Item # 3 - Questions/Comments on the On-line Meeting Procedures

Below are the Meeting Procedures from the CFC Handbook – If at any time during the meeting a governor has a question around the procedures, please post it here and I will attempt to respond as Posting Secretary.

Governors’ On-line Meeting Procedures

CFC Handbook SECTION 2 –Rules and Regulations, Article One, section 22A – Procedures for Governors’ On-Line Meetings:

1. The Meeting

( i ) Meetings shall be held on the CFC Governors’ Discussion Board.
( ii ) Meetings shall be held from the 1st to the 7th of every third month, beginning with the CFC AGM in July ( whether that be a normal or on-line meeting ). The meeting will start at 11:00 AM on the 1st, and conclude at 10:00 PM on the 7th ( subject to a motion amendment extension ). All times in this motion are Eastern Standard Time, and where relevant, Eastern Daylight Time.
( iii ) There shall be a quorum of 15 governors to constitute a meeting.
( iv ) Motions will be passed during meetings, and such meeting extensions as may be required due to amending motions.
( v ) The President, or someone designated by him/her as an alternate, shall chair the meeting.
( vi ) The Posting Secretary will post the agenda items to be dealt with.
( vii ) Proposed agenda items will be sent to the Secretary by 6:00 PM, two days before the start of the meeting. The Secretary will assemble these suggestions and forward them to the President. The President shall draw up the meeting final agenda ( he may consult with the Secretary in doing this ). The President shall publish the agenda as soon as possible, before the meeting.

2. The Role of the Chairperson

( i ) The Chair will decide on procedural matters such as motions of order, when to close agenda items, whether to add items to the agenda after the deadline, adjournment, etc..
( ii ) The President shall initially abstain on all motion votes. However, in case of a tie vote on motions or elections, s/he shall have the tie-breaking vote.

3. Role of the Posting Secretary

The Secretary, or his/her designated alternate, shall be made a Governors’ Discussion Board Administrator. S/he shall post the meeting agenda, discussion threads and motion voting threads on the Governors’ Discussion Board as follows:

( i ) Posting of Meeting Agenda – As soon as the Secretary can, s/he shall post the agenda on both the Governors’ Discussion Board, and the members’ CFC Chess Forum.

( 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 9:00 PM 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 6:00 PM 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 6:00 PM on the 3rd. A discussion thread for them shall be started. They shall be voted on by the normal motion vote closing time – 6:00 PM on the 7th. Once an amending motion is filed, the main notion 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 6:00 PM 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 be 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 6:00 PM on the 10th to vote on this motion(s) ( and for no other business ). Voting on this motion(s) shall be closed at 6:00 PM on the 10th.

4. Agenda Item Summary

At 9:00 AM 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 9:00 PM 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 ), on the Governors’ Discussion Board and the members’ CFC Chess Forum.

6. Meeting Minutes

Within 7 days of the close of the meeting, the Secretary shall prepare the Minutes of the governors’ meeting, and they shall be posted on the Governors’ Discussion Board, to allow for any corrections to be raised.. Notice by e-mail shall be sent to all governors once the Minutes are Posted. Governors shall have 3 days to post corrections or e-mail them to the Posting Secretary.

7. Governors’ Letters

After 3 days, the Minutes, as corrected if necessary, shall then be immediately published in a Governors’ Letter, to be posted immediately on the CFC Website. This may be combined with any other content the CFC Secretary wishes to publish at the same time. As well, the Governors’ On-line Meetings, will replace the tradition of motions being discussed and voted on in Governors’ Letters. Motions filed will now be for the next Governors’ Meeting, unless dealt with by e-mail.