This page contains items intended to be included in the ByLaws or Standing Rules, organized as seven lists. Items in the first three lists took effect when they were passed or announced; the Rules Committee is just adding any necessary technical details and clarifying their meaning when needed. 1) a list of changes to the Standing Rules which have been perfected by the Rules Committee and are about to be reported to the Membership before being incorporated into the Standing Rules document 2) a list of changes to the ByLaws and Standing Rules which require no further approval before being incorporated into those documents 3) a list of pending changes to the ByLaws and 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 will be discarded by the Rules Committee. 4) a list of ByLaws amendments which have been submitted to and perfected by the Rules Committee and are ready to be presented to the Membership for approval. 5) a list of motions that the Rules Committee will make at an upcoming Business Meeting as a result of processing items from other lists. 6) 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. 7) a list of items under discussion which do not belong on any other list. Each item is in a block of text separated from other items by three or more lines (two long lines of "====" with between them one or more lines starting with "==== " followed by the identifiers for that item, separated by " & ", 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). The list of identifiers may be followed by other text, and additional lines with no identifiers are allowed. Last updated 28 July 2022. Contains items from IM issues through number 988 (June 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, and March 2021 meetings. ================================================================ ==== Items in the first three lists are already in effect. ================================================================ ================================================================ ==== Items ready to be reported to the Membership [25 items 7/27/22] ================================================================ ================================================================ ==== 2021-07-IM978.1 ================================================================ 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. ==>> Approved resolution: Just do it. ================================================================ ==== 2021-07-IM978.2 ================================================================ 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. ==>> Approved resolution: Just do it. ================================================================ ==== 2021-07-IM978.3 ================================================================ 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+>. ==>> Appproved resolution: Just do it. ================================================================ ==== 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." ==>> Approved resolution: Just do it. Add to the annotation a reference to ByLaws section 1.10(a) for any member selecting 'none'. ================================================================ ==== 2021-12-IM983.1 ================================================================ 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 an annotation "12/21, 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). [12/21, 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. [12/21, 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. [12/21] 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. [12/21] 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. [12/21] 10.2(p): "In writing" includes but is not limited to electronic means such as email. [12/21] 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. At any meeting all persons voting shall be verified against the list of allowed voters and proxy holders for the group that is meeting.[12/21, Authorize virtual and hybrid meetings. Verifying voters isn't really an issue for us, but requiring it better aligns us with Massachusetts law.] 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. [12/21] Amend By-Laws Section 2.5 "... quorum ... present in person. ..." by changing "present in person" to "attending the meeting". Add the annotation "12/21, 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". Add the annotation "12/21, 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"). Add an annotation "12/21, 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 occurrence of "meeting". Append to the annotation "12/21: 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 occurrence of "meeting". Append to the annotation "12/21: paying in cash as required by SR3.4(3) is not possible at a virtual meeting." MSPU (21-0) ==>> Approved resolution: Just do it. The ByLaws amendments have already been approved by the Membership, so only the Standing Rules changes need to be reported. ================================================================ ==== 2019-07-IM963.2 ================================================================ 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. ==>> Discussion The minutes of the July 2019 meeting will probably never be published. This item is from notes taken by the Rules Committee. ==>> Approved resolution: In the ToC for Section I change "1.42 Reduction Committee" to "1.42 Book Inventory Reduction Committee" 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". From Rules Committee notes." In subsections 4.2(19) and 4.2(20) change "Book Reduction Committee" to "Book Inventory Reduction Committee". Other than this item, there are no mentions in SR-pending.txt. ================================================================ ==== 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. ==>> Approved resolution: Delete Standing Rules section 1.17(3), leaving only an annotation: 1.17(3)M [Repealed. Specified appointment of the Clubhouse Committee.] For reference, section 1.17(3) is The Clubhouse Committee shall be appointed by the President subject to ratification by the Membership. ================================================================ ==== 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. ==>> Approved resolution: Add it as Standing Rules section 1.9(18)(d). For reference: 1.9(18)M To encourage volunteering at Boskone, anyone (including Committee, Staff, people with non-paid memberships, and non-members) who works on the convention for a sufficient amount of time will be given a free non-transferable membership in the following Boskone. (a) Twelve hours is a sufficient amount of time. Time before 6:00 PM on the Friday of the convention or whenever the area opens, whichever is later, or after 3:00 PM on the Sunday of the convention or whenever the area closes, whichever is earlier, counts double. ================================================================ ==== 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. ==>> Approved resolution: Add as new subsection 4.3(11)(d) 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 (as described in (a)) as they become available. [5/22. The cutoff date is due to concerns about some mid-1970s issues; eventually those concerns should be resolved and the cutoff date eliminated.] For reference, 4.3(11)(a) is A suitable electronic form of each full Instant Message (as normally published to subscribing members) shall be placed on the nesfa.org website with access restricted to NESFA Members and with access instructions and an optional "stay tuned" note contained in each Instant Message. ================================================================ ==== 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) ==>> Approved 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] ================================================================ ==== 2019-07-IM963.3 (formerly 2019-06-DAA.1) ================================================================ 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. ==>> Discussion The minutes of the July 2019 meeting will probably never be published. This item is from notes taken by the Rules Committee. The motion to merge the Computer and Web committees into the IT Committee will make this somewhat irrelevant, but the details of that merge may still document some issues of this sort. And documenting that merge will be complicated and will take a while to complete. ==>> Approved resolution: Make the above changes to Section 1.34(1) and append to its annotation "7/19, extend responsibility to all of the email infrastructure. From Rules Committee notes." replace Section 1.34(4) with the annotation "[7/19, Repealed. Authorization to appoint the Email Administrator and Webmaster was made redundant by the adoption of ByLaws Section 6.6A. From Rules Committee notes.]" 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. ================================================================ ==== 2019-06-IM963.6 ================================================================ 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. ==>> Discussion The minutes of the June 2019 meeting will probably never be published. This item is from notes taken by the Rules Committee. ==>> Approved 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. From Rules Committee notes.". 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. From Rules Committee notes." 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. From Rules Committee notes+>.] ================================================================ ==== 2019-06-IM963.4 ================================================================ MS to change the Boskone membership rate structure items "K-12" and "college" to "child (5-17)" and "young adult (18-25)", and to add "active military" at the lowest available "adult" rate. MSP to divide the question, separating the "active military" rate. Both parts of the divided motion passed. ==>> Discussion: The minutes of the June 2019 meeting will probably never be published. This item is from notes taken by the Rules Committee. 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. The issue of defining "Active Military" and "Dealer" will be a separate item for discussion. ==>> Approved 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) Add this annotation: [6/19. From Rules Committee notes.] 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 Append to the annotation "6/19, added Staff / Worker and Active Military rates. From Rules Committee notes." 