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 adopted 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 ready 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 22 August 2022. Contains items from IM issues through number 989 (July 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 from the Zoom transcripts of the September 2020 through March 2021 meetings. ================================================================ ==== Items in the first three lists are already in effect. ================================================================ ================================================================ ==== Items ready to be reported to the Membership [6 items 8/20/2022] ================================================================ ================================================================ ==== 2022-02-IM984.1 ================================================================ Motion: New Boskone Code of Conduct: Be respectful and courteous towards others. We expect you to understand that you need to ask before you touch, and that "No" means "No". Harassment of any kind, intimidation, or illegal behavior is not allowed. This applies to your interactions with everyone. You are expected to refrain from illegal, destructive, or hazardous conduct; or any other -inappropriate behavior, including but not limited to destruction of hotel or other property. Violation of this policy may result in action ranging from warning[s]; having your participation restricted; being barred from the convention (without refund); to a permanent attendance ban. Action by the convention in no way precludes injured individuals, the hotel, or NESFA from pursuing whatever remedies, civil or criminal, as they see fit. If you feel you are being harassed, intimidated, or threatened in any way, please let the ConChair, or a NESFA Officer know. Go to the Convention Office to find one of those people, or call 617.564.5901. NESFA endeavors to keep all names involved in actions confidential to the extent possible; however, accused individuals have the right to be informed of relevant details so as to respond to accusations. Boskone is a members-only event; the convention reserves the right to determine who may be a member. Parties and gatherings in hotel rooms are the responsibility of the individual[s] renting that room. Anyone hosting a gathering in their room has the right to determine who may visit that room, as well as define what is considered appropriate behavior. MSP2/3 ==>> Discussion: I've made some minor tweaks to the wording and punctuation to make this read better without changing the meaning. The proposed resolution has been amended to not include a specific phone number. ==>> Approved 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, though not labelled as such. ================================================================ ==== 2019-06-IM963.2 ================================================================ 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. ==>> Approved 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.+>] ================================================================ ==== 2020-01-IM966.2 ================================================================ RKov: I move to establish a sense of the club that Code of Conduct investigations/decisions always be handled by at least two people from the set con chair plus the four EBoard members. Some disccusion; MPU. ==>> Discussion: There is a code of conduct for Boskone in the Standing Rules as section 1.9(24). ==>> Approved resolution: Add to 1.9(24) (updated by 2022-02-IM984.1) (c) Code of Conduct investigations/decisions should always be handled by at least two people from the set convention chair plus the four Executive Board members. ================================================================ ==== 2022-07-IM989.1 ================================================================ Motion to disband the Book Reduction Committee (Kovalcik, many seconders). Hartered. Passes by unanimous consent. ==>> Approved resolution: In the Standing Rules section I ToC, change "1.42 Book Inventory Reduction Committee" to "1.42 [Repealed]". Replace "1.42 Book Inventory Recuction Committee" with "1.42 [Repealed 7/22. Was the Book Inventory Reduction Committee.] Replace 1.42(1) with "Repealed 7/22. Authorized donating books.] ================================================================ ==== 2022-07-IM989.4 ================================================================ move that, despite the restriction that we shall not distribute the roster electronically, the clerk (or assistant) may use electronic means to distribute a list of all current members (or any subset of it, e.g. Regular members) privatly to NESFA Officers, Committee Chairs, or Award Administrators doing official work for NESFA. Adopted by unanimous consent. ==>> Approved resolution: Modify Standing Rules subsection 4.3(10) by appending "However, the Clerk (or an assistant) may use electronic means to distribute a list of all current members (or any subset thereof privatly to NESFA Officers, Committee Chairs, or Award Administrators doing official work for NESFA." For reference, subsection 4.3(10) is The membership roster will not be published electronically. ================================================================ ==== 2022-07-IM989.3 ================================================================ Move to modify the Standing Rules to The limit of the number of people in the NESFA Clubhouse at any time and including for events shall be at most: 12 if there is a mask requirement in effect or the CDC classifies Middlesex County as a high risk area for COVID-19 or any other similar disease 18 if the CDC