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Created page with "== Proposal 2018-02-A. (Bylaws) == === Section and Title === Section 2. Purpose. === Currently Reads As === “The purpose of this organization shall be to have fun and to..."
== Proposal 2018-02-A. (Bylaws) ==
=== Section and Title ===
Section 2. Purpose.
=== Currently Reads As ===
“The purpose of this organization shall be to have fun and to provide a community which promotes <s>gay, lesbian</s>, bisexual, and <s>transgendered</s> (<s>GLBT</s>) issues in science fiction, fantasy, and horror media (SF/F/H), provides forums for those with such interests, and promotes the presence of GLBT elements within SF/F/H, within fandom, and within the <s>GLBT</s> community.”
=== Proposed Amendment ===
“The purpose of this organization shall be to have fun and to provide a community which promotes '''<u>lesbian, gay</u>''', bisexual, and '''<u>transgender</u>''' ('''<u>LGBT</u>''') issues in science fiction, fantasy, and horror media (SF/F/H), provides forums for those with such interests, and promotes the presence of <u>'''LGBT</u>''' elements within SF/F/H, within fandom, and within the <u>'''LGBT</u>''' community.”
=== Rationale ===
To use the language/acronym that is more commonly used amongst the community (the issues aren’t transgendered, they are transgender issues).
== Proposal 2018-02-B. (Bylaws) ==
=== Section and Title ===
Section 3. Membership. Paragraph A.
=== Currently Reads As ===
“A general member shall be anyone who subscribes to one of the organization's mailing lists. A sponsoring member is a general member who has paid the established dues. A member is not legally bound to OutWorlders nor is Outworlders liable for any statement or action made by an individual member. <s>Dues are established as $10 paid annually per calendar year.</s> To vote at a business meeting, a member must have paid their dues to the Treasurer <s>at least five business days</s> prior to the meeting at which they wish to vote.”
=== Proposed Amendment ===
“A general member shall be anyone who subscribes to one of the organization's mailing lists. A sponsoring member is a general member who has paid the established dues. A member is not legally bound to OutWorlders nor is Outworlders liable for any statement or action made by an individual member. '''<u>Dues shall be announced by the end of final quarter of the year and established January of the following year. The Dues for sponsoring members shall be paid annually per calendar year</u>'''. To vote at a business meeting, a member must have paid their dues to the Treasurer prior to the meeting at which they wish to vote.”
=== Rationale ===
To allow flexibility in determining the annual dues.
== Proposal 2018-02-C ==
=== Section and Title ===
Section 3. Membership. Paragraph A.
=== Currently Reads As ===
“A general member shall be anyone who subscribes to one of the organization's mailing lists. A sponsoring member is a general member who has paid the established dues. A member is not legally bound to OutWorlders nor is Outworlders liable for any statement or action made by an individual member. Dues are established as $10 paid annually per calendar year. To vote at a business meeting, a member must have paid their dues to the Treasurer at least five business days prior to the meeting at which they wish to vote.”
=== Proposed Amendment ===
“A general member shall be anyone who subscribes to one of the organization's mailing lists. A sponsoring member is a general member who has paid the established dues. A member is not legally bound to OutWorlders nor is Outworlders liable for any statement or action made by an individual member. Dues are established as $10 paid annually per calendar year. To vote at a business meeting, a member must have paid their dues to the Treasurer at least five business days prior to the meeting at which they wish to vote. '''<u>A sponsoring member who wishes to decline the responsibility to vote may do so by notifying the Secretary in writing.</u>'''”
=== Rationale ===
To foreshadow voting requirements outlined in <u>Section 5. Voting</u>.
== Proposal 2018-02-D ==
=== Section and Title ===
Section 5. Voting. Paragraph A.
=== Currently Reads As ===
“A proposal must be announced by submitting it to the Secretary in writing at a business meeting or by posting its full text within a message to the Sponsoring Members mailing list no later than 14 full days prior to the business meeting at which it will be considered. The Secretary shall post the full text of any proposal submitted at a business meeting within a message to the Sponsoring Members mailing list and within a message to the Announcements mailing list no later than <s>14 full days</s> prior to the business meeting at which it will be considered. A full day is a 24-hour period. If a proposal is amended at a business meeting, it cannot be adopted prior to the subsequent business meeting.”
=== Proposed Amendment ===
“A proposal must be announced by submitting it to the Secretary in writing at a business meeting or by posting its full text within a message to the Sponsoring Members mailing list no later than 14 full days prior to the business meeting at which it will be considered. The Secretary shall post the full text of any proposal submitted at a business meeting within a message to the Sponsoring Members mailing list and within a message to the Announcements mailing list no later than '''<u>7 full days</u>''' prior to the business meeting at which it will be considered. A full day is a 24-hour period. If a proposal is amended at a business meeting, it cannot be adopted prior to the subsequent business meeting.”
=== Rationale ===
To give the secretary some time to post the proposal.
== Proposal 2018-02-E ==
=== Section and Title ===
Section 6. Officers. Part A. Election.
=== Currently Reads As ===
“<s>Election of officers shall occur</s> annually at the regular business meeting of the organization in December; voting shall be by secret ballot. The following officer positions are elected positions: President, Vice-President, Treasurer, and Secretary. A candidate for an elected officer position must be a sponsoring member of the organization who was nominated for the position prior to the close of the November regular business meeting. Self-nominations are allowed; however, all nominations must be seconded. A printed proposal is not required for a nomination. Elected officers serve from 01 January to 31 December of the year following their election. <s>Candidates are encouraged to submit to the Election Coordinator their platforms and qualifications for posting to the mailing list for sponsoring members.</s>
“The Election Coordinator shall collect all ballots for the December election. The Election Coordinator shall keep all ballots for a period of three months; ballots are to be used only in the event that the results of the election are contested. In such a case, the Election Coordinator shall make <s>every possible effort</s> to conceal voters’ identities while providing information required to inform consideration of the contest. Following the three-month period, all ballots <s>will be</s> destroyed.”
=== Proposed Amendment ===
'''<u>Elected officers shall be voted on</u>''' annually at the regular business meeting of the organization in December; voting shall be by secret ballot. The following officer positions are elected positions: President, Vice-President, Treasurer, and Secretary. A candidate for an elected officer position must be a sponsoring member of the organization who was nominated for the position prior to the close of the November regular business meeting. Self-nominations are allowed; however, all nominations must be seconded. A printed proposal is not required for a nomination. Elected officers serve from 01 January to 31 December of the year following their election.
“The Election Coordinator shall collect all ballots for the December election '''<u>and shall count the ballots in the presence of a sponsoring member who is not a candidate for a contested office</u>'''. The Election Coordinator shall keep all ballots for a period of three months; ballots are to be used only in the event that the results of the election are contested. In such a case, the Election Coordinator shall make '''<u>a good faith effort</u>''' to conceal voters’ identities while providing information required to inform consideration of the contest. Following the three-month period, all ballots '''<u>shall be</u>''' destroyed.”
=== Rationale ===
To add clarity and consistent language.
== Proposal 2018-02-F ==
=== Section and Title ===
Section 6. Officers. Part B. Appointment.
=== Currently Reads As ===
“<s>Appointment of officers (except the Election Coordinator) shall occur annually at the regular business meeting of the organization in January. The following officer positions are appointed positions</s>: Events Coordinator, Historian, Internet Coordinator, Public Relations Coordinator, and Election Coordinator. With the approval of at least two other elected officers, the President shall appoint sponsoring members to appointed positions and shall announce such appointments at <s>the January regular business meeting</s>. Appointed officers take office at the end of the meeting at which they were appointed and serve until the end of the January regular business meeting of the subsequent year, with the exception of the Election Coordinator, who serves from the end of the November regular business meeting at which they were appointed to the end of the March regular business meeting. The Vice President shall oversee the activities of the appointed officers.”
=== Proposed Amendment ===
“'''<u>Appointed officers may be appointed at a regular business meeting as necessary (except the Election Coordinator). The following are appointed officer positions</u>''': Events Coordinator, Historian, Internet Coordinator, Public Relations Coordinator, and Election Coordinator. With the approval of at least two other elected officers, the President shall appoint sponsoring members to appointed positions and shall announce such appointments at '''<u>a regular business meeting</u>'''. Appointed officers take office at the end of the meeting at which they were appointed and serve until the end of the January regular business meeting of the subsequent year, with the exception of the Election Coordinator, who serves from the end of the November regular business meeting at which they were appointed to the end of the March regular business meeting. The Vice President shall oversee the activities of the appointed officers.”
=== Rationale ===
To add clarity and reflect the fact that appointed positions may be vacant and filled on an as-needed basis.
== Proposal 2018-02-G ==
=== Section and Title ===
Section 6. Officers. Part C. Duties. Paragraph A.
