I have been in discussions with Mera and she approves this Parliamentarian message. As Parliamentarian I am asking everyone to suspend any further discussion on any motion on the floor or make any new motions. There has been misunderstandings regarding proper procedures. Later today I will post some information so that everyone understands how motions and amendments are handled.

In addition, later today Mera will be posting some additional messages and information regarding current issues. Please read all of her posts completely before commenting.

-- 
Those who fail to learn history
Are doomed to repeat it. 
Those who fail to learn history correctly --
Why, they are simple doomed.

Achem Dro'hm "The Illusion of Historical Fact." 
-- CY 4971

I would like to review the process of motions and amendments so the process is clear. If we don’t follow the proper process and keep our discussions civil, we will continue the current pattern of acrimony.

These procedures are largely the same for the physical and the on-line meeting. We have made some adjustments for our on-line meeting for logistical reasons.  

The primary tool for an organizations meeting is the motion. A motion can be used to propose or adjust a standing rule, direct the organization to create a committee or close a committee, disburse funds for a specific reason, gather quotes, and so forth.

The first thing I am going to cover is the correct way to make a motion.  In the general, physical meeting any member can make a motion. In the BOD meeting only the BOD members can make motions. For limited purposes subsidiary individuals such as the Parliamentarian, Group Letter Coordinator and such can also make motion, though they cannot vote.

A member should always use the phrase “I move” and then add the substance of the motion. The motion should be precise in its language and what it wants to do. For example (I’m pulling things out of the air here):

“I move that we use the same names for the colors of the first season Star Trek: The Next Generation uniforms” would be imprecise. Instead you would say

“I move we create Standing Rule XX which will state “The International Costumers’ Guild recognizes the following colors of the Federation uniforms in the first season of Star Trek: The Next Generation; the command uniforms will be referred to as scarlet, the operations  uniforms will be referred to as ocher and the sciences uniforms will be referred to as sapphire.”

This is the main motion. At this point someone must second the motion. The chair should call for a second if one is not made before the chair can so call. If no one seconds then the motion fails. (Notation for future action; we currently do not have a time limit for a second in our on-line meeting procedures.)

If a second is made, the motion moves to debate. For the on-line meeting the chair will assign a motion number. Our Standing Rules do not define how that number is to be created, but in general we have been using the form MM-DD-YYY-# where MM is the month the motion is made, DD is the day and YYYY is the year. # is a number starting with 1 and increasing with any additional motions made that day. For this example the Main Motion above is numbered 11-08-2019-1.

Our rules require a minimum 15 days for debate on-line and then 15 days for voting. During that 15 days a member decides they do not agree with the colors named. They may make a motion to amend the main motion. This is a secondary motion. The member says:

“I move that we strike the word scarlet in Motion 11-08-2019-1 and substitute the word veridian.” If this secondary motion is seconded the chair will assign it a number. Currently we use the numbering convention MM-DD-YYYY-#l. All but the l are the same as the main motion, regardless to what day the amending motion is made. l is the order of amending motions, beginning with a. So this amending motion would be called 11-08-201-1a.

Now, we get into some of the minutia. The motion to amend should be relevant to the main motion. While it is in order to completely remove the text of the main motion and substitute other language, the new language must be relevant to the topic under discussion. In our example it would be in order to change colors, add other seasons or series in Star Trek and so forth. It would be out of order to change the language to direct the treasurer to purchase copies of the Singers Sewing Library. Even a more modest change, say changing Star Trek to Star Wars could be ruled out of order. (A challenge to the decision of the chair is possible but that is another discussion.)

There should not be more than one secondary motion on the floor at a time. (In a physical meeting we would only have one main motion on the floor as well, but the on-line environment allows more flexibility) The reason for that is simply to prevent confusion.

Secondary motions take priority from main motions. What that means is discussion, and voting, on the main motion may not continue until the secondary motion is resolved; either passing or failing. We begin a new 15/15 day procedure. If, at the end of voting the secondary motion passes, then the main motion is adjusted and continues as amended to further discussion and voting. If it fails then the main motion remains unchanged and continues to further discussion and voting.