classifies Middlesex County as a medium risk area for COVID-19 or any other similar disease 24 if the CDC classifies Middlesex County as a low risk area or stops classification for COVID-19 or any other similar disease If the CDC comes up with additional classifications, the Eboard shall set the limit until the Regular Membership decides otherwise. In any case 2 of those spaces are reserved for official NESFA work announced at least 24 hours in advance. Event Organizers may also specify a lower limit, but the requirement of 2 spaces reserved for official NESFA for work will still apply. MCP 12/7 ==>> Discussion: Without the provision that a majority vote is sufficient, ByLaws section 5.3(b) would require a 2/3 vote to change a limit set by the EBoard. ==>> Approved resolution: Modify subsection 1.17(15)(c) by replacing "is twelve, with 2 slots" with "(including for events) varies based mostly on the CDC classification of the Middlesex County risk level for COVID-19 or any other similar disease: * 24 if the level is low or the CDC doesn't classify * 18 if the level is medium * 12 if the level is high or an indoor mask requirement is in effect The Executive Board may set a limit for any additional classification that the CDC may declare, which may be changed by a majority vote of the Membership. Event organizers may specify a lower limit for their event. Two of those slots are" inserting before "in advance" the text "at least 24 hours" Also append to the annotation "7/22, change the limit to 12/18/24 based mostly on CDC risk level, make explicit that event organizers may lower the limit, authorize the EBoard to set limits for new CDC classifications." The modified subsection 1.17(15)(c), with added text bracketed with <+ +> and deleted text bracketed with <- -> would be The maximum number of people allowed in the clubhouse at any one time <-is twelve, with 2 slots-><+(including for events) varies based mostly on the CDC classification of the Middlesex County risk level for COVID-19 or any other similar disease: * 24 if the level is low or the CDC doesn't classify * 18 if the level is medium * 12 if the level is high or an indoor mask requirement is in effect. The Executive Board may set a limit for any additional classification that the CDC may declare, which may be changed by a majority vote of the Membership. Event organizers may specify a lower limit for their event. Two of those slots are+> reserved for people doing NESFA work who have announced their schedule <+at least 24 hours +>in advance." [5/21. 7/21, raise the limit from 6 to 12, require 2 reserved slots.<+ 7/22, change the limit to 12/18/24 based mostly on CDC risk level, make explicit that event organizers may lower the limit, authorize the EBoard to set limits for new CDC classifications.+>] ================================================================ ==== End of tems ready to be reported to the Membership ================================================================ ================================================================ ==== Items to be incorporated into the Standing Rules or ByLaws ================================================================ ================================================================ ==== 2021-04-DAA.0 ================================================================ This is a list of non-substantive things to just do. ===== do ssh -l nesfa data.nesfa.org find data.nesfa.org/rules -exec egrep -i 'href="[^"]*test[^"]*"' {} ; | less and fix any URLs found To be updated: ao.html the nav bar at the bottom of all rules pages needs updating:
NESFA NESFA Press Boskone Contact Us
Clubhouse Calendar Hugo Lists Awards
the nav bar at the bottom of all rules pages needs updating: NESFA -> https://www.nesfa.org NESFA Press -> https://www.nesfa.org/press/ Clubhouse -> https://www.nesfa.org/events/the-clubhouse/ Calendar -> https://www.nesfa.org/events/ Reading Lists -> https://www.nesfa.org/awards/yearly-hugo-lists/ Awards -> https://www.nesfa.org/awards/ Also, 'Reading Lists' will be changed to 'Hugo Lists' to better match the wording on the new website while keeping it short. in all rules pages find all data.nesfa.org references and change (most of) them to www.nesfa.org -- depend on the redirects 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 the SR ToC change 1.39 The Clubhouse Kitty to 1.39 [Repealed.] in SR 1.6(2) make 'NESFA Code' and 'NESFA website' links to www.nesfa.org/rules and www.nesfa.org respectively fix URL in SR 1.6(2) annotation: data.nesfa.org -> www.nesfa.org in link in SR 1.6(3) delete extra trailing quote in the 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 in SR 1.17(12) -- ',;' should be just ';' in SR1.20(30) non-member/total is not centered 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'? in SR 1.38(1) s/will be given/and will be given/ 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.] add Standing Rules section 5.9(2)F TD Bank: All new signatories must be "known". Becoming "known" requires an ID (driver's license, passport, etc.), Social Security Number (card not needed), name of employer (if any), and telephone number and email address (if available). ================================================================ ==== End of items to be incorporated into the Standing Rules or ByLaws ================================================================ ================================================================ ==== Items being perfected by the Rules Committee ================================================================ ================================================================ ==== 2016-03-IM927.2 ================================================================ MP: Motion to mandate a link on the NESFA NEGC site leading to the NEGC meetup page. [NEGC is the New England Gaming Convention.] ==>> Discussion There is no mention (other than this item) of NEGC or the New England Gaming Convention in the Standing Rules or SR-pending.txt. 