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 or discussed 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 be deleted or merged into the item for the new motion 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.6 [motion not yet made] ================================================================ 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 three problems with this: (1) some of these reports are being filed (and should be filed) by the Treasurer, (2) not all laws are state or federal, and (3) some reports may be required by non-governmental entities. ==>> Discussion: This would include a ByLaws amendment, not just a Standing Rules update, but it makes sense to perfect it in the usual manner. If we approve this item, to populate the new Standing Rules section 5.9 we'll need to solicit information as to who is responsible for which forms, reports and actions. ==>> Proposed resolution: >>===> Include in the annotation to SR5.9 a list of all forms/reports/actions >>===> that are known to exist but are not currently mentioned in any of >>===> the entries. Each fiat should include the date, a reference to the >>===> the instructions, etc. Since this is more than just a ByLaws amendment, it's simpler to make a motion at a Business Meeting. Moved to amend ByLaws Section 4.4 by replacing "filing such reports" with "filing such forms and reports" replacing "state and federal law" with "law or contract except those for which someone else is explicitly responsible" and to add a new section 5.9 to the Standing Rules 5.9 Responsibility for periodic actions. 5.9(1) This section is a hopefully-complete list of periodic actions such as filing forms and reports and renewing things, specifying the position responsible for each. It is intended to be a mixture of directives from the Membership or the Executive Board and fiats by the position responsible for the action. The Clerk is responsible for filing any forms or reports not mentioned here. (See ByLaws section 4.4.) 5.9(2) Clerk 5.9(2)(a) Certificate of Change of Directors or Officers of Non-Profit Corporations (MGL c180 õ 6D ) 5.9(2)(b) Annual Report (MGL c180 õ 26A ) to be filed before November 1st of each year 5.9(2)(c) ???? 5.9(2)(?) renew Post Office box [find existing provision] 5.9(3) Treasurer 5.9(3)(a) file annual tax forms with IRS and Mass. DOR 5.9(3)(b) file IRS forms 1099 5.9(3)(c) send IRS forms 1099 to payees 5.9(3)(d) file sales tax forms with Mass. DOR(?) 5.9(?) Computer Committee 5.9(?)(a)F Domain Registrar: renew domain registrations -- automated >>===> in annotation to BL4.4 refer to new Standing Rules section 5.9 The relevant sentence in ByLaws section 4.4 (regarding the Clerk) with deleted text bracketed by "<-" and "->" and inserted text bracketed by "<+" and "+>" is He or she shall be responsible for filing such <+forms and +>reports as may be required by <-state and federal law-><+law or contract except those for which someone else is explicitly responsible+>. ================================================================ ==== 2019-06-DAA.7 (revision 1) ================================================================ 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 a recent election of a Vice-President, where the details of counting the votes were important. Together with 2021-04-DAA.2 this makes permanent essentially the same procedure for electing Officers that we adopted temporarily for the past few years. Robert's Rules of Order Newly Revised (Chapter XIII õ45, 10th edition, 2000, pp. 411-414) eliminates all tied candidates simultaneously and, for the final round only, uses the first-round results for tie-breaking. For multi-winner results it doesn't use STV but instead stops IRV when only the required number of candidates remain. ==>> 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(q) "Preferential ballot" means using "Single Transferrable Vote" or, when only one candidate is intended to be selected, the then-equivalent "Instant Runoff". Any counting algorithm which always produces the same results as those specified here may be used (except that the results of random choices may differ). Each ballot should rank some or all of the candidates using a different number for each candidate; the lowest number is the preferred candidate. Any candidate with no numeric rank on a ballot will be ignored for that ballot, except that if there is only one candidate listed on a ballot, or if exactly one candidate on a ballot is marked in any way, that candidate will be assigned a rank of "1". If multiple candidates on a ballot have the same rank, all candidates with that, or a higher, rank will be ignored for that ballot. For each ballot, the rankings for candidates that are not being ignored will be regularized by putting them in increasing numerical order then replacing them with sequential integers starting with "1". (1) "Instant Runoff" ballots are counted by repeated rounds of counting first-place votes and eliminating the candidate(s) with the fewest until only one candidate remains. When a candidate is eliminated, all votes for them are removed from all ballots and the resulting gaps in each ballot's rankings are closed up before counting again. For each round, simultaneously eliminate all of the largest group of candidates whose total vote count is less than the vote count of any candidate not in the group (it's mathematically impossible for any of them to win), otherwise break the tie for lowest vote count by comparing the vote counts for the tied candidates in the previous round of counting, then the one before that, etc., keeping only those tied candidates with the lowest vote count in each such round and stopping when either there is only one tied candidate remaining or the first round vote count has been processed. If multiple tied candidates remain, eliminate all of them simultaneously. If at any point all remaining candidates would be eliminated, all of them are tied to win; if context provides a method for dealing with ties use it to choose the winner(s), otherwise use a coin-flip, die roll, or other such method to randomly select the winner. (2) "Single Transferable Vote" ballots are counted 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 enough candidates have been elected. There are several specifications for the details of that redistribution; we don't need to pick one now since all of our current 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, and does not allow the Membership to amend or rescind an EBoard rule. 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" and by inserting "or by the Membership" after "appropriate body". 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 <+or by the Membership+> 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 or from outside organizations. We should fix this, since including such fiats is current practice. ==>> Proposed resolution: Make this motion: Move to update Standing Rules section 5.1(2) to allow for appointed positions and outside organizations by inserting after the first instance of "committee" the text ", holder of an appointed position", replacing the first occurence of "government agency" with "outside organization", and replacing "Officer, committee, or government agency involved" with "issuer". This will convert 5.1(2) from an "E" rule to an "M" rule. Once this motion has passed: Update 5.1(3)F Rules Committee by inserting before "name" the text "position or", replacing "government agency" with "outside organization", and replacing "issuing Officer or committee" with "issuer". In the Standing Rules Preface (3) delete "(A few fiats by government agencies are also included.)" Add to the Standing Rules Preface (4) "Determinations by government agencies and other outside organizations. These cannot be changed by us. As in (3) these are shown as fiats, with an "F" after the rule number." Sections 5.1(2) and 5.1(3), with deleted text bracketed by "<-" and "->" and added text bracketed by "<+" and "+>", are 5.1(2)<-E-><+M+> Sections of the NESFA Code designated as "(section)F" are fiats of an Officer, committee<+, holder of an appointed position+>, or <-government agency-><+outside organization+> 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. ================================================================ ==== 2019-07-IM963.1 (formerly 2018-09-DAA.2) [IM963 not yet published] ================================================================ MSP 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 ==>> Proposed resolution: Replace those [sub]sections with appropriate annotations as follows: 1.3(1)E "7/19, repealed. Authorized assistant treasurers. Created 5/71. Made redundant by ByLaws Section 6.6A except for a restriction to General or Inactive Members." 