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] ================================================================ ==== 2022-05-IM987.3 ================================================================ Sharon: Move: to change recommendation to Membership Committee for time for general to regular membership from 2 to 1 month. MSP 17:3 (>2/3) ==>> Approved resolution: In Standing Rules subsection 1.7(5) VI (a) change '2 months' to '1 month'. For reference: 1.7(5)M Guidelines To Membership Policy VI. Regular Membership a) Be a General Member for at least 2 months. ================================================================ ==== 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: RKov says his intent was "All Boskone Guests". See SR1.9(20) -- There are multiple GoHs at each Boskone: usually author, artist, special guest. ==>> Approved 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 their Boskone Book shall be offered a 50% discount unless a greater discount applies. "Guest of Honor" will be made a link to SR1.9(20). ================================================================ ==== 2022-06-IM988.6 ================================================================ The name Gamesmaster may be problematic. Perhaps we should use Games Coordinator instead. After the meeting the title "Gaming Coordinator" was chosen. ==>> Approved resolution In the Standing Rules Table of Contents, change "1.40 Gamesmaster" to "1.40 Gaming Coordinator". In Standing Rules section 1.40, change "1.40 Gamesmaster" to "1.40 Gaming Coordinator [6/22, renamed from Gamesmaster]". In Standing Rules section 1.40(1), change "Gamesmaster" to "Gaming Coordinator". ================================================================ ==== 2022-06-IM988.3 ================================================================ Move to modify Standing Rule 1.20(7) to allow the library committee to set prices for surplus library materials as they see fit to take effect after being announced at a business meeting. Passes by Unanimous Consent. Motion that the prices set by the Library Committee will be tax inclusive. Passes by Unanimous Consent ==>> Discussion Tax-inclusive prices are not allowed in Massachusetts! MGL, Chapter 64H, Section 5: Upon each sale of tangible personal property taxable under the provisions of this chapter the amount of tax collected by the vendor from the purchaser shall be stated and charged separately from the sales price and shown separately on any record thereof at the time the sale is made, or on any evidence of sale issued or used by the vendor; provided, however, that in the instance of the sale of alcoholic beverages for on premise consumption, the tax collected need not be stated separately. 2022-06-IM988.4 proposes stating prices as "total (price+tax)", e.g. $0.50 (0.47+0.03), with suitable headings. ==>> Approved resolution: Replace 1.20(7) with The Library Committee may set prices for the sale of surplus library materials (after removal of valuable items) as it sees fit. These prices will take effect after being announced at a Business Meeting and must state the price and tax separately. Add this annotation: "[6/22, see section 1.20(30) for the current prices. G.L. c.64H õ5 requires that price and tax be stated separately.]" with G.L. c.64H õ5 being a link to https://malegislature.gov/Laws/GeneralLaws/PartI/TitleIX/Chapter64H/Section5 For reference, 1.20(7) is: With approval from the EBoard the Library Committee may sell duplicates (after removal of valuable items) at $0.75 for hardcovers and $0.25 for paperbacks. ================================================================ ==== 2022-06-IM988.4 ================================================================ Prices set as follows: For members: $0.50 for a mass market paperback, $1.00 for a trade paperback, $2.00 for a hardcover book or an audio or video disc. For non-members, the prices shall be $1.00 each for mass market paperbacks, $1.50 each for trade paperbacks, and $3 each for hardcover books as well as audio and video discs. Audiobooks, multi-disc music albums, and single films spanning multiple discs (including special features) shall count as a single item. ==>> Approved resolution: Create new section 1.20(30)F Library Committee: The prices for surplus library materials set in accordance with Standing Rule 1.20(7) are: member non-member total (price+tax) total (price+tax) $0.50 (0.47+0.03) $1.00 (0.94+0.06) mass-market paperback $1.00 (0.94+0.06) $1.50 (1.41+0.09) trade paperback $2.00 (1.88+0.12) $3.00 (2.82+0.18) hardcover, audio or video disc Audiobooks, multi-disc music albums, and single films spanning multiple discs (including special features) shall each count as a single item. These prices shall also apply to the various non-SF/Fantasy works that we receive as part of bulk donations. Add this annotation: "[6/22, G.L. c.64H õ5 requires that price and tax be stated separately and G.L. c.64H õ4 specifies the tax calculation.]" with G.L. c.64H õ5 being a link to https://malegislature.gov/Laws/GeneralLaws/PartI/TitleIX/Chapter64H/Section5 and G.L. c.64H õ4 being a link to https://malegislature.gov/Laws/GeneralLaws/PartI/TitleIX/Chapter64H/Section4 ================================================================ ==== 2020-09-IM970.3 ================================================================ 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. ==>> Discussion The minutes of the September 2020 meeting will probably never be published. This item is from the Zoom transcript of that meeting. ==>> Approved resolution Create subsection 1.17(4)(l): Anyone receiving a key must sign an agreement that the key is the property of NESFA, that they will not duplicate it, and that they will return it when they cease to be a Member or it is requested by the Executive Board. [9/20. From a Zoom transcript. See also 1.17(4)(g).] ================================================================ ==== 2020-09-IM970.1 & 2020-10-IM970.1 & 2021-05-IM976.1 & ==== 2021-05-IM976.2 & 2021-07-IM978.4 ================================================================ From a 13 September 2020 email by RKov (as Clubhouse Committee chair): Please note that as per the NESFA Meeting today, the NESFA Clubhouse is closed except for official NESFA work until further notice. This means there is no use of the NESFA Library or the Clubhouse for Entertainment Purposes or dropping donations off until further notice. In addition, if you are going into the clubhouse, you MUST send an email to nesfa-active in advance saying when you are going in and for about how long (and perhaps why you are going in). From the Zoom transcript of the September 2020 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. From the Zoom transcript of the October 2020 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. From IM 976 MCP (15/3, Clubhouse) that people be allowed to use the NESFA Library for reading while in the clubhouse, and for borrowing books. 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. From IM 978 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 This establishes within the Clubhouse Committee section of the Standing Rules a new section for rules related to the COVID Pandemic. This both keeps them together for easy reference and makes it easy to repeal them all when the pandemic is finally over. No rules have been found for (2) and the announcing part of (6) from IM 978. ==>> Approved resolution Create new section 1.17(15) COVID Pandemic Create subsection 1.17(15)(a): The Clubhouse is in limited use, allowing only essential NESFA work plus anything else allowed by subsection 1.17(15). [9/20, from a Zoom transcript. 5/21, allow use of the library. 7/21, allow more general use.] Create subsection 1.17(15)(c): 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. [10/20, from a Zoom transcript. 7/21, was everyone must be masked.] Create subsection 1.17(15)(d): The maximum number of people allowed in the clubhouse at any one time is twelve, with 2 slots reserved for people doing NESFA work who have announced their schedule in advance.".[5/21. 7/21, raise the limit from 6 to 12, require 2 reserved slots.] Create subsection 1.17(15)(e): NESFA key-holders may sign up for office hours to allow non-key-holders to use the library. Hours will be posted on the doors and online. [5/21. 7/21, moved limit on number of people to (d).] Create subsection 1.17(15)(f): Game Days and Video Days are allowed, but all attendees must sign up in advance. [7/21] ================================================================ ==== 2020-10-IM970.2 & 2020-10-IM970.3 & 2021-08-IM979.1 & ==== 2021-10-IM981.2 & 2022-05-IM987.4 ================================================================ From the Zoom transcript of the October 2020 meeting: 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. From the Zoom transcript of the October 2020 meeting: 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. From IM 979 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 From IM 981 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. From IM 987 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 no rule found for the motion from IM 987 ==>> Approved resolution Create subsection 1.17(15)(g): Everyone should use hand sanitizer or wash their hands when they enter the clubhouse and at other appropriate times. [10/20, from a Zoom transcript.] Create subsection 1.17(15)(h): There shall be a paper log at the clubhouse in which people should sign in and out with their date and time of arrival or departure. Notify the Executive Board and the Clubhouse Committee if you later test positive for COVID or discover that you had been in contact with someone who tests positive. [10/20, from a Zoom transcript.] Create subsection 1.17(15)(i): Anyone in the 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. [8/21. See current CDC guidance.] where "current CDC guidance" will be a link to . Create subsection 1.17(15)(j): Whenever masks are required for everyone in the clubhouse and people from more than one household are present in a room, no eating or drinking (except if using a straw under a mask) is allowed in that room. [8/21. 10/21, treat each room separately.] Create subsection 1.17(15)(k): Everyone SHOULD announce on the nesfa-active mailing list their plans (date and time period) to use the clubhouse. [5/22] ================================================================ ==== 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. ==>> Discussion Dave A: I'm inclined to see this as an implicit motion to repeal Standing Rules section 1.21(2), which passed by unanimous consent. Gay Ellen agrees with this. Dave A: The context was NESFA finances and the need to control expenses. ==>> Approved resolution Repeal section 1.21(2), leaving only this annotation: "Repealed 8/21. Was about buying soda and water." For reference, section 1.21(2) is The Procurement Committee is directed to maintain a stock of generally-available soda at the clubhouse. ================================================================ ==== 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 ==>> Discussion 1.34(4) has been repealed. There are a couple of cases where responsibility for part of a NESFA website is given to someone other than the Information Technology Committee: 1.36(1) E-Commerce committee set up and maintain electronic sales site on the web 1.6(2) Rules Committee maintain ByLaws & Standing Rules on the website 4.3(11) mandates IM archive 4.4(1/2/3) stuff regarding the online calendar Text in [] is annotations. 1.45(1) OK by DGG & RKov. Joe: Do we need to report the annotations, since they are not part of the proposed vote?ÿÿ If we do report them, we should at least explicitly state that. ==>> Approved resolution: In the Section I ToC: add "1.45 The Information Technology Committee Create 1.45: 1.45 The Information Technology Committee [Established 9/21 by merging the Computer and Web Committees. Pre-9/21 annotations in this section refer to those Committees.] Create 1.45(1) by merging 1.33(1) and 1.34(1): 1.45(1) Except where responsibility is explicitly assigned elsewhere, the Information Technology Committee shall be responsible for organizing, maintaining and recommending plans for NESFA's computers and related equipment, network infrastructure and services, Internet presence (including but not limited to email infrastructure including mailing lists, social media, and the content and appearance of NESFA websites), and all related activities and tools. [9/21, merger of the Computer and Web Committee's mission statements. 