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, but no obvious NEGC site. Ask the gaming coordinator whether NEGC is dead or just resting. Email sent 8/14/2022 also asking if there is still an NEGC website or meetup page; also sent to the web subcommittee. Dave C: There is a Facebook page for NEGC. I was (and I guess I still am) a moderator of the page, and I have done (a couple of years ago) everything I could do close it, freeze it, make it invisible, etc., but there was no way to delete it. Mike K: I'd say that NEGC is probably dead for good, but who knows. Maybe we'll try again someday with a better name. Raz: It doesn't look like I would be running any kind of event, until May - June of 2023 at best, with three months of planning and advertising prior to it. It would be convenient for us to keep the name, but we haven't built upon any of our successes with it, nor have we run one in a long time. I doubt many people will even remember them. While I'm the one who came up with the name, it is a very generic one. We might be better off coming up with a unique name that would be easier to legalize and hold onto. ================================================================ ==== 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. >>===> Brought this up as a correction to the minutes at the April >>===> 2021 Business Meeting. >>===> No useful response. ================================================================ ==== there are no published minutes for June, July or August 2019 -- IM 963 ================================================================ ================================================================ ==== 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. ================================================================ ==== 2022-06-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. ================================================================ ==== 2022-07-IM989.2 ================================================================ The chair ruled that anyone can vote while in Committee of the Whole. There was no objection. ???? create a 'rules of order' section, with an annotation referencing ???? the places in the ByLaws that affect this ???? move any such items already in the Standing Rules to this new section ???? the ruling occured during CotW -- does that prevent reporting it? RKov: Actually I ruled that ANYONE PRESENT can vote during CofW - similar to Boskone meetings. RKov: I can just make this ruling again at the beginning of the next business meeting. Dave A: This is probably the best way to proceed. I just checked Robert's and found no exceptions to "nothing that happens in CotW goes into the minutes". ================================================================ ==== 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. [5 items, 6 motions 8/3/22] ==== Notice must be given at least two weeks before the meeting. ================================================================ ================================================================ ==== 2019-06-DAA.8 ================================================================ ByLaws Subsection 10.2(j) only applies when the group to receive notice is unspecified or stated as "the Membership". This is deliberate so that when a specific group is mentioned they must all be given timely notice. ByLaws Sections 8.5(a), 9.3, and 9.5 specify "All Members" and were missed when 10.2(j) was adopted; they should have been changed to say "the Membership". 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 ================================================================ 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 ================================================================ 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 ================================================================ 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] ================================================================ ==== 2022-06-DAA.10 ================================================================ 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: 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. ==>> Approved resolution: Move to amend the ByLaws by adding a new Subsection: 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.] ================================================================ ==== End of ByLaws amendments to be voted on at a Business Meeting. ================================================================ ================================================================ ==== Motions to be made at a Business Meeting [9 items, 10 motions 8/17/2022] ================================================================ ================================================================ ==== 2022-08-DAA.1 ================================================================ Reading of the changes to the Standing Rules as approved by the Rules Committee at a meeting is regarded as a waste of time by almost all members. Allow (but do not require) usually eliminating it. ==>> Discussion: Entering the list of changes into the minutes without reading them at the meeting, inspired by the unusually long list, worked well at the July 2022 meeting. ==>> Approved resolution: Make this motion: Move to amend section 1.6(1) of the Standing Rules by inserting between "continuing effect." and "If necessary" the sentence "If one week's written notice has been given to the Membership and mentioned in the report, those amendments or additions may be included in the minutes without being read at the meeting." For reference, section 1.6(1) with added text bracketed by <+ +> is The Rules Committee shall be responsible for maintaining the NESFA Code. The Rules Committee shall report to each business meeting, in the form of an amendment or addition to the appropriate part of the Code, all decisions which the committee has completed processing which were made by the Membership or the Executive Board having the character of a rule or regulation of general and continuing effect. <+If one week's written notice has been given to the Membership and mentioned in the report, those amendments or additions may be included in the minutes without being read at the meeting.