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<div dir="ltr">Dear Virginia Greens,
<div><br>
</div>
<div>I am happy to publish here below the agenda of our May 13th
business meeting. As we did last May and October, this will be
a two-part meeting, with a business meeting in the morning and
a meeting of the general membership in the afternoon. All
members are welcome for both parts, and members are especially
encouraged to attend in the afternoon. <br>
<br>
<a
href="http://www.vagreenparty.org/meetings/agendas/ag20170513.html">http://www.vagreenparty.org/meetings/agendas/ag20170513.html</a><br>
<a href="https://www.facebook.com/events/930705473737311/">https://www.facebook.com/events/930705473737311/</a><br>
</div>
<div><br>
</div>
<div>Cheers,</div>
<div><br>
</div>
<div>Sid</div>
<div><br clear="all">
<div>
<div class="gmail_signature">
<div dir="ltr">********************
<div>B. Sidney Smith and Tamar Yager</div>
<div>GPVA, Co-chairs</div>
<div><br>
</div>
<div>********************</div>
<div><br>
</div>
<div>
<div>AGENDA of Business Meeting, 13 May 2017
(Saturday)</div>
<div><br>
</div>
<div>NOTE: This is the agenda of the business meeting,
which will take place in the morning. In the
afternoon we will hold a meeting of the general
membership, with presentations on the Atlantic Coast
Pipeline and on gerrymandering in Virginia. Details
on the general meeting will follow soon.</div>
<div><br>
</div>
<div>LOCATION: (HYBRID in-person/remote-join)
Rockfish Community Center, George Washington and
Jefferson National Forest, 190 Rockfish School Ln,
Afton, VA 22920. For those wishing to attend
remotely, we will be using an online video
conferencing service with full two-way audio and
video. Information on how to join the meeting
remotely will be provided before the meeting. You
will need access to broadband internet, a computer,
speakers or headphones/earbuds, and a microphone to
participate remotely.</div>
<div><br>
</div>
<div>TIME: 9am to 12pm. (The general meeting will
start at 1pm, and food will be provided on the
premises.)</div>
<div><br>
</div>
<div>(For purposes of calculating quorum, the locals
represented at at least one of the previous two
meetings were Arlington, Blue Ridge, Central
Virginia, Fredericksburg, Hampton Roads, New River
Valley, Piedmont, Shenandoah, South Fork, and At
Large.)</div>
<div><br>
</div>
<div>INTRODUCTION (10 mins)</div>
<div><br>
</div>
<div>Choose facilitator, note-taker, time-keeper,
vibes-watcher.</div>
<div><br>
</div>
<div>Ratify agenda. </div>
<div>Approve minutes of last meeting.</div>
<div><br>
</div>
<div>OFFICIAL REPORTS (2 mins each -- total 30 mins)</div>
<div><br>
</div>
<div>(Detailed reports should be submitted in writing
to the business listserve, and highlights only
briefly summarized at the meeting.)</div>
<div>Co-Chair's report.</div>
<div>Treasurer's report.</div>
<div>Webmaster's report.</div>
<div>GPUS delegates and committee members' reports.</div>
<div>Local reports.</div>
<div><br>
</div>
<div>OLD BUSINESS</div>
<div><br>
</div>
<div>Review/Confirmation of IC decisions since the
January meeting. (10 min)</div>
<div><br>
</div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span>Correction
of language to the bylaws, Para. 14.1.3, to reflect
our actual election schedule.</div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span>Affiliation
of Lynchburg Local</div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span></div>
<div>Review of website progress (10 min)</div>
<div><br>
</div>
<div>Review of current campaigns (10 min)</div>
<div><br>
</div>
<div>NEW BUSINESS</div>
<div><br>
</div>
<div>Confirmation of Audrey Clement for GPUS
Eco-action Committee (5 min)</div>
<div><br>
</div>
<div>BYLAWS (45 min)</div>
<div><br>
</div>
<div>Name change for Interim Committee</div>
<div>General Secretary</div>
<div>Adjustment to Para 12.1</div>
<div><br>
</div>
<div>COMMITTEES (30 min)</div>
<div><br>
</div>
<div>Review and discussion of proposals for our
committee structure and duties</div>
