This page contains items intended to be included in the ByLaws or Standing Rules, organized as seven lists. Items in the first three lists, except as noted, 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 action 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 consideration 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 11 March 2024. Contains items from IM issues through number 1007 (March 2024, not yet published) 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, from the Zoom transcripts of the September 2020 through March 2021 meetings and from the Zoom audio of the April 2020 meeting. Audio recordings of the April thru August 2020 meetings are available but have never been transcribed. ================================================================ ==== Items in the first three lists are already in effect, ==== except as noted. ================================================================ ================================================================ ==== (1) Items ready to be reported to the Membership [0 items 3/11/2024] ==== Notice should be given at least one week before the meeting. ================================================================ ================================================================ ==== End of items ready to be reported to the Membership ================================================================ ================================================================ ==== (2) Items to be incorporated into the Standing Rules or ByLaws ================================================================ ================================================================ ==== 2024-03-IM1007.2 [was 2023-12-IM1004.4] [By-Laws amendment] ================================================================ Move to amend the ByLaws by replacing "Chairman" with "Chair" in sections 1.3A once, 1.8(a) once, 1.8(b) once, 2.8 twice, 11.2 thrice, 11.3 once, 11.3A twice, 11.4(b) once, and 11.4(d) once; replacing "chairman" with "chair" in sections 6.2 once, 6.3 twice, 6.4(b) twice, 6.5A thrice, and 8.1 twice. replacing "chairmen" with "chairs" in section 6.2 once. Also update some annotations by replacing "Chairman" with "Chair" in the annotations to sections 1.8(b) once, 4.5 once, 8.3(a) once, 11.2 twice, 11.3 once, 11.3A thrice, and 11.5(h) thrice. replacing "Chairman's" with "Chair's" in the annotation to section 11.5(h) once. ================================================================ ==== 2024-03-IM1007.3 [was 2024-01-IM1005.1] [By-Laws amendment] ================================================================ Move to amend the ByLaws by replacing "Regular" with "Voting" in sections 1.1(a) once, 1.1(b) once, 1.1(f) once, 1.3(b) once, 1.8(a) twice, 1.8(b) once, 1.8(d) once, 2.3 once, 2.5 twice, 2.6 once, 2.6(a) once, 2.8 once, 2.10 once, 3.2 once, 3.4(b) twice, 3.5 twice, 3.9 once, 5.5(b) once, 5.5(d) thrice, 6.4(a) once, 6.5A once, 7.2 once, 7.3 once, 7.4 twice, 8.3(a) once, 8.5(c) once, 9.6 once, 10.2(c) once, 10.2(j) once, 10.2(q) once, and 11.5(f) twice. and to amend the Standing Rules by: replacing "Regular" with "Voting" in sections 1.7(2) once, 1.7(3) once, 1.7(5)V once, 1.7(5)VI thrice, 1.7(5)VI(e) once, 1.7(6) five times, 1.7(10) once, 1.17(4)(a) once, 1.45(10) once, 2.1(1) twice, 2.5(13) once, 3.2(4) once, 3.5(5) once, 3.7(1) thrice, 3.7(4) once, and 5.8(1) once. replacing "regular" with "voting" in section 1.9(31) once. replacing "Regular Members mailing list" with "Voting Members mailing list" in sections 1.14(5) once, and 1.45(10) once. replacing "Regular Members list" with "Voting Members list" in section 1.45(10) once. replacing "Regular Members' and Active Members' mailing lists" with "Voting Members' and Active Members' mailing lists" in section 1.45(10) once. replacing "nesfa-regular list" with "nesfa-voting list" in section 1.45(10) once replacing "nesfa-regular@lists.nesfa.org" with "nesfa-voting@lists.nesfa.org" in section 1.45(10) once. replacing "nesfa-regular" with "nesfa-voting" in sections 1.45(11) once, and 5.8(1) twice. Also, in the annotations to the ByLaws replace "Regular" with "Voting" in the annotations to sections 1.1(d) once, 1.1(f) once, 1.2A once, 1.3A once, 1.8(a) thrice, 1.8(d) once, 6.4(a) once, and 10.3 once. replace "Nesfa Regular List" with "Nesfa Voting List" in the annotation to section 1.2A once. also, in the annotations to the Stamding Rules replace "Regular" with "Voting" in sections 1.6(2) twice, 1.6(3) once, 1.7(5) once, 1.7(6) once, 2.1 once, and 2.1(6) once. replace "regular" with "voting" in section 5.6(3)2 once. replace "R" with "V" in section 2.1(1) 9 times. replace "nesfa-regular" with "nesfa-voting" in the annotations to sections 1.45(10) twice, 3.6(7) once, and 5.8(2) once. replace "regular-members list" with "voting-members list" in the annotation to section 1.45(10) once. ================================================================ ==== 2023-12-IM1004.5 ================================================================ Amend the Standing Rules by Adding a new subsection 5.1(4) with the text "In both the ByLaws and the Standing Rules, always use the term "chair" when referring to the chair of a committee, convention, etc." with the annotation "12/23. At this time a global change of chair[whatever] to chair was made in both the ByLaws and the Standing Rules." replacing "Chairman" with "Chair" in sections 1.9(13)a once, 1.9(16) once, 2.7(1) once, 2.7(2)(a) once, 2.7(4) twice, 2.7(6)(c) once, 2.7(10)(a) once, and 2.7(10)(b) once. replacing "chairman" with "chair" in sections 1.11(1) twice, 2.2(1) once, and 2.3(1)(a) once. replacing "Chairman's" with "Chair's" in sections 2.7(6)(a) once, 2.7(6)(c) twice, and 2.7(10)(a) once. replacing "Chairmen" with "Chairs" in sections 1.9(12) once, and 3.1(2) once. replacing "chairmen" with "chairs" in section 3.1(2) once. replacing "ConChair" with "Convention Chair" in section 1.9(24)(a) once. replacing "Chair (man, woman, person)" with "Chair" in section 1.45(11) once. Also update some annotations by replacing "Chairman" with "Chair" in the annotations to sections 1.1 once, 1.9 once, and 2.7(1) twice. replacing "chairman" with "chair" in the annotaion to section 1.7(5)I once. Add this annotation to Appendix A: All versions of "chair" were standardized to just "chair", but this appendix was not changed since it is historical. [12/23] ================================================================ ==== 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 update all rules pages to declare themselves as the latest version of HTML and validate them HTML 5 doesn't use a DTD, so just "" switch from transitional to strict? update all rules pages to add 'lang="en"' to the element run dos2unix on all Rules files: Bylaws.html SR.html, index.html, ao.html, procedures.html bl.css pr.css sr.css at the end of every Rules webpage: ao.html, irs.html?, som.html? add a
before the nav-bar change "Boskone" is a service mark to "NESFA" and "Boskone" are service marks remove the service mark comment for hugo/worldcon/nasfic change the Contact Us button to Contact NESFA and point to a webpage rather than using mailto https://www.nesfa.org/about/contact-us/ delete "questions about NESFA" as redundant with Contact Us ensure that the appropriate css for styling the nav-bar is present ? change the 'comments about' to rules-committee@lists.nesfa.org To be updated: ao.html, irs.html?, som.html? the nav bar at the bottom of all rules pages needs updating:
NESFA NESFA Press Boskone Contact NESFA
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 fix tables to specify no borders (rather than depending of browser defaults)? change all http links to nesfa pages to https to be updated Bylaws.html SR.html procedures.html index.html ao.html irs.html som.html In ByLaws.html fix the alignment of the ToC In ByLaws section 10.2(q) correct the spelling of "transferrable" (s/rr/r/) In SR.html fix the alignment of the ToC move the annotation about defunct and renamed committees from the end of section I to the beginning of section I where it will be easier to find also check the entries for each defunct committee and restore its name to the annotation if it's missing in the annotation to 3.5(4) check the start dates of hybrid and virtual meetings ask Dave G to add 'TDBank Account Administrator: Tim Szczesuil' to the current and historical 'committees & positions' web pages. ================================================================ ==== End of items to be incorporated into the Standing Rules or ByLaws ================================================================ ================================================================ ==== (3) Items being perfected by the Rules Committee ================================================================ ================================================================ ==== 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 ================================================================ ================================================================ ==== there are no published minutes for March and April 2020 -- IM 967 ==== the Zoom audio of the April meeting has been processed ================================================================ ================================================================ ==== 2020-04-IM967.1 [from the Zoom audio of the April meeting] ================================================================ 1_audio_only.m4a: nothing 2_audio_only.m4a: older offer mentioned of $1 discount on ebooks to members motion to discount ebooks by $1 on our website for members only -- passes by 2/3 ================================================================ ==== 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 [update this] ================================================================ 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. The only part of this that belongs in the Standing Rules is declaring the G drive to be the master copy? ==>> 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 ================================================================ ==== 2022-06-IM988.1 [update this] ================================================================ 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: ???? check what's currently on the G drive ???? 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 ================================================================ ==== 2023-01-IM994.1 [update this -- consult the 'active' list for info] ================================================================ Motion to come out of Committee of the Whole with the instruction to the Rules Committee to make a list in the Standing Rules of documents which need to be filed on a recurring basis including, the date due, and who is responsible for filing them and to report on any the month before they are due and every month thereafter until they are filled. [People should tell the Rules Committee of existing things that they know about or new things as they come up.] Out of CofW. Passed by unanimous consent. ==>> Discussion: This is strongly related to 2019-06-DAA.6. Reporting upcoming events to the Membership isn't really a good fit for the Rules Committee, it's probably better suited to the Clerk. Should we move to change that at the next meeting? include "monitor and do if needed" actions such as SR1.3(5)? for each action, include 'last time performed' direct the person/office responsible for each action to inform the Rules Committee each time that it is performed, when it must next be performed, and any changes to the schedule, and direct the Rules Committee to update this information without amy additional approval. Seth: I'd like to recommend adding an additional column, Next Due Date. That would make it easy to sort to see which reports are due soon (or overdue). When a report is filed, update it. E.g. An annual report is due 2023-03-15. When it gets filed on 1 Feb. (somebody is being efficient), the "Next Due Date" column gets updated to 2024-03-15, and sorting moves it from near the top to the bottom. That will also allow the table to include one-time reports or other such filings. should this be in the form of a database linked to the Standing Rules? for automated sorting, etc. should this be called 'timeline' rather than 'recurring actions'? ==>> Proposed resolution: Add new section 5.11 Recurring Actions Add new section 5.11(1): Add new section 5.11(2): Add new section 5.11(3): Add new section 5.11(?): ????????v Information gathered in previous attempts to create such a list. Some of this may be outdated. Please reply with additions and corrections. ???? refer people to item 2023-01-IM994.1 in https://www.nesfa.org/rules/SR-pending.txt ???? for the list of items about which we currently know and the known details of ???? each such item -- NO, include the list in the email to 'active' and reply with ???? updated lists as new info comes in ???? note automated things (such as monthly payments for services) including how they are paid ???? info needed for each item: responsible office/position, description (including URL if any), periodicity, ???? date last performed, date (exact or limit) for next performance [essentially] 'billed' items go to the Treasurer; they should be in a separate list; we should keep track of them in case a bill gets lost somehow? Clerk / Secretary of State / as needed / Certificate of Change of Directors or Officers of Non-Profit Corporations (G.L. c.180 õ6D ) Clerk / Secretary of State / on or before 1 November / Annual Report (G.L. c.180 õ26A ) Clerk / Framingham Post Office / unknown / renew Post Office Box 809 [SR1.4(2)] Clerk / Framingham Post Office / unknown / renew Bulk Rate & Imprint permits [SR1.4(3)] Do these permits still exist? Treasurer / IRS / due 15 September unless Form 8868 filed / Form 990 Treasurer / auditor / before filing Form PC / audit must be done Treasurer / Mass. DOR / due 15 September unless Form ???? filed / Form PC Treasurer / IRS / due 1 March for previous calendar year / Forms 1099 and 1096 Treasurer / payee / by 1 February for previous calendar year / Form 1099 When the payee is an individual acting on their own behalf, sent to both IRS and payee immediately. Treasurer / Mass. DOR / due 20th of the month for the previous month / Form ST-9 (sales tax) Treasurer / other taxing authorities / as needed / sales tax forms Treasurer / banks / as needed / update signature authority Treasurer / Mass. DOR? / Due every 10 years before the expiration date of Form ST-2. / Form ST-ER, Application for Sales Tax Exemption Renewal Treasurer / Somerville Board of Assessors / due 1 March for the previous fiscal year / Form 3ABC, Return of Property Held for Charitable Purposes Treasurer / Massachusetts Office of the