11/90, Computer Committee established. 5/97, Web Committee established. 7/15, added responsibility for the network and the content and appearance of the website. 12/17, added social media.] For reference, 1.33(1) and 1.34(1) are: 1.33(1) The Computer Committee is charged with organizing and maintaining NESFA's computers, network infrastructure, and network services except where the Web Committee has authority. It is also responsible for making recommendations about future acquisitions. [Established 11/90; 7/15: added text about the network and the Web Committee.] 1.34(1) 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 and social media presence. It is also responsible for maintaining web-, mailing-list-, and social-media-specific tools and services. [Established 5/97; 7/15: added "content and appearance of" and the sentence ending with "tools and services"; 12/17, added social media.] Move 1.33(x) [where x is 2..9] to 1.45(x), replacing "Computer Committee" wherever it appears with "Information Technology Committee" and leaving behind an annotation "9/21, moved to 1.45(x)" where "1.45(x)" is a link to that subsection. Move 1.34(x) [where x is 2, 3, 5, 6] to 1.45(y) [where y is 10..13], replacing "Web Committee" wherever it appears with "Information Technology Committee" and leaving behind an annotation "9/21, moved to 1.45(y)" where "1.45(y)" is a link to that subsection. In the Section I ToC: Change "1.33 The Computer Committee" to "1.33 [was The Computer Committee.] Change "1.34 The Web Committee" to "1.34 [was The Web Committee.] Change "1.33 The Computer Committee" to "1.33 [was The Computer Committee. Established 11/90. 9/21, merged into the Information Technology Committee.] where "Information Technology Committee" is a link to 1.45. Replace 1.33(1) with the annotation [9/21, merged into 1.45(1).] where "1.45(1)" is a link to that subsection. Change "1.34 The Web Committee" to "1.33 [was The Web Committee. Established 5/97. 9/21, merged into the Information Technology Committee.] where "Information Technology Committee" is a link to 1.45. Replace 1.34(1) with the annotation [9/21, merged into 1.45(1).] where "1.45(1)" is a link to that subsection. Add the Computer and Web Committees to the list of no-longer-existing committees at the end (or the beginning) of Section I. ================================================================ ==== 2019-07-IM963.1 (formerly 2018-09-DAA.2) ================================================================ 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 ==>> Discussion: The minutes of the July 2019 meeting will probably never be published. This item is from notes taken by the Rules Committee. ==>> Approved resolution: Replace those [sub]sections with appropriate annotations as follows: 1.3(1)E "7/19, repealed. From Rules Committee notes. 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. From Rules Committee notes. 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. From Rules Committee notes. Was about the creation of Sales flyers. The NESFA Press website now serves this function." 1.12(4)M "7/19, repealed. From Rules Committee notes. Was about T-shirts." 1.12(5)M "7/19, repealed. From Rules Committee notes. Was about T-shirts." 1.13 "7/19, repealed. From Rules Committee notes. Was the Index Production Committee. Established 5/69." 1.15 "7/19, repealed. From Rules Committee notes. Was the Hymnal Committee. Established 5/76." 1.16 "7/19, repealed. From Rules Committee notes. Was the T-Shirt Committee. Established 12/83." 1.17(5)M "7/19, repealed. From Rules Committee notes. Was about Paul Jacobs' truck. Paul is long gone." 1.20(6)E "7/19, repealed. From Rules Committee notes. Was about binding our publications." 1.26 "7/19, repealed. From Rules Committee notes. Was the Press Gang. Established 4/75." 1.27 "7/19, repealed. From Rules Committee notes. Was the Journal Committee. Established 4/75. Proper Boskonian is no more." 1.28 "7/19, repealed. From Rules Committee notes. Was the Collator. Established 7/71*. APA:NESFA is no more." 1.35 "7/19, repealed. From Rules Committee notes. 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. From Rules Committee notes. Was about electrostencilling and mimeography." 4.1(2)F "7/19, repealed. From Rules Committee notes. Was about electrostencilling and mimeography." 4.2(17)M "7/19, repealed. From Rules Committee notes. 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) ==>> 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 they want 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 (now part of the Information Technology 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. ================================================================ ==== End of tems ready to be reported to the Membership ================================================================ ================================================================ ==== Items to be incorporated into the Standing Rules or ByLaws ================================================================ ================================================================ ==== 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.+> ================================================================ ==== 2021-04-DAA.10 ================================================================ BL 10.2(g) and 10.2(j) should reference BL 1.10 -- waiver of notice ==>> Discussion Updating annotations does not require informing or getting approval from the Membership. Unless someone comes up with a good argument against this I'll just do it. ==>> Approved resolution: Add to the annotations to ByLaws subsections 10.2(g) and 10.2(j) the text "Note that ByLaws section 1.10 allows Members to waive the right to receive such notices." ================================================================ ==== End of items to be incorporated into the Standing Rules or ByLaws ================================================================ ================================================================ ==== Items being perfected by the Rules Committee ================================================================ ================================================================ ==== 2018-09-IM954.3 [active] ================================================================ 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. ==>> Current status: Dave A yes Mike K no vote Joe no vote Tony yes Voting ends at 11:59pm on Wednesday August 3rd unless there is further discussion. ==>> Discussion: The only part of this which may affect the Standing Rules is the establishment of a Clubhouse Upgrade or Replacement Fund. As of July 26th 2022 the Treasurer confirms that this fund was never created. Note 1.39 The Clubhouse Kitty (now disestablished) which had the same purpose. A motion to rescind requires a 2/3 vote. RKov: It was the strong sense of the meeting to create the fund. The correct thing to do is to add the donate button and create the fund. Dave A: The donate button doesn't belong in the Standing Rules (IMO) and was added to the website long ago. Remember the "Clubhouse Kitty"? It had much the same purpose, and was eventually disestablished. RKov: Yes, but finding a new clubhouse now is becoming more of an issue. ==>> Proposed resolution: Since the fund was never created, rather than including it in the Standing Rules make this motion: Move to rescind that part of a motion passed at the September 2018 meeting which established a Clubhouse Upgrade or Replacement Fund. ================================================================ ==== 2019-06-IM963.2 (formerly 2018-09-DAA.7) [active] ================================================================ 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. ==>> Current status: Dave A yes Mike K yes Joe no vote Tony no vote Voting ends at 11:59pm on Wednesday August 3rd unless there is further discussion. ==>> Discussion: The minutes of the June 2019 meeting will probably never be published. This item is from notes taken by the Rules Committee. Dave A: I'm not convinced that this whole subsection really makes sense any more, but the motion was passed so we should process it. Joe: When has anyone been fined for this?ÿ We aren't even doing pun fines these days. Dave A: The Membership passed the motion, so unless and until a motion to repeal it is approved we need to deal with it. Mike K: Pun fines will resume at whatever point we have the tech in place to do hybrid meetings. Joe: I think we should recommend repeal, at least in part.ÿ I remember sometime in the 1970s, when we came up with a fine for smoking during the meeting, and we had a lot of people with important jobs in NESFA threatening to leave if it continued.ÿ If we actually start fining people for speaking up without being recognized, either it will be applied very selectively (which will also cause resentment and drive people away) or we will be fining a lot of people who are active in NESFA. Dave A: Our job here is to "perfect" motions passed by the Membership, not to propose policy -- which recommending [partial] repeal would be doing. Any of us who feels that it's appropriate can certianly make such a motion as an individual, but it should not come from the Rules Committee. And, unless and until such a motion is made and passed, we need to deal with this item. ==>> Proposed resolution: Just do it 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. With annotation [9/85<+. 6/19, added other devices and speaking out of order. From Rules Committee notes.