Dear all, We are planning to have the Voting Members meeting for lowering the quorum requirement in our bylaws in mid-October and for the meeting we will allow use of proxies for those that can not attend the meeting - so that we would ensure to reach quorum (to change the quorum requirement in the current bylaws).
Russ and I have drafted a policy for the use of proxies. We would like to get feedback and approval from the Governance WG for the policy after which the Board will also give its nod of OK to it. The *drafted proxy policy can be viewed and comments suggested in this Google Doc <https://docs.google.com/document/d/1hcwguvHSWaywWrZR8VOoRkWJsE52Hp-EP2QC-uk62fk/edit?usp=sharing>* (no registration required for commenting). We hope to get feedback to this policy draft in the next two days and have a live chat/ *meet this Friday, September 19 at 3 pm UTC in IRC #hot channel*. That is, in pretty much exactly 48 hours. All feedback added to the document or sent via email by the meeting time will be incorporated as feedback for the Governance WG. After approving this proxy use policy we will scope the best date for the meeting among all of the voting members for about a week and then have the actual meeting around mid-October. *As a reminder of the background to this:* The first meeting of the Governance Working group <https://lists.openstreetmap.org/pipermail/hot/2014-August/005808.html> discussed about a month ago that we would aim to hold a Voting Members special meeting as soon as possible to change the quorum requirement of our bylaws so that we would actually be able to hold Voting Members meetings. The meeting is "Special" simply because it is not the General Assembly aka. the annual meeting of the organization. This bylaws adjustment is an important matter that relates to pretty much all other governance issues so I hope that we get this resolved well. The Board adopted the Governance WG's suggestion to change the quorum to 1/4 as such and is passing it on to the Voting Members meeting (that is expected to be held in October). >From Board's August 2014 minutes <https://docs.google.com/document/d/1pHx99-1yyC9km97aSKtd7SUiZCAr-el3yjU3iUG24iA/edit?usp=sharing> : The Board decided to adopt the proposal of the Governance Working Group and send for voting members’ approval the change of the bylaws article 5.6 to: 5.6 Quorum. (a) At meetings of the Board of Directors, a majority of the directors then in office shall be necessary to constitute a quorum for the transaction of business. (b) At meetings of the Voting Members, one-fourth (1/4) of the voting members shall be necessary to constitute a quorum for the transaction of business. from their current form of: 5.6 Quorum. At meetings, a majority of the directors then in office or voting members shall be necessary to constitute a quorum for the transaction of business. Election committee will be gathered from interested community members by Jaakko Helleranta & Russell Deffner who will announce the composition of the committee to the community with details of meeting arrangements. The meeting for approving the proposed bylaws amendment will be arranged mainly as voting members’ meetings before with voting online prior to the meeting. The use of proxies will be permitted, however (*) with maximum of one proxy per voting member present in the meeting. Details on how proxies can be used will be written and the details will be separately approved by the Board before the explanation will be sent to the voting members. With best regards, -Jaakko -- Jaakko Helleranta * jaakko.hellera...@hotosm.org Humanitarian OpenStreetMap Team (HOT) * http://hot.openstreetmap.org Mobile: +505-8845-3391 (Nicaragua) * Voice(mail) / SMS / What's app: +1-202-730-9778 Skype: jhelleranta * Twitter: @jaakkoh * Personal profile: http://about.me/jaakkoh
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