=== Currently Reads As ===
“Each officer must keep <s>physical</s> records of correspondence <s>and samples of materials</s> used in their performance of their office (as appropriate) and make these available for review at the request of a sponsoring member. No member of the organization may serve in more than one officer position simultaneously.”
=== Proposed Amendment ===
“Each officer must keep records of correspondence used in their performance of their office (as appropriate) and make these available for review at the request of a sponsoring member. No member of the organization may serve in more than one officer position simultaneously.”
=== Rationale ===
To allow for digital records to suffice.
== Proposal 2018-02-H ==
=== Section and Title ===
Section 6. Officers. Part C. Duties. Paragraph C “Vice-President.”
=== Currently Reads As ===
“Vice-President. The Vice-President shall perform the duties of the President at the President’s request and during any temporary absence or incapacity of the President, arrange facilities for meetings <s>and programs (including room reservations)</s>, and perform other duties as assigned by the President. <s>The Vice-President shall encourage the participation of new members to the organization</s>. The Vice-President shall be an ex officio member of each OutWorlders committee and special interest group.”
=== Proposed Amendment ===
“Vice-President. The Vice-President shall perform the duties of the President at the President’s request and during any temporary absence or incapacity of the President, arrange facilities for '''<u>regular business</u>''' meetings, and perform other duties as assigned by the President. '''<u>The Vice President shall oversee the activities of the appointed officers.</u>''' The Vice-President shall be an ex officio member of each OutWorlders committee and special interest group.”
=== Rationale ===
To add clarity to the position.
== Proposal 2018-02-I ==
=== Section and Title ===
Section 6. Officers. Part C. Duties. Paragraph E “Secretary.”
=== Currently Reads As ===
“Secretary. The Secretary shall ensure that minutes are taken at each regular business meeting of the organization, maintain archives <s>of the minutes and a separate archive</s> of business proceedings, <s>and complete</s> and submit all required business forms for OutWorlders activities. The Secretary shall keep a list of the sponsoring members of the organization <s>and shall serve as an owner or moderator on each mailing list of the organization. If the Secretary is not a candidate for office for the coming year, the Secretary shall serve as Election Coordinator.</s>”
=== Proposed Amendment ===
“Secretary. The Secretary shall ensure that minutes are taken at each regular business meeting of the organization, maintain archives of business proceedings, and submit all required business forms for OutWorlders activities. The Secretary shall keep a list of the sponsoring members of the organization. '''<u>The secretary is responsible for communicating proposals as outlined in the Voting section.</u>'''”
=== Rationale ===
To add clarity.
== Proposal 2018-02-J ==
=== Section and Title ===
Section 6. Officers. Part C. Duties. Paragraph F “Events Coordinator.”
=== Currently Reads As ===
“Events Coordinator. The Events Coordinator shall create and update a <s>weekly</s> calendar of events for the organization<s> and help new Special Interest Groups prepare their proposals for establishment</s>. The Events Coordinator shall report at each regular business meeting about recently completed events and planned events, <s>shall decide, with the advise of the President, if proposed affiliated events support the purpose of the organization,</s> and shall serve as an ex officio member of all event committees and special interest groups.”
=== Proposed Amendment ===
“Events Coordinator. The Events Coordinator shall create and update a calendar of events for the organization. The Events Coordinator shall report at each regular business meeting about recently completed events and planned events, and shall serve as an ex officio member of all event committees and special interest groups.”
=== Rationale ===
To update the description of the position and accurately reflect the role.
== Proposal 2018-02-K ==
=== Section and Title ===
Section 6. Officers. Part C. Duties. Paragraph G “Historian.”
=== Currently Reads As ===
“Historian. The Historian shall keep records of organizational activities <s>(including official and affiliated events) for the creation of illustrated documentation to be compiled and presented at major OutWorlders official events and made available</s> at the request of any sponsoring member.”
=== Proposed Amendment ===
“Historian. The Historian shall keep records of organizational activities '''<u>to be made available</u>''' at the request of any sponsoring member.”
=== Rationale ===
To update the description of the position and accurately reflect the role.
== Proposal 2018-02-L ==
=== Section and Title ===
Section 6. Officers. Part C. Duties. Paragraph H “Internet Coordinator.”
=== Currently Reads As ===
“Internet Coordinator. The Internet Coordinator shall design and keep current the organization’s Internet site and e-mail addresses <s>and shall serve as a moderator on each mailing list of the organization.</s>”
=== Proposed Amendment ===
“Internet Coordinator. The Internet Coordinator shall design and keep current the organization’s Internet site and e-mail addresses.”
=== Rationale ===
To update the description of the position and accurately reflect the role.
== Proposal ID: 2018-02-M ==
=== Section and Title ===
Section 6. Officers. Part C. Duties. Paragraph I “Public Relations Coordinator.”
=== Currently Reads As ===
“Public Relations Coordinator. The Public Relations Coordinator shall coordinate contact with outside organizations and provide release forms, press releases, guidelines for organizational style, and flyers for official events. The Public Relations Coordinator <s>shall be an ex officio member of event committees and</s> shall report at each regular business meeting.”
=== Proposed Amendment ===
“Public Relations Coordinator. The Public Relations Coordinator shall coordinate contact with outside organizations and provide release forms, press releases, guidelines for organizational style, and flyers for official events. '''<u>The Public Relations Coordinator shall be responsible for social media presence.</u>''' The Public Relations Coordinator shall report at each regular business meeting.”
=== Rationale ===
To update the description of the position and accurately reflect the role.
== Proposal 2018-02-N ==
=== Section and Title ===
Section 6. Officers. Part E. Vacancies. Paragraph B.
=== Currently Reads As ===
“If any other officer position becomes vacant, the President shall, with the approval of two other officers, appoint a sponsoring member to fill the position. This temporary officer shall serve until an appropriately elected or appointed officer takes the position. The Secretary shall announce the vacancy to the sponsoring members mailing list and, if the position is an elected position, call for nominations to be submitted by the subsequent regular business meeting. If there is only one nominee for a vacant position following the close of nominations for that position, that nominee shall assume immediately that position.”
=== Proposed Amendment ===
“If any other officer position becomes vacant, the President shall, with the approval of two other officers, appoint a sponsoring member to fill the position. This temporary officer shall serve until an appropriately elected or appointed officer takes the position. The Secretary shall announce the vacancy to the sponsoring members mailing list and, if the position is an elected position, call for nominations to be submitted by the subsequent regular business meeting. If there is only one nominee for a vacant position following the close of nominations for that position, that nominee shall assume immediately that position. '''<u>Any appointed officer position may remain vacant, and its duties shared amongst officers.</u>'''”
=== Rationale ===
To add clarification that appointed positions aren’t a requirement.
== Proposal 2018-02-O ==
=== Section and Title ===
Section 7. Fund-raising and Fiscal Responsibilities.
=== Currently Reads As ===
The title is currently, “<s>Fund-raising and Fiscal Responsibilities.</s>”
=== Proposed Amendment ===
Rename the title to “'''<u>Fiscal Responsibility.</u>'''”
=== Rationale ===
To reflect that fundraising occurs at many events, and since we’re proposing to remove the mandate from the bylaws, the title should match.
-----
=== Section and Title ===
Section 7. Fund-raising and Fiscal Responsibilities. Paragraph C.
=== Currently Reads As ===
“<s>The organization shall conduct a minimum of four fund-raising events each year.</s>”
=== Proposed Amendment ===
Remove this paragraph.
=== Rationale ===
To remove language that hasn’t been practiced.
== Proposal 2018-02-P ==
=== Section and Title ===
Section 8. Special Interest Groups, Committees, and Official and Affiliated Events. Part C. Official and Affiliated Events.
=== Currently Reads As ===
“Official and affiliated OutWorlders events must support the purpose of the organization. Official events must be hosted by a sponsoring member of the organization, must be approved through the established procedures for voting on proposals, and are eligible for funding. Affiliated events <s>must be hosted</s> by a general member of the organization and are not eligible for funding from the organization. The organization will provide advertising for official and affiliated events through its mailing lists and other appropriate outlets. OutWorlders assumes no liability for all and any injuries, including death, or damage to person or personal property that occurs at official or affiliated events of the organization.”
=== Proposed Amendment ===
“Official and affiliated OutWorlders events must support the purpose of the organization. Official events must be hosted by a sponsoring member of the organization, must be approved through the established procedures for voting on proposals, and are eligible for funding. Affiliated events '''<u>may be hosted</u>''' by a general member of the organization and are not eligible for funding from the organization. The organization will provide advertising for official and affiliated events through its mailing lists and other appropriate outlets. OutWorlders assumes no liability for all and any injuries, including death, or damage to person or personal property that occurs at official or affiliated events of the organization.”
=== Rationale ===
To add clarity.