<div><br>
</div>
<div>OTHER (20 min)</div>
<div><br>
</div>
<div>Review of internal complaints procedure</div>
<div>Discussion of delegate apportionment proposal
from Ryan Wesdock et al.</div>
<div><br>
</div>
<div>ADJOURN</div>
<div><br>
</div>
<div>***********</div>
<div><br>
</div>
<div><br>
</div>
<div>TEXT OF BYLAW PROPOSALS</div>
<div><br>
</div>
<div><br>
</div>
<div>PROPOSAL: Rename the Interim Committee to the
"Leadership Council"</div>
<div><br>
</div>
<div>Rationale: With the recent changes in our bylaws
to voting rights and procedures on major decisions,
the representatives of locals are the principles
responsible for major decisions whether at in-person
meetings, teleconference meetings, or when convened
through the IC list-serve. This new designation is
more consistent with the changes already adopted. In
addition, this language clarifies the nature and
purpose of the group as the primary governing and
decision making body of the party, as, in fact, it
has generally been in practice.</div>
<div><br>
</div>
<div>Current vs. proposed language: Throughout the
bylaws, replace each instance of the words "Interim
Committee" with the words "Leadership Council." </div>
<div><br>
</div>
<div>Edit Para 10.1.1 to read: "Each Local, through an
inclusive democratic process, shall designate a
Local Representative to serve as its member of the
Leadership Council and as its principal point of
contact with the state party."</div>
<div><br>
</div>
<div>Edit Para 10.2.1.2 to read: "The Leadership
Council member or certified alternate from each of
50% or more of the affiliated locals."</div>
<div><br>
</div>
<div>Edit Para 10.3.1 to read: "Major decisions shall
be made by consensus of those GPVA members present
or, if consensus cannot be achieved, by a vote of
three-fifths of the members of the Leadership
Council present, unless the Bylaws specify a
different approval threshold for the decision at
hand, and provided quorum has been established.
Alternate local representatives may vote on behalf
of their local's Leadership Council member provided
the alternate is certified in writing to the
Co-Chairs by their local's Leadership Council member
prior to the start of the meeting. Officers may not
designate alternates, and no person present shall
have more than one vote. At-large members present at
state meetings may vote in accordance with Para.
7.4.2, and are treated as a single member pro tem of
the Leadership Council while the meeting is in
session."</div>
<div><br>
</div>
<div>Edit Para 17.1 to read: "The GPVA shall have a
Leadership Council, accountable to the GPVA and
responsible for GPVA major decisions in accordance
with Para. 10.3."</div>
<div><br>
</div>
<div>Edit Para 17.2 to read: </div>
<div><br>
</div>
<div>17.2 Composition</div>
<div><br>
</div>
<div>17.2.1 The members of the Leadership Council
shall be the Co-Chairs, the Press Secretary, the
Treasurer, and the Local Representative of each
affiliated local.</div>
<div><br>
</div>
<div>17.2.2 The Leadership Council shall be convened
by one of the Co-Chairs any time there is business
that, in the opinion of both Co-Chairs, requires its
attention in accordance with Para 17.3, or upon
request by at least 50% of Local Representatives.
Meetings that are not in-person or teleconference
meetings scheduled in accordance with Para's 10.6
and 10.7 shall be called "interim meetings." Interim
meetings shall be conducted using a designated email
list-serve.</div>
<div><br>
</div>
<div>17.2.3 If the Co-Chairs fail to convene an
interim meeting of the Leadership Council within
three days of a request by 50% or more of Local
Representatives, the requesting Local
Representatives may, by consensus, designate any
member of the Leadership Council as the convener pro
tem, to serve for the duration of the requested
meeting.</div>
<div><br>
</div>
<div>17.2.5 All procedures of the Leadership Council,
including transcripts of list-serve emails, shall be
open and available to any member of the GPVA.