Technically, by Roberts Rules a motion may be made to amend the amending or secondary motion. While this is possible, I seriously recommend against it for clarity’s sake. Such an adjustment can be made as another secondary motion after the current one is resolved. However, it is legal land would follow the same procedure. The numbering would be MM-DD-YYY-#ll, the second l beginning with a. Again, such a motion would take priority over the secondary motion and must be resolved before discussion and voting can continue on the secondary motion.

This all seems very technical, but the process is important. It provides structure for the discussion and helps to minimize dissent. Debate on any of these motions should always be impersonal, should address only the pros and cons of the proposal, and be civil in tone.

If anyone has any questions, please ask me.

-- 
Those who fail to learn history
Are doomed to repeat it. 
Those who fail to learn history correctly --
Why, they are simple doomed.

Achem Dro'hm "The Illusion of Historical Fact." 
-- CY 4971

The #motions channel has been created to announce motions as they have been appropriately made and seconded with their dates as assigned to ensure that business on the floor can be found quickly without having to dig through discussions in the BoD and general channels.  This is an announcement channel only and is a resource to follow what motions have been made, seconded, and assigned numbers, along with the dates for their discussion and voting periods. All actual discussions, and motions presented and their seconds must occur in the BoD channel, and not in the #motions channel.  Only the president, corresponding Secretary, recording secretary, and parliamentarian may post in the #motions channel.

  

I would like to review the process of motions and amendments so the process is clear. If we don’t follow the proper process and keep our discussions civil, we will continue the current pattern of acrimony.

These procedures are largely the same for the physical and the on-line meeting. We have made some adjustments for our on-line meeting for logistical reasons.  

The primary tool for an organizations meeting is the motion. A motion can be used to propose or adjust a standing rule, direct the organization to create a committee or close a committee, disburse funds for a specific reason, gather quotes, and so forth.

The first thing I am going to cover is the correct way to make a motion.  In the general, physical meeting any member can make a motion. In the BOD meeting only the BOD members can make motions. For limited purposes subsidiary individuals such as the Parliamentarian, Group Letter Coordinator and such can also make motion, though they cannot vote.

A member should always use the phrase “I move” and then add the substance of the motion. The motion should be precise in its language and what it wants to do. For example (I’m pulling things out of the air here):

“I move that we use the same names for the colors of the first season Star Trek: The Next Generation uniforms” would be imprecise. Instead you would say

“I move we create Standing Rule XX which will state “The International Costumers’ Guild recognizes the following colors of the Federation uniforms in the first season of Star Trek: The Next Generation; the command uniforms will be referred to as scarlet, the operations  uniforms will be referred to as ocher and the sciences uniforms will be referred to as sapphire.”

This is the main motion. At this point someone must second the motion. The chair should call for a second if one is not made before the chair can so call. If no one seconds then the motion fails. (Notation for future action; we currently do not have a time limit for a second in our on-line meeting procedures.)

If a second is made, the motion moves to debate. For the on-line meeting the chair will assign a motion number. Our Standing Rules do not define how that number is to be created, but in general we have been using the form MM-DD-YYY-# where MM is the month the motion is made, DD is the day and YYYY is the year. # is a number starting with 1 and increasing with any additional motions made that day. For this example the Main Motion above is numbered 11-08-2019-1.

Our rules require a minimum 15 days for debate on-line and then 15 days for voting. During that 15 days a member decides they do not agree with the colors named. They may make a motion to amend the main motion. This is a secondary motion. The member says:

“I move that we strike the word scarlet in Motion 11-08-2019-1 and substitute the word veridian.” If this secondary motion is seconded the chair will assign it a number. Currently we use the numbering convention MM-DD-YYYY-#l. All but the l are the same as the main motion, regardless to what day the amending motion is made. l is the order of amending motions, beginning with a. So this amending motion would be called 11-08-201-1a.

Now, we get into some of the minutia. The motion to amend should be relevant to the main motion. While it is in order to completely remove the text of the main motion and substitute other language, the new language must be relevant to the topic under discussion. In our example it would be in order to change colors, add other seasons or series in Star Trek and so forth. It would be out of order to change the language to direct the treasurer to purchase copies of the Singers Sewing Library. Even a more modest change, say changing Star Trek to Star Wars could be ruled out of order. (A challenge to the decision of the chair is possible but that is another discussion.)

