<div dir="ltr">Okay, here are my thoughts, such as they are. <div><br></div><div>1. I like the proposed election timeline. It's unambiguous and inherently provides guidance for "generations to come."</div><div>2. While it might be more mental work, I think the idea of the daily nominations for officers would work so long as those voting days and times were very explicit. I've found, recently, that I often come in on the tail end of conversations because of doing other library things. If the days/times are explicit, I can just add them into my calendar and treat them like an event. I imagine that I'm not the only one in this boat.</div><div>3. With regard to newly elected members of the EOB, I agree that they should NOT be elected to any core roles. On other types of boards, I don't think this is necessarily as big of a deal, but with the EOB, there are specific technical competencies that a new member would (speaking for myself) have a significant learning curve. There are also some very important interactions that happen between the EOB and the Conservancy that a "young" member would not yet have context or competency to handle (generally speaking).</div><div>4. Yes. There should be a special election for any candidates to the EOB who will be filling a vacated spot with more than 6 months left in their term, and the rules/by-laws should be updated to reflect that.</div><div>5. Also, yes on the language regarding executive session.</div></div><div class="gmail_extra"><br><div class="gmail_quote">On Mon, Mar 21, 2016 at 7:18 PM, Tim Spindler <span dir="ltr"><<a href="mailto:tjspindler@gmail.com" target="_blank">tjspindler@gmail.com</a>></span> wrote:<br><blockquote class="gmail_quote" style="margin:0 0 0 .8ex;border-left:1px #ccc solid;padding-left:1ex"><p dir="ltr">Thanks Grace, I think I was confusing things overall. We have standard process for electing people to the board but we do not have a formalized process for electing the chair, vice chair and secretary.</p>
<p dir="ltr">In any case, I think having a timeline you suggest is still a good idea.</p><span class="HOEnZb"><font color="#888888">
<p dir="ltr">Tim</p></font></span><div class="HOEnZb"><div class="h5">
<div class="gmail_quote">On Mar 21, 2016 6:15 PM, "Grace Dunbar" <<a href="mailto:gdunbar@esilibrary.com" target="_blank">gdunbar@esilibrary.com</a>> wrote:<br type="attribution"><blockquote class="gmail_quote" style="margin:0 0 0 .8ex;border-left:1px #ccc solid;padding-left:1ex"><div dir="ltr">Hi Tim,<div>Thanks for the input!</div><div>I was clearly unclear. :)</div><div>I think that our current structure of having the Board vote in its own officers is fine. Though if someone has a compelling argument for having the community vote on officers I'd be happy to discuss it. The issue that has been bothering me is that we generally elect officers in a voice vote at a tiring and possible stressful conference. From everything I've researched, nominations followed by voice vote are generally not recommended for officer elections as it puts people in an awkward position of saying, "Golly,Bob sure is great, but I think I'd do a better job than he will at being Supreme Commander..." and worse, we put them on the spot in an in-person meeting to do it.</div><div><br></div><div>So, I think that my suggestion should be taken as keeping the voting for Board members to the Board, but addressing the election time frame to a.) remove it from the in-person EG conference meeting thus the immediate voice vote and b.) allowing for a more thoughtful and considered approach to elections. Also, it would free up most of the in person meeting for other issues.</div><div><br></div><div>Thanks!</div><div>Grace</div></div><div class="gmail_extra"><br><div class="gmail_quote">On Mon, Mar 21, 2016 at 3:11 PM, Tim Spindler <span dir="ltr"><<a href="mailto:tjspindler@gmail.com" target="_blank">tjspindler@gmail.com</a>></span> wrote:<br><blockquote class="gmail_quote" style="margin:0 0 0 .8ex;border-left:1px #ccc solid;padding-left:1ex"><div dir="ltr">Grace,<div><br></div><div>I think the structure you are suggesting is appropriate including the time line with appropriate reminders as has been suggested. I also think it is a good idea for voting outside of conference so it is more inclusive but also provides an opportunity for incoming officers to be more formally introduced at the conference.</div><div><br></div><div>I think the only thing I have difficulty is deciding who can vote. It is a bit informal but I don't have alternatives unless we were to create some kind of formal membership organization which I see as an entirely different discussion with its own advantages and disadvantages.