Attorney General, Division of Public Charities / November / Form PC Treasurer / authors / end of fiscal year / pay royalties for eBooks and old contracts Treasurer / City of Somerville / May / renew Dumpster permit via http://www.somervillema.gov/isd IT Committee / RCN/Astound / automated (Dave A debit card) / renew Internet connectivity [ST1.45(2)] IT Committee / DreamHost / automated (Dave A debit card) / renew domain registrations IT Committee / DreamHost / automated (Dave A debit card) / renew web/email hosting, etc [SR1.45(5)] IT Committee / Joel Lord / on or about 1 April for one year / pay/donate for mailing-list hosting [SR1.45(12)] Insurance Committee / insurance company / unknown / renew insurance [SR1.18(1)] Get details from policy in safe. Ann: The due date for the insurance on the clubhouse should be on there. Sure, they're supposed to send us a bill, but... Clubhouse Committee / unknown / monthly? / rodent removal [SR1.17(14)] Clubhouse Committee / Merry Maids / monthly? / clubhouse cleaning [SR1.17(8)] Clubhouse Committee / unknown / monthly? / dumpster rental [SR1.17(7)] Clubhouse Committee / Vonage / automated (Dave A debit card) / telephone [SR1.17(1)] Clubhouse Committee / unknown / monthly? / electricity [SR1.17(1)] Clubhouse Committee / unknown / monthly? / water [SR1.17(1)] NESFA Press / unknown / yearly / creative cloud license for Alice Is this still relevant? dgg: No. so drop it here and move to delete SR1.14(11). RKOV: We are paying for Jim Mann's creative cloud subscription RKOV: It was at the Tech Soup non-profit discount. I suspect that motion got lost in the Clerk Fiasco. I'll try to figure out the last time it was paid. unknown / Mass. DOR / January / Tradeshow and Flea Market Promoters application Required to run the hucksters room at Boskone. http://www.mass.gov/dor/businesses/filing-and-reporting/tradeshow-and-flea-market-promoters.html. daa: add eFax, appointment of Nominating Committee from 2019-06-DAA.6: 5.13(1) Clerk 5.13(1)(a) Certificate of Change of Directors or Officers of Non-Profit Corporations (G.L. c.180 õ6D ) 5.13(1)(b) Annual Report (G.L. c.180 õ26A ) to be filed before November 1st of each year 5.13(1)(c) ???? 5.13(1)(?) renew Post Office box [find existing provision -- SR1.4(2)E] 5.13(1)(?) renew ???? 5.13(2) Treasurer 5.13(2)(a) file annual tax forms with IRS and Mass. DOR 5.13(2)(b) file IRS forms 1099 5.13(2)(c) send IRS forms 1099 to payees 5.13(2)(d) pay sales tax collected to Mass. DOR and other taxing authorities as needed 5.13(2)(e) update signature authority on NESFA bank accounts (including Boskone) 5.13(?) Information Technology Committee 5.13(?)(a)F Domain Registrar: renew domain registrations -- automated 5.13(?)(b)F ????: renew web/email hosting -- automated 5.13(?)(c)F ????: pay/donate for mailing-list hosting ????????^ ================================================================ ==== 2023-03-IM996.3 ================================================================ I am proposing that NESFA get a Google Voice Number for use with 2FA (Two Factor Authentication). The idea would be that the Google Voice Number / Account (like joe.nesfan@gmail.com) would be automatically forwarded to a new email alias which would then go to email addresses like eboard@nesfa.org and/or treasurer@nesfa.org. Then if a voice text authorization comes into the Google Voice Number it gets to everyone who might need it. Currently various 2FAs are going to people's personal phones (including the Massachusetts Sales Tax system, Quickbooks, Somerville Bill Payments, and so on). The current situation is badly broken. Any objections? ==>> Discussion: More details needed? A quick look at Google Voice suggests that (a) the source of a message can be used to select to which addresses/numbers the message will be forwarded (b) 'texts' can be forwarded make the IT Committee responsible for this? This has already been implemented. ================================================================ ==== 2023-06-IM999.4 ================================================================ The sense of the club is ... Dr Who events can run twice per month unless other things intrude. ================================================================ ==== 2023-07-IM1000.1 [informal discussion] ================================================================ Motion from committee to not require the auditing of any NESFA Fiscal Years up through FY55 that have not been audited yet. This would overrule an existing standing rule and requires 2/3 to pass. Passes 16 to 0. ???? PROBLEM: BL5.10 seems to require those audits: ???? The Finance Committee shall appoint auditing subcommittees ???? of its membership to examine and report on the annual report ???? of the Corporate Treasurer and the final reports of all ???? Boskone Treasurers; other reports of the Treasurers may also ???? be audited at the Finance Committee's discretion. No Treasurer ???? shall be a member of the subcommittee charged with examining ???? his or her own books. ???? also see SR2.6 ==>> Discussion: Dave A: This motion appears to be invalid, since the audits it omits appear to be required by the ByLaws. Unless someone comes up with a better idea before then, I plan to raise this issue on the nesfa-active mailing list on the Wednesday after Boskone, stating the problem and suggesting an appropriate ByLaws amendment if the Membership insists on proceeding with this. RKOV: Just make the Bylaws Amendment Suggestion. Move the Audits to the Standing Rules or something like that. There is NO WAY these audits are happening. Much of the data has been lost. Joe: There's a good argument to be made that specific audits are a detail that doesn't belong in the bylaws. ================================================================ ==== 2023-07-IM1000.4 ================================================================ Moved (Grubbs, Anderson) The outreach committee should be allowed to moderate and post to any of our Social Media. Any administrative controls above that are the purview of the IT Committee. Motion to postpone to the September Meeting and ask the IT and Outreach Committees to work this out before then. (Anderson, Dennett). Passes 19 to 0. ==>> Discussion: This was never brought up at the 9/2023 meeting. ==>> Proposed resolution: Remind the IT and Outreach Committees that they were supposed to do this. ================================================================ ==== 2023-11-IM1003.5 [combine with related items] ================================================================ Moved: The Library Committee may take one copy of any book NESFA is directly selling (as opposed to books on consignment) to add to the (lending) library. If that copy is lost or damaged beyond repair they may take another copy and repeat as necessary. They may also take one boxed copy of any boxed (Boskone etc.) book to put in the "special collections" area [currently the wooden case under the microwave]. This motion shall also be interpreted to repeal SR 1.12(9)M. Motion passes 19 to 0. ================================================================ ==== 2023-11-IM1003.6 [combine with related iems] ================================================================ Note: The "special collections" area is currently the wooden case under the microwave]. While looking through it to see if we had a copy there of "Once More with