Interim meetings of the Leadership Council shall be
announced to the general membership at the time they
are convened, including the reason, the business to
be conducted, and the decisions to be made. Input
from all GPVA members to interim meetings shall be
encouraged. Local Representatives are responsible
for the timely reporting to the Leadership Council
of the input of their local's members, and the
Co-Chairs are responsible for conveying the input of
at-large members, or of any member who brings input
to their attention.</div>
<div><br>
</div>
<div>Edit 17.4 to read:</div>
<div><br>
</div>
<div>17.4 Decision Making</div>
<div><br>
</div>
<div>17.4.1 Quorum for interim meetings of the
Leadership Council shall be established in
accordance with Para 10.2.</div>
<div><br>
</div>
<div>17.4.2 The Leadership Council shall strive for
consensus in all of its decisions. When consensus
cannot be achieved, decisions shall be made in
accordance with Para's 10.3 and 10.4.</div>
<div><br>
</div>
<div>17.4.3 Interim meetings of the Leadership Council
will be facilitated by the convener. A period of not
less than 5 full days, excluding Sundays and public
holidays, shall be permitted for discussion of any
major decision, and a voting period of not less than
72 hours, excluding Sundays and public holidays,
shall be designated for any major decision.</div>
<div><br>
</div>
<div>17.4.5 All decisions of the Leadership Council
not taken at a meeting of the GPVA that has been
scheduled in accordance with Para's 10.6 and 10.7
must be confirmed and may be subject to revision at
the next regularly-scheduled meeting.</div>
<div><br>
</div>
<div>*************</div>
<div><br>
</div>
<div>PROPOSAL: Create an office of GPVA Secretary</div>
<div><br>
</div>
<div>Rationale: There are many clerical duties
essential to the success of any large organization.
These include the maintenance and publication of
agendas, minutes, and reports; the upkeep of
membership lists with all their attendant data, such
as the (shifting) electoral districts in which
members reside; the creation and updating of an
historical record of the organization, including
written accounts and timelines, photographs, videos,
news clippings, press-releases, and so on. Without a
secretary, many of these duties in the GPVA have
fallen to the webmaster in our bylaws, and those
activities about which the bylaws are silent have
been been accomplished haphazardly or not at all.
Moreover, the responsibilities of the webmaster
already include a full suite of non-secretarial
duties. Clearly, designating and filling an office
to perform clerical duties is long overdue.</div>
<div><br>
</div>
<div>Current vs. proposed language:</div>
<div><br>
</div>
<div>Edit Para 14.1.1 to read: "The Green Party of
Virginia shall establish the following positions
("Officers"): two equal positions of Chair, not both
of which shall be filled by male or female at the
same time, unless there are insufficient candidates;
a Treasurer; a Press Secretary; a General Secretary
("Secretary-Archivist"); and a Webmaster."</div>
<div><br>
</div>
<div>Edit Para 14.1.3.2 to read: "In even-numbered
years elections shall be held for one Co-Chair, the
Press Secretary, and the General Secretary. In
odd-numbered years elections shall be held for one
Co-Chair, the Treasurer, and the Webmaster."</div>
<div><br>
</div>
<div>Renumber 14.2.4 to 14.2.5 (amended below), and
insert a new 14.2.4 as follows:</div>
<div><br>
</div>
<div>14.2.4 The duties of the General Secretary shall
be as follows:</div>
<div><br>
</div>
<div>14.2.4.1 Manage the production and online
publication of official internal party documents
with the use of consistent and professional styles
and links. These documents include but are not
limited to:</div>
<div><br>
</div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span>Agendas
and minutes of all regular and interim meetings,
including the members of the Leadership Council
present, the substance of any discussions, the
nature of any decisions made, and any elections held
and their results;</div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span></div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span>The
party bylaws, including the current and previous
iterations with a timeline record of all changes;</div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span></div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span>The
party platform, highlighting recent updates;</div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span></div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span>The
rules and procedures governing standing committees;</div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span></div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span>Dated
reports from officers, committees, and locals;</div>
<div><br>
</div>
<div>14.2.4.2 Maintain a current database of all
current and past members and officers, including:</div>
<div><br>
</div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span>The
name, phone number, email address, physical address,
electoral districts, and GPVA Local affiliation; the
date of membership; volunteer and/or donation
status; and contact preferences of each registered
member of the GPVA; </div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span></div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span>The
roster of past and current officers with their date
of election and term of office, and appropriate
contact information.</div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span></div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span>A
list of affiliated locals and their past and current
Local Representatives, with appropriate geographical
and contact information.</div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span></div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span>A
list of GPVA committees, including a membership
list, the past and present conveners with
appropriate contact information, and with links to