== Proposal 2018-02-Q ==
=== Section and Title ===
Section 9. Parliamentary Authority.
=== Currently Reads As ===
“The rules contained in the current edition of ''<s>Robert's Rules of Order Newly Revised</s>'' shall govern the organization in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the organization may adopt.”
=== Proposed Amendment ===
“The rules contained in the current edition of ''''’<u>Robert's Rules of Order, Newly Revised (11th Ed. 2011)</u>''''’ shall govern the organization in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the organization may adopt.”
=== Rationale ===
To properly cite published work by adding a comma in the title, and to include current edition and year. Newer Editions Of Robert’s Rules will expressly state that it overrides current editions.
== Proposal ID: 2018-02-R ==
=== Section and Title ===
Section 10. Amendment of Bylaws.
=== Currently Reads As ===
“These bylaws may be amended at any regular business meeting of the organization by a <s>two-thirds</s> vote, provided that the amendment has been submitted in writing at the previous regular business meeting.”
=== Proposed Amendment ===
“These bylaws may be amended at any regular business meeting of the organization by a '''<u>⅔</u>''' vote, provided that the amendment has been submitted in writing at the previous regular business meeting.”
=== Rationale ===
To use vulgar fractions to match the rest of the document.
== Proposal 2018-02-S ==
=== Section and Title ===
Does not exist.
=== Currently Reads As ===
Does not exist.
=== Proposed Addition ===
Create a section titled, “'''<u>Section 3. Definitions,</u>'''”
Which would read as:
<blockquote>
“'''<u>OutWorlders, Inc. shall be referred to as the Organization.</u>'''<br/>
“'''<u>A full day shall be defined as a 24-hour period</u>'''”
</blockquote>
=== Rationale ===
To provide a single source of truth for words and phrases used throughout the bylaws.
-----
=== Section and Title ===
Section 5. Voting. Paragraph A.
=== Currently Reads As ===
“A proposal must be announced by submitting it to the Secretary in writing at a business meeting or by posting its full text within a message to the Sponsoring Members mailing list no later than 14 full days prior to the business meeting at which it will be considered. The Secretary shall post the full text of any proposal submitted at a business meeting within a message to the Sponsoring Members mailing list and within a message to the Announcements mailing list no later than 14 full days prior to the business meeting at which it will be considered. <s>A full day is a 24-hour period.</s> If a proposal is amended at a business meeting, it cannot be adopted prior to the subsequent business meeting.”
=== Proposed Amendment ===
“A proposal must be announced by submitting it to the Secretary in writing at a business meeting or by posting its full text within a message to the Sponsoring Members mailing list no later than 14 full days prior to the business meeting at which it will be considered. The Secretary shall post the full text of any proposal submitted at a business meeting within a message to the Sponsoring Members mailing list and within a message to the Announcements mailing list no later than 14 full days prior to the business meeting at which it will be considered. If a proposal is amended at a business meeting, it cannot be adopted prior to the subsequent business meeting.”
=== Rationale ===
To remove the only reference of what a full day is and refer to it in the definitions section.
== Proposal ID: 2018-02-T ==
=== Section and Title ===
Section 5. Voting. Paragraph E.
=== Currently Reads As ===
“<s>Budget. The newly elected officers shall propose a budget to the membership in January. This budget will include the name of the expense item, maximum amount to be spent on that item, and title of the officer who will receive reimbursement for the item or who will arrange for payment of the item. This budget must be submitted 14 full days prior to the January business meeting. Approval of the budget as a whole shall constitute approval of each item in the budget. Until a budget is approved, individual expenses must be processed through the regular approval process.</s>”
=== Proposed Amendment ===
Remove this paragraph.
=== Rationale ===
To move this paragraph under <u>Section 7. Fund-raising and Fiscal Responsibilities.</u>
-----
=== Section and Title ===
Section 7. Fund-Raising and Fiscal Responsibilities. Paragraph A.
=== Currently Reads As ===
“A detailed budget must be included with any proposal for an official event or a committee or special interest group activity that will incur expenditures to be covered by the organization. Dated receipts are required for all reimbursements to be paid out by the organization. Differences from the original budget items must be accompanied by documentation explaining the differences. Reimbursement is not guaranteed for deviations from the approved budget…”
=== Proposed Addition ===
'''<u>Part A. Operating Budget. The newly elected officers shall propose a budget to the membership in January. This budget will include the name of the expense item, maximum amount to be spent on that item, and title of the officer who will receive reimbursement for the item or who will arrange for payment of the item. This budget must be submitted 14 full days prior to the January business meeting where it will be voted on and approved with a simple majority vote. Approval of the budget as a whole shall constitute approval of each item in the budget. Until a budget is approved, individual expenses must be processed through the regular approval process.</u>'''
“'''<u>Part B. Event Budget</u>'''. A detailed budget must be included with any proposal for an official event or a committee or special interest group activity that will incur expenditures to be covered by the organization. Dated receipts are required for all reimbursements to be paid out by the organization. Differences from the original budget items must be accompanied by documentation explaining the differences. Reimbursement is not guaranteed for deviations from the approved budget…”
=== Rationale ===
To define the rules of the budget in one section of the bylaws.
-----
=== Section and Title ===
Section 6. Officers. Part C. Duties. Paragraph D “Treasurer.”
=== Currently Reads As ===
“Treasurer. The Treasurer shall manage, monitor, and report on the financial activities and financial status of the organization at each regular business meeting. The Treasurer is responsible for all official <s>fund-raising</s> events. The Treasurer shall ensure that the organization’s bank account has two signatories, one of which shall be that of the Treasurer and the other of which shall be that of an elected officer who does not reside at the Treasurer's address and who shall be selected in the following order: President, Vice-President, or Secretary. With input from the current officers, the Treasurer shall compose a detailed organizational budget for the subsequent calendar year <s>to be presented to the organization at its December regular business meeting.</s> The Treasurer shall notify the Secretary of payment of dues of sponsoring members.”
=== Proposed Amendment ===
“Treasurer. The Treasurer shall manage, monitor, and report on the financial activities and financial status of the organization at each regular business meeting. The Treasurer is responsible for all official '''<u>fundraising</u>''' events. The Treasurer shall ensure that the organization’s bank account has two signatories, one of which shall be that of the Treasurer and the other of which shall be that of an elected officer who does not reside at the Treasurer's address and who shall be selected in the following order: President, Vice-President, or Secretary. With input from the current officers, the Treasurer shall compose a detailed organizational budget for the subsequent calendar year. The Treasurer shall notify the Secretary of payment of dues of sponsoring members.”
=== Rationale ===
To add clarity. This makes it so that there is only one set of rules for when budgets should be proposed, which is in <u>Section 7. Fund-raising and Fiscal Responsibilities.</u>
== Proposal 2018-02-U ==
Amendment Page: 1 of 8
=== Section and Title ===
Does not exist.
=== Currently Reads As ===
Does not exist.
=== Proposed Addition ===
Create a section titled, “'''<u>Section 4. Official Communication Methods</u>''',”
Which would read as:
<blockquote>
“'''<u>Official communication methods for the Organization shall be determined by the Organization’s officers. Changes to the Official Communication Methods shall be and published and made available to the membership in the meeting minutes of business meetings. 30 days notice shall be given to the membership prior to changing of the Official Communication Methods.</u>'''”
</blockquote>
=== Rationale ===
To remove references to specific technologies or procedures and instead reference a procedure that’s defined once in the bylaws, therefore making it easier to keep the bylaws up to date.
-----
=== Section and Title ===
Section 3. Membership.
=== Currently Reads As ===
“A general member shall be anyone who subscribes to one of the organization's <s>mailing lists</s>. A sponsoring member is a general member who has paid the established dues. A member is not legally bound to OutWorlders nor is Outworlders liable for any statement or action made by an individual member. Dues are established as $10 paid annually per calendar year. To vote at a business meeting, a member must have paid their dues to the Treasurer at least five business days prior to the meeting at which they wish to vote.
<s>“An announcements-only mailing list shall be created for sponsoring members of the organization. The President and the Secretary shall be owners of the list; ownership shall be transferred in accordance with election results by the end of December of each calendar year.</s>
“A sponsoring member may resign their position at any time by notifying the Secretary of the organization. A sponsoring member who resigns will not receive a refund of any dues already paid.
“A member of the organization may be removed from membership for not performing their duties, for misuse of the OutWorlders funds, or for other misconduct at official and affiliated OutWorlders events, at committee and special interest group meetings, at regular business meetings, or in any other capacity associated with the organization. A proposal to remove a member follows the standard voting procedures for proposals, with the exception that a ¾ majority vote is required to adopt the proposal. The proposal may be considered with an emergency vote provided that the proposal has been sent to the sponsoring members via the <s>mailing list</s> no less than 10 days prior to the business meeting at which the proposal will be considered. Individuals who are removed from membership shall be <s>banned from all OutWorlders mailing lists</s>.”
