[fgp-chat] GPVA State Meeting in Afton this Saturday

[Dr. Christopher Fink]

Dear Virginia Greens,

I am happy to publish here below the agenda of our May 13th business 
meeting. As we did last May and October, this will be a two-part 
meeting, with a business meeting in the morning and a meeting of the 
general membership in the afternoon. All members are welcome for both 
parts, and members are especially encouraged to attend in the afternoon.

http://www.vagreenparty.org/meetings/agendas/ag20170513.html
https://www.facebook.com/events/930705473737311/

Cheers,

Sid

********************
B. Sidney Smith and Tamar Yager
GPVA, Co-chairs

********************

AGENDA of Business Meeting, 13 May 2017 (Saturday)

NOTE: This is the agenda of the business meeting, which will take place 
in the morning. In the afternoon we will hold a meeting of the general 
membership, with presentations on the Atlantic Coast Pipeline and on 
gerrymandering in Virginia. Details on the general meeting will follow soon.

LOCATION: (HYBRID in-person/remote-join)  Rockfish Community Center, 
George Washington and Jefferson National Forest, 190 Rockfish School Ln, 
Afton, VA 22920. For those wishing to attend remotely, we will be using 
an online video conferencing service with full two-way audio and video. 
Information on how to join the meeting remotely will be provided before 
the meeting. You will need access to broadband internet, a computer, 
speakers or headphones/earbuds, and a microphone to participate remotely.

TIME: 9am to 12pm. (The general meeting will start at 1pm, and food will 
be provided on the premises.)

(For purposes of calculating quorum, the locals represented at at least 
one of the previous two meetings were Arlington, Blue Ridge, Central 
Virginia, Fredericksburg, Hampton Roads, New River Valley, Piedmont, 
Shenandoah, South Fork, and At Large.)

INTRODUCTION (10 mins)

Choose facilitator, note-taker, time-keeper, vibes-watcher.

Ratify agenda.
Approve minutes of last meeting.

OFFICIAL REPORTS (2 mins each -- total 30 mins)

(Detailed reports should be submitted in writing to the business 
listserve, and highlights only briefly summarized at the meeting.)
Co-Chair's report.
Treasurer's report.
Webmaster's report.
GPUS delegates and committee members' reports.
Local reports.

OLD BUSINESS

Review/Confirmation of IC decisions since the January meeting. (10 min)

Correction of language to the bylaws, Para. 14.1.3, to reflect our 
actual election schedule.
Affiliation of Lynchburg Local
Review of website progress (10 min)

Review of current campaigns (10 min)

NEW BUSINESS

Confirmation of Audrey Clement for GPUS Eco-action Committee (5 min)

BYLAWS (45 min)

Name change for Interim Committee
General Secretary
Adjustment to Para 12.1

COMMITTEES (30 min)

Review and discussion of proposals for our committee structure and duties

OTHER (20 min)

Review of internal complaints procedure
Discussion of delegate apportionment proposal from Ryan Wesdock et al.

ADJOURN

***********


TEXT OF BYLAW PROPOSALS


PROPOSAL: Rename the Interim Committee to the "Leadership Council"

Rationale: With the recent changes in our bylaws to voting rights and 
procedures on major decisions, the representatives of locals are the 
principles responsible for major decisions whether at in-person 
meetings, teleconference meetings, or when convened through the IC 
list-serve. This new designation is more consistent with the changes 
already adopted. In addition, this language clarifies the nature and 
purpose of the group as the primary governing and decision making body 
of the party, as, in fact, it has generally been in practice.

Current vs. proposed language: Throughout the bylaws, replace each 
instance of the words "Interim Committee" with the words "Leadership 
Council."

Edit Para 10.1.1 to read: "Each Local, through an inclusive democratic 
process, shall designate a Local Representative to serve as its member 
of the Leadership Council and as its principal point of contact with the 
state party."

Edit Para 10.2.1.2 to read: "The Leadership Council member or certified 
alternate from each of 50% or more of the affiliated locals."

Edit Para 10.3.1 to read: "Major decisions shall be made by consensus of 
those GPVA members present or, if consensus cannot be achieved, by a 
vote of three-fifths of the members of the Leadership Council present, 
unless the Bylaws specify a different approval threshold for the 
decision at hand, and provided quorum has been established. Alternate 
local representatives may vote on behalf of their local's Leadership 
Council member provided the alternate is certified in writing to the 
Co-Chairs by their local's Leadership Council member prior to the start 
of the meeting. Officers may not designate alternates, and no person 
present shall have more than one vote. At-large members present at state 
meetings may vote in accordance with Para. 7.4.2, and are treated as a 
single member pro tem of the Leadership Council while the meeting is in 
session."