+>] ================================================================ ==== there are no published minutes for June, July or August 2019 -- IM 963 ================================================================ ================================================================ ==== 2020-01-IM966.2 [make active after 2022-02-IM984.1 has been approved] ================================================================ 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 in the Standing Rules as section 1.9(24) ==>> Proposed resolution: Add to 1.9(24) (updated by 2022-02-IM984.1) (c) It is the sense of the club that Code of Conduct investigations/decisions always be handled by at least two people from the set convention chair plus the four Executive Board members. ================================================================ ==== 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 ================================================================ ???? audios of the July and August meetings are available ================================================================ ==== there are no published minutes for September and October 2020 -- IM 970 ================================================================ ================================================================ ==== there are no published minutes for November and December 2020 -- IM 971 ================================================================ ================================================================ ==== 2020-11-IM971.1 ================================================================ From the Zoom transcript of the November 2020 meeting: nothing relevant to the ByLaws or Standing Rules found ================================================================ ==== 2020-12-IM971.1 ================================================================ From the Zoom transcript of the December 2020 meeting: nothing relevant to the ByLaws or Standing Rules found ================================================================ ==== there are no published minutes for January 2021 -- IM 972 ================================================================ ================================================================ ==== 2021-01-IM972.1 ================================================================ From the Zoom transcript of the January 2021 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. ==>> Discussion Talk to Dave G about exactly what this means. Also talk to Dave C, who raised some issues. ==>> Proposed resolution TBD ================================================================ ==== there are no published minutes for February 2021 -- IM 973 ================================================================ From the Zoom transcript of the February 2021 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 2021 meeting: nothing relevant to the ByLaws or Standing Rules found ================================================================ ==== 2021-07-IM978.5 ================================================================ There was also a request for procurement to maintain an emergency supply of feminine hygiene products. ==>> Proposed resolution: No actual motion, so delete this item. ================================================================ ==== 2022-02-IM984.1 [active] amended twice ================================================================ ???? update 2022-07-DAA.1 with any changes to the resolution of this item 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 ==>> Current status (votes prior to the amendment are reset): Dave A yes Mike K no vote Joe yes Tony no vote Voting ends at 11:59pm on Tuesday August 2nd unless there is further discussion. ==>> Discussion: I've made some minor tweaks to the wording and punctuation to make this read better without changing the meaning. 2020-01-IM966.2 will add a subsection (c). The proposed resolution has been amended to not include a specific phone number. ==>> Proposed resolution: Replace Standing Rules section 1.9(24) with 1.9(24) Boskone Code of Conduct (a) 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, or 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 [to be determined]. 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 and 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. (b) As soon as possible, and certainly before the convention, each convention committee shall replace "[to be determined]" in (a) with a suitable telephone number. The old section 1.9(24) is a previous Code of Conduct. ================================================================ ==== 2022-06-IM988.1 ================================================================ Move to archive on the NESFA Google Drive video, audio and notes for all meetings for which no Instant Message has been produced and not require the Clerk to produce these IMs. The list of months for which no IM will be produced is as follows: IM963 - Jun/Jul/Aug 2019 IM967 - Mar/Apr 2020 IM968 - May/Jun 2020 IM969 - Jul/Aug 2020 IM970 - Sep/Oct 2020 IM971 - Nov/Dec 2020 IM972 - Jan 2021 IM973 - Feb 2021 IM974-debrief - Mar 2021 IM974 - Mar 2021 If anyone requests information about the proceedings of the organization for those months, the Clerk is directed to report that the records are unavailable. (MSP 18 to 0): ==>> Discussion: ???? document where this info is stored (find out where) ???? and the direction to the Clerk, nothing else? ???? also document which meetings/issues are affected ???? for each meeting list what information, if any, is available Information known to be available about each meeting: Jun 2019: notes by the Rules Committee on a few motions Jul 2019: notes by the Rules Committee on a few motions Aug 2019: Mar 2020: Apr 2020: Zoom audio May 2020: Zoom audio Jun 2020: Zoom audio Jul 2020: Zoom audio? Aug 2020: Zoom audio Sep 2020: Zoom transcript; Zoom audio Oct 2020: Zoom transcript; Zoom audio Nov 2020: Zoom transcript; Zoom audio Dec 2020: Zoom transcript; Zoom audio? Jan 2021: Zoom transcript; Zoom audio Feb 2021: Zoom transcript; Zoom audio Mar 2021: Zoom transcript; Zoom audio dbr 2021: ==>> Proposed resolution: TBD ================================================================ ==== 2022-06-IM988.2 ================================================================ The President created a New Clubhouse Search Committee to come up with a list of requirements. President appoints Mike Kerpan as Chair with Dave Anderson, Dave Grubbs, Rick Kovalcik, Sharon Sbarsky, and anyone else who wants to be on the committee. ==>> Discussion This is a temporary committee and doesn't belong in the Standing Rules? ==>> Proposed resolution: Delete this item. ================================================================ ==== End of items being perfected by the Rules Committee ================================================================ ================================================================ ==== Items beyond this point are not in effect. ================================================================ ================================================================ ==== ByLaws amendments to be voted on at a Business Meeting. [4 items, 5 motions 7/16/22] ==== Notice must be given at least two weeks before the meeting. ================================================================ ================================================================ ==== 2019-06-DAA.8 [notice given 7/16/22] ================================================================ 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". Also, Sections 2.10 and 8.4(d) specify "the Members" and also were missed; the best way to fix this is to add "the Members" to Subsection 10.2(j). Signed by Dave Anderson, Joe Ross, and Tony Lewis. ==>> Discussion: This amendment fixes some glitches in the amendment which created ByLaws subsection 10.2(j). It does not make any fundamental changes. ==>> Approved resolution: Make this motion at a Business Meeting: Move 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. ================================================================ ==== 2021-04-DAA.3 [notice given 7/16/22] ================================================================ Update ByLaws Section 10.3 since we no longer publish the ByLaws and Standing Rules on paper. signed by Dave Anderson, Mike Kerpan, Joe Ross, and Tony Lewis ==>> Approved resolution: Make this motion: Move to replace the current text of ByLaws section 10.3 with: Every new Member shall, upon admission to Membership, be informed by the Clerk of where to find the ByLaws, Standing Rules, and related documents on the NESFA website. and add the annotation [6/22. Currently at www.nesfa.org/rules.] For reference the current text of section 10.3 is: 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.2 [notice given 7/16/22] ================================================================ Clarify the details of votes with fewer than three choices or that result in a tie in Bylaws sections 3.6 (elections of Officers) and 11.5(f) (the Skylark Award). signed by Dave Anderson, Joe Ross, and Tony Lewis ==>> Discussion: For elections, Robert's Rules requires repeating the vote until a tie is broken (RONR 12th 46:32). 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. Change "nominees" to "choices" since 11.5(d) adds two choices to the ballot. 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. ==>> Approved resolution: At a meeting make these two motions to amend the ByLaws: Move to amend the ByLaws by, in Section 3.6, replacing the "." at the end of the second sentence with the text ", otherwise" followed by the text of the first sentence, then deleting the first sentence. Finally 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. Move to amend the Bylaws by, in Subsection 11.5(f), replacing the text "nominees, and the" with the text "choices, otherwise a majority of the votes cast is required. In case of a tie there may 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 choices, otherwise a majority of the votes cast is required to win. In case of a tie there may be multiple winners. The collection procedures shall be such as to insure the secrecy of each vote. ================================================================ ==== 2021-04-DAA.9 [notice given 7/16/22] ================================================================ 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 2.7(2)E the boskone treasurer must report monthly Signed by Dave Anderson, Mike Kerpan, and Tony Lewis. ==>> Approved resolution: Move to amend the ByLaws by adding a new subsection 10.2(r): 10.2(r) Reporting monthly to the Membership means reporting at the first regular Business Meeting in each month where there is a regular Business Meeting. [?/22] ================================================================ ==== End of ByLaws amendments to be voted on at a Business Meeting. ================================================================ ================================================================ ==== Motions to be made at a Business Meeting [5 items, 6 motions 7/22/22] ================================================================ ???? make any motions modifying an existing Standing Rule where ???? 1-week notice was not given before 2019-06-DAA.9 which ???? amemds 5.1(1) to require 1-week notice to allow a majority ???? vote. For simplicity, do 2019-06-DAA.9 last. Perhaps ???? followed by any last-minute motions for which no notice was ???? given. ================================================================ ==== 2022-06-DAA.6 [notice given 7/23/2022] ================================================================ In the updated Section 1.9(34) 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 "Dealer" and "Active Military" aren't defined, but need to be so that people don't have to guess what they mean. ==>> Discussion This already has some discussion under 2019-06-IM963.4 Since the Coast Guard is not part of the Defense Department during peacetime, we should include it explicitly. RKov: I think the issue this was trying to address was that Active Duty Military might not know where they are going to be stationed until very close to the Con. The issue with National Guard is that they could be called up at any time and sent overseas or to some third world country (like Texas or Florida) to monitor elections or enforce human rights. ==>> Approved resolution Make these motions as from the Rules Committee: In perfecting the motion that includes creating an "Active Military" class of Boskone Membership, the Rules Committee realized that we have no definition of exactly who qualifies as Active Military or Dealer. Move to define the Active Military class of Boskone Membership as applying to anyone who, at the time of that Boskone, is an active-duty member of any of the United States military services (including the Coast Guard) or a member of the National Guard. Add the annotation "Members of the military may not know where they will be stationed until shortly before the convention. Members of the National Guard may be called up at any time. Remove the penalty for joining late or at-con. The Coast Guard is explicitly mentioned since in peacetime it is not part of the Defense Department." Move to define the Dealer class of Boskone Membership as applying to anyone who's purchased space in the Dealer's Room (a Dealer) plus anyone who a Dealer states will be staffing that Dealer's operation. ================================================================ ==== 2019-06-DAA.10 [notice given 7/23/2022] ================================================================ 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 long-time practice. ==>> Approved resolution: Make this motion: Move to update Standing Rules section 5.1(2) to allow for fiats by 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 or, except for fiats by outside organizations, the Membership". 