their rules, minutes, and reports.</div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span></div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span>The
roster of current GPVA members on GPUS committees,
with their date of election/appointment and term of
service.</div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span></div>
<div>14.2.4.3 Conduct votes and elections by the
Leadership Council at regular and interim meetings,
in accordance with procedures designated by our
bylaws, and announce and record the results.</div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span></div>
<div>14.2.4.4 Produce a GPVA newsletter (electronic or
print as appropriate) at least annually but as often
as practical for distribution to the general
membership, summarizing all GPVA activity and
highlighting news of interest to members.</div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span></div>
<div>14.2.4.5 Maintain a party history, including the
dates of general meetings and their activities,
participation in public events, media clippings
about the party or its members, and other data of
historical interest. The data archive should include
records in any appropriate format, including text,
photographs, recordings, and so on.</div>
<div><br>
</div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span></div>
<div>Amend the current 14.2.4, renumbered to 14.2.5,
as follows:</div>
<div><br>
</div>
<div>14.2.5 The duties of the Webmaster shall be as
follows:</div>
<div><br>
</div>
<div>14.2.5.1 Develop and maintain the GPVA website
and other internet services, and manage all
associated information technology infrastructure,
including: </div>
<div><br>
</div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span>domain
names, IP addresses, and ICANN records;</div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span></div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span>server
purchasing/leasing and maintenance;</div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span></div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span>software
acquisition, installation, and updating;</div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span></div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span>database
integration and maintenance;</div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span></div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span>appropriate
user roles and permissions for other GPVA members;</div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span></div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span>and
information security including strong passwords,
strong encryption where warranted, and redundant and
ongoing data backups.</div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span></div>
<div>14.2.5.2 Optimize our website and other internet
services in accordance with current technology and
best practices, and advise the membership regarding
changes in technology that impact the party's
effectiveness or online reach.</div>
<div><br>
</div>
<div>14.2.5.3 Facilitate the posting and updating of
documents and other data by the General Secretary
and other designated officers and representatives of
the GPVA.</div>
<div><span class="gmail-Apple-tab-span" style="white-space:pre"> </span></div>
<div>14.2.5.2 Serve as convener of the Information
Technology Committee.</div>
<div><br>
</div>
<div>*************</div>
<div><br>
</div>
<div>PROPOSAL: Delete the words "in final form" from
Para 12.1 regarding the publication of proposed
bylaw amendments prior to meetings at which they
will be considered.</div>
<div><br>
</div>
<div>Current language: 12.1 Proposals in final form
for Amendments to these By-laws must be published to
the GPVA membership 31 days prior to the next state
meeting.</div>
<div><br>
</div>
<div>Proposed language: 12.1 Proposals for Amendments
to these By-laws must be published to the GPVA
membership 31 days prior to the next state meeting.</div>
<div><br>
</div>
<div>Rationale: The language of this bylaw has always
been interpreted to mean that any bylaw proposal
must be published 31 days in advance of any state
meeting at which it will be considered or voted
upon. It has <i>not</i> been interpreted to mean
that a proposal cannot be amended at the meeting--or
that if it is a vote on it cannot then be taken.</div>
<div><br>
</div>
<div>For example, at the May 2015 meeting a bylaw
proposal made by Audrey Clement was discussed, a
friendly amendment offered and accepted, and the
proposal--as amended--was adopted by vote. Again, at
the October 2016 meeting, a bylaw proposal by Tamar
Yager was taken under consideration, a friendly
amendment to the language was offered and accepted,
and the proposal as amended was adopted by vote. A
like procedure has been followed throughout the
party's history.</div>
<div><br>
</div>
<div>Recently, however, two members have raised an
objection to the adoption of a bylaw amendment at
the January 2017 meeting, on the basis that it was
altered at the meeting from the original proposed
language, and therefore failed the "final form 31
days prior" regulation. The reading of Para. 12.1 on
which this objection was based is inconsistent with
the way it has been applied previously, it is
additionally inconsistent with common parliamentary
procedure, and it would have the effect of seriously
inhibiting the conduct of the party's business.
Proposals, even those requiring only trivial
alterations affecting grammar, style, or clarity,
would either have to be adopted without editing or
amendment, or amended but then tabled for an
indeterminate period until the subsequent state
meeting. Such a procedural quagmire would hobble the
conduct of party business unnecessarily.</div>
<div><br>
</div>
<div>In the manner in which the paragraph has been
interpreted up to now, the words "in final form" are
not essential to an understanding of its meaning,
and their elision will prevent any further
confusion.</div>
<div><br>
</div>
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