+> If necessary the Rules Committee may rephrase the rule, preserving its original substance. The text of the code shall be modified in accordance with the Rules Committee report unless a different wording is specifically adopted by the originating body by the close of its next meeting after the report. The above mechanism for maintaining the text of the NESFA Code does not alter the fact that a new rule or change in the rules goes into effect when adopted or as provided when it is adopted. ================================================================ ==== 2022-06-DAA.6 ================================================================ In Standing Rules 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. ==>> Approved resolution Make these motions at a meeting: 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 ================================================================ 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 ================================================================ Standing Rules subsection 5.1(1)(b) 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) 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 ================================================================ 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 ================================================================ 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: In addition to giving control of the Order of Business to the President, 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." ================================================================ ==== 2018-09-IM954.3 ================================================================ MPU to authorize the web committee to add a donate button to the website, preferably with options to give to either a general fund or a fund to rebuild or acquire a new clubhouse. This motion also establishes a Clubhouse Upgrade or Replacement Fund. ==>> Discussion: The only part of this which may affect the Standing Rules is the establishment of a Clubhouse Upgrade or Replacement Fund. 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. ==>> Approved 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. ================================================================ ==== 2022-07-DAA.1 ================================================================ While processing the new Boskone Code of Conduct (Standing Rules subsection 1.9(24)(a) updated by 2022-02-IM984.1) the Rules Committee noticed that there was no explicit mention of how anonymous complaints would be handled. ==>> 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? ==>> Approved 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. ================================================================ ==== 2022-08-DAA.2 ================================================================ Clearly state who is a "guest" at Boskone, so that we can unambiguously use that term elsewhere. ==>> Approved resolution: Make this motion: Move to amend Standing Rules section 1.9(20) by inserting before "NESFA Press Guest(s)" the word "and" deleting "ordinary program participants, etc." and appending "but they, as well as the Guests of Honor, are considered to be "guests". Except by vote of the Membership, no-one else is a "Guest of Honor" or a "guest". The amended section 1.9(20) (as updated by the motion to be made in accordance with 2022-06-DAA.3 which would add "or other musical guest(s)") with deleted text bracketed with <- -> and added text bracketed with <+ +> would be The Guests of Honor for a Boskone are those few people to 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, <+and +>NESFA Press Guest(s)<-, ordinary program participants, etc.-> are not Guests of Honor<+ but they, as well as the Guests of Honor, are considered to be "guests". Except by vote of the Membership, no-one else is a "Guest of Honor" or a "guest"+>. Also in 1.9(28) and 1.9(29) change "Boskone guests and NESFA guests at Boskone" to "Guests at Boskone". in 1.37(1) and 1.37(2) change "guest(s)" to "NESFA Press Guest(s)" make all appropriate instances of "Guest(s) of Honor" and "guest(s)" be links to SR1.9(20). [1.9(8), 1.9(17)1 twice, 1.9(17)6 twice, 1.9(28), 1.9(29), 1.14(4), 2.7(16) twice] ================================================================ ==== 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 $700 amount in Section 2.5(4)(b)E apparently hasn'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 under $1800 for the current equivalent of $700. ==>> 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 ================================================================ ???? if 2021-04-DAA.4 is approved and adopted this item should be deleted 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 ================================================================ ================================================================ ==== 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 [active] ================================================================ Question: Are there still any accounts to which 2.5(9) applies? If not, should 2.5(9) be deleted? Ask the Treasurer about this. Email sent 8/14/2022. Reply from the Treasurer (Ann) 8/15/2022: My opinion is: Drop it. ==>> Current status: Dave A yes Mike K yes Joe yes Tony no vote Voting ends at 11:59pm on Thursday August 25th unless there is further discussion. ==>> Proposed resolution: Make this motion: Move to repeal Standing Rules section 2.5(9). Replace the 9/90 and 7/05 entries in the annotation with "Repealed ?