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 or, except for fiats by outside organizations, the Membership+>. 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. ================================================================ ==== 2019-06-DAA.9 [notice given 7/23/2022] ================================================================ 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. ==>> Approved resolution: Make this motion at a Business Meeting: Move 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. ================================================================ ==== 2022-06-DAA.3 [notice given 7/23/2022] ================================================================ The Boskone musical guest is not always called the "Featured Filker". ==>> Approved solution: Make this motion: Move to amend Standing Rules section 1.9(20) by inserting after "Featured Filker(s)" the text "or other musical guest(s)". For reference, section 1.9(20) is The Guests of Honor for a Boskone are those few people whom the convention gives special recognition for their activities related to SF and/or fandom, usually an author, an artist, and a "Special Guest". The Featured Filker(s), Hal Clement Science Speaker, NESFA Press Guest(s), ordinary program participants, etc. are not Guests of Honor. The amended section 1.9(20) would be The Guests of Honor for a Boskone are those few people whom the convention gives special recognition for their activities related to SF and/or fandom, usually an author, an artist, and a "Special Guest". The Featured Filker(s) or other musical guest(s), Hal Clement Science Speaker, NESFA Press Guest(s), ordinary program participants, etc. are not Guests of Honor. ================================================================ ==== 2018-09-DAA.6 [notice given 7/23/2022] ================================================================ Section 3.1(1) of the Standing Rules (regarding the Order of Business for regular meetings of the Membership) is grossly out of date. ==>> Discussion: A 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. 6/14/2022: 3.1(1) annotation updated to say essentially "obsolete, see 3.1(1A)" 6/14/2022: 3.1(1A) replaced with a link to RKov's OoB page on Google Docs (with his permission) Tony: I think the order of business is the prerogative of the presiding officer. Why are we trying to micromanage the meeting. Unless someone has a very good reason for this, I vote NO. Dave A: Um, the effect of this motion is to give control of the Order of Business to the President. I don't see any micromanagement. Joe: On the one hand, I like this because I've never liked specifying the Order of Business in the Standing Rules, and I was against it back when Don Eastlake first proposed it. ÿ On the other hand, I'm not sure we even need this.ÿ Have we ever had a problem with an ad hoc order of business? In Brookline Town Meeting, the Moderator often groups certain Articles together for joint consideration or schedules a certain Article to be taken up at a particular time for the convenience of citizens interested in that article.ÿ Town Meeting can also decide to change the order of consideration of Articles for one reason or other. Dave A: It's sometimes very useful to have an Order of Business which members can see before the meeting. IIRC there has sometimes been some confusion due to the lack of one. Joe: The reason is that many years ago Don Eastlake proposed it and got people to go along with it.ÿ I think this is a great opportunity to get rid of it altogether. But I would point out that the Order of Business is also the prerogative of the Membership, who can vote to change it. Joe: Right, but the chair can prepare one without a standing rule. Dave A: True, but requiring it to be available to members is a good thing. This motion also authorizes two things which are our usual practice but are either not mentioned or prohibited in Robert's Rules: 1) the chair bringing up items early (prohibited in RONR 41:39; RONR 41:37 requires a motion to suspend the rules), and 2) missed/skipped items being in order later (AFAICT not mentioned in RONR) ==>> Approved resolution: Make this motion: Move to amend section 3.1(1) of the Standing Rules by replacing "below" with "in a separate document maintained by the President and accessible via the NESFA website" deleting items (a) through (j) appending the text "The presiding officer may take items up early when there is a good reason." 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. Add to the annotation for section 3.1(1) "See Section 3.1(1A) for the location of that document." ================================================================ ==== End of motions to be made at a Business Meeting ================================================================ ================================================================ ==== Items being acted on by the Rules Committee ================================================================ ================================================================ ==== 2019-06-DAA.4 (part 2) [email sent to eboard@nesfa.org 6/8/2022] ================================================================ 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. email from RKov 6/12/2022 I think this also involves the Finance Committee and maybe Tim S or Ann want to ask the new "Accountants" what they think. Section 179 of the IRS code was pretty much re-written to say we don't need to Capitalize anything (https://www.section179.org/section_179_deduction/) as nothing we buy is going to cost that much. However, if we want a limit for some reason, I would suggest the limit be .1% (i.e. 1/1000) of the current Section 179 Limit set by the IRS. That would currently be $1080. That is less than you propose, but my goal is to not need to ever change this again - i.e. we either go with the Section 179 limit / rules or some ratio of the Section 179 limit. Thoughts? end of email ==>> 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. ================================================================ ==== End of items being acted on by the Rules Committee ================================================================ ================================================================ ==== Items being 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.] ==>> Discussion [The EBoard is currently (12/17) considering policy on issues including this. We should defer action until we hear what they've decided.] There is no mention (other than this item) of NEGC or the New England Gaming Convention in the Standing Rules or this file. There are pages on the NESFA website under EVENTS > GAMING for NEGC 1, 2, and 3 (https://www.nesfa.org/events/negc1/ etc), all in 2016 or earlier. ================================================================ ==== 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-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?) -- can't find it, from a meeting with no minutes? ???? just make a motion and convert this to an M rule ???? allow opting out of receiving the roster ???? should any class(es) of members be opted-out by default? >>===> look for motion that authorizes opting out of the paper roster >>===> and the paper IM that it comes with. Is there one? >>===> Not that I've found. ==>> 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. What about members who don't want their address published but do want other information (e.g., website) published? This should be allowed. ==>> 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. ==>> Discussion Move all of the internal procedures from the Standing Rules to a separate page (Rules Committee Procedures) referenced from a fiat in the Standing Rules (similar to the items at /Treasury)? ==>> 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: Move to amend Standing Rules Section 1.9(21) by replacing "Arabic" with "Hindu-Arabic". ================================================================ ==== 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. Move all of the internal procedures from the Standing Rules to a separate page (Rules Committee Procedures) referenced from a fiat in the Standing Rules (similar to the items at /Treasury)? Use /rules/procedures.html for that page. ==>> 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. ???? update this item for ths new structure 1) a list of changes to the Standing Rules which have been perfected by the Rules Committee and are about to be reported to the Membership before being incorporated into the Standing Rules document 2) a list of changes to the ByLaws and Standing Rules which require no further approval before being incorporated into those documents 3) a list of pending changes to the ByLaws and 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 will be discarded by the Rules Committee. 4) a list of ByLaws amendments which have been submitted to and perfected by the Rules Committee and are ready to be presented to the Membership for approval. 5) a list of motions that the Rules Committee will make at an upcoming Business Meeting as a result of processing items from other lists. 6) 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. 7) a list of items under discussion which do not belong on any other list. ==>> Discussion: Since this is a Rules Committee fiat it need not be reported to the Membership. Move all of the internal procedures from the Standing Rules to a separate page (Rules Committee Procedures) referenced from a fiat in the Standing Rules (similar to the items at /Treasury)? Put it in /rules as procedures.html? ==>> 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 ================================================================ 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 (and should be) being filed by the Treasurer, etc, (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. ==>> 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. >>===> See /Treasury for a list of reports/actions dealt with by the Treasurer Since this is more than just a ByLaws amendment, it's simpler to make a motion at a Business Meeting. First, solicit information from the Membership as to items which should be included in the new SR5.9 and add it to this motion. Then move 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. 