Minutes of the Rules and Governance Meeting May 3, 2000

(Next meeting will be on June 12, 2000, 7:30, at McMurray Library)

Chairman: Vic Bottomly

Present were Carol Salkind, Scott Engelhard, Fred Hansen, Jacqui
Pegues, Phil Mahurin, Nota Lucas, Mark Salkind, Anne Woodward
(board member), Rich Chwaszczewski, Michelle Morgan, Michael
Romanowski, and Vic Bottomly

Meeting commences 7:30

Vic Bottomly proposed that minutes be transmitted by email
and/or FAX to members attending the last meeting for comment and
approval prior to making them official. The purpose of this
would be to allow the minutes to be approved and sent to Josh
for publication within the same month as the meeting. The
proposal was generally supported.

Motion made to set the regular committee meeting date for the
2nd Monday of each month at the McMurray School library, 7:30
p.m. Motion passed unanimously.

Discussion was held regarding a mission statement. Carol Salkind
stated that she believed one was in the library and she would
try to get a copy next time she was in the library.

A discussion on Jake's request that the committee provide
guidance to other committees on following the rules and
operating their committee resulted in several ideas. Phil
Mahurin emphasized simplicity. Jacqui Pegues suggested that an
index or other list referencing certain subjects to the relevant
by-law and rule would be useful. Rich Chwaszczewski volunteered
try to bring all the rules and by-laws into one document in
order to prepare a general index regarding various subjects.

The discussion than shifted to the question of locating and
updating the latest version of the rules and by-laws. Apparently
the library's copies are a bit haphazard making it difficult to
see which rules are in effect. The committee suggested that the
clerk of the Council prepare at least 2 separate folders as
follows: (1) containing the current rules and by-laws, and
marked as "current", and (2) an archive folder containing all
previous versions of rules, sorted by date or in some other
logical fashion.

Next item was discussion on the subject of by-law amendments.
Scott Engelhard stated that we should have some lead time for
the general body to discuss and understand by-law amendments
before holding a vote. Scott proposed that by-law amendments be
held on specific meeting dates. Rich indicated that by-law
amendments in other organizations are often entertained
quarterly. It was suggested that the procedure include some kind
of deadline(s) for presentation, comments, etc. Another
suggestion was to provide pro and con reports regarding a
proposed by-law amendment. There was general support for a
by-law amendment that would limit the frequency with which the
by-laws could be amended



Some discussion ensued regarding the last by-law amendment,
suggesting that it had been adopted too hastily. Fred Hansen
pointed out the last amendment followed procedure exactly, and
that the issue had been in the public view for approximately 3
months. It was agreed that the last by-law amendment did follow
procedure. Michelle Morgan suggested that the controversy over
the last amendment indicated that the procedure itself needed
some change. To address the issue, Nota Lucas suggested that the
committee present a report at a future general meeting that
identifies the types of issues we want to address in such a
by-law amendment (timing, frequency, etc,) to better obtain
input from the community.

She also suggested that the next meeting be devoted to
brainstorming the by-law amendment issue. Vic requested ideas be
emailed to him so that they could be spread to the members
before the next meeting.

Regarding operation of future committee meetings, Scott
requested meeting agendas be sent out a few days prior to allow
thought on the issues.

Next was a discussion regarding the motions out of committee
before the general council. Several people wanted to adjust the
wording of the Rules amendment regarding telephone polling of
the board. Although the motion sought to keep board decisions
within the spirit of the open meeting law, some felt that
eliminating the provision would unduly hamper the board. When it
was pointed out that the motion could not be changed because it
was already on the council agenda, it was moved to asked the
council to table the motion at the general meeting. That motion
passed and the meeting was adjourned.

Vic Bottomly, Chair

Transcribed from notes by V.B and Mark Salkind.