/??, was about interest on internal accounts, no such accounts remain." For reference, 2.5(9) 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. [9/90: Originally a Treasurer fiat as 2.5(5)(d). 7/05: Moved and made an 'M' rule. Quoted in /Treasury/LifeMembershipsAnnual.htm; 10/12: Boskone and NESFA Life accounts no longer exist.] ================================================================ ==== 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 shipping fees need updating. Section 4.2(12)F President/Sales Committee: the postage policy section is grossly out of date. ==>> Proposed resolution: We should request the EBoard and Sales Committee to update or delete these rules. Email sent 8/14/2022 to the EBoard. ================================================================ ==== 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). ================================================================ ==== 2019-06-DAA.2 ================================================================ Update /rules/procedures item 1 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. ==>> Proposed resolution: Update /rules/procedures item 1 as follows (inserted text is bracketed with "<+" and "+>" and deleted text is bracketed with "<-" and "->"): 1 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., "2021") and move all of the previous year's files (e.g., "*2021*") 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. 8/22, moved from Standing Rules section 1.6(8).<+ ?/22, added instructions for making archived files available via the website.+>] Also update (and test) /rules/archive/.htaccess. Also change "bl.css and sr.css" to "*.css" in header.html in the /rules/archive directory. ================================================================ ==== 2019-06-DAA.3 ================================================================ Update /rules/procedures.html item 2 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. ==>> Proposed resolution: Update /rules/procedures.html item 2 as follows (inserted text is bracketed with "<+" and "+>" and deleted text is bracketed with "<-" and "->"): 2 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. 8/22, moved from Standing Rules section 1.6(9).<+ 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. Should the Standing Rules allow repeated expenditures without Membership approval? Should we poll the Membership about this? ==>> 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 adopted] ================================================================ 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. ================================================================ ==== 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 [make active soon] ================================================================ 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 (e.g. checks with one signature) 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 The lack of authorization for ongoing expenditures is currently an issue for the EBoard. 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 specified are round numbers which are very roughly 1/12 of the one-time amounts. Discussion of the appropriate amounts is encouraged, or we could use "fill in the blanks" at the meeting to let the Membership decide. If the proposed motion passes, delete item 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" also add to the annotation "?/22, extended to committees and holders of positions. See Standing Rules section 2.9(1) for those limits." in subsection 5.4(f) replacing "five hundred dollars ($500)" with "the limit approved by the Membership" also add to the annotation "?/22, see Standing Rules section 2.9(3) for that limit." and to amend the Standing Rules by creating a new section 2.9 "Expenditures" creating a new subsection 2.9(1) "The limits on expenditures authorized by ByLaws subsection 5.4(a) without additional approval by the Membership are as listed here. 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, authorized 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 inserting before "in excess of" the text "by the Membership" inserting after "($1000)" the text "one-time or one hundred dollars ($100) per month" creating a 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+>. ... [... <+?/22, extended to committees and holders of positions. See Standing Rules section 2.9(1) for those limits.+>] 5.4(f) ... For expenditures of <-five hundred dollars ($500)-><+the limit approved by the Membership+> or less any one approver is sufficient... [... <+?/22, see Standing Rules section 2.9(3) for that limit.+>] <+2.3(1)(b) [?/22, Moved to 2.9(1) and 2.9(1)(a).] <+2.3(1)(c) [?/22, Moved to 2.9(1) and 2.9(1)(b).] 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->.] <+2.3(3) [?/22, Moved to 2.9(2).]+> <+2.3(8) [?/22, moved to 2.9(4).]+> <+2.9(1) The limits on expenditures authorized by ByLaws subsection 5.4(a) without additional approval by the Membership are as listed here. 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, authorized entity. [?/22, 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; ?/22, Moved from 2.3(1)(b), added limit for repetitive authorizations.