=== Proposed Amendment ===
“A general member shall be anyone who subscribes to one of the organization's '''<u>official communication methods</u>'''. A sponsoring member is a general member who has paid the established dues. A member is not legally bound to OutWorlders nor is Outworlders liable for any statement or action made by an individual member. Dues are established as $10 paid annually per calendar year. To vote at a business meeting, a member must have paid their dues to the Treasurer at least five business days prior to the meeting at which they wish to vote.
“A sponsoring member may resign their position at any time by notifying the Secretary of the organization. A sponsoring member who resigns will not receive a refund of any dues already paid.
“A member of the organization may be removed from membership for not performing their duties, for misuse of the OutWorlders funds, or for other misconduct at official and affiliated OutWorlders events, at committee and special interest group meetings, at regular business meetings, or in any other capacity associated with the organization. A proposal to remove a member follows the standard voting procedures for proposals, with the exception that a ¾ majority vote is required to adopt the proposal. The proposal may be considered with an emergency vote provided that the proposal has been sent to the sponsoring members via the '''<u>official communication methods</u>''' no less than 10 days prior to the business meeting at which the proposal will be considered. Individuals who are removed from membership shall be '''<u>removed from all official communications</u>'''.”
=== Rationale ===
To remove references to specific technologies or procedures and instead reference a procedure that’s defined once in the bylaws, therefore making it easier to keep the bylaws up to date.
-----
=== Section and Title ===
Section 5. Voting. Paragraph A.
=== Currently Reads As ===
“A proposal must be <s>announced</s> by submitting it to the Secretary in writing at a business meeting or by <s>posting</s> its full text <s>within a message to the Sponsoring Members mailing list</s> no later than 14 full days prior to the business meeting at which it will be considered. The Secretary shall post the full text of any proposal submitted at a business meeting <s>within a message to the Sponsoring Members mailing list and within a message to the Announcements mailing list no later than 14 full days prior to the business meeting at which it will be considered</s>. A full day is a 24-hour period. If a proposal is amended at a business meeting, it cannot be adopted prior to the subsequent business meeting.”
=== Proposed Amendment ===
“A proposal must be '''<u>introduced for consideration</u>''' by submitting it to the Secretary in writing at a business meeting or by '''<u>emailing</u>''' its full text '''<u>to the Secretary at the established email address</u>''' no later than 14 full days prior to the business meeting at which it will be considered. The Secretary shall post the full text of any proposal submitted at a business meeting </u>'''to an appropriate page on the Organization’s website no later than 14 full days prior to that business meeting and shall announce the posting through the official communication methods</u>'''. A full day is a 24-hour period. If a proposal is amended at a business meeting, it cannot be adopted prior to the subsequent business meeting.”
=== Rationale ===
To remove references to specific procedures or third-party services, and instead reference a procedure that’s defined once in the bylaws, therefore making it easier to keep the bylaws up to date.
The word “email” is intentionally included here as an official in-bound communication method for members. A reference to the website is also left in here as a way to both archive changes and prevent confusion of the membership about where they should look to find proposals.
-----
=== Section and Title ===
Section 5. Voting. Paragraph D.
=== Currently Reads As ===
“An emergency vote may occur to accomplish organizational business at a regular business meeting provided (a) that the proposer has made a good-faith effort to inform the sponsoring membership of the upcoming vote and provides documentation of those efforts at the time of consideration of the proposal, (b) that a ¾ majority of sponsoring members vote to allow the emergency vote, and (c) that a ¾ majority of voters vote to adopt the proposal. For an emergency vote, absentee ballots will be accepted with the same qualifications as a regular vote. A minimum of 10 members or 25% of the current sponsoring membership (whichever is fewer) must cast votes on the issue for the vote to be valid. A sponsoring member who has declined <s>an invitation to join the Sponsoring Members mailing list or who has unsubscribed himself or herself from the Sponsoring Members mailing list</s> shall not be considered in determining the minimum number of votes needed for consideration or adoption of a proposal.”
=== Proposed Amendment ===
“An emergency vote may occur to accomplish organizational business at a regular business meeting provided (a) that the proposer has made a good-faith effort to inform the sponsoring membership of the upcoming vote and provides documentation of those efforts at the time of consideration of the proposal, (b) that a ¾ majority of sponsoring members vote to allow the emergency vote, and (c) that a ¾ majority of voters vote to adopt the proposal. For an emergency vote, absentee ballots will be accepted with the same qualifications as a regular vote. A minimum of 10 members or 25% of the current sponsoring membership (whichever is fewer) must cast votes on the issue for the vote to be valid. A sponsoring member who has declined '''<u>the responsibility to vote</u>''' shall not be considered in determining the minimum number of votes needed for consideration or adoption of a proposal.”
=== Rationale ===
To remove references to specific procedures or third-party services, and instead reference a procedure that’s defined once in the bylaws, therefore making it easier to keep the bylaws up to date.
-----
=== Section and Title ===
Section 6. Officers. Part C. Duties. Paragraph B “President.”
=== Currently Reads As ===
“President. The President shall preside at the regular business meeting of the organization, ensure that the members of the organization are informed regarding organizational business, and monitor the other officers in the performance of their duties. The President shall be an ex officio member of each OutWorlders committee and special interest group. <s>The President shall serve as an owner or moderator on each mailing list of the organization.</s>”
=== Proposed Amendment ===
“President. The President shall preside at the regular business meeting of the organization, ensure that the members of the organization are informed regarding organizational business, and monitor the other officers in the performance of their duties. The President shall be an ex officio member of each OutWorlders committee and special interest group.”
=== Rationale ===
To remove references to specific procedures or third-party services, and instead reference a procedure that’s defined once in the bylaws, therefore making it easier to keep the bylaws up to date.
-----
=== Section and Title ===
Section 6. Officers. Part D. Departure or Removal from Office. Paragraph B.
=== Currently Reads As ===
“An officer may be removed from office for not performing their duties, for misuse of OutWorlders funds, or for other misconduct at official and affiliated OutWorlders events, at committee and special interest group meetings, at regular business meetings, or in any other capacity associated with the organization. A proposal to remove an officer follows the standard voting procedures for proposals, with the exception that a ¾ majority vote is required to adopt the proposal. The proposal may be considered with an emergency vote provided that the proposal has been sent <s>to the sponsoring members mailing list</s> no less than 10 days prior to the business meeting at which the proposal will be considered.”
=== Proposed Amendment ===
“An officer may be removed from office for not performing their duties, for misuse of OutWorlders funds, or for other misconduct at official and affiliated OutWorlders events, at committee and special interest group meetings, at regular business meetings, or in any other capacity associated with the organization. A proposal to remove an officer follows the standard voting procedures for proposals, with the exception that a ¾ majority vote is required to adopt the proposal. The proposal may be considered with an emergency vote provided that the proposal has been sent '''<u>to the sponsoring members via official communication channels</u>''' no less than 10 days prior to the business meeting at which the proposal will be considered.”
=== Rationale ===
To remove references to specific technologies or procedures and instead reference a procedure that’s defined once in the bylaws, therefore making it easier to keep the bylaws up to date.
-----
=== Section and Title ===
Section 6. Officers. Part E. Vacancies.
=== Currently Reads As ===
“If the President of the organization resigns their position or is removed from office, then the Vice-President becomes President of the organization immediately following publication of the President’s leaving office <s>to the sponsoring members mailing list</s> or its announcement at a regular business meeting.
“If any other officer position becomes vacant, the President <s>shall</s>, with the approval of two other officers, appoint a sponsoring member to fill the position. This temporary officer shall serve until an appropriately elected or appointed officer takes the position. The Secretary shall announce the vacancy <s>to the sponsoring members mailing list</s> and, if the position is an elected position, call for nominations to be submitted by the subsequent regular business meeting. If there is only one nominee for a vacant position following the close of nominations for that position, that nominee shall assume immediately that position.”
=== Proposed Amendment ===
“If the President of the organization resigns their position or is removed from office, then the Vice-President becomes President of the organization immediately following publication of the President’s leaving office '''<u>to the sponsoring members via official communication channels</u>''' or its announcement at a regular business meeting.
“If any other officer position becomes vacant, the President, with the approval of two other officers, appoint a sponsoring member to fill the position. This temporary officer shall serve until an appropriately elected or appointed officer takes the position. The Secretary shall announce the vacancy '''<u>to the sponsoring members via official communication channels</u>''' and, if the position is an elected position, call for nominations to be submitted by the subsequent regular business meeting. If there is only one nominee for a vacant position following the close of nominations for that position, that nominee shall assume immediately that position.”