1.4(1)E "7/19, repealed. Authorized Mailmen as Clerk's assistants. Created 8/83. First Mailman actually appointed in 10/80. Made redundant by ByLaws Section 6.6A except for specifying their duties." 1.12(2)E "7/19, repealed. Was about the creation of Sales flyers. The NESFA Press website now serves this function." 1.12(4)M "7/19, repealed. Was about T-shirts." 1.12(5)M "7/19, repealed. Was about T-shirts." 1.13 "7/19, repealed. Was the Index Production Committee. Established 5/69." 1.15 "7/19, repealed. Was the Hymnal Committee. Established 5/76." 1.16 "7/19, repealed. Was the T-Shirt Committee. Established 12/83." 1.17(5)M "7/19, repealed. Was about Paul Jacobs' truck. Paul is long gone." 1.20(6)E "7/19, repealed. Was about binding our publications." 1.26 "7/19, repealed. Was the Press Gang. Established 4/75." 1.27 "7/19, repealed. Was the Journal Committee. Established 4/75. Proper Boskonian is no more." 1.28 "7/19, repealed. Was the Collator. Established 7/71*. APA:NESFA is no more." 1.35 "7/19, repealed. Was the Monty Wells Project, a seminar on how science fiction can be used in teaching. Established 9/98." 4.1(1)M/E "7/19, repealed. Was about electrostencilling and mimeography." 4.1(2)F "7/19, repealed. Was about electrostencilling and mimeography." 4.2(17)M "7/19, repealed. Was about Hyperion Press books." The Rules Committee will add to the list of repealed committees annotation at the end of Section I of the Standing Rules: Index Production (1.13), Hymnal (1.15), T-Shirt (1.16), Press Gang (1.26), Journal (1.27), Collator (1.28), The Monty Wells Project (1.35) When the minutes of the June 2019 Business Meeting are finally published, check the wording of this motion. ==>> Additional information 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. ================================================================ ==== 2019-07-IM963.2 (formerly 2018-09-DAA.13) [IM963 not yet published] ================================================================ MSP 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. ==>> Proposed resolution: In section 1.42 and subsection 1.42(1) change "Reduction Committee" to "Book Inventory Reduction Committee" and add an annotation to 1.42 of "7/19: renamed from "Reduction Committee"." In subsections 4.2(19) and 4.2(20) change "Book Reduction Committee" to "Book Inventory Reduction Committee". Also change any mentions in sr-pending.txt. When the minutes of the June 2019 Business Meeting are finally published, check the wording of this motion. ================================================================ ==== 2019-07-IM963.3 (formerly 2019-06-DAA.1) [IM963 not yet published] ================================================================ MSP 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)" Standing Rules Section 1.34(4) has been made redundant by ByLaws Section 6.6A except for forcing the Web Committee to make these appointments. MSP that Standing Rules Section 1.34(4)M be repealed. ==>> Proposed resolution: Make the above changes to Section 1.34(1) and delete Section 1.34(4). 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. For reference, 1.34(4)M is The Webmaster and the Email Administrator shall be appointed by the Web Committee. When the minutes of the June 2019 Business Meeting are finally published, check the wording of this motion. ================================================================ ==== there are no published minutes for June, July or August 2019 -- IM 963 ================================================================ ================================================================ ==== 2019-10-IM965.1 -- revision 5 [passed as 2021-12-IM983.1] ================================================================ ???? this item was passed as 2021-12-IM983.1 ???? save any important commentary, then delete this Gay: For the time being, I am ruling that electronic attendance will count, but voting has to be done through a proxy. ==>> Notes Current status: Dave: no vote Mike: yes (on an earlier revision) Joe: no vote Rick: yes (on an earlier revision) Tony: no vote ==>> Original proposal To allow NESFA to hold virtual or hybrid meetings as well as physical ones, moved to amend the By-Laws, add one new provision to the Standing Rules, and modify two existing provisions in the Standing Rules all as follows. Signed by: Dave Anderson Joe Ross Mike Kerpan Add these definitions to By-Laws section 10.2: 10.2(k): "Presence" or "attendance" at a meeting of any group, or "attending" such a meeting, can be either by being physically present or via telepresence (using suitable tools). [6/21, allow virtual and hybrid meetings.] 10.2(l): "Suitable telepresence tools" for attending virtual or hybrid meetings of any group must provide adequately for participation in the meeting, including but not limited to hearing and seeing all of the essential activities, requesting the floor, speaking, and voting (including voting by secret ballot). A less-capable set of tools may be employed if all participants agree. [6/21, roughly follows MGL I/XXII/156D/7.08.] 10.2(m): A "physical meeting" of any group is one where all of the participants gather in one physical place, which must satisfy any specified restrictions on its location. [6/21] 10.2(n): A "virtual meeting" of any group is one where all of the participants gather in one virtual place (specified by the tools and credentials needed to access it). Any restrictions on the physical location do not apply, since there is none. [6/21] 10.2(o): A "hybrid meeting" of any group is one where some of the partipants gather as for a physical meeting but also participate as a group in a virtual meeting and the others participate in that virtual meeting. The place of a hybrid meeting is the place of the physical meeting plus the place of the virtual meeting. [6/21] 10.2(p): "In writing" includes but is not limited to electronic means such as email. [6/21] Add new By-Laws section 2.0: Any meeting of the Membership, the Executive Board, or any Committee or other group may be held as a physical, virtual, or hybrid meeting. Add new Standing Rules section 3.6(8): Suitable telepresence tools for attending virtual or hybrid meetings of any group must provide adequate protection from malefactors disrupting the meeting. For virtual meetings they must also be affordably available to everyone who can reasonably be expected to attend the meeting, but this requirement does not apply when unusual circumstances affect a small number of Members. [6/21] Amend Section 2.5 "... quorum ... present in person. ..." by changing "present in person" to "attending the meeting". [6/21, allow holding fully-virtual meetings.] Amend Section 3.5 "A quorum for any election ... present in person." by changing "present in person" to "attending the meeting". [6/21, allow holding fully-virtual meetings.] ==>> Discussion This is revision 5 of this item. The changes since revision 4 are - the temporary measure allowing virtual meetings is extended to 12/15/21 - clearly mark the significant changes made by revisions 1-5 - require consent for using less-capable tools only from the virtual attendees - add a note about why this is important - delete no-longer-relevant material to improve readability The temporary measure which allows us to hold virtual meetings despite our By-Laws not really allowing for them has been extended to December 15th 2021. See Acts of 2020, Chapter 53, Section 16 viii as amended by Acts of 2021, Chapter 20, Section 5. {"Acts of 2020, Chapter 53" will be made a link to https://malegislature.gov/Laws/SessionLaws/Acts/2020/Chapter53} {"Acts of 2021, Chapter 20" will be made a link to https://malegislature.gov/Laws/SessionLaws/Acts/2021/Chapter20} There's been some comment that we shouldn't bother with this since we're not going to hold virtual Business Meetings after December 15th. There are several reasons why it is still important, including: - it authorizes the hybrid Business Meetings that we've held several times - it applies to, e.g., E-Board and committee meetings - there's no guarantee that we'll never again need virtual Busines Meetings Please read and comment on or approve this set of By-Laws amendments and Standing Rules updates to allow virtual and hybrid meetings. ==>> Proposed resolution: All text in {} is commentary and is not part of the proposed amendments. All text in [] is proposed annotations and is not part of the proposed amendments but will be included in the By-Laws and Standing Rules documents. All text in <> is notes on the significant changes made by each revision of this item. {By defining the very general word "meeting" ByLaws Section 10.2(a) makes it difficult to state that all types of meetings are affected by this motion. So, change 10.2(a) to only apply when the context implies a business meeting.