There should not be more than one secondary motion on the floor at a time. (In a physical meeting we would only have one main motion on the floor as well, but the on-line environment allows more flexibility) The reason for that is simply to prevent confusion.

Secondary motions take priority from main motions. What that means is discussion, and voting, on the main motion may not continue until the secondary motion is resolved; either passing or failing. We begin a new 15/15 day procedure. If, at the end of voting the secondary motion passes, then the main motion is adjusted and continues as amended to further discussion and voting. If it fails then the main motion remains unchanged and continues to further discussion and voting.

Technically, by Roberts Rules a motion may be made to amend the amending or secondary motion. While this is possible, I seriously recommend against it for clarity’s sake. Such an adjustment can be made as another secondary motion after the current one is resolved. However, it is legal land would follow the same procedure. The numbering would be MM-DD-YYY-#ll, the second l beginning with a. Again, such a motion would take priority over the secondary motion and must be resolved before discussion and voting can continue on the secondary motion.

This all seems very technical, but the process is important. It provides structure for the discussion and helps to minimize dissent. Debate on any of these motions should always be impersonal, should address only the pros and cons of the proposal, and be civil in tone.

If anyone has any questions, please ask me.

-- 
Those who fail to learn history
Are doomed to repeat it. 
Those who fail to learn history correctly --
Why, they are simple doomed.

Achem Dro'hm "The Illusion of Historical Fact." 
-- CY 4971

> On Nov 8, 2019, at 8:23 PM, Shimmer Shade <mera.babineaux@gmail.com> wrote:
>
> Cross posted from Slack:
>
> The next few posts contain quite a bit of information and may be upsetting to some. I apologize that I have to make these posts, and hope that you will read them carefully to understand the content of each one. Please do not mischaracterize any information being conveyed. There are procedures that must be followed that are set forth in our articles of incorporation, bylaws, standing rules, laws of the State of Maryland, parliamentary procedure, and that help to ensure clarity, transparency, cohesive transfer of fiduciary duties and administrative responsibilities, and protect our organization, it’s members, board of directors, and officers from issues that could arise from not completing these business matters appropriately.
>
> You, as BoD reps, are asked to read the following posts carefully and discuss the content with your members in your chapter forums before responding.
> ——————————
>
> I have spoken with Paddy Morton, general counsel with Maryland Non-Profits through a free consultation, on the transition to new officers and current issues facing the board. These issues must be done in a procedural manner to ensure fiduciary and administrative responsibilities are appropriately transferred in accordance with all applicable Articles of Incorporation, ByLaws, Standing Rules, and laws of the State of Maryland and other governances or best practices that may apply to protect the corporation, and so she has advised me to do the following:
>
> To protect the corporation and in accordance with the fiduciary and administrative responsibilities of the position of Vice President to which I was elected, I hereby withdraw my resignation and will continue as Acting President at this time. The Presiding Officer appointment and upcoming election for president are now terminated as they are out of order. I know that we are all very grateful for Kevin and Ron’s willingness to serve in this difficult time, and would like to extend my personal gratitude to them.
>
> The election for Vice President, however, is in order as the position is currently vacant and can continue by resolution of the board with an appropriate motion and second, which has already occurred. As Jan Price accepted the nomination on 11/7/2019, the discussion/nomination period for Vice Presidential candidates will remain open until 11/22/2019, with the voting period to run from 11/22/2019 to 12/7/2019.
>
> As proper procedure for my resignation to be formally accepted did not previously occur, that must be rectified. Please accept this as my resignation as Acting President, (formerly Vice President), effective 12/22/2019 to give time for transition to the new Acting President (the soon-to-be elected Vice President) who may choose to preside until the next annual meeting.
>
> In order for my resignation as Acting President, (formerly Vice President), to be official there must be a motion, second, and vote of the Board of Directors to accept my resignation. If the board votes to accept my resignation then the newly elected Vice President (determined on 12/7/2019) will become the Acting President and can decide whether to hold elections for President and then return to the Vice President’s position or remain as acting President until the annual meeting at CostumeCon.
>
> If the board rejects my resignation, then I would continue as Acting President, and the elected VP would be VP until the annual meeting.
>
> As a side note for the future, apparently Presiding Officers should only be appointed to oversee specific motions and not all business of the corporation.
>
> I serve at the pleasure of the board. If you decide to have me remain until the annual meeting, I will do so. If not, I will happily aid in the transition to new leadership.
>
> Cordially,
> Mera Babineaux

  

Aaand, I'm still not in Slack.  I need a member coordinator, please!