=== Rationale ===
To remove references to specific technologies or procedures and instead reference a procedure that’s defined once in the bylaws, therefore making it easier to keep the bylaws up to date.
=== Section and Title ===
Section 2. Purpose.
=== Currently Reads As ===
“The purpose of this organization shall be to have fun and to provide a community which promotes <s>gay, lesbian</s>, bisexual, and <s>transgendered</s> (<s>GLBT</s>) issues in science fiction, fantasy, and horror media (SF/F/H), provides forums for those with such interests, and promotes the presence of GLBT elements within SF/F/H, within fandom, and within the <s>GLBT</s> community.”
=== Proposed Amendment ===
“The purpose of this organization shall be to have fun and to provide a community which promotes '''<u>lesbian, gay</u>''', bisexual, and '''<u>transgender</u>''' ('''<u>LGBT</u>''') issues in science fiction, fantasy, and horror media (SF/F/H), provides forums for those with such interests, and promotes the presence of <u>'''LGBT</u>''' elements within SF/F/H, within fandom, and within the <u>'''LGBT</u>''' community.”
=== Rationale ===
To use the language/acronym that is more commonly used amongst the community (the issues aren’t transgendered, they are transgender issues).
== Proposal 2018-02-B. (Bylaws) ==
=== Section and Title ===
Section 3. Membership. Paragraph A.
=== Currently Reads As ===
“A general member shall be anyone who subscribes to one of the organization's mailing lists. A sponsoring member is a general member who has paid the established dues. A member is not legally bound to OutWorlders nor is Outworlders liable for any statement or action made by an individual member. <s>Dues are established as $10 paid annually per calendar year.</s> To vote at a business meeting, a member must have paid their dues to the Treasurer <s>at least five business days</s> prior to the meeting at which they wish to vote.”
=== Proposed Amendment ===
“A general member shall be anyone who subscribes to one of the organization's mailing lists. A sponsoring member is a general member who has paid the established dues. A member is not legally bound to OutWorlders nor is Outworlders liable for any statement or action made by an individual member. '''<u>Dues shall be announced by the end of final quarter of the year and established January of the following year. The Dues for sponsoring members shall be paid annually per calendar year</u>'''. To vote at a business meeting, a member must have paid their dues to the Treasurer prior to the meeting at which they wish to vote.”
=== Rationale ===
To allow flexibility in determining the annual dues.
== Proposal 2018-02-C ==
=== Section and Title ===
Section 3. Membership. Paragraph A.
=== Currently Reads As ===
“A general member shall be anyone who subscribes to one of the organization's mailing lists. A sponsoring member is a general member who has paid the established dues. A member is not legally bound to OutWorlders nor is Outworlders liable for any statement or action made by an individual member. Dues are established as $10 paid annually per calendar year. To vote at a business meeting, a member must have paid their dues to the Treasurer at least five business days prior to the meeting at which they wish to vote.”
=== Proposed Amendment ===
“A general member shall be anyone who subscribes to one of the organization's mailing lists. A sponsoring member is a general member who has paid the established dues. A member is not legally bound to OutWorlders nor is Outworlders liable for any statement or action made by an individual member. Dues are established as $10 paid annually per calendar year. To vote at a business meeting, a member must have paid their dues to the Treasurer at least five business days prior to the meeting at which they wish to vote. '''<u>A sponsoring member who wishes to decline the responsibility to vote may do so by notifying the Secretary in writing.</u>'''”
=== Rationale ===
To foreshadow voting requirements outlined in <u>Section 5. Voting</u>.
== Proposal 2018-02-D ==
=== Section and Title ===
Section 5. Voting. Paragraph A.
=== Currently Reads As ===
“A proposal must be announced by submitting it to the Secretary in writing at a business meeting or by posting its full text within a message to the Sponsoring Members mailing list no later than 14 full days prior to the business meeting at which it will be considered. The Secretary shall post the full text of any proposal submitted at a business meeting within a message to the Sponsoring Members mailing list and within a message to the Announcements mailing list no later than <s>14 full days</s> prior to the business meeting at which it will be considered. A full day is a 24-hour period. If a proposal is amended at a business meeting, it cannot be adopted prior to the subsequent business meeting.”
=== Proposed Amendment ===
“A proposal must be announced by submitting it to the Secretary in writing at a business meeting or by posting its full text within a message to the Sponsoring Members mailing list no later than 14 full days prior to the business meeting at which it will be considered. The Secretary shall post the full text of any proposal submitted at a business meeting within a message to the Sponsoring Members mailing list and within a message to the Announcements mailing list no later than '''<u>7 full days</u>''' prior to the business meeting at which it will be considered. A full day is a 24-hour period. If a proposal is amended at a business meeting, it cannot be adopted prior to the subsequent business meeting.”
=== Rationale ===
To give the secretary some time to post the proposal.
== Proposal 2018-02-E ==
=== Section and Title ===
Section 6. Officers. Part A. Election.
=== Currently Reads As ===
“<s>Election of officers shall occur</s> annually at the regular business meeting of the organization in December; voting shall be by secret ballot. The following officer positions are elected positions: President, Vice-President, Treasurer, and Secretary. A candidate for an elected officer position must be a sponsoring member of the organization who was nominated for the position prior to the close of the November regular business meeting. Self-nominations are allowed; however, all nominations must be seconded. A printed proposal is not required for a nomination. Elected officers serve from 01 January to 31 December of the year following their election. <s>Candidates are encouraged to submit to the Election Coordinator their platforms and qualifications for posting to the mailing list for sponsoring members.</s>
“The Election Coordinator shall collect all ballots for the December election. The Election Coordinator shall keep all ballots for a period of three months; ballots are to be used only in the event that the results of the election are contested. In such a case, the Election Coordinator shall make <s>every possible effort</s> to conceal voters’ identities while providing information required to inform consideration of the contest. Following the three-month period, all ballots <s>will be</s> destroyed.”
=== Proposed Amendment ===
'''<u>Elected officers shall be voted on</u>''' annually at the regular business meeting of the organization in December; voting shall be by secret ballot. The following officer positions are elected positions: President, Vice-President, Treasurer, and Secretary. A candidate for an elected officer position must be a sponsoring member of the organization who was nominated for the position prior to the close of the November regular business meeting. Self-nominations are allowed; however, all nominations must be seconded. A printed proposal is not required for a nomination. Elected officers serve from 01 January to 31 December of the year following their election.
“The Election Coordinator shall collect all ballots for the December election '''<u>and shall count the ballots in the presence of a sponsoring member who is not a candidate for a contested office</u>'''. The Election Coordinator shall keep all ballots for a period of three months; ballots are to be used only in the event that the results of the election are contested. In such a case, the Election Coordinator shall make '''<u>a good faith effort</u>''' to conceal voters’ identities while providing information required to inform consideration of the contest. Following the three-month period, all ballots '''<u>shall be</u>''' destroyed.”
=== Rationale ===
To add clarity and consistent language.
== Proposal 2018-02-F ==
=== Section and Title ===
Section 6. Officers. Part B. Appointment.
=== Currently Reads As ===
“<s>Appointment of officers (except the Election Coordinator) shall occur annually at the regular business meeting of the organization in January. The following officer positions are appointed positions</s>: Events Coordinator, Historian, Internet Coordinator, Public Relations Coordinator, and Election Coordinator. With the approval of at least two other elected officers, the President shall appoint sponsoring members to appointed positions and shall announce such appointments at <s>the January regular business meeting</s>. Appointed officers take office at the end of the meeting at which they were appointed and serve until the end of the January regular business meeting of the subsequent year, with the exception of the Election Coordinator, who serves from the end of the November regular business meeting at which they were appointed to the end of the March regular business meeting. The Vice President shall oversee the activities of the appointed officers.”
=== Proposed Amendment ===
“'''<u>Appointed officers may be appointed at a regular business meeting as necessary (except the Election Coordinator). The following are appointed officer positions</u>''': Events Coordinator, Historian, Internet Coordinator, Public Relations Coordinator, and Election Coordinator. With the approval of at least two other elected officers, the President shall appoint sponsoring members to appointed positions and shall announce such appointments at '''<u>a regular business meeting</u>'''. Appointed officers take office at the end of the meeting at which they were appointed and serve until the end of the January regular business meeting of the subsequent year, with the exception of the Election Coordinator, who serves from the end of the November regular business meeting at which they were appointed to the end of the March regular business meeting. The Vice President shall oversee the activities of the appointed officers.”
=== Rationale ===
To add clarity and reflect the fact that appointed positions may be vacant and filled on an as-needed basis.
== Proposal 2018-02-G ==
=== Section and Title ===
Section 6. Officers. Part C. Duties. Paragraph A.