Edit Para 17.1 to read: "The GPVA shall have a Leadership Council, 
accountable to the GPVA and responsible for GPVA major decisions in 
accordance with Para. 10.3."

Edit Para 17.2 to read:

17.2 Composition

17.2.1 The members of the Leadership Council shall be the Co-Chairs, the 
Press Secretary, the Treasurer, and the Local Representative of each 
affiliated local.

17.2.2 The Leadership Council shall be convened by one of the Co-Chairs 
any time there is business that, in the opinion of both Co-Chairs, 
requires its attention in accordance with Para 17.3, or upon request by 
at least 50% of Local Representatives. Meetings that are not in-person 
or teleconference meetings scheduled in accordance with Para's 10.6 and 
10.7 shall be called "interim meetings." Interim meetings shall be 
conducted using a designated email list-serve.

17.2.3 If the Co-Chairs fail to convene an interim meeting of the 
Leadership Council within three days of a request by 50% or more of 
Local Representatives, the requesting Local Representatives may, by 
consensus, designate any member of the Leadership Council as the 
convener pro tem, to serve for the duration of the requested meeting.

17.2.5 All procedures of the Leadership Council, including transcripts 
of list-serve emails, shall be open and available to any member of the 
GPVA. Interim meetings of the Leadership Council shall be announced to 
the general membership at the time they are convened, including the 
reason, the business to be conducted, and the decisions to be made. 
Input from all GPVA members to interim meetings shall be encouraged. 
Local Representatives are responsible for the timely reporting to the 
Leadership Council of the input of their local's members, and the 
Co-Chairs are responsible for conveying the input of at-large members, 
or of any member who brings input to their attention.

Edit 17.4 to read:

17.4 Decision Making

17.4.1 Quorum for interim meetings of the Leadership Council shall be 
established in accordance with Para 10.2.

17.4.2 The Leadership Council shall strive for consensus in all of its 
decisions. When consensus cannot be achieved, decisions shall be made in 
accordance with Para's 10.3 and 10.4.

17.4.3 Interim meetings of the Leadership Council will be facilitated by 
the convener. A period of not less than 5 full days, excluding Sundays 
and public holidays, shall be permitted for discussion of any major 
decision, and a voting period of not less than 72 hours, excluding 
Sundays and public holidays, shall be designated for any major decision.

17.4.5 All decisions of the Leadership Council not taken at a meeting of 
the GPVA that has been scheduled in accordance with Para's 10.6 and 10.7 
must be confirmed and may be subject to revision at the next 
regularly-scheduled meeting.

*************

PROPOSAL: Create an office of GPVA Secretary

Rationale: There are many clerical duties essential to the success of 
any large organization. These include the maintenance and publication of 
agendas, minutes, and reports; the upkeep of membership lists with all 
their attendant data, such as the (shifting) electoral districts in 
which members reside; the creation and updating of an historical record 
of the organization, including written accounts and timelines, 
photographs, videos, news clippings, press-releases, and so on. Without 
a secretary, many of these duties in the GPVA have fallen to the 
webmaster in our bylaws, and those activities about which the bylaws are 
silent have been been accomplished haphazardly or not at all. Moreover, 
the responsibilities of the webmaster already include a full suite of 
non-secretarial duties. Clearly, designating and filling an office to 
perform clerical duties is long overdue.

Current vs. proposed language:

Edit Para 14.1.1 to read: "The Green Party of Virginia shall establish 
the following positions ("Officers"): two equal positions of Chair, not 
both of which shall be filled by male or female at the same time, unless 
there are insufficient candidates; a Treasurer; a Press Secretary; a 
General Secretary ("Secretary-Archivist"); and a Webmaster."

Edit Para 14.1.3.2 to read: "In even-numbered years elections shall be 
held for one Co-Chair, the Press Secretary, and the General Secretary. 
In odd-numbered years elections shall be held for one Co-Chair, the 
Treasurer, and the Webmaster."