Elaine

---

From: ICG-BOD@yahoogroups.com <ICG-BOD@yahoogroups.com> on behalf of Shimmer Shade mera.babineaux@gmail.com [ICG-BOD] <ICG-BOD@yahoogroups.com>
Sent: Tuesday, November 5, 2019 6:58 PM
To: ICG-BOD@yahoogroups.com <ICG-BOD@yahoogroups.com>
Subject: [ICG-BOD] Voting has begun in Slack

 

 

The objection period for the new Ohio River Valley Chapter (aka “Cosplay United”) is now ended. The poll to vote will appear momentarily in Slack. Once the poll is created you may vote yes, no, or abstain. You may choose to send your vote to the corresponding Secretary instead and she will add the votes in the comments on the poll by chapter rep and “yes” “no” or “abstain”. You have until Sunday, 11/10/2019 at 6:51pm to vote.

Cordially,
Mera Babineaux



The existing motion 11-6-2019-1 has been motioned for amendment by Judy Mitchell and rewritten by the motioner, Jacalyn Boggs.  The motion is amended as:

Motion # 11-6-2019-1:  motion for The ICG Board to solicit three quotes and hire an international lawyer to draft a. A code of conduct b. A non-discrimination policy c. An anti-harassment policy to be received no later than 31 December 2019 so that a vote can be completed no later than 31 January 2020.

Cordially,

Mera Babineaux

On Nov 6, 2019, at 5:21 PM, Shimmer Shade <mera.babineaux@gmail.com> wrote:



Again - and the last time I will say this:  we are not in recess.  I asked that y’all please be considerate and hold any motions that you didn’t deem urgent until Ron got here.  The chapter couldn’t be held, it’s a petition, we handle those as they come in.

And Jacalyn is making motions that she deems of urgent nature on behalf of her chapter.  I have asked if she believes they must be handled immediately and she has given good cause for them to be imperative for her chapter.  I have acknowledged them, and given one a motion number.

I will do the same for any of you who wish to raise motions.  That includes the budget, which still hasn’t been motioned.  Some business just has to be dealt with.  Essentially, I’m done on Sunday so there’s no vote tallying or anything else I need to handle, and no one can argue I have anything else to do with this, so this is fine.

As for the expense, certainly something worth discussing, I agree.  Y’all have fun with that.

Conversations are to remain civil.  Pretend there’s a code of conduct.  I don’t want to move this board to moderated comments.

And - for the record - disagreeing with someone isn’t being uncivil as long as it isn’t phrased in an uncivil matter.

Cordially,

Mera Babineaux

On Nov 6, 2019, at 4:58 PM, Jeanine jeanine@woollycat.net [ICG-BOD] <ICG-BOD@yahoogroups.com> wrote:

  

Jeanine Swick 4:54 PM

On Oct 26, 2019, this was posted by Mera when announcing Ron would become our presiding officer:
merarose [4:40 PM]
snipped for the pertinent part*In other words, unless there’s
that absolutely can’t wait, please keep all remaining business matters other than nominations on hold until Ron is available, in roughly 2 weeks.*Cordially,
Mera BabineauxWhat has been   put forward as motions is completely out of line at this time. Neither of the motions are for   a "super urgent thing"

Jeanine

On 11/6/2019 4:18 PM, Jacalyn Stanley jacalynstanley@gmail.com [ICG-BOD] wrote:

 

I am making a motion for The ICG Board to hire an international lawyer to draft a. A code of conduct b. A non-discrimination policy c. An anti-harassment policy to be received no later than 31 December 2019 so that a vote can be completed no later than 31 January 2020.  Let’s start the new year off right.