+>] <-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; ?/22, Moved from 2.3(1)(c), added limit for repetitive authorizations.+>] <-2.3(3)-><+2.9(2)+> Expenditures or obligations <+by the Membership +> in excess of one thousand dollars ($1000) <+one time or one hundred dollars ($100) per month +>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). [... <+?/22, Moved from 2.3(3), added limit for repetitive expenditures.+>] <+2.9(3) The limit on expenditures with a single approver is six hundred twenty-five dollars ($625). [?/22, Moved limit from ByLaws section 5.4(f) and updated it for inflation from $500 to $625.+> <-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. [... <+?/22, Moved from 2.3(8).+>] ================================================================ ==== 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, so saying "valid votes cast" is redundant. ==>> 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: TBD ================================================================ ==== 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), ???? SR1.43 (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) 1.45(2) 1.45(3) 1.45(5) 1.45(6) 1.40(1) ???? 1.14(11) is obsolete and should be repealed? ================================================================ ==== 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 ???? put this in the/a new Rules of Order section? ================================================================ ==== 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 /rules/procedures.html item 3 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. Email sent 8/5/2022. ================================================================ ==== 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.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.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 to the Membership. [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. notice [RONR] 10:44-51 10:54 25:10 33:17 35:4 44:9-10 47:33 48:4 56:5 56:34 56:50-51 57:1 57:10-14 RONR notice at previous meeting: RONR notice in the call of a meeting: RONR the call of a meeting: 9:2 a reasonable time in advance of the meeting RONR 9:4 the number of days for notice includes the day notice is sent but not the day of the meeting ================================================================ ==== 2022-07-DAA.5 ================================================================ work out the details and make motions for this add 1.40(3) stating the duties of the Gaming Coordinator The Gaming Coordinator is responsible for scheduling and running Game Days in consultation with the Membership. ???? also buying games, etc ???? ask Raz add 1.45 Media Coordinator The media coordinator is responsible for scheduling Media Days in consultation with the Membership. ???? also licenses, etc? ???? deal separately with licenses for Boskone? ???? ask Kerpan ================================================================ ==== 2022-08-DAA.3 ================================================================ SR1.14(5) should specify nesfa-active not nesfa-regular ================================================================ ==== 2022-08-DAA.4 ================================================================ In SR2.4(6) "The same section of the Standing Rules" has no obvious referent. ================================================================ ==== 2022-08-DAA.5 [active] signing ================================================================ BL5.4(a) covers two unrelated topics -- it should be split. Move the provisions in ByLaws subsection 5.4(a) relating to debit cards (the last three sentences) to a new subsection 5.4(g). Signed by Dave Anderson, TBD, and TBD. ==>> Current status: Dave A signed Mike K not signed Joe signed Tony not signed Signing ends at 11:59pm on Tuesday August 23rd unless there is further discussion. Warning sent 1123 8/22/2022 ==>> Discussion: Joe: Just what are we changing? Dave A: The original 5.4(a) authorizes limited expenditures by the EBoard and any Officer. For some reason, when debit cards were authorized those provisions were added to 5.4(a) even though they were unrelated to its original content. This item would move them to a separate subsection without making any changes to their content. ==>> Proposed resolution: Get three signatures for this, then submit it to the Rules Committee. Move to amend the ByLaws by moving unchanged the provisions in subsection 5.4(a) relating to debit cards (the last three sentences) to a new subsection 5.4(g). Also move the two relevant sentences in the annotation to 5.4(a), deleting most of the first as now irrelevant. The new subsection 5.4(g) would be The Executive Board may authorize corporate debit cards which allow access to the Corporation's funds, for use by specific individuals in furtherance of the activities of the Corporation. If such cards are authorized, the Treasurer who controls the account for which any card is authorized shall ex officio be authorized to have one. The Corporate Treasurer shall issue and may amend rules and guidelines for use of all debit cards, subject to the provisions of Section 5.3. [12/10. 7/19, Clarified issues around debit cards on all accounts. ?/??, moved from 5.4(a).] Also append to the annotation for 5.4(a) "?