} Amend By-Laws section 10.2(a) by prepending "Except where the context clearly allows other types of meetings," {Also add an annotation "?/21, allow rules about virtual and hybrid meetings that are not business meetings."} {The revised text is Except where the context clearly allows other types of meetings,"meeting" means any regular or special business meeting of the Membership, including the Annual Meeting. [6/21, allow rules about virtual and hybrid meetings that are not business meetings.]} Add these definitions to By-Laws section 10.2: 10.2(k): "Presence" or "attendance" at a meeting, or "attending" a meeting, can be either by being physically present or via remote communications (using suitable tools). [?/21, allow virtual and hybrid meetings.] 10.2(l): "Suitable remote communication tools" for attending virtual or hybrid meetings must provide adequately for participation in the meeting, including but not limited to hearing and seeing all of the essential activities, requesting the floor, speaking, and voting (including voting by secret ballot). A less-capable set of tools may be employed if all virtual participants agree. [?/21, roughly follows Acts of 2020, Chapter 53, Section 16 viii.] {"Acts of 2020, Chapter 53" will be made a link to https://malegislature.gov/Laws/SessionLaws/Acts/2020/Chapter53} 10.2(m): A "physical meeting" is one where all of the participants gather in one physical place, which must satisfy any specified restrictions on its location. [?/21] 10.2(n): A "virtual meeting" is one where all of the participants gather in one virtual place (specified by the tools and credentials needed to access it). Any restrictions on the physical location do not apply, since there is none. [?/21] 10.2(o): A "hybrid meeting" is one where some of the partipants gather as for a physical meeting but also participate as a group in a virtual meeting and the others participate in that virtual meeting. The place of a hybrid meeting is the place of the physical meeting plus the place of the virtual meeting. [?/21] 10.2(p): "In writing" includes but is not limited to electronic means such as email. [?/21] {The definition of presence at a meeting in 10.2(k) eliminates the need to amend Sections 5.7(d), 8.5(c), 9.6, and 10.2(c).} {The definitions of the types of meetings in 10.2(m/n/o) eliminate the need to amend Sections 2.1 and 2.2 (which control the locations of physical meetings).} {The definitions of the place of a meeting in 10.2(m/n/o) eliminate the need to amend Sections 2.4, 2.5, 5.7(c), 9.3, and 9.5.} Add new By-Laws section 2.0: Any meeting of the Membership, the Executive Board, or any Committee or other group may be held as a physical, virtual, or hybrid meeting. At any meeting all persons voting shall be verified against the list of allowed voters and proxy holders for the group that is meeting. [?/21, Authorize virtual and hybrid meetings. Verifying voters isn't really an issue for us, but requiring it better aligns us with Massachusetts law.] {Section 2.0 isn't really the right place for this since article 2 is specifically for meetings of the membership, but it's not obvious to me what a better place would be. It could be broken up into three (or four?) similar sections, but that seems excessively ugly. Perhaps make it section 10.8?} Add new Standing Rules section 3.6(8): "Suitable remote communication tools" for attending virtual or hybrid meetings must provide adequate protection from malefactors disrupting the meeting. For virtual meetings they must also be affordably available to everyone who can reasonably be expected to attend the meeting, but this requirement does not apply when unusual circumstances affect a small number of Members. [?/21] Amend By-Laws Section 2.5 "... quorum ... present in person. ..." by changing "present in person" to "attending the meeting". [?/21, allow holding fully-virtual meetings.] Amend By-Laws Section 3.5 "A quorum for any election ... present in person." by changing "present in person" to "attending the meeting". [?/21, allow holding fully-virtual meetings.] In Standing Rules section 3.3(1), change "for those present to sign" to "to record who is present" and delete everything after the comma in the second sentence (starting with "and need not recognize"). {Also add an annotation "?/21, eliminate the requirement to sign the list, since it's not possible at a virtual meeting."} {The revised text is "An attendance list shall be made available at every meeting by the Membership Committee to record who is present, and shall be published as part of the minutes of the meeting. The Membership Committee shall use the list in monitoring attendance at meetings. [?/21, eliminate the requirement to sign the list, since it's not possible at a virtual meeting.]"} In Standing Rules section 3.4(1), insert "physical" before the first occurence of "meeting". {Also append to the annotation "?/21: paying in cash as required by SR3.4(3) is not possible at a virtual meeting."} {The revised text is "Whoever intentionally makes a pun during any physical meeting of the Membership shall be fined ten cents for the first pun, twenty-five cents for each of the next four puns, and fifty cents for each subsequent pun at the same meeting. [... ?/21: paying in cash as required by SR3.4(3) is not possible at a virtual meeting.]"} In Standing Rules section 3.4(7), insert "physical" before the first occurence of "meeting". {Also append to the annotation "?/21: paying in cash as required by SR3.4(3) is not possible at a virtual meeting."} {The revised text is "Any person whose beeper or alarm watch goes off during a physical 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. [9/85. ?/21: paying in cash as required by SR3.4(3) is not possible at a virtual meeting.]"} ================================================================ ==== 2019-12-IM965.1 ================================================================ DaveC: I want to amend my own motion. If a program participant writes us beforehand about a refund, what do we do? RKov: Not the issue, this is only about automatic refunds. Motion out of committee; MPU. From the beginning of the Boskone meeting minutes: DaveC: There are some program participants who had paid for their memberships before they knew they'd be on program. I'd like to move in the business meeting to repeal the part of our previous decision to send automatic refunds, because they might be using the paid membership for a plus-one, or might drop off of program. We have been refunding duplicate memberships sent in, but this is a different case. >>===> There's no useful text of this motion! >>===> Also no info on the motion to be amended; I'm guessing that >>===> it was made in June or July of 2019. >>===> Emailed Richard about this on 4/10/2021. >>===> Bring this up as a correction to the minutes at the April >>===> 2021 Business Meeting. ???? find and check transcript of this meeting ???? it's pre-pandemic, so just ask Richard what he has ================================================================ ==== 2020-01-IM966.1 ================================================================ RKov (B57): KSR wants to buy 70 copies of Stan's Kitchen. I think it's fair to give him a discount of 50%. Moving out of committee that any GoH (past, present, future) wanting to buy 50 or more copies be offered a discount of 50%. DaveC: If this passes, since we have standing rules already about the discounts, does this require a 2/3 vote to pass? Gay: Yes. Motion passed 19 to 0, thus managing to meet the 2/3 requirement. ==>> Discussion: Does this offer apply to the author of any Boskone guest's Book, not just GoH books? Ask RKOV about his intent. ==>> Proposed resolution: Create new subsection 4.2(21)M: Any past, present or future Boskone Guest of Honor who buys fifty (50) or more copies of his or her Boskone Book shall be offered a 50% discount unless a greater discount applies. ================================================================ ==== 2020-01-IM966.2 ================================================================ RKov: I move to establish a sense of the club that Code of Conduct investigations/decisions always be handled by at least two people from the set con chair plus the four EBoard members. Some disccusion; MPU. ==>> Discussion: There is a code of conduct for Boskone (not labelled