Jacalyn Boggs

> On Nov 9, 2019, at 1:06 PM, Shimmer Shade <mera.babineaux@gmail.com> wrote:
>
> With regards to the 5 year plan: I will put together the information in a better document form so that the substance of it can be reviewed by anyone is interested. I promise that I will NOT attempt to advance anything in the 5 year plan, but will leave it for appropriate discussion if anyone else should want to. This is a draft document. I don’t think it’s ready to consider it a formal document of the corporation, and so this will just be a reference document. If anyone would like to take it up as a formal project, please discuss it in the BoD group.
>
> I would also like to continue with the survey for members. I’d like to conduct a survey of non-members also because I think it would be beneficial to get the perspective of those not in the organization on the organization, so that we can consider that in PR campaigns and other future endeavors. And I’d like to create an #agenda channel on Slack that can keep track of current business before the board.
>
> What are everyone’s thoughts on this? Would a rewritten document be helpful or should it just be declared dead? Should we move on with surveys?
>
> Cordially,
> Mera Babineaux

  

Elaine Mami, LACE Pres.

Mera,

I get nervous with a 5-year or any time-related plan.  If a time-related plan has a real end (a CC or WorldCon), I'm comfortable with it.  Coming to the end of the planned time and not getting the final result in the time "allowed," could encourage rushing to git 'er dun in time, which could leave us with a less-than-ideal result..  (Or worse, another re-write!)
Yes, I get uncomfortable unless the end is more open-ended. 

I prefer someone more capable than myself to figure this out, as I am very good a pointing out problems; solutions, not so much.

Elaine

---

From: ICG-BOD@yahoogroups.com <ICG-BOD@yahoogroups.com> on behalf of Shimmer Shade mera.babineaux@gmail.com [ICG-BOD] <ICG-BOD@yahoogroups.com>
Sent: Saturday, November 9, 2019 1:06 PM
To: ICG-BOD@yahoogroups.com <ICG-BOD@yahoogroups.com>
Subject: [ICG-BOD] On current motions on the floor

 

 

With regards to the 5 year plan: I will put together the information in a better document form so that the substance of it can be reviewed by anyone is interested. I promise that I will NOT attempt to advance anything in the 5 year plan, but will leave it for appropriate discussion if anyone else should want to. This is a draft document. I don’t think it’s ready to consider it a formal document of the corporation, and so this will just be a reference document. If anyone would like to take it up as a formal project, please discuss it in the BoD group.

I would also like to continue with the survey for members. I’d like to conduct a survey of non-members also because I think it would be beneficial to get the perspective of those not in the organization on the organization, so that we can consider that in PR campaigns and other future endeavors. And I’d like to create an #agenda channel on Slack that can keep track of current business before the board.

What are everyone’s thoughts on this? Would a rewritten document be helpful or should it just be declared dead? Should we move on with surveys?

Cordially,
Mera Babineaux

On Nov 10, 2019, at 7:08 PM, Shimmer Shade mera.babineaux@gmail.com [ICG-BOD] <ICG-BOD@yahoogroups.com> wrote:

The motion to accept the new chapter petition for the Ohio River Valley (aka Cosplay United) Chapter carries: 14 yes, 0 no, 1 abstention.

Please join me in welcoming them to the ICG!

Cordially,
Mera Babineaux

> On Nov 9, 2019, at 1:08 PM, Shimmer Shade <mera.babineaux@gmail.com> wrote:
>
> Forgive - I miscopied text from Slack and pasted into the wrong email subject. This is actually the post made regarding current motions on the floor, the other will be resent with it’s appropriate subject.
>
> ————-
> With the number of motions and issues on the floor, I have some suggestions to try and handle these in a more efficient and cost-effective manner.
>
> 1. There is an organization called Maryland Non-Profits that Sarah Richardson introduced me to. We can pay an annual fee and have access to a myriad of resources including non-profit attorneys, accounting and financial advisors, non-profit consultants, and a network of non-profit professional specialists that may be able to help us with some of the substance and issues behind these motions. I have a conference call set on Monday at 10:30am EST with one of their consultants to discuss the possible benefits to our organization and the cost. I’m more than happy to set this up as an actual conference call so that any member of the BoD that is interested in participating so that everyone has the opportunity to ask questions and get the information they would like to see if this will benefit the organization. I will draft up the information from the call and post it for everyone to review and discuss. If it appears that this will be a good service at a cost we can afford, and the board agrees, then I would make a request to add it as a line item to the budget.
> 2. I would like to suggest creating a communications committee of members from Tech and PR to focus on immediate strategies to streamline our communications and determine the cost of stable communications.
>
> What are everyone’s thoughts on these suggestions?
>
> Cordially,
> Mera Babineaux
>
>> On Nov 9, 2019, at 1:06 PM, Shimmer Shade <mera.babineaux@gmail.com> wrote:
>>
>> With regards to the 5 year plan: I will put together the information in a better document form so that the substance of it can be reviewed by anyone is interested. I promise that I will NOT attempt to advance anything in the 5 year plan, but will leave it for appropriate discussion if anyone else should want to. This is a draft document. I don’t think it’s ready to consider it a formal document of the corporation, and so this will just be a reference document. If anyone would like to take it up as a formal project, please discuss it in the BoD group.
>>
>> I would also like to continue with the survey for members. I’d like to conduct a survey of non-members also because I think it would be beneficial to get the perspective of those not in the organization on the organization, so that we can consider that in PR campaigns and other future endeavors. And I’d like to create an #agenda channel on Slack that can keep track of current business before the board.
>>
>> What are everyone’s thoughts on this? Would a rewritten document be helpful or should it just be declared dead? Should we move on with surveys?
>>
>> Cordially,
>> Mera Babineaux

