In person at Leesburg and virtual (https://meet.google.com/ese-azox-rje)
Attendance: Jim Waldron, John Carter, Jennifer Chu
Reviewed one item from the Canvas on the #rules-and-bylaws-review Slack channel:
- (From Board meeting agenda, open discussion item) Lets discuss some guidelines regarding slack usage. We may also want to discuss auxiliary access beyond "baseline" membership. Some auxiliary access items include: mailbox access, email account access, wiki editing access, google drive access, camera access, door admin access, and storage bin access, to name a few."
- ==>This item from the Board agenda was related to possibly developing a separate membership status for members not in good standing; this item was NOT about revising access for members in general. The Committee decided it was no longer interested in discussing this item.
Reviewed remaining proposed changes to the bylaws that were not approved or reviewed at the 11/20/2024 Board meeting:
- NB7: Changes to Bylaws 3.1.1 Political Activities
- We would like to be able to influence legislation that may impact the organization.
- ==> Revise proposed change to bylaws to remove limitations on influencing legislation.
- NB9: Changes to Bylaws 4.1.9 Start of Director term of office
- The proposed change was already adopted at the 6/24/2024 BOD meeting.
- Need to consider the scenario where the first election is not successful and a second election is necessary
- ==> Propose change to bylaws to clarify that the Directors' term of office shall begin at the start of the Annual Meeting of the Board following their election.
- NB25: Changes to Bylaws 6.4.2 Waiver requirement
- Previously proposed change - "Failure to execute such waiver will result in immediate suspension."
- This change is not necessary since Bylaws 6.4.1 "An application shall be admitted or renewed as a Member so long as any applicable dues are paid in full, after their membership application is approved in accordance with the Standing Rules and by their signature on the Makersmiths standard waiver. Members agree to execute and affirm such waiver from time to time as may be required by the Board." already requires that a waiver be signed to become a Member or to remain a Member .
- ==> Disregard the previously proposed change to bylaws.
- NB26: Changes to Bylaws 6.9 Proxies for Meetings of the Membership
- Current bylaws language is confusing and uses ADA terminology, such as "reasonable accommodations".
- ==> Propose change to bylaws such that Members may not vote by proxy.
- NB27: Changes to Bylaws 6.9 - Add new rule that a Director may not vote by proxy for another Director
- Per Virginia law, Directors may not vote by proxy anyway, so this new rule is not necessary.
- ==> Disregard the previously proposed change to bylaws.
Reviewed Standing Rules related to Member storage:
- Discussed removing rules regarding storage lockers.
- Discussed revising rules regarding member storage in storage bins.
- ==> Propose removing rule regarding storage lockers.
- ==> Propose removing rule regarding storage bins.
- ==> John drafted new rules regarding storage bins and sent them to the Secretary to add to the agenda for review and approval. Jennifer added the proposed changes to the working copy of the Standing Rules on the Google Drive => Bylaws and Standing Rules Review 2024 => FOR REVIEW,
The previous set of proposed changes to the Standing Rules have not been submitted to the full Board for approval. Need to have another Bylaws and Standing Rules Committee meeting in January to discuss the proposed changes with individual Board members. Then the proposed changes can be submitted to the full Board for approval.