as such) in the Standing Rules as section 1.9(24) ==>> Proposed resolution: TBD ================================================================ ==== 2020-01-IM966.3 ================================================================ Committee on financial stability (to work with the Finance Committee) appointed -- this looks temporary, so shouldn't go in the Standing Rules. ================================================================ ==== there are no published minutes for March and April 2020 -- IM 967 ================================================================ ???? audio of the April meeting is available ================================================================ ==== there are no published minutes for May and June 2020 -- IM 968 ================================================================ ???? audio of the May meeting is available ================================================================ ==== there are no published minutes for July and August 2020 -- IM 969 ================================================================ ???? audio of the July and August meetings are available ================================================================ ==== there are no published minutes for September and October 2020 -- IM 970 ================================================================ From the Zoom transcript of the September meeting: RKOV/Clubhouse Committee: The Clubhouse is closed except for essential NESFA work until we vote. Otherwise, period. This means there's no use of the library and no use of the clubhouse for entertainment purposes, period. Motion passed, many to 2. RKOV/Clubhouse Committee: It is the sense of the meeting that the locks in the clubhouse should all be changed with new keys given only to people with a legitimate need for now, and then after the pandemic emergency is lifted to those Regular Members who desire a key and others with a need Motion passed 21 to 1. RKOV/Clubhouse Committee: Anyone getting a key needs to sign an agreement that the key is the property of NESFA and they will not duplicate it and they will give the key back when they're no longer a member or if asked by the EBoard. Motion passed by 2/3 vote. From the Zoom transcript of the October meeting: RKOV/Clubhouse Committee: Move a new policy that everyone must wear a mask whenever you're in the clubhouse. Even if you're the only person. Motion pases 16-0. RKOV/Clubhouse Committee: Move that people should use hand sanitizer or wash their hands when they first come in and any other time that's appropriate. Motion passes 17-0. RKOV/Clubhouse Committee: Move to create a written paper log in the clubhouse that people should sign in and out, and notify the EBoard and the Clubhouse Committee if you later test positive or are in contact with someone who tests positive. Motion passes 18-0. ================================================================ ==== there are no published minutes for November and December 2020 -- IM 971 ================================================================ From the Zoom transcript of the November meeting: Sharon Sbarsky approved as Boskone 59 Chair. The number of votes for and against don't appear in the transcript. We have a motion before the club to allow Erin to investigate an online store for purchasing Boskone on Slack... MPU Move to change the ad rates for Boskone 58 to 25% of the current pro and fan rates for this year only. Motion passes many to none. Move for a $10 charge to have space in our Dealers' . Same thing for the Art Show in addition to their membership fee. Motion passes 21-1. From the Zoom transcript of the December meeting: nothing relevant to the ByLaws or Standing Rules found ================================================================ ==== there are no published minutes for January 2021 -- IM 972 ================================================================ From the Zoom transcript of the January meeting: Moved (Dave G) to copy all files in the N drive to our new Google Drive and declare the Google Drive to be the master for anything we copy there along with anything else we add to it. Dave G: Well, we can edit this. Again, if I've gotten it wrong, but a hand. I moved that we copy files in the N drive, except for a few negotiated folders to our new Google Drive to be the master for anything we copy there along with anything else we add to it. I added an exception clause, the original thing, said anything on the Google Drive is the master that stays the same. Motion as amended passed 15-2. ================================================================ ==== there are no published minutes for February 2021 -- IM 973 ================================================================ From the Zoom transcript of the February meeting: nothing relevant to the ByLaws or Standing Rules found ================================================================ ==== there are no published minutes for March 2021 -- IM 974 ================================================================ From the Zoom transcript of the March meeting: nothing relevant to the ByLaws or Standing Rules found ================================================================ ==== 2021-04-DAA.0 -- trivial/obvious things to just do ================================================================ In the preface: "Appendix B" should not be a link "Committee History" should link to the new website fix URL in SR 1.6(2) annotation do ssh -l nesfa data.nesfa.org find data.nesfa.org/rules -exec egrep -i 'href="[^"]*test[^"]*"' {} ; and fix any URLs found update the annotations to SR 3.1(1) and 3.1(1A) the current order of business is on the N drive does this make it accessible via the new Google Drive? for SR 2.5(11) make "Repealed." part of the annotation add missing space before the annotation to BL10.2(j), also add
in the SR ToC change 1.39 The Clubhouse Kitty to 1.39 [Repealed.] also change 1.39 The Clubhouse Kitty to 1.39 [Repealed. Was the Clubhouse Kitty.] and delete 1.39(1) but keep the annotation append to the annotation for 1.30 "Was the Data Committee." in the annotation for 1.30 change "is no longer ... committee" to 'is now assigned to the IT Committee'? move the annotation about defunct and renamed committees from the end of section I to the beginning of section I where it will be easier to find also check the entries for each defunct committee and restore its name to the annotation if it's missing in the preface, delete "along with any other text in square brackets"? yes! there are only three cases of this in the actual rules (not appendix A), and none of them should be ignored. 1.7(7) [sic] 1.12(8) [of our stock] 5.2(4) [a joint committee...] in the preface, change "appendix printed with" to "appendix included with". above "Preface" note that SR-pending also includes proposed items that have not yet come before the Membership or the EBoard. also fix this in the later link to SR-pending.txt the nav bar at the bottom of all rules pages needs updating: NESFA -> https://www.nesfa.org NESFA Press -> https://www.nesfa.org/press/ Clubhouse -> https://www.nesfa.org/events/the-clubhouse/ Calendar -> https://www.nesfa.org/events/ Reading Lists -> https://www.nesfa.org/awards/yearly-hugo-lists/ Awards -> https://www.nesfa.org/awards/ Also, 'Reading Lists' will be changed to 'Hugo Lists' to better match the wording on the new website while keeping it short. update these links in BL11.5(e) "previous recipients" -- skylark.html -> the-skylark/ in SR1.9 annotation, "cf Appendix B" should be "cf Boskone History" (https://data.nesfa.org/boskone-history/boskone-history.html) * in SR1.9(3) annotation remove "http://www.nesfa.org" in link * in SR2.5(8) annotation remove "http://www.nesfa.org" in link * in SR2.5(9) annotation remove "http://www.nesfa.org" in link leave the following alone and depend on the redirects * in index.html www.nesfa.org -> data.nesfa.org in 7 places in the text * in SR1.3(4) www.nesfa.org -> data.nesfa.org (in both text and link) in SR 1.6(2) annotation www.nesfa.org -> data.nesfa.org (in both text and link) in SR1.6(6) www.nesfa.org -> data.nesfa.org (in both text and link) * in SR2.5(10) annotation www.nesfa.org -> data.nesfa.org in text add to 5.4(2)F Commonwealth of Massachusetts c) NESFA's taxpayer ID number is 10919696 [7/19: from form ST-2.] d) NESFA's ST-2 certificate number is 776935424 [7/19] in BL5.1 add a link to the MGL in BL 6.2 and 6.3, fix the reference in the annotation: 6.6 should be 6.6A. in SR 1.6(2) make 'NESFA Code' and 'NESFA website' links to www.nesfa.org/rules and www.nesfa.org respectively in SR 1.17(12) -- ',;' should be just ';' in SR 1.38(1) s/will be given/and will be given/ in SR 3.5(4) update annotation to mention virtual meetings ================================================================ ==== 2021-04-DAA.1 ================================================================ The Finance Committee fiat SR2.2(4) is inconsistent with SR2.7(18). ==>> Proposed resolution: Immediately append to the annotation "8/16: The Boskone rate was implicitly repealed when Standing Rules section 2.7(18) was adopted." with "SR 2.7(18)" being a link to that section. Ask the Finance Committee to update SR2.2(4) to be consistent with SR2.7(18), probably by deleting the next-to-last sentence which specifies a rate for Boskone and adjusting the last sentence. When this is done append to the annotation "?