On Sat, Nov 9, 2019 at 9:52 PM ECM Mami ecmami@hotmail.com [ICG-BOD] <ICG-BOD@yahoogroups.com> wrote:

 

How about a prioritized list of the things we need to accomplish?  Of course that first requires a list, then we (Oy!) need to determine their priority.  And finally we can, in whatever way we can make it work, bite them off - one at a time - and chew them up until we get to the end.
Of course, we will continually need to address any new sh**tuff that comes up and find it a spot in the list.

Rinse

Repeat

Hopefully,

Elaine

---

From: ICG-BOD@yahoogroups.com <ICG-BOD@yahoogroups.com> on behalf of Shimmer Shade mera.babineaux@gmail.com [ICG-BOD] <ICG-BOD@yahoogroups.com>
Sent: Saturday, November 9, 2019 8:53 PM
To: ICG-BOD@yahoogroups.com <ICG-BOD@yahoogroups.com>
Subject: Re: [ICG-BOD] On current motions on the floor

 

 

I think that’s a great point, as many of those goals and ideas presented may require more than 5 years, which is why I wonder if, at this point, it’s just better to use it as a reference for ideas and not actually try to make it a real guidance document...  

Cordially,

Mera Babineaux

On Nov 9, 2019, at 7:52 PM, ECM Mami ecmami@hotmail.com [ICG-BOD] <ICG-BOD@yahoogroups.com> wrote:

  

Elaine Mami, LACE Pres.

Mera,

I get nervous with a 5-year or any time-related plan.  If a time-related plan has a real end (a CC or WorldCon), I'm comfortable with it.  Coming to the end of the planned time and not getting the final result in the time "allowed," could encourage rushing to git 'er dun in time, which could leave us with a less-than-ideal result...  (Or worse, another re-write!)
Yes, I get uncomfortable unless the end is more open-ended. 

I prefer someone more capable than myself to figure this out, as I am very good a pointing out problems; solutions, not so much.

Elaine

---

From: ICG-BOD@yahoogroups.com <ICG-BOD@yahoogroups.com> on behalf of Shimmer Shade mera.babineaux@gmail.com [ICG-BOD] <ICG-BOD@yahoogroups.com>
Sent: Saturday, November 9, 2019 1:06 PM
To: ICG-BOD@yahoogroups.com <ICG-BOD@yahoogroups.com>
Subject: [ICG-BOD] On current motions on the floor

 

 

With regards to the 5 year plan: I will put together the information in a better document form so that the substance of it can be reviewed by anyone is interested. I promise that I will NOT attempt to advance anything in the 5 year plan, but will leave it for appropriate discussion if anyone else should want to. This is a draft document. I don’t think it’s ready to consider it a formal document of the corporation, and so this will just be a reference document. If anyone would like to take it up as a formal project, please discuss it in the BoD group.

I would also like to continue with the survey for members. I’d like to conduct a survey of non-members also because I think it would be beneficial to get the perspective of those not in the organization on the organization, so that we can consider that in PR campaigns and other future endeavors. And I’d like to create an #agenda channel on Slack that can keep track of current business before the board.

