Voting proposals needed:kristin wrote:Voting Agenda for June 3 meeting
(I still don't have any other non-voting items or time requirements for other areas, so people who have stuff to say - let me know)
Vote #1 - Split Managing Director / secretary roles back into two chair positions.
Nobody ended up running for the combined MD position, and Asaf and I are willing to do these as two separate roles.
Secretary
Make, post and print agendas for the general body meetings. Take notes at general body meetings and post minutes. Communicate voting items at least one week before item is voted on, run voting, and post results of voting. Assemble and maintain list of AIC decisions and rules.
Managing Director
Responsible for overseeing all projects being undertaken by the community. Communicate with all committee chairs and gets regular reports from them. Remind AIC members to complete their action items. Encourage forward motion on AIC action items. Has authority to perform duties of other offices in their absence or delinquency.
Vote #2 – Payment to managing director
Prereq: Vote #1 passes.
Given new definition of role, vote to maintain previous decision of paying $100 per month to MD, beginning at completion of 1st month of service.
Vote #3 – Secretary. Nominees: Kristin F
Prereq: Vote #1 passes.
Role as defined in Vote #1
Vote #4 – Managing Director. Nominees: Asaf R.
Prereq:: Vote #1 passes.
Role as defined in Vote #1
Vote #5 – Scheduling head. Nominees: Roy J
Role as previous defined on 9/15.
Scheduling: E-mail performers for availability to perform and host for 2 month blocks. Recruit new teams to perform at the Hideout. Schedule performance and hosting dates for all teams. E-mail the schedule to teams, Brenner (at Austin Chronicle) and XL as well as posting it on the forums. Make program for each 2 month block. Make giant calendar for the Hideout wall. Make calendar for the Hideout display case. Keep track of need for volunteers to host.
Vote #6 – Finance. Nominees: Mike M
Prereq: Mike M gaining more understanding of the duties and time involved, and fully accepting this nomination. This is listed as an official voting item so it can be on the agenda and any proxy votes can be submitted, but Mike M retains the right to withdraw his nomination before or at the meeting. (This is my idea of phrasing not his, just covering my bases.)
Role as previously defined on 9/15
Finance: Oversee the account maintenance of the AIC account. Deposit all income from sources (at this point, its the Hideout) into account. Provide full accounting of status of account and analysis (when needed) at monthly AIC meetings. Document all financial dealings and provide copies to AIC member body at meetings.
Vote #7 – Purchasing Quickbooks for $150
Prereq: Software purchase determined necessary.
Purchase a copy of Quickbooks to aid in treasurer transition since Erika is leaving at the end of June. This may not be necessary if Mike M is voted in as the new Finance chair and a separate license is not needed.
Possible reasons for necessity include:
a – for Erika’s use in transitioning, or
b – because Mike M needs an additional license for both organizations, or
c – because Mike M does not get voted in as new Finance chair
Once again, this is listed as an official voting item so it can be on the agenda and any proxy votes can be submitted, but the vote may be withdrawn if the criteria of necessity is not met.
Vote #8 – Online-based voting
Prereq: Vote #1 passes (so the AIC still has a secretary)
Prereq: An official email list of members is finalized.
Prereq: The voting solution provides a way to guarantee each member would have at most one vote.
This vote is to allow future official AIC votes to be gathered via an online voting system or via emails. There would have to be an official list of members and the technical solution would have to provide a way to guarantee each member would have at most one vote. The secretary would facilitate the voting either via the online system or emails by:
- clearly describing the votes
- when appropriate, gathering opinions and positions from all sides of the vote in order to present voters with information about the decision they are making, since in person meeting discussions would no longer be a component of the voting process
- providing at least one week from the time the voting option is made available to members and when the results are finalized
- communicating results of voting
- Andy: Constant contact purchase
- Miggy: Details on the bank account switch
- Anything else
The voting agenda needs to be out by one week before the meeting, Sunday the 24th. I will be computerless from this Thursday until next, so anybody that needs an official vote, please make sure you get the details to me by the end of day tomorrow (Tuesday) and I'll post it, or post all the details you can here yourself before the 24th.
Non-voting agenda items? Let me know.
We're going to try to get more proxy votes this time to make sure we can actually have quorum votes on all the issues. I've created a new email address just for this purpose which only I will see: aicvotes@gmail.com. The votes above are clearly numbered, but any new ones I'll make sure get added to a succinct list when I'm back.