/??: Rate for Boskone explicitly deleted." For reference, SR2.7(18) is: Each Boskone shall pay all of NESFA's credit-card payment fees for the month in which it occurs and shall not pay any other such fees. ================================================================ ==== 2021-04-DAA.2 ================================================================ This is a ByLaws amendment. Clarify the details of votes with fewer than three candidates or that result in a tie in Bylaws sections 3.6 and 11.5(f). ==>> Discussion: Robert's Rules requires repeating the vote until a tie is broken. With the small number of voters in our elections this could require a very long series of revotes, so I propose stopping when the same tie is repeated. For section 11.5(f) it seems acceptable to have multiple winners in the case of a tie. Together with 2019-06-DAA.7 this makes permanent essentially the same procedure for electing Officers that we adopted temporarily last year. The annotation to section 3.6 will note that Robert's Rules requires re-voting until there is no tie, but that could result in an unpleasantly-long series of re-votes. ==>> Proposed resolution: I'll sign this. If two more of you will also sign we can officially submit it to the Rules Committee. In Bylaws Section 3.6, replace the "." at the end of the second sentence with the text ", otherwise" then delete the first sentence and append its text to the second sentence. Then append a third sentence: "If there is a tie the vote shall be repeated until either there is a winner or the participants in a new tie match those in an earlier tie; that tie shall be broken by a random selction, e.g. a coin flip, the roll of a die, or something similar." The current text is: 3.6 A majority of the votes cast is required to elect. A preferential ballot shall be used for any Office for which there are more than two candidates. The amended text would be: 3.6 A preferential ballot shall be used for any Office for which there are more than two candidates, otherwise a majority of the votes cast is required to elect. If there is a tie the vote shall be repeated until either there is a winner or the participants in a new tie match those in an earlier tie; that tie shall be broken by a random selection, e.g. a coin flip, the roll of a die, or something similar. In Bylaws Subsection 11.5(f), replace the text "and the" after "Voting shall be by preferential ballot if there are more than two nominees," with the text "otherwise a majority of the votes cast is required. In case of a tie there will be multiple winners. The". The relevant part of the current text is: Voting shall be by preferential ballot if there are more than two nominees, and the collection procedures shall be such as to insure the secrecy of each vote. The amended version would be: Voting shall be by preferential ballot if there are more than two nominees, otherwise a majority of the votes cast is required. In case of a tie there will be multiple winners. The collection procedures shall be such as to insure the secrecy of each vote. ================================================================ ==== 2021-04-DAA.3 ================================================================ This is a ByLaws amendment. Update ByLaws Section 10.3 since we no longer publish the ByLaws and Standing Rules on paper. ==>> Proposed resolution: I'll sign this. If two more of you will also sign we can officially submit it to the Rules Committee. Replace the current text with: 10.3 Every new Member shall be informed that the ByLaws, Standing Rules, and related documents are available on the NESFA website at www.nesfa.org/rules. For reference the current text is: 10.3 Every Regular Member and every other Member who so requests shall be provided with an up-to-date copy of these by-laws. Every new Member shall be informed of this right upon admission to membership. ================================================================ ==== 2021-04-DAA.4 ================================================================ The ByLaws and Standing Rules set limits on the amounts of one-time expenditures that various positions and committees can authorize without specific approval by the Membership, but ongoing (monthly, yearly, etc) expenditures are not mentioned. This should be fixed. Also, the maximum amount for a single-approver expenditure should be updated for inflation. Rather than duplicating the amounts, make them appear only in the Standing Rules (since they shouldn't require a ByLaws amendment to update) with references in annotations to the ByLaws. The affected Standing Rules items (and one other) are not about budgets but are in section 2.3 "Budgeting". They should be moved to a new section 2.9 "Expenditures". ==>> Discussion This is a coordinated change to both the ByLaws and the Standing Rules, so it should be dealt with as a single motion. Re-numbering the several Standing Rules sections could be done separately, but that would require extra work so it makes sense to include that as part of the single motion. >>===> if this passes, fix up or delete 2017-10-DGG.1 ==>> Proposed resolution: Make this motion at a Business Meeting: Moved to amend the ByLaws by in subsection 5.4(a) replacing "Any Officer" with "The Executive Board and any Officer, committee or holder of a position" deleting ", in the ordinary course of business," and replacing "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)" with "the limits approved by the Membership for that entity" in subsection 5.4(f) replacing "five hundred dollars ($500)" with "the limit approved by the Membership" and to amend the Standing Rules by creating new section 2.9 "Expenditures" creating new subsection 2.9(1) "These entities may authorize expenditures of up to the specified one-time or repetitive limits without additional approval by the Membership. For any entity not listed, the limits are zero. The entity must inform the Treasurer of each allocation, and it or the Treasurer should inform the Membership. The format of each item is one-time limit, repetitive limit (as amount per month), name of entity." renumbering subsection 2.3(1)(b) as 2.9(1)(a) and replacing "Any Officer may authorize expenditures of up to $150 without Membership approval. The Treasurer should inform the Membership of any such allocations" with "$150 one-time, $15 per month, any Officer" renumbering subsection 2.3(1)(c) as 2.9(1)(b) and replacing "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" with "$1000 one-time, $150 per month, the Executive Board" renumbering subsection 2.3(3) as 2.9(2) and replacing "one thousand dollars ($1000)" with "$100 per month or one thousand dollars ($1000) one-time" creating new subsection 2.9(3) "The limit on expenditures with a single approver is six hundred twenty-five dollars ($625)." renumbering section 2.3(8) as 2.9(4) The relevant parts of the affected sections, with deleted text bracketed with "<-" and "->" and with inserted text bracketed with "<+" and "+>" are as follows. While the annotations are not part of the motion, the changes to them are also shown. 5.4(a) <+The Executive Board and a+><-A->ny Officer<+, committee or holder of a position+> 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 limits approved by the Membership for that entity+>. ... [... <+?/??, extended to committees and holders of positions; amounts moved to Standing Rules section 2.9(1).+>] 5.4(f) ... For expenditures of <-five hundred dollars ($500)-><+the limit approved by the Membership+> or less any one approver is sufficient... [... <+?/??, the limit amount for a single approver moved to Standing Rules section 2.9(3).+>] 2.3(1) ... [... 