=== Currently Reads As ===
“Each officer must keep <s>physical</s> records of correspondence <s>and samples of materials</s> used in their performance of their office (as appropriate) and make these available for review at the request of a sponsoring member. No member of the organization may serve in more than one officer position simultaneously.”
=== Proposed Amendment ===
“Each officer must keep records of correspondence used in their performance of their office (as appropriate) and make these available for review at the request of a sponsoring member. No member of the organization may serve in more than one officer position simultaneously.”
=== Rationale ===
To allow for digital records to suffice.
== Proposal 2018-02-H ==
=== Section and Title ===
Section 6. Officers. Part C. Duties. Paragraph C “Vice-President.”
=== Currently Reads As ===
“Vice-President. The Vice-President shall perform the duties of the President at the President’s request and during any temporary absence or incapacity of the President, arrange facilities for meetings <s>and programs (including room reservations)</s>, and perform other duties as assigned by the President. <s>The Vice-President shall encourage the participation of new members to the organization</s>. The Vice-President shall be an ex officio member of each OutWorlders committee and special interest group.”
=== Proposed Amendment ===
“Vice-President. The Vice-President shall perform the duties of the President at the President’s request and during any temporary absence or incapacity of the President, arrange facilities for '''<u>regular business</u>''' meetings, and perform other duties as assigned by the President. '''<u>The Vice President shall oversee the activities of the appointed officers.</u>''' The Vice-President shall be an ex officio member of each OutWorlders committee and special interest group.”
=== Rationale ===
To add clarity to the position.
== Proposal 2018-02-I ==
=== Section and Title ===
Section 6. Officers. Part C. Duties. Paragraph E “Secretary.”
=== Currently Reads As ===
“Secretary. The Secretary shall ensure that minutes are taken at each regular business meeting of the organization, maintain archives <s>of the minutes and a separate archive</s> of business proceedings, <s>and complete</s> and submit all required business forms for OutWorlders activities. The Secretary shall keep a list of the sponsoring members of the organization <s>and shall serve as an owner or moderator on each mailing list of the organization. If the Secretary is not a candidate for office for the coming year, the Secretary shall serve as Election Coordinator.</s>”
=== Proposed Amendment ===
“Secretary. The Secretary shall ensure that minutes are taken at each regular business meeting of the organization, maintain archives of business proceedings, and submit all required business forms for OutWorlders activities. The Secretary shall keep a list of the sponsoring members of the organization. '''<u>The secretary is responsible for communicating proposals as outlined in the Voting section.</u>'''”
=== Rationale ===
To add clarity.
== Proposal 2018-02-J ==
=== Section and Title ===
Section 6. Officers. Part C. Duties. Paragraph F “Events Coordinator.”
=== Currently Reads As ===
“Events Coordinator. The Events Coordinator shall create and update a <s>weekly</s> calendar of events for the organization<s> and help new Special Interest Groups prepare their proposals for establishment</s>. The Events Coordinator shall report at each regular business meeting about recently completed events and planned events, <s>shall decide, with the advise of the President, if proposed affiliated events support the purpose of the organization,</s> and shall serve as an ex officio member of all event committees and special interest groups.”
=== Proposed Amendment ===
“Events Coordinator. The Events Coordinator shall create and update a calendar of events for the organization. The Events Coordinator shall report at each regular business meeting about recently completed events and planned events, and shall serve as an ex officio member of all event committees and special interest groups.”
=== Rationale ===
To update the description of the position and accurately reflect the role.
== Proposal 2018-02-K ==
=== Section and Title ===
Section 6. Officers. Part C. Duties. Paragraph G “Historian.”
=== Currently Reads As ===
“Historian. The Historian shall keep records of organizational activities <s>(including official and affiliated events) for the creation of illustrated documentation to be compiled and presented at major OutWorlders official events and made available</s> at the request of any sponsoring member.”
=== Proposed Amendment ===
“Historian. The Historian shall keep records of organizational activities '''<u>to be made available</u>''' at the request of any sponsoring member.”
=== Rationale ===
To update the description of the position and accurately reflect the role.
== Proposal 2018-02-L ==
=== Section and Title ===
Section 6. Officers. Part C. Duties. Paragraph H “Internet Coordinator.”
=== Currently Reads As ===
“Internet Coordinator. The Internet Coordinator shall design and keep current the organization’s Internet site and e-mail addresses <s>and shall serve as a moderator on each mailing list of the organization.</s>”
=== Proposed Amendment ===
“Internet Coordinator. The Internet Coordinator shall design and keep current the organization’s Internet site and e-mail addresses.”
=== Rationale ===
To update the description of the position and accurately reflect the role.
== Proposal ID: 2018-02-M ==
=== Section and Title ===
Section 6. Officers. Part C. Duties. Paragraph I “Public Relations Coordinator.”
=== Currently Reads As ===
“Public Relations Coordinator. The Public Relations Coordinator shall coordinate contact with outside organizations and provide release forms, press releases, guidelines for organizational style, and flyers for official events. The Public Relations Coordinator <s>shall be an ex officio member of event committees and</s> shall report at each regular business meeting.”
=== Proposed Amendment ===
“Public Relations Coordinator. The Public Relations Coordinator shall coordinate contact with outside organizations and provide release forms, press releases, guidelines for organizational style, and flyers for official events. '''<u>The Public Relations Coordinator shall be responsible for social media presence.</u>''' The Public Relations Coordinator shall report at each regular business meeting.”
=== Rationale ===
To update the description of the position and accurately reflect the role.
== Proposal 2018-02-N ==
=== Section and Title ===
Section 6. Officers. Part E. Vacancies. Paragraph B.
=== Currently Reads As ===
“If any other officer position becomes vacant, the President shall, with the approval of two other officers, appoint a sponsoring member to fill the position. This temporary officer shall serve until an appropriately elected or appointed officer takes the position. The Secretary shall announce the vacancy to the sponsoring members mailing list and, if the position is an elected position, call for nominations to be submitted by the subsequent regular business meeting. If there is only one nominee for a vacant position following the close of nominations for that position, that nominee shall assume immediately that position.”
=== Proposed Amendment ===
“If any other officer position becomes vacant, the President shall, with the approval of two other officers, appoint a sponsoring member to fill the position. This temporary officer shall serve until an appropriately elected or appointed officer takes the position. The Secretary shall announce the vacancy to the sponsoring members mailing list and, if the position is an elected position, call for nominations to be submitted by the subsequent regular business meeting. If there is only one nominee for a vacant position following the close of nominations for that position, that nominee shall assume immediately that position. '''<u>Any appointed officer position may remain vacant, and its duties shared amongst officers.</u>'''”
=== Rationale ===
To add clarification that appointed positions aren’t a requirement.
== Proposal 2018-02-O ==
=== Section and Title ===
Section 7. Fund-raising and Fiscal Responsibilities.
=== Currently Reads As ===
The title is currently, “<s>Fund-raising and Fiscal Responsibilities.</s>”
=== Proposed Amendment ===
Rename the title to “'''<u>Fiscal Responsibility.</u>'''”
=== Rationale ===
To reflect that fundraising occurs at many events, and since we’re proposing to remove the mandate from the bylaws, the title should match.
-----
=== Section and Title ===
Section 7. Fund-raising and Fiscal Responsibilities. Paragraph C.
=== Currently Reads As ===
“<s>The organization shall conduct a minimum of four fund-raising events each year.</s>”
=== Proposed Amendment ===
Remove this paragraph.
=== Rationale ===
To remove language that hasn’t been practiced.
== Proposal 2018-02-P ==
=== Section and Title ===
Section 8. Special Interest Groups, Committees, and Official and Affiliated Events. Part C. Official and Affiliated Events.
=== Currently Reads As ===
“Official and affiliated OutWorlders events must support the purpose of the organization. Official events must be hosted by a sponsoring member of the organization, must be approved through the established procedures for voting on proposals, and are eligible for funding. Affiliated events <s>must be hosted</s> by a general member of the organization and are not eligible for funding from the organization. The organization will provide advertising for official and affiliated events through its mailing lists and other appropriate outlets. OutWorlders assumes no liability for all and any injuries, including death, or damage to person or personal property that occurs at official or affiliated events of the organization.”
=== Proposed Amendment ===
“Official and affiliated OutWorlders events must support the purpose of the organization. Official events must be hosted by a sponsoring member of the organization, must be approved through the established procedures for voting on proposals, and are eligible for funding. Affiliated events '''<u>may be hosted</u>''' by a general member of the organization and are not eligible for funding from the organization. The organization will provide advertising for official and affiliated events through its mailing lists and other appropriate outlets. OutWorlders assumes no liability for all and any injuries, including death, or damage to person or personal property that occurs at official or affiliated events of the organization.”
=== Rationale ===
To add clarity.
== Proposal 2018-02-Q ==
=== Section and Title ===
Section 9. Parliamentary Authority.