Footnotes" (we didn't). I noticed that there were duplicate copies of some NESFA Press books especially Boskone books.. So, moved: Any duplicate books in the "special collections" (case under the microwave) area may be put up for sale as the Library Committee sees fit. If there are both a boxed and unboxed copy, it is the unboxed copy that should be sold. Any net proceeds should go toward the purchase of more or missing library books. Motion passes 20 to 0 ================================================================ ==== 2023-11-IM1003.7 [combine with related items -- 2023-12-IM1004.1] ================================================================ Books in the "special collections" area may be taken out of "special collections" area for reading in the clubhouse as long as there is not also a copy of that title in the regular lending library (whether checked out or not) and the book is removed from the "special collections" area by request to a regular member. If that regular member leaves the clubhouse they must inform at least one other regular member that the book is temporarily out of the "special collections" area. (Motion Kovalcik, Kerpan) Discussion of what the special collection is for. Much debate. Motion to postpone until the next meeting to figure that out online. Passes 15 to 6. ================================================================ ==== 2023-11-IM1003.9 [combine with related items?] ================================================================ Additionally, after careful consideration, we've decided to limit checkouts to 60 days (a base period of 30 days plus a single renewal). This is a change from the 90 days announced in April, but it aligns better with what other libraries do and it gives less room for folks to forget about things. If you have a specific reason to check something out for longer than 2 months, let the library committee know and we'll see what we can do. As always, items that are requested for hold or which are in high demand are due back sooner. ================================================================ ==== 2023-12-IM1004.1 [combine with related items -- 2023-11-IM1003.7] ================================================================ Books in the "special collections" area may be taken out of "special collections" area for reading in the clubhouse as long as there is not also a copy of that title in the regular lending library (whether the copy in the regular lending library is checked out or not). The book is to be removed from the "special collections" area by request to a regular member. If that regular member leaves the clubhouse, they must inform at least one other regular member that a book is temporarily out of the "special collections" area. [This motion would presumably only affect things like the Indexes or Rare Books rather than most NESFA Press Books in the Special Collection Area in the normal.] Friendly amendment to put a lock (openable by the clubhouse key) on the special collections cabinet. Passes 11 to 8. ================================================================ ==== 2024-02-IM1006.2 ================================================================ Motion that no check be written to an artist for more than the IRS limit (currently $600) until we have their SSN or EIN (Kovalcik, Szczesuil). Passes 17 to 1. Kristin points out that it is not any single check but the total payments for the year. We instruct the Rules Committee to take this into account when entering this into the Standing Rules. Joe Ross points out that this is more than just artists, for example we should look into whether we need to do the same for Royalty Checks. Motion to refer this issue to the Finance Committee. (Ross, Bemis) Passes 17 to 0. ================================================================ ==== 2024-03-IM1007.1 [not yet published] ================================================================ The Eboard voted to move out of committee to add a new Standing Rule: The Area Heads responsible must obtain full legal names, badge names, addresses, phone numbers, and email addresses for anyone working with children at Boskone in areas where the children's parents might not regularly be present. At this time those areas would include Anime/Video, Dragonslair, and Gaming. This information should be confirmed by visual inspection of a government issued ID. This information should be provided to the ConChair or their designee who will do Sex Offender Registry, Google, and Social Media searches on the person for any red-flags. The data will be stored in a secure manner for a period of 7 years. (Rick Kovalcik picked 7 years because that is how long we are keeping financial records. I am open to discussing other lengths of time.) Passes 16 to 3. ================================================================ ==== 2024-03-IM1007.4 [not yet published] ================================================================ The library committee would like to move to replace standing rule 1.20(26)M with the following text: The Library Committee shall ensure that at least one copy of each book chosen for discussion by the NESFA Reading Group is available for Members to read before that discussion if it can be obtained at a reasonable cost. Hearing no objection, this is done by unanimous consent. [Note: the only changes are 'two copies' -> 'one copy' and 'they' -> 'it'] The current text of SR1.20(26) is" The Library Committee shall ensure that at least two copies of each book chosen for discussion by the NESFA Reading Group are available for Members to read before that discussion if they can be obtained at a reasonable cost. ================================================================ ==== 2024-03-IM1007.5 [not yet published] ================================================================ Move to change Standing Rule SR 4.4(5)M No item should be added to NESFA's Meetup groups, NESFA's Google calendar, or any other secondary calendar of NESFA's until it has been approved by a Business Meeting or the Clerk and added to the official calendar on the NESFA website. to Standing Rule SR 4.4(5)M No item should be added to NESFA's Meetup groups, NESFA's Google calendar, or any other secondary calendar of NESFA's until it has been approved by a Business Meeting or the EBoard and added to the official calendar on the NESFA website. Passed by unanimous consent. [note: no change except Clerk -> EBoard] ================================================================ ==== 2024-03-IM1007.6 [not yet published] ================================================================ Paula moves (second Gloria) that we post lists of upcoming events and committee lists somewhere in the main room where it is easily located. This passes 8 to 6. ================================================================ ==== 2024-03-IM1007.7 [not yet published] ================================================================ Motion to request the last Saturday of every month starting in April for Anime/Animated viewing and social meeting starting 6 PM. (Rasnick, Peter Olszowka) Passes 8 to 4. ================================================================ ==== 2024-03-IM1007.8 [not yet published] ================================================================ The Rules Committee is requested to improve the wording in the Standing Rules regarding specific mailing