9/12: Committee <-and Officer ->authorized expenditures increased from %50 to $150<-; Executive Board authorized expenditures increased from $150 to $500; 1/17, Executive Board amount increased from $500 to $1000->.] <+2.9(1) These entities may authorize expenditures of up to the specified one-time or repetitive limits without additional approval by the Membership. For any entity not listed, the limits are zero. The entity must inform the Treasurer of each allocation, and it or the Treasurer should inform the Membership. The format of each item is one-time limit, repetitive limit (as amount per month), name of entity. [?/??, combine provisions from 2.3(1) (b) and (c), provide a place for the amounts that were previously in those sections and in ByLaws section 5.4(a).]+> <-2.3(1)(b)-><+2.9(1)(a) $150 one-time, $15 per month, a+><- A->ny Officer<- may authorize expenditures of up to $150 without Membership approval. The Treasurer should inform the Membership of any such allocations->.<+ [11/83, Largely duplicates 8/73 rule, except that the monetary amounts are now twice as large (4/82 By-Law amendment); 9/12: limit increased from $50 to $150; ?/??, Moved from 2.3(1)(b), added limit for repetitive authorizations.+>] <+2.3(1)(b) [?/??, Moved to 2.9(1) and 2.9(1)(a).] <-2.3(1)(c)-><+2.9(1)(b) $1000 one-time, $150 per month, t+><- T->he 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->.<+ [11/83, Largely duplicates 8/73 rule, except that the monetary amounts are now twice as large (4/82 By-Law amendment); 9/12: limit increased from $150 to $500; 1/17, limit increased from $500 to $1000; ?/??, Moved from 2.3(1)(c), added limit for repetitive authorizations.+>] <+2.3(1)(c) [?/??, Moved to 2.9(1) and 2.9(1)(b).] <-2.3(3)-><+2.9(2)+> Expenditures or obligations in excess of <+$100 per month or+> one thousand dollars ($1000) <+one-time+> 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(j). [... <+?/??, Moved from 2.3(3), added limit for repetitive expenditures.+>] <+2.3(3) [?/??, Moved to 2.9(2).]+> <+2.9(3) The limit on expenditures with a single approver is six hundred twenty-five dollars ($625). [?/??, Moved limit from ByLaws section 5.4(f) and updated it for inflation from $500.+> <-2.3(8)-><+2.9(4)+> Any decision by the Membership or the Executive Board which authorizes any expense or instructs any purchase shall automatically expire if it is not implemented within six months after its passage, unless the authorization specifically provides otherwise. [... <+?/??, Moved from 2.3(8).+>] <+2.3(8) [?/??, moved to 2.9(4).]+> ================================================================ ==== 2021-04-DAA.5 ================================================================ change 'chair' to 'presiding officer' throughout the Standing Rules & ByLaws but only where it actually refers to the chair of a business meeting ==>> Proposed resolution: TBD ================================================================ ==== 2021-04-DAA.6 ================================================================ This is a ByLaws amendment. BL 11.5 (Skylark Award) should be a separate article, not part of the Boskone article. ==>> Proposed resolution: I'll sign this. If two more of you will also sign we can officially submit it to the Rules Committee. Re-number ByLaws section 11.5 to Article XII: The Skylark Award In 11.5(e) replace "this Section" with "this Article" and "Section 11.5" with "Article XII". Add an annotation referencing section 6.2 to clarify who appoints the administrator -- Since there is no explicit statement of how the Administrator is appointed, ByLaws section 6.2 applies. Also add redirects from #bl11.5 etc to #bl12 etc. ???? leave 11.5 as just an annotation -- [Moved to Article XII] ???? renumber 11.5(a-h) to 12.(1-8) ================================================================ ==== 2021-04-DAA.7 ================================================================ This is a ByLaws amendment. Clean up the definitions in Section 10.2 regarding voting. ==>> Proposed resolution: I'll sign this. If two more of you will also sign we can officially submit it to the Rules Committee. ???? move the last part of 10.2(c) to 10.2(h) ???? also change Regular Members to voting members? ???? in 10.2(d) change 'valid votes cast' to 'votes cast' ???? in both make 'votes cast' a link to 10.2(h) ???? in 10.2(h) specify what a valid vote is? must clearly indicate one appropriate action? ???? for the EBoard, etc, is 'by proxy' appropriate? ???? should 10.2(d) be split? ================================================================ ==== 2021-04-DAA.8 ================================================================ This is a ByLaws amendment. Reword ByLaws Section 9.6 to align with the definitions in Section 10.2. The current text is: 9.6 The Affirmative vote of two thirds of the Regular Members present or represented by proxy is required to adopt an amendment to the by-laws. ==>> Proposed resolution: I'll sign this. If two more of you will also sign we can officially submit it to the Rules Committee. ???? ================================================================ ==== 2021-04-DAA.9 ================================================================ the various 'report monthly' requirements need to be updated to deal with skipping a meeting in one summer month BL 4.3 the treasurer must report monthly and annually SR 2.5(2)E the treasurer must report monthly SR 2.7(2)E the boskone treasurer must report monthly Note BL5.3 requirement on EBoard and Officers to report at every meeting Note BL9.2 requirement on Rules Committee to report pending business at every meeting Note BL11.4(b) requirement on Boskone Treasurers to report quarterly and at every meeting Nov-Apr Note SR1.6(1) requirement on Rules Committee to report perfected items to each meeting Note SR1.9(26)(d) requirement on Boskone Chairs to report exclusions to the next meeting Note SR1.9(27) requirement on Boskone Chairs to report comp memberships at the next meeting ==>> Proposed resolution: ???? report at the first regular business meeting in any month where ???? there is at least one regular business meeting? ???? in any case, exclude special meetings? which may be called for a limited purpose ???? or at least allow deferring the report to a regular meeting ???? add to 10.2 a definition of "report monthly"? ================================================================ ==== 2021-04-DAA.10 ================================================================ This is a ByLaws amendment. BL 10.2(g) and 10.2(j) should reference BL 1.10 -- waiver of notice ==>> Proposed resolution: I'll sign this. If two more of you will also sign we can officially submit it to the Rules Committee. ???? ================================================================ ==== 2021-04-DAA.11 ================================================================ This is a ByLaws amendment. The word "Corporation" appears frequently but is not defined. add a definition of "Corporation" to 10.2 ???? should we define 'the corporation' rather than just 'corporation'? ==>> Proposed resolution: I'll sign this. If two more of you will also sign we can officially submit it to the Rules Committee. ???? ================================================================ ==== 2021-05-IM976.1 ================================================================ MCP (15/3, Clubhouse) that people be allowed to use the NESFA Library for reading while in the clubhouse, and for borrowing books. ==>> Proposed resolution: ???? this is a temporary measure until the clubhouse reopens ???? and probably should not be in the Standing Rules ???? create a new page which (until they expire) lists ???? temporary measures that people should be able to find? ???? use 'Temporary measures which affect the Standing Rules' ???? as the label of the link? ???? or create a 'temporary' section in the Standing Rules? ================================================================ ==== 2021-05-IM976.2 ================================================================ MCP (21/1, Clubhouse) Starting June 1, 2021, NESFA key-holders may sign up for office hours to allow non-key-holders to use the library. Capacity would be limited to at most six people total with four using the library at any one time. Hours will be posted on the door, and online. ==>> Proposed resolution: ???? this is a temporary measure until the clubhouse reopens ???? and probably should not be in the Standing Rules ???? create a new page which (until they expire) lists ???? temporary measures that people should be able to find? ???? use 'Temporary measures which affect the Standing Rules' ???? as the label of the link? ================================================================ ==== 2021-06-IM977.1 ================================================================ RKOV: Move to delete 'subject to ratification by the Membership' from section 1.17(3) of the Standing Rules. MSP (17/2) ==>> Discussion This makes 1.17(3) redundant, since all that remains is a statement that the Clubhouse Committee shall be appointed by the President, which is already covered by ByLaws section 6.2. Note that the requirement for a confirming vote was actually invalid, since it conflicted with ByLaws section 6.2. ==>> Proposed resolution: Delete Standing Rules section 1.17(3), leaving only 1.17(3)M [Repealed. Specified appointment of the Clubhouse Committee. 