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 taking any actions not mentioned here. (See ByLaws section 4.4.) 5.9(1) Clerk 5.9(1)(a) Certificate of Change of Directors or Officers of Non-Profit Corporations (G.L. c.180 õ6D ) 5.9(1)(b) Annual Report (G.L. c.180 õ26A ) to be filed before November 1st of each year 5.9(1)(c) ???? 5.9(1)(?) renew Post Office box [find existing provision -- SR1.4(2)E] 5.9(1)(?) renew ???? 5.9(2) Treasurer 5.9(2)(a) file annual tax forms with IRS and Mass. DOR 5.9(2)(b) file IRS forms 1099 5.9(2)(c) send IRS forms 1099 to payees 5.9(2)(d) pay sales tax collected to Mass. DOR and other taxing authorities as needed 5.9(2)(e) update signature authority on NESFA bank accounts (including Boskone) 5.9(?) Information Technology Committee 5.9(?)(a)F Domain Registrar: renew domain registrations -- automated 5.9(?)(b)F ????: renew web/email hosting -- automated 5.9(?)(c)F ????: pay/donate for mailing-list hosting Add an annotation to BL4.4 referencing SR5.9. 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 [make active after 2022-06-DAA.10 is approved] ================================================================ Once 2022-06-DAA.10 is adopted the ByLaws will specify using "Instant Runoff" or "Single Transferrable Vote" to count preferential ballots but there are several slightly-different algorithms for counting each. This motion specifies the exact algorithm to use for "Instant Runoff" and notes that, at present, we never need "Single Transferrable Vote". ==>> Discussion: The lack of a detailed 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 and 2022-06-DAA.10 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 12th edition (45:62-68) 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. I'm not happy with how wordy this is, but haven't come up with any way to be more concise without eliminating something important. Suggestions are welcome. ==>> Proposed resolution: Change other uses of 5.9 in this file to non-conflicting values, or change 5.9 here to a non-conflicting value if an item using 5.9 has already been approved. Make this motion: Moved to add a new Section 5.9 to the Standing Rules: 5.9 Counting preferential ballots (1) Any counting algorithm which always produces the same final result as that specified here (except that the results of random selections may differ) may be used. Each ballot should rank some or all of the choices using a different number for each choice; the lowest number is the first-place choice. Any choice with no numeric rank on a ballot will be ignored for that ballot, except that if there is only one choice listed on a ballot, or if exactly one choice on a ballot is marked in any way, that choice will be assigned a rank of "1". If multiple choices on a ballot have the same rank, all choices with that, or a higher, rank will be ignored for that ballot. For each ballot, the rankings for choices that are not being ignored will be regularized by putting them in increasing numerical order then replacing them with increasing sequential integers starting with "1". (2) "Instant Runoff" ballots are counted by repeated rounds of counting first-place votes and eliminating the choice(s) with the fewest until only one choice remains. When a choice is eliminated, all votes for that choice are removed from all ballots and the resulting gaps in each ballot's rankings are closed up before counting again. For each round, break any tie for lowest first-place vote count by comparing the first-place vote counts for the tied choices in the previous round of counting, then the one before that, etc., keeping only those tied choices with the lowest vote count in each such round and stopping when either there is only one tied choice remaining or the first round vote count has been processed. If multiple tied choices remain, eliminate all of them simultaneously. If at any point all remaining choices 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 unpredictably select one winner from among the tied choices. (3) "Single Transferable Vote" ballots are counted like "Instant Runoff" ballots except that in each round if there are any choices which meet a quota, instead of eliminating the choice(s) with the fewest first-place votes the choices which meet the quota are elected and their excess votes are redistributed. There are several specifcations for how to do this. Add an annotation to 5.9(2): "[?/?. In each round of counting, since it's mathematically impossible for any of them to win, one may simultaneously eliminate all of the largest group of choices whose total first-place vote count is less than the first-place vote count of any choice not in the group.]" Add an annotation to 5.9(3): "[?/?. If our rules ever include a vote which is intended to select multiple choices we will have to pick one of those specifications.]" Also update the annotation to ByLaws 10.2(q) to reference this new subsection. ================================================================ ==== 2019-12-IM965.1 ================================================================ RKov (B57 report): In the Boskone meeting, we decided to move to repeal the portion of our previously approved policy on automatic refunds that deals with program participants. We wish to wait till the con to see if they've actually paid for a plus-one, or have ended up not on program, etc, and check with those pros either just before the con or at the con. 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. ================================================================ ==== 2021-04-DAA.0 -- non-substantive things to just do ================================================================ do ssh -l nesfa data.nesfa.org find data.nesfa.org/rules -exec egrep -i 'href="[^"]*test[^"]*"' {} ; and fix any URLs found 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/ in all rules pages find all data.nesfa.org references and change (most of) them to www.nesfa.org -- depend on the redirects Also, 'Reading Lists' will be changed to 'Hugo Lists' to better match the wording on the new website while keeping it short. In ByLaws.html fix the alignment of the ToC in BL5.1 add a link to the MGL https://malegislature.gov/Laws/GeneralLaws/PartI/TitleXXII/Chapter180/Section6A in BL 6.2 and 6.3, fix the reference in the annotation: 6.6 should be 6.6A. Add missing space before the annotation to BL10.2(j), also add
add to the annotation for BL11.3A "the major reason for on 5/17 moving appointment of the chair earlier is to make it easier to get GoHs who have long lead times" add "the" and "a" in the annotation to BL11.5 Before BL11.5(a) 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. update the link in BL11.5(e) "previous recipients" -- skylark.html -> the-skylark/ In SR.html fix the alignment of the ToC 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 In the preface: "Appendix B" should not be a link "Committee History" should link to the new website 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". in SR 1.6(2) make 'NESFA Code' and 'NESFA website' links to www.nesfa.org/rules and www.nesfa.org respectively in SR 1.6(2) annotation data.nesfa.org -> www.nesfa.org in link in SR 1.17(12) -- ',;' should be just ';' in SR 1.38(1) s/will be given/and will be given/ in the SR ToC change 1.39 The Clubhouse Kitty to 1.39 [Repealed.] fix URL in SR 1.6(2) annotation 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 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 Information Technology Committee'? change 1.39 The Clubhouse Kitty to 1.39 [Repealed. Was the Clubhouse Kitty.] and delete 1.39(1) but keep the annotation 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 SR2.5(8) annotation remove "http://www.nesfa.org" in link in SR2.5(9) annotation remove "http://www.nesfa.org" in link in SR2.5(10) fix URL to reference www. not data. and ensure redirect works for SR 2.5(11) make "Repealed." part of the annotation in SR 3.5(4) update annotation to mention virtual meetings 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] add Standing Rules section 5.4(6)F Board of Health, City of Somerville: NESFA's Dumpster License number is HDL14-000302 add Standing Rules section 5.4(7)F Bowker: NESFA's Standard Address Number (SAN) is 223-8187 [7/21] add Standing Rules section 5.9 Fiats By Other Organizations add Standing Rules section 5.9(1)F TD Bank: One person shall be the TDBank Account Administrator for all TDBank accounts held by any one organization, they are the only person who can grant or deny online access to any of that organization's TDBank accounts or can pass on the administrator position to another person. Any new Account Administrator must have signature authority on all of the organization's TDBank accounts. [after that SR update, have Dave G add 'TDBank Account Administrator: Tim Szczesuil' to the current and historical 'committees & positions' web pages.] ================================================================ ==== 2021-04-DAA.1 ================================================================ The Finance Committee fiat SR2.2(4) is inconsistent with SR2.7(18). ==>> Proposed resolution: Immediately append to the annotation for 2.2(4) "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), perhaps 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.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 in 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 ???? start by polling the Membership: should we authorize monthly amounts? 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. The monthly amounts are guesses at reasonable amounts. Discussion of the appropriate amounts is encouraged. If this passes, fix up or delete 2017-10-DGG.1 ==>> Proposed resolution: Make this motion at a Business Meeting: Move 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, $100 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 in ByLaws subsection 5.4(f) 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 ==>> Discussion BL3.4(b), BL11.2 annotation, many in SR Appendix A, SR1.9(16) SR3.6(4) ==>> Proposed resolution: TBD ================================================================ ==== 2021-04-DAA.7 [make active after getting three signatures] ================================================================ Fix the definitions in Section 10.2 regarding voting, mostly to work properly with preferential balloting. Move to amend the ByLaws by in subsection 10.2(c) prepending "Unless a preferential ballot is specified," and in subsection 10.2(d) changing 'valid votes cast' to 'votes cast' Signed by Dave Anderson, TBD and TBD ==>> Discussion: As it stands 10.2(c) doesn't work when a preferential ballot is used, since the definition of "votes cast" doesn't apply. Preferential ballots are dealt with separately in 10.2(q) as proposed in 2022-06-DAA.10. The change to 10.2(d) makes it consistent with 10.2(c). The definition of "votes cast" in 10.2(h) requires them to be valid. ==>> Proposed resolution: Move to amend the ByLaws by in subsection 10.2(c) prepending "Unless a preferential ballot is specified," and in subsection 10.2(d) changing 'valid votes cast' to 'votes cast' For reference, subsection 10.2(c) is "Vote", "decision", or "approval" of the "Membership", or similar language referring to an action or decision taken by the "Membership" means by a majority of all votes cast at a meeting by all Regular Members present or represented by proxy. subsection 10.2(d) is "Two-thirds vote" of the Membership or of any other body means two thirds of all valid votes cast. and subsection 10.2(h) is "Votes cast" means valid votes cast for or against a proposal or candidate, and does not include abstentions. Also in subsections 10.2(c) and 10.2(d) make 'votes cast' a link to subsection 10.2(h). ================================================================ ==== 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. ???? ================================================================ ==== 2021-07-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), [1.33 and 1.34 now 1.45] ???? SR1.34 (Web), SR1.36 (E-Commerce), SR1.37? (NESFA Press Guest), [1.34 now 1.45] ???? 