lists (such as in the motion to rename Regular Members to Voting Members) so as to eliminate technical details. ================================================================ ==== End of items being perfected by the Rules Committee ================================================================ ================================================================ ==== Items beyond this point are not in effect. ================================================================ ================================================================ ==== (4) ByLaws amendments to be voted on at a Business Meeting. [0 items 3/11/2024] ==== Notice must be given at least two weeks before the meeting. ================================================================ ================================================================ ==== End of ByLaws amendments to be voted on at a Business Meeting. ================================================================ ================================================================ ==== (5) Motions to be made at a Business Meeting [0 items 1/16/2024] ==== Notice should be given at least one week before the meeting. ================================================================ ================================================================ ==== End of motions to be made at a Business Meeting ================================================================ ================================================================ ==== (6) 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 from SR-pending.txt 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 ================================================================ ================================================================ ==== (7) 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.3 -- this arose when adding 4.2(19) [update this] ================================================================ 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. 4.2(8) and 4.2(12) updated 8/17/2022 -- see 2018-09-DAA.8 ================================================================ ==== 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. From 2023-03-IM996.1: President's Report (Rick Kovalcik) It is my sense that NESFA wants the Roster published once a year to be as complete as possible. ==>> 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. ================================================================ ==== 2019-06-DAA.2 [make active eventually] ================================================================ 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 <+pr.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.+>] ================================================================ ==== 2019-06-DAA.3 [update this] ================================================================ Update /rules/procedures.html to reflect the changed structure of and procedures for managing SR-pending.txt. Also make a few minor fixes. ==>> Discussion: Since these are Rules Committee fiats they need not be approved by the Membership. I believe that this accurately represents our current procedure. This is kinda wordy, but that's a major reason why I wanted to move our internal procedures out of the main Standing Rules page. ==>> Proposed resolution: Update /rules/procedures.html item 2 by inserting "ByLaws or" before "Standing Rules" in the first sentence moving "SR-pending.txt page in" to before "NESFA website" and changing "in" to "on the" replacing "rules" with "pending changes" deleting some details covered in the updated item 3 and the new item 4, specifically the last three sentences (starting with "Comments"). appending "Add to the item a proposed resolution (which may be "do exactly what was proposed" or, if the item seems inappropriate for the Standing Rules, may be "delete this item from SR-pending.txt")." The updated item 2 with inserted text bracketed with "<+" and "+>" and deleted text bracketed with "<-" and "->") would be: 2 Rules Committee: Whenever an item affecting the<+ ByLaws or+> Standing Rules is published in Instant Message or otherwise brought to the attention of the Rules Committee it will be added to the <-SR-pending.txt page in ->the <-"rules"-><+"pending changes"+> section of the <+SR-pending.txt page on 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 the item it will be moved to the "ready to be reported to the Membership" section of SR-pending.txt. After it has been reported to the Membership it will be integrated into the Standing Rules web page and deleted from SR-pending.txt.-><+Add to the item a proposed resolution (which may be "do exactly what was proposed" or, if the item seems inappropriate for the Standing Rules, may be "delete this item from SR-pending.txt").+> [4/18. 8/22, moved from Standing Rules section 1.6(9). <+ ?/22, added ByLaws, moved some details to the updated section 3 and new section 4, added creating a proposed resolution.+>] Update /rules/procedures.html section 3 by, in the first line replacing "processing" with "approving" in the list item starting with "Whenever there are items" replacing "which are neither already perfected nor" with "list 3 (pending changes) or list 7 (other) which are not" inserting "usually" before "starting with the oldest" inserting new list items after that: * Unless they are trivial or irrelevant, any comments, proposals, etc. should be added, with attribution, to a "discussion" section of the item * If the proposed resolution would benefit from editing: * call for informal discussion on the rules-committee mailing list. * When that discussion ends, update the proposed resolution based on the comments. * If the item is considered to be non-substantive (fixing errors, etc.) * add that the proposed resolution is considered non-substantive and will be adopted unless there are objections * add the date and time when watching for objections will end * call for objections on the rules-committee mailing list * if there are any objections to the entire item, treat it as substantive * if there are objections to parts of the item, move those parts to a new, substantive item * anything to which there are no objections by the deadline is approved * otherwise the item requires approval * add a list of committee members with their voting status (initially "no vote") and update that list as they cast votes * call for a vote on the rules-committee mailing list in the sublist headed with "For each item under discussion online:" deleting that header, making the sublist part of the "otherwise the item requires approval" sublist deleting the list item that starts with "each initial message" deleting the list item that starts "SR-pending.txt" in the list item which starts "otherwise discussion" inserting after "except that" the text "on request" before the list item which starts "When discussion of an item" inserting a new list item: * When discussion of an amendment ends, if a majority of the votes cast for or against are in favor, the proposed resolution will be updated. In any case the amendment itself and any no-longer-relevant items in the discussion section will be deleted and the process manager will post the updated item with a statement either that the amendment was incorporated or that the amendment was rejected. in the list item which starts "When discussion of an item" deleting the first instance of "or amendment" replacing ", that action will be taken. An amendment fails if a majority of those votes are against; otherwise the item or amendment will be dealt with at a face-to-face meeting." with "the proposed resolution is approved, otherwise the proposed resolution is rejected." replacing "the action to be taken" with "what action will be taken" The updated section 3 with inserted text bracketed with "<+" and "+>" and deleted text bracketed with "<-" and "->") would be: The procedure for <-processing-><+approving+> items in SR-pending.txt is: * Whenever there are items in SR-pending.txt <-which are neither already perfected nor-><+list 3 (pending changes) or list 7 (other) which are not+> already under discussion, the process manager shall send them individually to the rules-committee mailing list <+usually+> starting with the oldest - except that no more than half-a-dozen should be under discussion on the list at any time. <+* Unless they are trivial or irrelevant, any comments, proposals, etc. should be added, with attribution, to a "discussion" section of the item * If the proposed resolution would benefit from editing: * call for informal discussion on the rules-committee mailing list. * When that discussion ends, update the proposed resolution based on the comments. * If the item is considered to be non-substantive (fixing errors, etc.) * add that the proposed resolution is considered non-substantive and will be adopted unless there are objections * add the date and time when watching for objections will end * call for objections on the rules-committee mailing list * if there are any objections to the entire item, treat it as substantive * if there are objections to parts of the item, move those parts to a new, substantive item * anything to which there are no objections by the deadline is approved * otherwise the item requires approval * add a list of committee members with their voting status (initially "no vote") and update that list as they cast votes * call for a vote on the rules-committee mailing list+> <-* For each item under discussion online:-> * any committee member may call for a face-to-face meeting to resolve an item which they feel cannot be dealt with online, and may retract any such request if they change their mind. <-* each initial message shall include the full text of the item and should include a proposed "perfected" version (if different from the original text) or a recommendation to discard this item as not belonging in the Standing Rules.-> * discussion should be general comments not requiring a vote, approval of the proposed perfected text, a proposal of an alternate version of the perfected text (which will be voted on as an amendment), approval or disapproval of a proposed alternate version of the perfected text, or a vote to discard this item. <-* SR-pending.txt should be updated with any important comments, proposals, etc.-> * if all committee members have voted on an issue and there is no ongoing discussion of its merits, discussion of that issue terminates immediately. * otherwise discussion by email will continue until one week after the last substantive posting regarding that item or amendment - except that <+on request+> the period will be extended if any committee member is temporarily unable to participate in the discussion. A vote with no discussion does not extend the deadline for discussion. * the process manager shall post as necessary to make it clear what issue(s) is/are under discussion for each item. * the process manager shall post a warning one day before the end of the discussion period giving the exact time when discussion will end. If this posting is delayed, the discussion period is extended until one day after the warning is posted. <+* When discussion of an amendment ends, if a majority of the votes cast for or against are in favor, the proposed resolution will be updated. In any case the amendment itself and any no-longer-relevant items in the discussion section will be deleted and the process manager will post the updated item with a statement either that the amendment was incorporated or that the amendment was rejected.+> * When discussion of an item<- or amendment-> ends, if a majority of the votes cast for or against are in favor<-, that action will be taken. An amendment fails if a majority of those votes are against; otherwise the item or amendment will be dealt with at a face-to-face meeting.-><+ the proposed resolution is approved, otherwise the proposed resolution is rejected.+> The process manager will post a message stating that discussion has ended and <-the action to be taken.-><+what action will be taken.+> [4/18. 8/22, moved from Standing Rules section 1.6(10).<+ ?/??, updated to match current procedure.+>] ???????? add info on signing ???????? also on proposed motions partly amending the ByLaws? ???????? need to special-case items brought to the Rules Committee by its members? ???????? or just when not an official announcement by someone/something authorized to make decisions? ???????? specifically allow committee members to add to (7) fixes to problems found? Add to /rules/procedures.html a new section 4: 4 The Structure and Management of SR-pending.txt SR-pending.txt consists of a preface and seven lists: 1) changes to the Standing Rules which are ready to be reported to the Membership 2) changes to the ByLaws or Standing Rules which are ready to be incorporated into those documents 3) pending changes to the ByLaws or Standing Rules which have been adopted by the originating entity and are ready to be processed by the Rules Committee 4) motions containing ByLaws amendments which the Rules Committee will make at an upcoming Business Meeting. 5) other motions that the Rules Committee will make at an upcoming Business Meeting 6) items which have been approved by the Rules Committee but require further action before being moved to another list. 7) items which do not belong on any other list. Relevant motions passed by the Membership or the Executive Board, and relevant new, changed, or deleted fiats are added to list (3). Other relevant suggestions or requests are added to list (7). Items in lists (3) or (7) are processed as specified in section 3. if rejected, create a new proposed resolution (which may be "delete this item from SR-pending.txt") otherwise, delete any content which is now superfluous then, based on the approved resolution: delete: delete the item from SR-pending.txt further approval not needed: move to list (2) motion which wholly or in part amends the ByLaws: move to list (4) other motion: move to list (5) additional action needed: move to list (6) otherwise: move to list (1) ???? for signing, leave in list (3) after marking as signed For items in lists (1), (4), and (5), before each regular business meeting give notice of the content of the list and include the content of that notice in the Rules Committee report to the meeting. Items in list (1) are reported to the Membership then moved to list (2) Notice is given one week before a meeting. Items in list (2) are incorporated into the ByLaws or Standing Rules pages, then deleted Items in list (4) make motions that include amending the ByLaws at a meeting Notice is given two weeks before a meeting. if the motion is adopted with problematic amendments, move the item to list (3) otherwise, move the item to list (2) otherwise, delete the item from SR-pending.txt Items in list (5) make other motions at a meeting Notice is given one week before a meeting. if the motion is adopted and is relevant, move it to list (3) otherwise, delete the item from SR-pending.txt Items in list (6), after their action is taken, are deleted from SR-pending.txt or moved to the newly-appropriate list [?