6/09, removed "in the same manner as the Rules and Membership Committees" so as not to require a secret ballot. 6/21, removed the requirement for ratification by the Membership -- which made this entirely redundant.] ================================================================ ==== 2021-06-IM977.2 ================================================================ RKOV: Move as appropriate for Standing Rules unless otherwise stated for good reason Boskone meetings would be started at noon on the same day as NESFA Business Meetings. MSP (12/5) ==>> Proposed resolution: Add new Standing Rule 3.5(7)M: Unless there is a good reason to do otherwise, Boskone meetings shall start at noon on the day of a NESFA Business Meeting. [6/21] Note: For August thru December 2021, Boskone meetings will start at 1300 and NESFA meetings at 1500. (B59 chair fiat at the July meeting due to conflict with Discon3 meetings.) ???? create a new page which (until they expire) lists ???? temporary measures that people should be able to find? ???? use 'Temporary measures which affect the Standing Rules' ???? as the label of the link? ???? or create a 'temporary' section in the Standing Rules? ================================================================ ==== 2021-07-DAA.1 ================================================================ It should be easier for Officers, committees, etc. to find all of the ByLaws and Standing Rules sections which affect them. ==>> Discussion This is non-substantive, so I (Dave A) intend to just do it unless someone comes up with a good reason not to. ==>> Proposed resolution: ???? add (or update) a list of the relevant sections to the annotation to each of ???? SR1.1 (President), SR1.2 (Vice-President), SR1.3 (Treasurer), ???? SR1.4 (Clerk), SR1.5 (EBoard), SR1.6 (Rules), SR1.7 (Membership), ???? SR1.7A (Finance), SR1.8 (Nominating), SR1.9 (Boskone), ???? SR1.10? (Lexicon & Codclave), SR1.11 (Hotel), SR1.12 (Sales), ???? SR1.14 (NESFA Press), SR1.17 (Clubhouse), SR1.18 (Insurance), ???? SR1.19 (Archivist), SR1.20 (Library), SR1.21 (Procurement), ???? SR1.25 (Fellowship), SR1.29 (Story Contest), ???? SR1.31 (Worldcon Liaison), SR1.32 (Gaughan Award), SR1.33 (Computer), ???? SR1.34 (Web), SR1.36 (E-Commerce), SR1.37? (NESFA Press Guest), ???? SR1.38? (Hal Clement Speaker), SR1.40 (Gamesmaster), SR1.41 (Outreach), ???? SR1.42 (Reduction), SR1.43 (Reading Group), SR1.44 (MCFI liaison), ???? SR4.4? (Calendar) ???? create SR1.45 Boskone Treasurer and add annotation there rather than at SR2.7(1)? ???????????? SR2.5(10) fix URL to reference www. not data. and ensure redirect works ================================================================ ==== 2021-07-DAA.2 ================================================================ ???? SR2.4(5) should refer to 5.4(2)(a) rather than including our tax-exempt number ================================================================ ==== 2021-07-IM978.1 (formerly 2018-09-DAA.20) ================================================================ MCPU 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. ==>> Proposed resolution: Just do it, it's our motion. ================================================================ ==== 2021-07-IM978.2 (formerly 2019-05-DAA.1) ================================================================ MCPU 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. ==>> Proposed resolution: Just do it, it's our motion. ================================================================ ==== 2021-07-IM978.3 (formerly 2019-06-DAA.4 (part 1)) ================================================================ MCPU 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+>. ==>> Proposed resolution: Just do it, it's our motion. ================================================================ ==== 2021-07-IM978.4 ================================================================ MCPU to adopt the policy (1) "People who can be vaccinated must be vaccinated to use the clubhouse and do not need to wear masks; anyone over the age of two who cannot be vaccinated must wear a mask to use the clubhouse." (2) rescind the "no eating in the clubhouse" rule. (3) change the limit of at most 6 people in the clubhouse to at most 12 people with 2 slots reserved for people doing NESFA work who have announced their schedule in advance. (4) video days are allowed; all attendees must sign up in advance. (5) game days are allowed; all attendees must sign up in advance. (6) the rules about signing in and announcing your presence in advance are not changed. ==>> Discussion: See also 2021-08-IM979.1. This is a temporary measure but long-lasting enough to be in the Standing Rules. ==>> Proposed resolution: TBD ================================================================ ==== 2021-07-IM978.5 ================================================================ There was also a request for procurement to maintain an emergency supply of feminine hygiene products. ==>> Proposed resolution: TBD ================================================================ ==== 2021-07-IM978.6 ================================================================ MSPU (Sharon, with friendly amendment by RKov) Add a new Standing Rules section 1.9(18)(d): Anyone who earns sufficient hours according to section (a) at the Sunday work-session, if any, or between the start of truck loading and 6pm on Friday and who does not have a membership in the current Boskone may use those hours to acquire such a membership. Hours used in this way will not count toward a membership in the following Boskone, but any other hours earned will count. ==>> Proposed resolution: Add it as Standing Rules section 1.9(18)(d). ================================================================ ==== 2021-08-IM979.1 ================================================================ RKov: 1) Move that people in the NESFA Clubhouse MUST follow the most restrictive of current Federal (including CDC), State (Massachusetts), Local (Somerville), and Standing Rules GUIDANCE regarding the use of masks and occupancy limits effective for Somerville. MSP 15-2 [This does NOT repeal the 12 person limit.] 2) As long as there is a mask requirement in the clubhouse, there should be no eating in the clubhouse while anyone else not from the same household is present and drinking would only be allowed with the use of straws under a mask if anyone else not from the same household is present. MSP 14-4 ================================================================ ==== 2021-08-IM979.2 ================================================================ Dave A: What is the policy about soda? Gay Ellen: I would recommend not buying. There was no objection to NESFA not buying soda or water. ================================================================ ==== 2021-09-IM980.1 ================================================================ RKOV: Moved that all functions of the Computer and Web Committees should be combined under one committee to be called the Information Technology Committee. The initial membership will be the combined membership of the current Computer and Web Committee with Rick Kovalcik as initial Chair. The old Computer and Web committees are disbanded. MSP (17:3) >2/3 ================================================================ ==== 2021-09-DAA.1 ================================================================ >>===> what exactly does the first sentence of SR2.3(9) mean? it appears to allow unauthorized spending! >>===> this should probably be fixed -- the EBoard emergency action provision should be used instead? BL5.5 ================================================================ ==== 2021-09-DAA.2 ================================================================ >>===> collect all ongoing authorized expenditures fpr cpnvenient reference? >>===> 1.14(11) 1.17(7) 1.17(8) 1.17(9) 1.17(13) 1.17(14) 1.33(2) 1.33(3) 1.33(5) 1.33(6) 1.40(1) ================================================================ ==== 2021-10-IM981.1 ================================================================ MSPU to amend Standing Rules section 4.3(11) by prepending "(a)" replacing "PDF" with "suitable electronic form" deleting "in a password-protected directory" replacing "website," with "website with access restricted to NESFA Members and" appending "(b) Instant Message in the form from (a) may be sent electronically to Members in two ways: (1) by an email message including that form, or (2) by an email message including the access instructions needed to view that form on the website. If there is content which is restricted to a subset of members, that content shall be included in the email messages to them. (c) Each member may select any combination of (1)/(2)/paper (including none and all) as the method(s) by which they are to be sent Instant Message. If no selection is made, or if we do not have a usable email address for the member, the default is paper." ==>> Proposed resolution: Just do it. Add to the annotation a reference to ByLaws section 1.10(a) for any member selecting 'none'. ================================================================ ==== 2021-10-IM981.2 ================================================================ MSP2/3 to allow eating in any of the rooms of the clubhouse when no one else not from the same living situation is present in that room. ==>> Discussion: see also 2021-08-IM979.1 ==>> Proposed resolution: TBD ================================================================ ==== 2021-12-IM983.1 [follow-on to 2019-10-IM965.1] ================================================================ To allow NESFA to hold virtual or hybrid meetings as well as physical ones, moved to amend the By-Laws, add one new provision to the Standing Rules, and modify three existing provisions in the Standing Rules all as follows: Amend By-Laws section 10.2(a) by prepending "Except where the context clearly allows other types of meetings," Add these definitions to By-Laws section 10.2: 10.2(k): "Presence" or "attendance" at a meeting, or "attending" a meeting, can be either by being physically present or via remote communications (using suitable tools). 10.2(l): "Suitable remote communication tools" for attending virtual or hybrid meetings must provide adequately for participation in the meeting, including but not limited to hearing and seeing all of the essential activities, requesting the floor, speaking, and voting (including voting by secret ballot). A less-capable set of tools may be employed if all virtual participants agree. 10.2(m): A "physical meeting" is one where all of the participants gather in one physical place, which must satisfy any specified restrictions on its location. 10.2(n): A "virtual meeting" is one where all of the participants gather in one virtual place (specified by the tools and credentials needed to access it). Any restrictions on the physical location do not apply, since there is none. 10.2(o): A "hybrid meeting" is one where some of the participants gather as for a physical meeting but also participate as a group in a virtual meeting and the others participate in that virtual meeting. The place of a hybrid meeting is the place of the physical meeting plus the place of the virtual meeting. 10.2(p): "In writing" includes but is not limited to electronic means such as email. Add new By-Laws section 2.0: Any meeting of the Membership, the Executive Board, or any Committee or other group may be held as a physical, virtual, or hybrid meeting. At any meeting all persons voting shall be verified against the list of allowed voters and proxy holders for the group that is meeting. Add new Standing Rules section 3.6(8): "Suitable remote communication tools" for attending virtual or hybrid meetings must provide adequate protection from malefactors disrupting the meeting. For virtual meetings they must also be affordably available to everyone who can reasonably be expected to attend the meeting, but this requirement does not apply when unusual circumstances affect a small number of Members. Amend By-Laws Section 2.5 "... quorum ... present in person. ..." by changing "present in person" to "attending the meeting". Amend By-Laws Section 3.5 "A quorum for any election ... present in person." by changing "present in person" to "attending the meeting". In Standing Rules section 3.3(1), change "for those present to sign" to "to record who is present" and delete everything after the comma in the second sentence (starting with "and need not recognize"). In Standing Rules section 3.4(1), insert "physical" before the first occurrence of "meeting". In Standing Rules section 3.4(7), insert "physical" before the first occurrence of "meeting". MSPU (21-0) ==>> Proposed resolution: Just do it. ================================================================ ==== 2022-02-IM984.1 ================================================================ Motion: New Boskone Code of Conduct: Be respectful and courteous towards others. We expect you to understand that you need to ask before you touch, and that "No" means "No". Harassment of any kind, intimidation, or illegal behavior is not allowed. This applies to your interactions with everyone. You are expected to refrain from illegal, destructive, or hazardous conduct; or any other -inappropriate behavior, including but not limited to destruction of hotel or other property. Violation of this policy may result in action ranging from warning[s]; having your participation restricted; being barred from the convention (without refund); to a permanent attendance ban. Action by the convention in no way precludes injured individuals, the hotel, or NESFA from pursuing whatever remedies, civil or criminal, as they see fit. If you feel you are being harassed, intimidated, or threatened in any way, please let the ConChair, or a NESFA Officer know. Go to the Convention Office to find one of those people, or call 617.564.5901. NESFA endeavors to keep all names involved in actions confidential to the extent possible; however, accused individuals have the right to be informed of relevant details so as to respond to accusations. Boskone is a members-only event; the convention reserves the right to determine who may be a member. Parties and gatherings in hotel rooms are the responsibility of the individual[s] renting that room. Anyone hosting a gathering in their room has the right to determine who may visit that room, as well as define what is considered appropriate behavior. MSP2/3 ==>> Discussion: Does this belong in the Standing Rules? Probably, since it's ongoing. ???? Should an explicit prohibition of anonymous accusations be added? This replaces SR1.9(24) -- or is a duplicate? no, though it's similar ==>> Proposed resolution: TBD ================================================================ ==== 2022-05-IM987.1 ================================================================ Moved that PDFs, scans, and other files accurately representing the content of Instant Message issues after December 31, 1977 shall be added to the Instant Message archive on NESFA's website as they become available. Passed by Unanimous Consent. ==>> Discussion Add as 4.3(11)(d)? Explicitly specify no redundant forms? But OK if each is better than the others for some purpose? ==>> Proposed resolution: TBD ================================================================ ==== 2022-05-IM987.2 ================================================================ Moved to raise the in-clubhouse limit from 12 to 16 for any official NESFA event. Raz: Motion to table increasing the limit of people in the Clubhouse from 12 to 16. Motion to table: 17:0 MSPU (>2/3) ==>> Proposed resolution: No action needed. ================================================================ ==== 2022-05-IM987.3 ================================================================ Sharon: Move: to change recommendation to Membership Committee for time for general to regular membership from 2 to 1 month. After discussion it was agreed this was actually in the Standing Rules and not the Bylaws. MSP 17:3 (>2/3) ==>> Proposed resolution: In Standing Rules subsection 1.7(5) VI (a) change '2 months' to '1 month'. ================================================================ ==== 2022-05-IM987.4 ================================================================ RKov: Moved to change the standing rules from Everyone MUST announce on the nesfa-active mailing list their plans (date and time period) to use the clubhouse. to Everyone SHOULD announce on the nesfa-active mailing list their plans (date and time period) to use the clubhouse. Passed by Unanimous Consent. ==>> Discussion affects 5.6(6)? can't find the original rule that's being modified check the Zoom transcripts of the 9-10/2020 meetings ==>> Proposed resolution: TBD