=== Currently Reads As ===
“The rules contained in the current edition of ''<s>Robert's Rules of Order Newly Revised</s>'' shall govern the organization in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the organization may adopt.”
=== Proposed Amendment ===
“The rules contained in the current edition of ''''’<u>Robert's Rules of Order, Newly Revised (11th Ed. 2011)</u>''''’ shall govern the organization in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the organization may adopt.”
=== Rationale ===
To properly cite published work by adding a comma in the title, and to include current edition and year. Newer Editions Of Robert’s Rules will expressly state that it overrides current editions.
== Proposal ID: 2018-02-R ==
=== Section and Title ===
Section 10. Amendment of Bylaws.
=== Currently Reads As ===
“These bylaws may be amended at any regular business meeting of the organization by a <s>two-thirds</s> vote, provided that the amendment has been submitted in writing at the previous regular business meeting.”
=== Proposed Amendment ===
“These bylaws may be amended at any regular business meeting of the organization by a '''<u>⅔</u>''' vote, provided that the amendment has been submitted in writing at the previous regular business meeting.”
=== Rationale ===
To use vulgar fractions to match the rest of the document.
== Proposal 2018-02-S ==
=== Section and Title ===
Does not exist.
=== Currently Reads As ===
Does not exist.
=== Proposed Addition ===
Create a section titled, “'''<u>Section 3. Definitions,</u>'''”
Which would read as:
<blockquote>
“'''<u>OutWorlders, Inc. shall be referred to as the Organization.</u>'''<br/>
“'''<u>A full day shall be defined as a 24-hour period</u>'''”
</blockquote>
=== Rationale ===
To provide a single source of truth for words and phrases used throughout the bylaws.
-----
=== Section and Title ===
Section 5. Voting. Paragraph A.
=== Currently Reads As ===
“A proposal must be announced by submitting it to the Secretary in writing at a business meeting or by posting its full text within a message to the Sponsoring Members mailing list no later than 14 full days prior to the business meeting at which it will be considered. The Secretary shall post the full text of any proposal submitted at a business meeting within a message to the Sponsoring Members mailing list and within a message to the Announcements mailing list no later than 14 full days prior to the business meeting at which it will be considered. <s>A full day is a 24-hour period.</s> If a proposal is amended at a business meeting, it cannot be adopted prior to the subsequent business meeting.”
=== Proposed Amendment ===
“A proposal must be announced by submitting it to the Secretary in writing at a business meeting or by posting its full text within a message to the Sponsoring Members mailing list no later than 14 full days prior to the business meeting at which it will be considered. The Secretary shall post the full text of any proposal submitted at a business meeting within a message to the Sponsoring Members mailing list and within a message to the Announcements mailing list no later than 14 full days prior to the business meeting at which it will be considered. If a proposal is amended at a business meeting, it cannot be adopted prior to the subsequent business meeting.”
=== Rationale ===
To remove the only reference of what a full day is and refer to it in the definitions section.
== Proposal ID: 2018-02-T ==
=== Section and Title ===
Section 5. Voting. Paragraph E.
=== Currently Reads As ===
“<s>Budget. The newly elected officers shall propose a budget to the membership in January. This budget will include the name of the expense item, maximum amount to be spent on that item, and title of the officer who will receive reimbursement for the item or who will arrange for payment of the item. This budget must be submitted 14 full days prior to the January business meeting. Approval of the budget as a whole shall constitute approval of each item in the budget. Until a budget is approved, individual expenses must be processed through the regular approval process.</s>”
=== Proposed Amendment ===
Remove this paragraph.
=== Rationale ===
To move this paragraph under <u>Section 7. Fund-raising and Fiscal Responsibilities.</u>
-----
=== Section and Title ===
Section 7. Fund-Raising and Fiscal Responsibilities. Paragraph A.
=== Currently Reads As ===
“A detailed budget must be included with any proposal for an official event or a committee or special interest group activity that will incur expenditures to be covered by the organization. Dated receipts are required for all reimbursements to be paid out by the organization. Differences from the original budget items must be accompanied by documentation explaining the differences. Reimbursement is not guaranteed for deviations from the approved budget…”
=== Proposed Addition ===
'''<u>Part A. Operating Budget. The newly elected officers shall propose a budget to the membership in January. This budget will include the name of the expense item, maximum amount to be spent on that item, and title of the officer who will receive reimbursement for the item or who will arrange for payment of the item. This budget must be submitted 14 full days prior to the January business meeting where it will be voted on and approved with a simple majority vote. Approval of the budget as a whole shall constitute approval of each item in the budget. Until a budget is approved, individual expenses must be processed through the regular approval process.</u>'''
“'''<u>Part B. Event Budget</u>'''. A detailed budget must be included with any proposal for an official event or a committee or special interest group activity that will incur expenditures to be covered by the organization. Dated receipts are required for all reimbursements to be paid out by the organization. Differences from the original budget items must be accompanied by documentation explaining the differences. Reimbursement is not guaranteed for deviations from the approved budget…”
=== Rationale ===
To define the rules of the budget in one section of the bylaws.
-----
=== Section and Title ===
Section 6. Officers. Part C. Duties. Paragraph D “Treasurer.”
=== Currently Reads As ===
“Treasurer. The Treasurer shall manage, monitor, and report on the financial activities and financial status of the organization at each regular business meeting. The Treasurer is responsible for all official <s>fund-raising</s> events. The Treasurer shall ensure that the organization’s bank account has two signatories, one of which shall be that of the Treasurer and the other of which shall be that of an elected officer who does not reside at the Treasurer's address and who shall be selected in the following order: President, Vice-President, or Secretary. With input from the current officers, the Treasurer shall compose a detailed organizational budget for the subsequent calendar year <s>to be presented to the organization at its December regular business meeting.</s> The Treasurer shall notify the Secretary of payment of dues of sponsoring members.”
=== Proposed Amendment ===
“Treasurer. The Treasurer shall manage, monitor, and report on the financial activities and financial status of the organization at each regular business meeting. The Treasurer is responsible for all official '''<u>fundraising</u>''' events. The Treasurer shall ensure that the organization’s bank account has two signatories, one of which shall be that of the Treasurer and the other of which shall be that of an elected officer who does not reside at the Treasurer's address and who shall be selected in the following order: President, Vice-President, or Secretary. With input from the current officers, the Treasurer shall compose a detailed organizational budget for the subsequent calendar year. The Treasurer shall notify the Secretary of payment of dues of sponsoring members.”
=== Rationale ===
To add clarity. This makes it so that there is only one set of rules for when budgets should be proposed, which is in <u>Section 7. Fund-raising and Fiscal Responsibilities.</u>
== Proposal 2018-02-U ==
Amendment Page: 1 of 8
=== Section and Title ===
Does not exist.
=== Currently Reads As ===
Does not exist.
=== Proposed Addition ===
Create a section titled, “'''<u>Section 4. Official Communication Methods</u>''',”
Which would read as:
<blockquote>
“'''<u>Official communication methods for the Organization shall be determined by the Organization’s officers. Changes to the Official Communication Methods shall be and published and made available to the membership in the meeting minutes of business meetings. 30 days notice shall be given to the membership prior to changing of the Official Communication Methods.</u>'''”
</blockquote>
=== Rationale ===
To remove references to specific technologies or procedures and instead reference a procedure that’s defined once in the bylaws, therefore making it easier to keep the bylaws up to date.
-----
=== Section and Title ===
Section 3. Membership.
=== Currently Reads As ===
“A general member shall be anyone who subscribes to one of the organization's <s>mailing lists</s>. A sponsoring member is a general member who has paid the established dues. A member is not legally bound to OutWorlders nor is Outworlders liable for any statement or action made by an individual member. Dues are established as $10 paid annually per calendar year. To vote at a business meeting, a member must have paid their dues to the Treasurer at least five business days prior to the meeting at which they wish to vote.
<s>“An announcements-only mailing list shall be created for sponsoring members of the organization. The President and the Secretary shall be owners of the list; ownership shall be transferred in accordance with election results by the end of December of each calendar year.</s>
“A sponsoring member may resign their position at any time by notifying the Secretary of the organization. A sponsoring member who resigns will not receive a refund of any dues already paid.
“A member of the organization may be removed from membership for not performing their duties, for misuse of the OutWorlders funds, or for other misconduct at official and affiliated OutWorlders events, at committee and special interest group meetings, at regular business meetings, or in any other capacity associated with the organization. A proposal to remove a member follows the standard voting procedures for proposals, with the exception that a ¾ majority vote is required to adopt the proposal. The proposal may be considered with an emergency vote provided that the proposal has been sent to the sponsoring members via the <s>mailing list</s> no less than 10 days prior to the business meeting at which the proposal will be considered. Individuals who are removed from membership shall be <s>banned from all OutWorlders mailing lists</s>.”