What are everyone’s thoughts on this? Would a rewritten document be helpful or should it just be declared dead? Should we move on with surveys?

Cordially,
Mera Babineaux

On Sat, Nov 9, 2019 at 7:55 PM Vicky ayekasong@hotmail.com [ICG-BOD] <ICG-BOD@yahoogroups.com> wrote:

 

Good evening all:

Because this is ongoing business that has gotten lost in the shuffle:

Anime Boston has requested recognition from the ICG as an international level competition. I am chairing the committee to process their request. As of right now, there are only 3 of us on the committee, and none of us has run an international level masquerade, so I am putting out another call for anyone interested in processing this request. I would particularly love the input of some of you who have run masquerades at Worldcon, CC, and Anime North. While we are doing most of the discussion on Slack, I am also more than happy to accommodate anyone who needs to use e-mail as a primary means of communication. Please let me know if you are interested in joining the committee.

 

Thank you,

Vicky Assarattanakul

 

Sent from Mail for Windows 10

 

On Sat, Nov 9, 2019 at 12:05 PM Shimmer Shade mera.babineaux@gmail.com [ICG-BOD] <ICG-BOD@yahoogroups.com> wrote:

 

Pierre has asked me to repost the current language of Motion #11-6-2019-1a because he has received many questions.  Currently the timelines do need to be revised and I am working with Pierre on the best way to do that.  Here is the current text:

Motion # 11-6-2019-1a: motion for The ICG Board to solicit three quotes and hire an international lawyer to draft a. A code of conduct b. A non-discrimination policy c. An anti-harassment policy to be received no later than 31 December 2019 so that a vote can be completed no later than 31 January 2020.

I’m wondering if a friendly amendment process may be better for this, where the motioner and amenders can get together and agree on language that can then be presented for objection in a two to five day period and if there’s no objection then discussion on the friendly amendment and voting would occur on the original motions timelines.  Would that be agreeable?

Also, I am looking into installing a calendar to track motions and amendments so that it is easy to see what motions are currently under discussion, vote, or amendment.  Would this be helpful?

And, with regard to creating new channels, I’d like everyone’s thoughts on the best way to organize these discussions.

To avoid any further issues with communication, I would like to suggest creating a “Policy committee” to draft policies and procedures including, but not limited to, harassment, non-discrimination, code of conduct, privacy, and any other policies or procedures necessary to ensure that the issues of the past few months are able to properly be addressed should they ever occur again in the future.  If you would like to chair the committee or volunteer to be on it please comment here.  The committee would be asked to present its drafts and documents by January 31, 2019.  This way, we should be able to have a document review done by an attorney by February 29, 2020, and can put that document out to the board for review before CostumeCon and short discussion (10 to 15 minutes) as part of the business at CostumeCon, then finalize the document after CostumeCon and hold the vote by the end of May, 2020.

If this seems reasonable to everyone, then while the Policy committee is being formed and completing its work, and until the adoption of formal policy, I suggest the following temporary policy be used in official communications on Slack and YahooGroups:

1. Language and Tone:  Professional courtesy in language and behavior is required.  Typing in all caps, submitting “rapid-fire” posts in an attempt to control the conversation, being disrespectful to others, or any other behavior deemed unprofessional is unacceptable.  

2. Timing of Posts and Business:  All posts to Slack or Yahoo groups must be during hours when it is reasonable that others can see and consider them, and must occur in a manner that gives others a chance to respond.  Once a post is made, please allow at least 24 to 48 hours for others to see and process the information and make comments before making additional comments.  Also, do not flood the boards with posts on multiple topics.

3. Post transparency:  Please preface your posts with your name (if your name is a screen name and not your legal name as on your membership), your chapter, and your role in the BoD channel. (For example: Lady Ozma: (Jacalyn Boggs, NOVA BoD Rep) Comment)  If you are citing material, please post a link to the material, not only a screenshot, unless linking is not possible as in referencing a previous comment in another Slack channel.  Also, keep all comments on the appropriate thread instead of sending them to the channel and creating a new thread for ease of navigation and clarity.