/??, debit card provisions moved to 5.4(g).] ================================================================ ==== 2022-08-DAA.7 [active] ================================================================ More non-substantive things that don't require Membership approval: If there are no objections, I'll just make these changes. The period during which I'll watch for objections ends at 11:59pm on Friday August 26th. In data.nesfa.org/rules/index.html, in the sentence starting "Recent proposed changes" insert "By-Laws and the" before "Standing Rules", and after that sentence: add another dividing line add a Table of Contents, with each entry linking to that section of this page: The NESFA By-Laws The NESFA Standing Rules Related Material Linking to the By-Laws and Standing Rules Quoting from the By-Laws and Standing Rules Sharon suggested adding some description of the differences between the ByLaws and the Standing Rules. I think that is a good idea, but it requires some thought about exactly what to say and so will be considered separately. In Standing Rules section 4.2(7) add this annotation before any other content: "For many years this section has not been maintained. It will be deleted after all of the worthwhile information in it is available elsewhere on the NESFA website. An up-to-date version of most of its content is available at the NESFA Press archive." where "NESFA Press archive" is a link to "https://www.nesfa.org/press/archives/". ================================================================ ==== 2022-08-DAA.8 [make active after posting and debating this paragraph] ================================================================ Posted for informal discussion 1444 8/20/2022. More non-substantive things that don't require Membership approval: If there are no objections, I'll just make this change. The period during which I'll watch for objections ends at 11:59pm on ???? August ??th. In data.nesfa.org/rules/index.html, after the sentence starting "Recent proposed changes" add a paragraph explaining the difference between ByLaws and Standing Rules: In addition to decisions for immediate action, NESFA enacts two types of enduring rules. The fundamental ones, which set the basic form of the organization, cannot be ignored, can only be created or changed by vote of the Membership, and are intended to be harder to change, are ByLaws. The others can be created or changed by the Membership, the Executive Board, a committee, or the holder of an appointed position, and are Standing Rules. ==>> Discussion: Joe: Here are my suggested changes right now.ÿ I may or may not have more later. <+ ...+> = added language <- ... -> = deleted language In addition to decisions for immediate action, NESFA enacts two types of enduring rules. The fundamental ones, which set the basic form of the organization, cannot be ignored, can only be <+ adopted +> <-created-> or changed by vote of the Membership, and are intended to be harder to change, are ByLaws. <+They are the "constitution" of NESFA.+> <-The Others-> <+ Other rules are policies which may be adopted +> <-can be created -> or changed by the Membership, the Executive Board, a committee, or the holder of an appointed position<+.+> <-, and are -> <+These are compiled by the Rules Committee and codified as the+> Standing Rules. Dave A: I think that those suggestions do improve the paragraph. One thing I missed is that "appointed" should be "elected or appointed". Joe: Yes, good catch. RKov: You might also want to explain M vs E vs F rules etc. Dave A: That's explained in the preface to the Standing Rules. Joe: It may not be such a bad idea to repeat it in this explanation. Clarity is the goal. Dave A: I suppose that it wouldn't be too repetitive to append something like "Each rule is tagged with "M", "E", or "F: " to indicate its source." ================================================================ ==== 2022-08-DAA.9 ================================================================ SR4.1 Prices of Services no longer has any content, and should be deleted ================================================================ ==== 2022-08-DAA.10 [active] ================================================================ When considering 2022-07-IM989.1 which disbands the Book Inventory Reduction Committee I missed two places in the Standing Rules where that committee is mentioned. They should have been dealt with as part of 2022-07-IM989.1, and we should fix that before reporting 2022-07-IM989.1 to the Membership. ==>> Current status: Dave A yes Mike K no vote Joe no vote Tony no vote Voting ends at 11:59pm on Monday August 29th unless there is further discussion ==>> Proposed resolution: Add the following to the approved resolution of 2022-07-IM989.1: In subsection 4.2(19) delete "the Book Inventory Reduction Committee in consultation with" Also append to the annotation "7/22, the Book Inventory Reduction Committee was disbanded." Delete subsection 4.2(20), leaving only the annotation "7/22, implicitly repealed when the Book Inventory Reduction Committee was disbanded. Authorized selling some books at deep discounts." Also add the Book Inventory Reduction Committee to the list of defunct committees at the end of Section I. For reference, subsections 4.2(19) and 4.2(20) are 4.2(19)M Books deemed remaindered may be sold at a discount. All details shall be determined by the Book Inventory Reduction Committee in consultation with the Executive Board. [4/15] 4.2(20)M The Book Inventory Reduction Committee is authorized to sell certain books at deep discounts. Such actions shall be reported in detail to the Membership. [9/17] For reference, the approved resolution of 2022-07-IM989.1 is: In the Standing Rules section I ToC, change "1.42 Book Inventory Reduction Committee" to "1.42 [Repealed]". Replace "1.42 Book Inventory Recuction Committee" with "1.42 [Repealed 7/22. Was the Book Inventory Reduction Committee.] Replace 1.42(1) with "Repealed 7/22. Authorized donating books.] ================================================================ ==== End of items being discussed by the Rules Committee ================================================================