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 SR1.46 Boskone Treasurer and add annotation there rather than at SR2.7(1)? ================================================================ ==== 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 ???? s/before spent/before the money is spent/ ???? this doesn't address authorized non-budgeted expenses ???? and we haven't had an overall budget for decades ================================================================ ==== 2021-09-DAA.2 ================================================================ >>===> collect all ongoing authorized expenditures for convenient 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) ================================================================ ==== 2022-06-IM988.5 ================================================================ The President stated some rules of order which differ from RONR. Unanimous Consent rather than Acclamation Postpone Indefinitely rather than Table (and then move to pick it up later) or Postpone to a specific meeting ==>> Discussion Talk with RKov re Postpone Indefinitely vs Lay Upon the Table suggest modifying Lay on the Table to remain indefinitely or much longer Should the library always have a current copy of Robert's Rules? Since 1970 it's been updated on average every 10 years. The current edition was published in 2020. ==>> Proposed resolution Add to the Standing Rules 3.7 Rules of Order NESFA's practice differs from Robert's Rules of Order Newly Revised (12th Edition) [RONR] as specified in Article II of the ByLaws and as specified in this section. All citations to RONR are in the formats specified on RONR page vii. (a) A proposed amendment to a motion may be accepted by the motion's maker without a vote. This is referred to as a "friendly amendment". [RONR 12:91 requires Unanimous Consent or debate and a vote.] ???? (a) will be superceded by Ben's motion (original or amended) (b) Lay on the Table: ???? RONR 17:3(5) is not debatable RONR 43:31 the maker may state his reason RONR 17:8, 34:3 motions die if not taken from the table before the end of the next meeting but may, after that, be re-introduced as a new motion RONR 34:4 is intended to allow more urgent matters to be dealt with RONR ??:?? a motion on the table prevents introducing any similar or conflicting motion RONR ??:?? takes any adhering motions with it? (c) Take From the Table: ???? RONR 34:2(5) is not debatable RONR 43:31 the maker may state his reason RONR ??:?? brings back any adhering motions? (d) Postpone Indefinitely: ???? 6:5(1) 11 11:1 11:2 14:1 14:9 45:21 t3-t5 (e) Postpone Definitely 6:5(4) 8:12 14 14:1 14:2 14:4 14:9 14:11 14:14 18:5 18:7 25:13 41:38 41:42 41:69 54:19 t3-t5 (f) general and special orders 41 ???? (g) unfinished business / special orders 21:7(b) 41:18-24 ???? (h) taking up business out of its proper order RONR 41:39 requires a 2/3 vote (h) Order of Business: ???? ???? add RONR citations to ByLaws Article II in annotations as needed ???? move Rules of Order items in the Standing Rules to this section ???? add annotation in ByLaws 2.7 that RONR 12th edition is current ================================================================ ==== 2022-06-DAA.1 ================================================================ Are 5.4(3) (a) and (b) still valid? [USPS permits] Are 1.4(3) and 1.4(5) obsolete? [USPS permit renewal; phone book updates -- obsoleted by web?] ================================================================ ==== 2022-06-DAA.2 ================================================================ The page linked to in the annotation to 5.4(4) is unmaintained. [list of assigned ISBNs ] ???? check this page against www.nesfa.org/press/archives/ -- update salestool.cmd ================================================================ ==== 2022-06-DAA.4 ================================================================ ???? add to BL10.2 that citations of Robert's are to Robert's Rules of Order Newly Revised 12th Edition ???? and are shown as to RONR xxx as specified on page vii. [Citations to RONR are to...] ???? also define "Robert's Rules" and variations as the latest edition of... except in citations ???? to a specific edition ================================================================ ==== 2022-06-DAA.5 ================================================================ ???? does BL5.4(f) need to be extended to cover Treasurers mentioned only in the Standing Rules ???? or temporarily appointed for special purposes? ================================================================ ==== 2022-06-DAA.7 ================================================================ From IM895, July 2013, corrections to the minutes: Upon reviewing the rules committee notes, Bill Todd noticed a misunderstanding on a vote that took place last year. Bill had requested the wording be 'an emergency gaming budget of $250' which was to be used to purchase games that were not available via the normal ordering means (exclusive games like Star Trek Catan, for example). The wording filed, however, was 'an annual budget of $250 for gaming'. This will be brought up at a later date for review. 1.40(1)M The Gamesmaster is authorized to spend $250 per year to purchase games and supplies. [7/10] ???? ask Bill Todd about this. From IM 866 [2013-01]: General budget ($60 now, $200 next year) MP-Hartered. From IM 892 [2013-05]: Projected budget for 2013- 2014 is $1000, and that includes a $200 'emergency' games budget, which is used solely to purchase games that are not available through the normal supplier... Nothing else back to 2012-01. ================================================================ ==== 2022-06-DAA.9 ================================================================ In SR1.6(10) insert "usually" before "starting with the oldest" Add a fiat that any Rules Committee member may add an item to SR-pending.txt (but should do it by asking the chair or their designated maintainer of that file rather than editing it themselves, to avoid editing conflicts) ================================================================ ==== 2022-06-DAA.11 ================================================================ SR1.41(1) is obsolete? Ask the Outreach Committee what it wants. ================================================================ ==== 2022-06-DAA.12 ================================================================ Move the Rules Committee fiats for internal procedures into a new page linked from the Standing Rules as a fiat, leaving only "moved to" annotations which link to the new locations. This would be similar to the way many Treasury procedures are linked from SR 2.5(10). Create /rules/procedures.html? using sr.css? Move SR 1.6(8), 1.6(9) and 1.6(10) to this new page. Create "1.6(11) Rules Committee Procedures" linking to that page Update 2019-06-DAA.2, 2019-06-DAA.3, 2021-04-DAA.0, 2022-06-DAA.9 to use that page rather than 1.6(*) ================================================================ ==== 2021-07-DAA.2 [active] ================================================================ Our Massachusetts tax-exemption number appears in two places in the Standing Rules, making it harder to keep up to date. Replace one of those instances with a reference to the other. ==>> Current status: Dave A yes Mike K yes Joe yes Tony no vote Voting ends at11:59pm on Saturday July 30th unless there is further discussion. ==>> Discussion: This seems to be a non-substantive change, so we can do it without a vote by the Membership. ==>> Proposed resolution In section 2.4(5) change "Our tax-exemption number is E237-134-890" to "See section 5.4(2)(a) for our tax-exemption number". "5.4(2)(a)" will be made a link to that section. Section 2.4(5), with deleted text bracketed by "<-" and "->" and inserted text bracketed by "<+" and "+>" is NESFA is a tax-exempt organization, and nothing purchased for NESFA's use is covered by sales tax (in Massachusetts). <-Our-> <+See section 5.4(2)(a) for our +>tax-exemption number<- is E237-134-890->; ask the Treasurer for tax-exemption forms. The Treasurer will ordinarily reject any request for reimbursement of sales tax. ================================================================ ==== 2022-06-DAA.10 [active] 2nd amendment ================================================================ The term "preferential ballot" is used in Bylaws sections 3.6 and 11.5(f) but is never defined. Move to amend the ByLaws by adding a new Subsection: 10.2(q) "Preferential ballot" means using "Single Transferrable Vote" or, when only one choice is intended to be selected, the then-equivalent "Instant Runoff". Ballots are cast at a meeting by those Regular Members present or represented by proxy. [?/22. Detailed counting algorithms will be added to the Standing Rules.] Signed by Dave Anderson, Mike Kerpan, and Joe Ross. ==>> Discussion of the second amendment to this item: Dave A: Joe is correct that "then-equivalent" is confusing. ==>> Proposed second amendment to this item: Replace the first sentence with ""Preferential ballot" means using "Instant Runoff" if only one choice is intended to be selected and using "Single Transferrable Vote" otherwise." The amended subsection 10.2(q) would be 10.2(q) "Preferential ballot" means using "Instant Runoff" if only one choice is intended to be selected and using "Single Transferrable Vote" otherwise. When this refers to an action or decision taken by the "Membership", ballots are cast at a meeting by those Regular Members present or represented by proxy. [?/22. Detailed counting algorithms will be added to the Standing Rules.] ==>> Current status of the second proposed amendment to this item: Dave A yes Mike K no vote Joe no vote Tony yes Voting on the amendment ends at 11:59pm on Monday August 1st unless there is further discussion. ==>> Discussion: 2019-06-DAA.7 specifies the counting algorithm for "Instant Runoff" and "Single Transferrable Vote" as a Standing Rule, since it is too complicated/detailed to belong in the ByLaws. Together with 2021-04-DAA.2 and 2019-06-DAA.7 this makes permanent essentially the same procedure for electing Officers that we adopted temporarily for the past few years. Joe: I don't think the term "Single Transferrable Vote" is very helpful, since I don't think many people know what it means. ÿ As I've said, we know in fandom what a preferential ballot is. ÿ Not every word used in the bylaws needs to be defined. Most of them are in the dictionary or are words that we know.