I feel like this may better address the need for these policies in a way that allows everyone to have a voice in their creation, as opposed to continuing motions and amendments to motions to accomplish a mutual goal.  Timelines are difficult towards the end of the year, and if everything can be maintained as civil and focus towards the production of these policies then I believe we can create something much more applicable to this organization than a “boiler plate” or document that is drafted by an attorney who is unfamiliar with the organization or the issues specific and inherent to the costuming community such as “Cosplay is not consent”, et al.  Also, document reviews are generally less costly than document creation, in my experience.

Cordially,

Mera Babineaux

On Nov 6, 2019, at 5:29 PM, Shimmer Shade <mera.babineaux@gmail.com> wrote:



The existing motion 11-6-2019-1 has been motioned for amendment by Judy Mitchell and rewritten by the motioner, Jacalyn Boggs.  The motion is amended as:

Motion # 11-6-2019-1:  motion for The ICG Board to solicit three quotes and hire an international lawyer to draft a. A code of conduct b. A non-discrimination policy c. An anti-harassment policy to be received no later than 31 December 2019 so that a vote can be completed no later than 31 January 2020.

Cordially,

Mera Babineaux

On Nov 6, 2019, at 5:21 PM, Shimmer Shade <mera.babineaux@gmail.com> wrote:



Again - and the last time I will say this:  we are not in recess.  I asked that y’all please be considerate and hold any motions that you didn’t deem urgent until Ron got here.  The chapter couldn’t be held, it’s a petition, we handle those as they come in.

And Jacalyn is making motions that she deems of urgent nature on behalf of her chapter.  I have asked if she believes they must be handled immediately and she has given good cause for them to be imperative for her chapter.  I have acknowledged them, and given one a motion number.

I will do the same for any of you who wish to raise motions.  That includes the budget, which still hasn’t been motioned.  Some business just has to be dealt with.  Essentially, I’m done on Sunday so there’s no vote tallying or anything else I need to handle, and no one can argue I have anything else to do with this, so this is fine.

As for the expense, certainly something worth discussing, I agree.  Y’all have fun with that.

Conversations are to remain civil.  Pretend there’s a code of conduct.  I don’t want to move this board to moderated comments.

And - for the record - disagreeing with someone isn’t being uncivil as long as it isn’t phrased in an uncivil matter.

Cordially,

Mera Babineaux

On Nov 6, 2019, at 4:58 PM, Jeanine jeanine@woollycat..net [ICG-BOD] <ICG-BOD@yahoogroups.com> wrote:

  

Jeanine Swick 4:54 PM

On Oct 26, 2019, this was posted by Mera when announcing Ron would become our presiding officer:
merarose [4:40 PM]
snipped for the pertinent part*In other words, unless there’s
that absolutely can’t wait, please keep all remaining business matters other than nominations on hold until Ron is available, in roughly 2 weeks.*Cordially,
Mera BabineauxWhat has been  put forward as motions is completely out of line at this time. Neither of the motions are for  a "super urgent thing"

Jeanine

On 11/6/2019 4:18 PM, Jacalyn Stanley jacalynstanley@gmail.com [ICG-BOD] wrote:

 

I am making a motion for The ICG Board to hire an international lawyer to draft a. A code of conduct b. A non-discrimination policy c. An anti-harassment policy to be received no later than 31 December 2019 so that a vote can be completed no later than 31 January 2020.  Let’s start the new year off right.

Jacalyn Boggs

 

Pending acceptance of accepted withdrawal of Motion 11-06-2019-1a:

I move to amend Motion 11-06-2019-1 to read as follows: "I move that
the ICG Board direct the ICG Finance Committee to solicit no fewer
than three (3) quotes (including expected retainers for the work) from
lawyers licensed to practice in the state of Maryland to investigate
the hiring of a lawyer, with non-profit and international law
experience and licensed in the state of Maryland, to draft language
for the following: a. A code of conduct, b. A non-discrimination
policy , and c. An anti-harassment policy applicable to a non-profit
international organization, with the intention of adding said policies
to our Standing Rules. The deadline for quotes to be compared before
voting on approval of awarding such contract shall be January 31,
2020. All quotes for services rendered and required retainers shall
be presented to the board and the membership for discussion on
February 1st, 2020 and voted on by the ICG membership at the ICG
Annual meeting in Montreal, March, 2020.

Very respectfully,
Betsy R. Marks
Silicon Web president
Representative, ICG Board of Directors

--
Betsy R. Marks

http://www.hawkeswood.com/