</div><div><br></div><div>Tim Spindler</div><div>C/W MARS</div></div><div class="gmail_extra"><br><div class="gmail_quote"><span>On Mon, Mar 21, 2016 at 2:01 PM, Grace Dunbar <span dir="ltr"><<a href="mailto:gdunbar@esilibrary.com" target="_blank">gdunbar@esilibrary.com</a>></span> wrote:<br></span><blockquote class="gmail_quote" style="margin:0 0 0 .8ex;border-left:1px #ccc solid;padding-left:1ex"><div><div><div dir="ltr"><div><div>Hi,</div><div>I promised to send out an email regarding EOB elections.</div><div><div>For starters, I want to provide a quick review of the voting process.</div><div>We are currently accepting nominations for the Board. The deadline is this Friday.</div><div>Like in years past, folks have to register to vote. The deadline for registration is this Friday and the link to the registration form is here: <a href="https://www.surveymonkey.com/r/EOB2016" rel="noreferrer" style="font-size:12.8px" target="_blank">https://www.surveymonkey.com/r/EOB2016</a><span style="font-size:12.8px"> . </span><span style="font-size:12.8px">That list will capture the email addresses we need to send the link to the election on OpaVote.</span><br></div><div><br></div><div>This year, as it was last year, voting process is approval style (<a href="https://en.wikipedia.org/wiki/Approval_voting" target="_blank">https://en.wikipedia.org/wiki/Approval_voting</a>). You should vote for the four candidates that you feel will best represent the community and the project's interests. </div></div><div><br></div><div>Last month I sent out an email that proposed we adopt an election timeline that is something that has a little more specificity than can be used year-to-year. Right now the wording is, "Each year, the Board shall promulgate procedures for nominating and electing new Board members." (2.4d) </div><div><br></div><div>I'd like to suggest something a little more structured, such as:</div><div>Election processes should begin 6 weeks prior to the annual conference or April 1st, whichever comes first. </div><div>Nominations and voter registration shall be managed in weeks 1-3.</div><div>Week 4 shall be set aside for voting and Weeks five and six shall be for new member notification and officer elections.</div><div>Newly elected officers will take office at the end of the Evergreen Conference for that calendar year. If no Evergreen Conference is held during a calendar year, office terms will begin and end at midnight EDT on April 30.</div><div><br></div><div>Does anyone have any thoughts positive or negative on election of officers prior to the conference? If no objections, do you have thoughts on how we should structure voting for the chair, vice-chair, secretary, and representative? I would assume we would nominate and vote on each position separately. Maybe take nominations for Chair Monday am, vote Monday pm - take nominations for Vice-Chair Tuesday am, vote Tuesday pm, and so on? That would allow someone who ran for a position to run for another position if they weren't elected to the first. Or we could do all nominations and then handle it via <a href="https://en.wikipedia.org/wiki/Single_transferable_vote" target="_blank">STV</a>, RCV, or Approval voting. Thoughts?</div><div><div><br></div><div>I would also like to toss out a few ideas that I'd like to hear feedback on.</div><div><br></div><div>How do you all feel about a proposal that members newly elected to the EOB (e.g. in their first ever EOB term) may not be nominated to core roles of Chair, Vice-chair, Secretary, or Conservancy Representative? They can, however, be nominated to serve as committee chairs. </div><div><br></div><div>Also, the Board has been called upon to appoint several new members when elected members have resigned. Personally, I find the Board appointment process to be an issue as it has the potential to change the dynamic of our elected board. Would there be any interest in proposing a change to the rules of governance to require special elections when a Board member leaves with more than 6 months left in their term?</div></div><div><br></div><div>This would require some additional language around the structure and terms of special elections, but I wanted to see if the idea was compelling before writing further language.</div><div><br></div><div>Lastly, I do think we need to add some language to the Rules of Governance about how to manage the occasional executive session.</div><div><br></div><div>I know I've tossed out a lot of ideas; I'd love to hear your thoughts on any and all of them.</div><div><br></div><div>Cheers!</div></div><span><font color="#888888"><div>Grace</div><div><br></div><div><br></div><div><br></div>-- <br><div><div dir="ltr"><div dir="ltr"><div dir="ltr"><div style="text-align:center"><br></div><div style="text-align:left"><span style="font-size:x-small">Grace Dunbar, Vice President</span></div><font size="1">
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