=== Proposed Amendment ===
“A general member shall be anyone who subscribes to one of the organization's '''<u>official communication methods</u>'''. A sponsoring member is a general member who has paid the established dues. A member is not legally bound to OutWorlders nor is Outworlders liable for any statement or action made by an individual member. Dues are established as $10 paid annually per calendar year. To vote at a business meeting, a member must have paid their dues to the Treasurer at least five business days prior to the meeting at which they wish to vote.
“A sponsoring member may resign their position at any time by notifying the Secretary of the organization. A sponsoring member who resigns will not receive a refund of any dues already paid.
“A member of the organization may be removed from membership for not performing their duties, for misuse of the OutWorlders funds, or for other misconduct at official and affiliated OutWorlders events, at committee and special interest group meetings, at regular business meetings, or in any other capacity associated with the organization. A proposal to remove a member follows the standard voting procedures for proposals, with the exception that a ¾ majority vote is required to adopt the proposal. The proposal may be considered with an emergency vote provided that the proposal has been sent to the sponsoring members via the '''<u>official communication methods</u>''' no less than 10 days prior to the business meeting at which the proposal will be considered. Individuals who are removed from membership shall be '''<u>removed from all official communications</u>'''.”
=== Rationale ===
To remove references to specific technologies or procedures and instead reference a procedure that’s defined once in the bylaws, therefore making it easier to keep the bylaws up to date.
-----
=== Section and Title ===
Section 5. Voting. Paragraph A.
=== Currently Reads As ===
“A proposal must be <s>announced</s> by submitting it to the Secretary in writing at a business meeting or by <s>posting</s> its full text <s>within a message to the Sponsoring Members mailing list</s> no later than 14 full days prior to the business meeting at which it will be considered. The Secretary shall post the full text of any proposal submitted at a business meeting <s>within a message to the Sponsoring Members mailing list and within a message to the Announcements mailing list no later than 14 full days prior to the business meeting at which it will be considered</s>. A full day is a 24-hour period. If a proposal is amended at a business meeting, it cannot be adopted prior to the subsequent business meeting.”
=== Proposed Amendment ===
“A proposal must be '''<u>introduced for consideration</u>''' by submitting it to the Secretary in writing at a business meeting or by '''<u>emailing</u>''' its full text '''<u>to the Secretary at the established email address</u>''' no later than 14 full days prior to the business meeting at which it will be considered. The Secretary shall post the full text of any proposal submitted at a business meeting </u>'''to an appropriate page on the Organization’s website no later than 14 full days prior to that business meeting and shall announce the posting through the official communication methods</u>'''. A full day is a 24-hour period. If a proposal is amended at a business meeting, it cannot be adopted prior to the subsequent business meeting.”
=== Rationale ===
To remove references to specific procedures or third-party services, and instead reference a procedure that’s defined once in the bylaws, therefore making it easier to keep the bylaws up to date.
The word “email” is intentionally included here as an official in-bound communication method for members. A reference to the website is also left in here as a way to both archive changes and prevent confusion of the membership about where they should look to find proposals.
-----
=== Section and Title ===
Section 5. Voting. Paragraph D.
=== Currently Reads As ===
“An emergency vote may occur to accomplish organizational business at a regular business meeting provided (a) that the proposer has made a good-faith effort to inform the sponsoring membership of the upcoming vote and provides documentation of those efforts at the time of consideration of the proposal, (b) that a ¾ majority of sponsoring members vote to allow the emergency vote, and (c) that a ¾ majority of voters vote to adopt the proposal. For an emergency vote, absentee ballots will be accepted with the same qualifications as a regular vote. A minimum of 10 members or 25% of the current sponsoring membership (whichever is fewer) must cast votes on the issue for the vote to be valid. A sponsoring member who has declined <s>an invitation to join the Sponsoring Members mailing list or who has unsubscribed himself or herself from the Sponsoring Members mailing list</s> shall not be considered in determining the minimum number of votes needed for consideration or adoption of a proposal.”
=== Proposed Amendment ===
“An emergency vote may occur to accomplish organizational business at a regular business meeting provided (a) that the proposer has made a good-faith effort to inform the sponsoring membership of the upcoming vote and provides documentation of those efforts at the time of consideration of the proposal, (b) that a ¾ majority of sponsoring members vote to allow the emergency vote, and (c) that a ¾ majority of voters vote to adopt the proposal. For an emergency vote, absentee ballots will be accepted with the same qualifications as a regular vote. A minimum of 10 members or 25% of the current sponsoring membership (whichever is fewer) must cast votes on the issue for the vote to be valid. A sponsoring member who has declined '''<u>the responsibility to vote</u>''' shall not be considered in determining the minimum number of votes needed for consideration or adoption of a proposal.”
=== Rationale ===
To remove references to specific procedures or third-party services, and instead reference a procedure that’s defined once in the bylaws, therefore making it easier to keep the bylaws up to date.
-----
=== Section and Title ===
Section 6. Officers. Part C. Duties. Paragraph B “President.”
=== Currently Reads As ===
“President. The President shall preside at the regular business meeting of the organization, ensure that the members of the organization are informed regarding organizational business, and monitor the other officers in the performance of their duties. The President shall be an ex officio member of each OutWorlders committee and special interest group. <s>The President shall serve as an owner or moderator on each mailing list of the organization.</s>”
=== Proposed Amendment ===
“President. The President shall preside at the regular business meeting of the organization, ensure that the members of the organization are informed regarding organizational business, and monitor the other officers in the performance of their duties. The President shall be an ex officio member of each OutWorlders committee and special interest group.”
=== Rationale ===
To remove references to specific procedures or third-party services, and instead reference a procedure that’s defined once in the bylaws, therefore making it easier to keep the bylaws up to date.
-----
=== Section and Title ===
Section 6. Officers. Part D. Departure or Removal from Office. Paragraph B.
=== Currently Reads As ===
“An officer may be removed from office for not performing their duties, for misuse of OutWorlders funds, or for other misconduct at official and affiliated OutWorlders events, at committee and special interest group meetings, at regular business meetings, or in any other capacity associated with the organization. A proposal to remove an officer follows the standard voting procedures for proposals, with the exception that a ¾ majority vote is required to adopt the proposal. The proposal may be considered with an emergency vote provided that the proposal has been sent <s>to the sponsoring members mailing list</s> no less than 10 days prior to the business meeting at which the proposal will be considered.”
=== Proposed Amendment ===
“An officer may be removed from office for not performing their duties, for misuse of OutWorlders funds, or for other misconduct at official and affiliated OutWorlders events, at committee and special interest group meetings, at regular business meetings, or in any other capacity associated with the organization. A proposal to remove an officer follows the standard voting procedures for proposals, with the exception that a ¾ majority vote is required to adopt the proposal. The proposal may be considered with an emergency vote provided that the proposal has been sent '''<u>to the sponsoring members via official communication channels</u>''' no less than 10 days prior to the business meeting at which the proposal will be considered.”
=== Rationale ===
To remove references to specific technologies or procedures and instead reference a procedure that’s defined once in the bylaws, therefore making it easier to keep the bylaws up to date.
-----
=== Section and Title ===
Section 6. Officers. Part E. Vacancies.
=== Currently Reads As ===
“If the President of the organization resigns their position or is removed from office, then the Vice-President becomes President of the organization immediately following publication of the President’s leaving office <s>to the sponsoring members mailing list</s> or its announcement at a regular business meeting.
“If any other officer position becomes vacant, the President <s>shall</s>, with the approval of two other officers, appoint a sponsoring member to fill the position. This temporary officer shall serve until an appropriately elected or appointed officer takes the position. The Secretary shall announce the vacancy <s>to the sponsoring members mailing list</s> and, if the position is an elected position, call for nominations to be submitted by the subsequent regular business meeting. If there is only one nominee for a vacant position following the close of nominations for that position, that nominee shall assume immediately that position.”
=== Proposed Amendment ===
“If the President of the organization resigns their position or is removed from office, then the Vice-President becomes President of the organization immediately following publication of the President’s leaving office '''<u>to the sponsoring members via official communication channels</u>''' or its announcement at a regular business meeting.
“If any other officer position becomes vacant, the President, with the approval of two other officers, appoint a sponsoring member to fill the position. This temporary officer shall serve until an appropriately elected or appointed officer takes the position. The Secretary shall announce the vacancy '''<u>to the sponsoring members via official communication channels</u>''' and, if the position is an elected position, call for nominations to be submitted by the subsequent regular business meeting. If there is only one nominee for a vacant position following the close of nominations for that position, that nominee shall assume immediately that position.”
=== Rationale ===
To remove references to specific technologies or procedures and instead reference a procedure that’s defined once in the bylaws, therefore making it easier to keep the bylaws up to date.