Renumber 14.2.4 to 14.2.5 (amended below), and insert a new 14.2.4 as 
follows:

14.2.4 The duties of the General Secretary shall be as follows:

14.2.4.1 Manage the production and online publication of official 
internal party documents with the use of consistent and professional 
styles and links. These documents include but are not limited to:

Agendas and minutes of all regular and interim meetings, including the 
members of the Leadership Council present, the substance of any 
discussions, the nature of any decisions made, and any elections held 
and their results;
The party bylaws, including the current and previous iterations with a 
timeline record of all changes;
The party platform, highlighting recent updates;
The rules and procedures governing standing committees;
Dated reports from officers, committees, and locals;

14.2.4.2 Maintain a current database of all current and past members and 
officers, including:

The name, phone number, email address, physical address, electoral 
districts, and GPVA Local affiliation; the date of membership; volunteer 
and/or donation status; and contact preferences of each registered 
member of the GPVA;
The roster of past and current officers with their date of election and 
term of office, and appropriate contact information.
A list of affiliated locals and their past and current Local 
Representatives, with appropriate geographical and contact information.
A list of GPVA committees, including a membership list, the past and 
present conveners with appropriate contact information, and with links 
to their rules, minutes, and reports.
The roster of current GPVA members on GPUS committees, with their date 
of election/appointment and term of service.
14.2.4.3 Conduct votes and elections by the Leadership Council at 
regular and interim meetings, in accordance with procedures designated 
by our bylaws, and announce and record the results.
14.2.4.4 Produce a GPVA newsletter (electronic or print as appropriate) 
at least annually but as often as practical for distribution to the 
general membership, summarizing all GPVA activity and highlighting news 
of interest to members.
14.2.4.5 Maintain a party history, including the dates of general 
meetings and their activities, participation in public events, media 
clippings about the party or its members, and other data of historical 
interest. The data archive should include records in any appropriate 
format, including text, photographs, recordings, and so on.

Amend the current 14.2.4, renumbered to 14.2.5, as follows:

14.2.5 The duties of the Webmaster shall be as follows:

14.2.5.1 Develop and maintain the GPVA website and other internet 
services, and manage all associated information technology 
infrastructure, including:

domain names, IP addresses, and ICANN records;
server purchasing/leasing and maintenance;
software acquisition, installation, and updating;
database integration and maintenance;
appropriate user roles and permissions for other GPVA members;
and information security including strong passwords, strong encryption 
where warranted, and redundant and ongoing data backups.
14.2.5.2 Optimize our website and other internet services in accordance 
with current technology and best practices, and advise the membership 
regarding changes in technology that impact the party's effectiveness or 
online reach.

14.2.5.3 Facilitate the posting and updating of documents and other data 
by the General Secretary and other designated officers and 
representatives of the GPVA.
14.2.5.2 Serve as convener of the Information Technology Committee.

*************

PROPOSAL: Delete the words "in final form" from Para 12.1 regarding the 
publication of proposed bylaw amendments prior to meetings at which they 
will be considered.

Current language: 12.1 Proposals in final form for Amendments to these 
By-laws must be published to the GPVA membership 31 days prior to the 
next state meeting.

Proposed language: 12.1 Proposals for Amendments to these By-laws must 
be published to the GPVA membership 31 days prior to the next state meeting.

Rationale: The language of this bylaw has always been interpreted to 
mean that any bylaw proposal must be published 31 days in advance of any 
state meeting at which it will be considered or voted upon. It has /not/ 
been interpreted to mean that a proposal cannot be amended at the 
meeting--or that if it is a vote on it cannot then be taken.

For example, at the May 2015 meeting a bylaw proposal made by Audrey 
Clement was discussed, a friendly amendment offered and accepted, and 
the proposal--as amended--was adopted by vote. Again, at the October 
2016 meeting, a bylaw proposal by Tamar Yager was taken under 
consideration, a friendly amendment to the language was offered and 
accepted, and the proposal as amended was adopted by vote. A like 
procedure has been followed throughout the party's history.

Recently, however, two members have raised an objection to the adoption 
of a bylaw amendment at the January 2017 meeting, on the basis that it 
was altered at the meeting from the original proposed language, and 
therefore failed the "final form 31 days prior" regulation. The reading 
of Para. 12.1 on which this objection was based is inconsistent with the 
way it has been applied previously, it is additionally inconsistent with 
common parliamentary procedure, and it would have the effect of 
seriously inhibiting the conduct of the party's business. Proposals, 
even those requiring only trivial alterations affecting grammar, style, 
or clarity, would either have to be adopted without editing or 
amendment, or amended but then tabled for an indeterminate period until 
the subsequent state meeting. Such a procedural quagmire would hobble 
the conduct of party business unnecessarily.

In the manner in which the paragraph has been interpreted up to now, the 
words "in final form" are not essential to an understanding of its 
meaning, and their elision will prevent any further confusion.

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://fredericksburg.vagreenparty.org/pipermail/fgp-chat/attachments/20170510/ee76ef36/attachment-0004.html>