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View Full Version : 4. Instructions/Questions/Comments on the On-line Meeting Procedures



Lyle Craver
09-30-2011, 02:15 AM
This forum is the October 2011 Quarterly Governors' meeting of the Chess Federation of Canada. These started in 2010 as a result of a Governor's motion and have continued and grown since then and our feedback from previous meetings have been generally positive.

For the benefit of Governors attending one of these meetings for the first time let me explain the ground rules - each message thread in the meeting is a separate agenda item with the agenda itself being item #1. There are several motions before this meeting - these are agenda items 12 through 16. Voting starts on day 5 and continues to the end of the meeting. These will be agenda items 19a,b,c,d etc. (the software only allows one poll per thread) and will be made a 'sticky' which for the uninitiated simply means a message semi-permanently at the top of the list of topics when you sign in.

(By default, message threads will display in the order of the agenda - you can change this if you choose)

As per CFC rules, Governor voting is secret ballot with the results to be announced (including who voted which way) after the close of voting. I will try to expedite getting the announcement posted as quickly as possible during the time of voting. Normally midnight on the last day is the close of voting - though the president has extended meetings previously when there were important amendments to be voted.

In the voting threads there is to be NO DISCUSSION of the issues and any such message posting will be deleted without notice - the place for discussion is in the discussion topics which will remain open during the voting period.

Technical questions on procedure belong in this message thread and we'll try to answer them as quickly as possible.

Other than that, behave like you would in a face to face meeting and most of all, have fun!

Christopher Mallon
10-01-2011, 12:26 PM
Lyle, is there any particular reason the meeting is buried way down here rather than being at its traditional spot at the top of the Private Forums list?

Christopher Mallon
10-04-2011, 10:40 AM
Since it's occasionally difficult to get to the CFC Handbook, can Lyle or Bob post the current rules for constitutional amendments at the online meetings, since we have a couple such motions?

Thanks.

Lyle Craver
10-05-2011, 03:43 AM
I think what you are asking for is:

(ii) Agenda Items – each agenda item shall be a new thread. The opening agenda item will be “Those Present“, where governors will sign in. It will be a “sticky“ so it remains at the top of the page. The second last agenda item will be “New Business“. The Chair will instruct the Posting Secretary whether to open a new thread on “New Business“ items proposed (i.e. whether there is sufficient meeting time left to deal with the item; etc.)

(iii) Agenda Item Introductions – the Posting Secretary will post any preliminary introduction statement, giving relevant facts and issues, as the first post under agenda item headings. These will have been developed by the Secretary, in consultation with the agenda item proposer, in advance of the meeting.

(iv) Motions – motions will be “stickies“ at the top of the page, and will only be used for recording governor votes. No voting on motions can occur until after 9:00PM on the 4th, to allow for initial discussion, and the filing of amending motions. After voting on motions has commenced, there can be no amending of the motion. Motions voting closes at 6:00PM on the 7th. Discussion of motions will be under normal agenda item headings.

(v) Amending Motions – motions to amend a tabled motion may be introduced up to 6:00PM on the 3rd. A discussion thread for them shall be started. They shall be voted on by the normal motion vote closing time – 6:00PM on the 7th. Once an amending motion is filed, the main motion sought to be amended shall be temporarily closed, pending the outcome of the amending motion.

(vi) Motion Meeting-Extension – where a motion has been “closed“ due to an amending motion, as soon after 6:00PM on the 7th as possible, the Posting Secretary will reopen the motion, or if amended, start a new thread on voting on the amended motion. There will no longer be a discussion thread for the unamended motion nor a new one started for the amended motion. The meeting will then be extended to 6:00PM on the 10th to vote on this motion(s) (and for no other business). Voting on this motion(s) shall be closed at 6:00PM on the 10th.

(4) Agenda Item Summary: At 9:00AM on the 6th, or as soon thereafter as possible, the President, or the Posting Secretary if asked by the President, will post a summary of the agenda item discussion, setting out the critical points and the majority view, if any, on any controversial issue. S/he will propose what action might be taken on the agenda item, if any, in his/her opinion. Governors will have until 9:00PM on the 7th to respond to the President’s Summary. Whether the President or Posting Secretary summarizes discussions during a meeting extension is optional.

(5) Vote Results: As soon after the close of voting on motions as possible, the Posting Secretary will post the results of all motions, giving the names of governors and their vote, and confirm whether the motion passed or failed (e.g. whether constitutional amendments achieved the 2/3 majority needed), and 50% quorum for non-AGM constitutional amendments [Motion 2011-D]
on the Governors’ Discussion Board and the members’ CFC Chess Forum.




[editorial note: The phrase in red was struck last year and vBulletin doesn't really have a good way to show strike-outs. Since quorum is 15 that means only 10 yes votes is enough to change the constitution. I believed then and still do that that lowers the bar too far particularly since we have not been diligent on the notice clauses requiring 30 days notice to all Governors. However this subject is not on the table at this time so no debates please!]

Christopher Mallon
10-05-2011, 06:50 AM
Lyle - idea for next time. For the single-digit thread numbers, add a 0 in front. So this one would be 04. Instructions .... etc.

Then you can sort by Thread Title ascending and it'll be perfectly in order, even if the threads are created out of order.

Ken Craft
10-05-2011, 09:37 AM
When does voting close?

Bob Armstrong
10-05-2011, 11:08 AM
Lyle:

How come the 2 motions ( Mallon/Drkulec ) under agenda Item # 12, are not being voted on now??

Bob A

Michael von Keitz
10-05-2011, 05:46 PM
When does voting close?




(v) Amending Motions – ...the normal motion vote closing time – 6:00PM on the 7th...



In reality, I think they might remain open beyond 6pm EST, as I'm sure it's a working day for Lyle. We'll say 6pm PST at the latest.

Michael von Keitz
10-09-2011, 10:54 PM
This forum is the October 2011 Quarterly Governors' meeting of the Chess Federation of Canada. These started in 2010 as a result of a Governor's motion and have continued and grown since then and our feedback from previous meetings have been generally positive.

For the benefit of Governors attending one of these meetings for the first time let me explain the ground rules - each message thread in the meeting is a separate agenda item with the agenda itself being item #1. There are several motions before this meeting - these are agenda items 12 through 16. Voting starts on day 5 and continues to the end of the meeting. These will be agenda items 19a,b,c,d etc. (the software only allows one poll per thread) and will be made a 'sticky' which for the uninitiated simply means a message semi-permanently at the top of the list of topics when you sign in.

(By default, message threads will display in the order of the agenda - you can change this if you choose)

As per CFC rules, Governor voting is secret ballot with the results to be announced (including who voted which way) after the close of voting. I will try to expedite getting the announcement posted as quickly as possible during the time of voting. Normally midnight on the last day is the close of voting - though the president has extended meetings previously when there were important amendments to be voted.

In the voting threads there is to be NO DISCUSSION of the issues and any such message posting will be deleted without notice - the place for discussion is in the discussion topics which will remain open during the voting period.

Technical questions on procedure belong in this message thread and we'll try to answer them as quickly as possible.

Other than that, behave like you would in a face to face meeting and most of all, have fun!

Chris Mallon made an excellent suggestion for future: "For the single-digit thread numbers, add a 0 in front." This will be done at each quarterly meeting hereafter. Given the location of the current CFC Secretary (British Columbia), polls will close at 6pm PST at each subsequent quarterly meeting this term.