ÿWe define words when there can be some issue over what they mean.ÿ The issue we need to solve is how to deal with tie votes.ÿThat is a Standing Rules issue. Dave A: "Single Transferrable Vote" is the proper name of one of the several common ways of counting preferential ballots. The most prominent others are "Instant Runoff" and "Condorcet", but there are several additional less-commonly-used ones. Fandom does NOT know what a preferential ballot is; it just has a generally-shared opinion that "Instant Runoff" is the one way to count preferential ballots (and doesn't necessarily agree on the details of how to handle stuff like ties). So there CAN be an issue over what "preferential ballot" means. And even if fandom did know, depending on that in our ByLaws (which exist outside of fandom as well as within it) would be inappropriate. Joe: A couple of comments: First, in 3.6, why do we want the language about how to handle ties in the bylaws? I thought counting algorithms were to be in the Standing Rules. I think of methods to be handling ties to be in the nature of a counting algorithm. Second:ÿ In 10.2(q), what do you mean by the "then-equivalent" instant runoff? Dave A: There are two types of ties: those internal to the counting algorithm (which I agree shouldn't be mentioned in the ByLaws) and those in the final result of the counting algorithm. How to handle the latter depends on the purpose for which the count is being done, and so may need to be specified in the ByLaws where that purpose is stated. "Then-equivalent" is definitely awkward, and I welcome suggestions for better wording. What I was trying to say is that, when only a single "winner" is the goal, Single Transferrable Vote and Instant Runoff always produce the same result, so using the simpler algorithm makes sense. Joe: I don't see why one needs to be in the bylaws and the other doesn't. In any event, I think this is getting too complicated for most people to understand.ÿ Even after looking at the Wikipedia articles on these different systems, I understand Instant Runoff, but I don't understand the differences between that and anything else.ÿ We need these systems too infrequently to need to specify it in so complicated a fashion. Dave A: Our ByLaws currently call for the use of a preferential ballot in two cases: election of officers and selecting the winner of the Skylark awared. How to deal with a tie in the final results of the counting differs in those two cases, so this cannot reasonably be handled in the counting algorithm and must be specified separately. Putting it in the ByLaws, right where the use of a preferential ballot is stated, makes sense. "Preferential ballot means using Instant Runoff if only one choice is to be selected or using Single Transferrable Vote otherwise. See the Standing Rules for what we mean by those two methods" is too complicated to understand? Understanding the differences between the various counting systems isn't really important here; the real issue is that there are several which can produce different results so we need to know which we are using. When we do use them it's important to know exactly what's being done rather than just letting whoever's doing the counting do whatever they think is correct. ==>> Proposed resolution: Move to amend the ByLaws by adding a new Subsection: 10.2(q) "Preferential ballot" means using "Single Transferrable Vote" or, when only one choice is intended to be selected, the then-equivalent "Instant Runoff". When this refers to an action or decision taken by the "Membership", ballots are cast at a meeting by those Regular Members present or represented by proxy. [?/22. Detailed counting algorithms will be added to the Standing Rules.] ================================================================ ==== 2022-06-DAA.13 ================================================================ Fix up 1.6(6) -- it should be the files that the Rules Committee has placed there (just in case those files get modified somehow by someone else It's a Rules Committee fiat, so get approval and just change it. Set up a procedure to check daily for changes? Do we need more than the existing procedure? ================================================================ ==== 2022-06-DAA.14 ================================================================ From IM 885 (2012-12) -- check on this IM and Notice: Sharon moves to add to section 10.2.G of the Bylaws: if any member chooses to opt out of both print and electronic IM, then it is not the responsibility of NESFA to inform them any further of notice. Joe Ross thinks it is inappropriate for Regular Members to opt out. Tony suggests we try this and see how it works. Rick Katze moves to call the question. Called, 13-4. Passed, 19-1. Rules Committee, take note! ================================================================ ==== 2022-06-DAA.15 ================================================================ From IM 871 (2012-04) -- check on this Back Issues of IM Going Online (Dave A): Moved, that electronic copies of all back issues of Instant Message may be placed on the NESFA website in the same manner as current issues are placed there... MPU ================================================================ ==== 2022-07-DAA.1 [make active after 2022-02-IM984.1 is approved] ================================================================ ???? update this for any changes to the resolution of 2022-02-IM984.1 The new Boskone Code of Conduct (Standing Rules subsection 1.9(24)(a) updated by 2022-02-IM984.1) should make it explicit that anonymous complaints are not necessarily accepted. ==>> Current status: Dave A no vote Mike K no vote Joe no vote Tony no vote Voting ends at 11:59pm on ???? July ??th unless there is further discussion. ==>> Discussion: Should an explicit prohibition of anonymous accusations be added since it's usually impossible to defend against an accusation unless one knows exactly of what one is being accused? If so, append to the paragraph starting "NESFA endeavors" the text "Therefor, anonymous accusations will be ignored." The Membership would have an opportunity to reject this change when we report this item and point out this change. Mike K: While I generally agree that anonymous accusations are bad, I'm not sure what the best wording would be. I think that "will be ignored" is not quite the right way to state things without starting an Internet bruhaha. Dave A: While I've no doubt that some people would scream about that wording, it seem to me to accurately describe what we should do -- and no matter what we say somebody will scream about it. But I'm certainly open to suggestions for improvement; that's why I put this up for discussion and a vote. Joe: Do we want to totally ban anonymous complaints?ÿ Is there no circumstance in which we might want to make an exception? How about "will not be accepted"? Dave A: IMO that has the same effect but does sound better. What do the rest of you think? Dave A: We should consider making a motion to amend the code, probably by inserting after the sentence beginning "NESFA endeavors" the text "Therefore, anonymous complaints will rarely, if ever, be accepted." RKov: I think a better wording would be "Anonymous complaints will only be acted upon if they can be independently verified." I can think of lots of cases were anonymous complaints can be dealt with like "So and so poured beer on the GOH in Maltcon". "A panelist used a racial slur on the foo panel". Etc. The type of anonymous complaint I don't think we should act on is "X touched me in the hallway when no one was around." or "Y raped me in college 100 years ago." (Yes I am being somewhere sarcastic but those are places I believe Arisia has jumped the shark.) My wording avoids any statement about what percentage of anonymous complaints we think are valid. Dave A: That makes sense to me, but we should be careful of cases where we can verify that the incident happened but nobody other than the anonymous complainant seems to be upset about it. Dave A: Perhaps a better wording would be "Therefore, anonymous complaints will not be acted upon unless they can be independently verified." I think that this makes it sound less like independent verification of the incident is sufficient to act on the anonymous complaint. Joe: The more I think about it, the more I think the wording that anonymous complaints will "rarely, if ever, be accepted" is the better choice.ÿ That leaves us with the flexibility to "do the right thing" without having contentious fans second-guessing us. As we've said, we get to decide who may attend. ==>> Proposed resolution: Make this motion at a meeting: Move to amend Standing Rules subsection 1.9(24)(a) by appending to the paragraph starting "NESFA endeavors" the text "Therefore, anonymous complaints will not be acted upon unless they can be independently verified." That paragraph, with added text bracketed by <+ +>, is 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.<+ Therefore, anonymous complaints will not be acted upon unless they can be independently verified.+> For reference, Standing Rules section 1.9(24)(a) is 1.9(24)M Boskone Code of Conduct (a) 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, or 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 [to be determined]. 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 and 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. ================================================================ ==== 2022-07-DAA.2 [do this after the Standing Rules page is updated] ================================================================ Request the IT Committee to improve 1.45(1) (its "mission statement), which the Rules Committee was limited to basing on 1.33(1) and 1.34(1) (the "mission statements" for the Computer and Web committees) when processing the motion to merge them (2021-09-IM980.1). see email thread starting 20220708 with subject Information Technology Committee "mission statement" ================================================================ ==== 2022-07-DAA.3 ================================================================ The Standing Rules state some of the benefits that Boskone & NESFA guests receive, but don't seem to mention transportation, hotel, per diem, etc. Ask on the active list what should be added to the Standing Rules. ================================================================ ==== 2022-07-DAA.4 ================================================================ Add to the Standing Rules (or ByLaws?) that whenever notice is required but the type and/or amount is not specified the requirement is for one week written notice. [Word this so it applies to things in Robert's Rules which require types and amounts of notice that don't fit our traditions.] This shouldn't be needed for anything in our ByLaws or Standing Rules, since we should specify both in all cases where we require notice, but there are things in Robert's Rules which require notice. ================================================================ ==== End of items being discussed by the Rules Committee ================================================================