In person at Leesburg (virtual option https://meet.google.com/ese-azox-rje)

Attendance: Mark Millsap, Jim Waldron, Scott Silvers (virtual), Bo Wernick, Evin Grano, Jennifer Chu

Approved agenda

Discussed proposed changes to the Committee section of the Standing Rules 

• Reviewed proposed changes
• Discussed the reason for the proposed changes (i.e., what problem is it trying to solve). 
  • Examples provided of committee chairs making unilateral decisions against the wishes of their respective committees.  Committee members want to be involved in committee decisions.
  • The proposed changes would give committee members a voice and the opportunity to vote on committee decisions.
• Discussed how the proposed changes would just be trying to fix a symptom and does not address the actual problem.
  • If a committee chair is not fulfilling the responsibilities of a chair and is not being responsive to committee members, then they should be removed as chair.
• Need to clearly define the roles, responsibilities, and expectations for site stewards, room stewards, and committee chairs.
  • For the next meeting we will discuss the roles, responsibilities, and expectations for site stewards, room stewards, and committee chairs.
  • Jim and Jen will prepare a draft for discussion. 

Discussed possible changes to the Bylaws to make the President and Treasurer positions part of the Board

• Discussed the reason for the change
  • Currently the President and Treasurer are appointed by the Board from the general membership and are therefore not Board members.  Board members must be elected by the general membership, per the bylaws.
  • Legal counsel said that while our current practice is legal, it is not typical.  Typically, the President and Treasurer are Board members and can vote during Board meetings.
• Discussed, briefly, the possible change
  • Our D&O insurance includes Officers, so the President and Treasurer would be covered by the insurance.
  • Our current practice is allowed and it's working fine, so why change it, other than to be consistent with other corporations.
• The discussion was ended because no one felt strongly about changing the Bylaws.  There does not appear to be interest in discussing this topic at a future meeting.

Other proposed changes or topics of discussion

• Standing committee vs. ad hoc committee - Possibly define and identify standing committees and ad hoc committees
• Nomenclature consistency - Jim will review bylaws and standing rules and suggest revisions to make names/titles consistent (facility steward vs site steward) 
• Bookkeeper - Should the bookkeeper be an officer?
• Non-Members as Directors and Officers - Should non-Members be allowed to be Directors (elected position) and Officers (appointed position)

Next steps

• Jim and Jen will draft an outline of roles, responsibilities, and expectations for site steward, room stewards, and committee chairs for discussion.
• Jim will review bylaws and standing rules and suggest revisions to make names/titles consistent.

Date of next meeting - Monday, June 17th at 7 pm at the Leesburg space