/22] ================================================================ ==== 2019-06-DAA.6 [update this] ================================================================ 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: ???? see also 2023-01-IM994.1 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 SR5.13 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 SR5.13 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 5.13 to the Standing Rules 5.13 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.) 5.13(1) Clerk 5.13(1)(a) Certificate of Change of Directors or Officers of Non-Profit Corporations (G.L. c.180 õ6D ) 5.13(1)(b) Annual Report (G.L. c.180 õ26A ) to be filed before November 1st of each year 5.13(1)(c) ???? 5.13(1)(?) renew Post Office box [find existing provision -- SR1.4(2)E] 5.13(1)(?) renew ???? 5.13(2) Treasurer 5.13(2)(a) file annual tax forms with IRS and Mass. DOR 5.13(2)(b) file IRS forms 1099 5.13(2)(c) send IRS forms 1099 to payees 5.13(2)(d) pay sales tax collected to Mass. DOR and other taxing authorities as needed 5.13(2)(e) update signature authority on NESFA bank accounts (including Boskone) 5.13(?) Information Technology Committee 5.13(?)(a)F Domain Registrar: renew domain registrations -- automated 5.13(?)(b)F ????: renew web/email hosting -- automated 5.13(?)(c)F ????: pay/donate for mailing-list hosting Add an annotation to BL4.4 referencing SR5.13. 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] ================================================================ The ByLaws now 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 an Officer, where the details of counting the votes were important. Together with 2021-04-DAA.2 and 2022-06-DAA.10 (both already adopted) 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: Make this motion: Moved to add a new Section 5.10 to the Standing Rules: 5.10 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 in the previous round of counting for the tied choices, 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 specifications for how to do this. Add an annotation to 5.10(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 5.10(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 [make active soon] ================================================================ 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 for 2.2(4) "?/??: 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 was recently 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 from SR-pending.txt ==>> 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 and already adopted. 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 [update this] ================================================================ >>===> 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) 1.45(14) 1.40(1) ???? 1.14(11) is obsolete and should be repealed? ================================================================ ==== 2022-06-IM988.5 [update this] ================================================================ 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 See also 2022-10-IM991.1 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) has been superceded by Ben's motion as 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 [update this] ================================================================ 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 [update this] ================================================================ 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 add a URL for the NESFA Press archive page and note that a list by ISBN can be obtained by clicking on the ISBN-13 column header to sort by those ISBNs. This is non-substantive, so just do it. ================================================================ ==== 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 [update this] ================================================================ ???? 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 [update this] ================================================================ 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. ???? send followup email ================================================================ ==== 2022-06-DAA.14 [update this] ================================================================ 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 [update this] ================================================================ 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 [make active -- e.g., do this soon] ================================================================ 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 [make active once all notice requirements in Robert's are researched] [update this] ================================================================ ???? initially call for informal discussion In case there are future drafting errors (there have been some in the past) define how to handle notice requirements which are missing the type of notice, the amount of notice, and/or who is to be given the notice. Robert's Rules of Order requires notice for various actions, but the type of notice specified doesn't always match our needs or traditions. Specify the notice requirements which we should use instead. ==>> Proposed resolution: Make this motion: Move to add a new section to the Standing Rules: 5.12 Rules of Order and Related Rules 5.12(1) In any case where the ByLaws or Standing Rules require notice to be given but the type, amount or recipients are not specified, a missing type shall be taken as "written notice", a missing amount shall be taken as "one week", and a missing list of recipients shall be taken as "the Membership". [?/??, this should never be needed since that would indicate an error in drafting, but there have been such cases.] 5.12(2) Robert's Rules of Order requires previous notice for a variety of actions, but the form of notice does not always match NESFA's needs or traditions and is not always overridden by other provisions in the ByLaws or Standing Rules. These notice requirements in Robert's shall be interpreted as "One week's written notice to the Membership": (a) Previous notice (b) Notice at the previous meeting (c) Notice in the call of a meeting [?/??. All citations are to Robert's Rules of Order Newly Revised (Twelfth Edition). (a) is defined by Robert's to require either (b) or (c) [10:44]. The known cases where these requirements are not overridden elsewhere are that (a) is required to adopt or amend special rules of order [2:22] or to allow a majority vote on motions to rescind/amend something previously adopted [35:2(7)], discharge a committee [36:4(7)], or otherwise change or nullify any previous action [10:45].] ???? look into what in the Standing Rules should be considered to be a special rule of order ???? do our existing rules for updating the Standing Rules override Robert's on this? ???? annotate 5.12 to say that adopting/amending items in this section require notice and a 2/3 vote, ???? or a vote of a majority of all Regular Members? [2:22] This would apply to all special rules ???? of order in the Standing Rules. ???? [50:8] a motion establishing a standing committee may be a special rule of order if that committee ???? can act without specific instructions on or automatically have referred to it some class of ???? business, or if its function affects any rule of parlimentary procedure. ================================================================ ==== 2022-07-DAA.5 [update this] ================================================================ work out the details and make motions for this add items to 1.40 stating the duties of the Gaming Coordinator ???? also buying games, etc ???? ask Raz add to 1.45 Media Coordinator ???? also licenses, etc? ???? deal separately with licenses for Boskone? ???? ask Kerpan ================================================================ ==== 2022-08-DAA.3 [update this] ================================================================ SR1.14(5) should specify nesfa-active not nesfa-regular ================================================================ ==== 2022-08-DAA.4 [update this] ================================================================ In SR2.4(6) "The same section of the Standing Rules" has no obvious referent. ================================================================ ==== 2022-08-DAA.9 [update this] ================================================================ SR4.1 Prices of Services no longer has any content, and should be deleted ================================================================ ==== 2022-08-DAA.11 ================================================================ ???? update SR to require reporting fiats? but allow updating SR before that if approved by issuer? ???? also allow early updating for E rules? ???? declare reporting to Membership as satisfying requirement to report to issuer ???? Change BL/SR to use a two-column table for section numbers vs content? ???? test using a table to handle [sub]section ids on procedures.html -- works fine ???? this may cause slow loading, since the column widths won't be known until the whole page is rendered ================================================================ ==== 2022-08-DAA.13 [update this] ================================================================ At some point, presumably during one of the meetings with no minutes, we passed a motion to send the roster once per year, in September. ================================================================ ==== 2022-09-DAA.2 [update this] ================================================================ The Discount Policy section of SR4.2(12) is still out-of-date. Give specifics and request the EBoard to adopt those changes or make a motion and change it to an "M" rule ================================================================ ==== 2022-09-DAA.3 [update this] ================================================================ In BL10.2(b) add "the Membership" and "except as provided in 10.2(c)" has 10.2(c) already been updated for preferential ballots? ================================================================ ==== 2022-09-DAA.4 ================================================================ BL7.4 requires that the FN ballot be "written" -- should this be updated to allow online voting? ================================================================ ==== 2022-10-DAA.1 ================================================================ BL1.7 2nd sentence conflicts with provisions allowing transfers without a vote -- look into this. ================================================================ ==== 2022-10-DAA.2 ================================================================ Non-substanting things to just do: BL1.8 section number is improperly indented -- fix it ditto BL5.3, BL5.4, BL5.7, BL6.4 BL6.2 -- missing space before annotation SR1.20(9)(c) -- missing space before annotation SR1.17(4) -- fix the anchor -- it's at the end of the section ================================================================ ==== 2022-10-DAA.3 ================================================================ BL5.7(a) the VP should be allowed to schedule meetings in the absence of the President? ================================================================ ==== 2022-10-DAA.4 ================================================================ BL11.4(b) should use the 'report monthly' phrasing to allow for skipped meetings or multiple meetings in a month. ================================================================ ==== 2022-10-DAA.5 ================================================================ BL article I and SR 1.7(5) -- add exception to automatic membership for anyone who has been expelled. ================================================================ ==== 2022-10-DAA.6 ================================================================ SR1.9(18) -- given (d) this should not specify the following Boskone ================================================================ ==== 2022-10-DAA.7 ================================================================ SR1.14(5) -- should specify the active list not the regular list ================================================================ ==== 2022-10-DAA.8 ================================================================ SR1.20(5) is obsolete -- index production is long gone ================================================================ ==== 2022-11-DAA.1 ================================================================ Explicitly allow votes (including secret ballot and preferential) outside of meetings in special cricumstances. ================================================================ ==== 2023-01-DAA.1 [make active after 2023-01-IM994.2 approved] ================================================================ For a long time there has been an undocumented policy that if multiple discounts apply to a sale only the largest is used. Some specific discounts say "unless a larger discount applies." ==>> Discussion: Inspired by 2023-01-IM944.2 -- 20% in-person discount on books. ==>> Proposed resolution: At a meeting: Move that if multiple discounts apply to the sale of any item or items, for each item only the largest relevant discount is used. If that motion is approved, when it is added to the Standing Rules include an annotation "Codification of long-standing policy." ================================================================ ==== 2023-01-DAA.2 ================================================================ SR 1.12(11) should be moved to where discount policy is stated? 4.2(x)? SR 4.2(2) should exclude memberships, etc. SR 4.2(4) should eliminate reference to 4.2(3) which has been replealed ================================================================ ==== 2023-05-DAA.1 ================================================================ fix SR1.20(12) to allow non-books ================================================================ ==== 2024-01-DAA.1 ================================================================ add to 1.9(37) the restrictions on person-in-tow and child: PiT -- must accompany another member Child -- must accompany a Young Adult or Adult member check that these restrictions are correct -- needs a motion ================================================================ ==== End of items being discussed by the Rules Committee ================================================================