<div dir="ltr">Quickly to answer Kathy's question. The language I chose "in their first ever EOB term" was supposed to indicate that returning members with experience were exempt. Though I now realize it should say "in the first year of their first ever EOB term". As to your argument about a conservancy rep.... I could see that but I also think we have many people with good relationships to the Conservancy so that shouldn't be a problem.<div><br></div><div>Happy to hear other thoughts....!</div><div><br></div><div>Oh, and Andrea, yes, that's a typo - Amy's should read 2017. </div><div><br></div><div>Grace</div><div><blockquote type="cite" style="color:rgb(80,0,80);font-size:12.8px"><br></blockquote><div><div><br></div></div></div></div><div class="gmail_extra"><br><div class="gmail_quote">On Wed, Mar 23, 2016 at 2:59 PM, Chris Sharp <span dir="ltr"><<a href="mailto:csharp@georgialibraries.org" target="_blank">csharp@georgialibraries.org</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"><div><div><div>Andrea,<br><br></div>Thank you for thinking of me here. I'm actually planning to end my term on the EOB next month as scheduled. Aside from the problem of finding four candidates, I don't see it as a problem to leave things as they are.<br><br></div>Just my two cents.<span class="HOEnZb"><font color="#888888"><br><br></font></span></div><span class="HOEnZb"><font color="#888888">Chris<br></font></span></div><div class="HOEnZb"><div class="h5"><div class="gmail_extra"><br><div class="gmail_quote">On Wed, Mar 23, 2016 at 2:23 PM, Andrea Buntz Neiman <span dir="ltr"><<a href="mailto:aneiman@kent.lib.md.us" target="_blank">aneiman@kent.lib.md.us</a>></span> wrote:<br><blockquote class="gmail_quote" style="margin:0 0 0 .8ex;border-left:1px #ccc solid;padding-left:1ex">
<div bgcolor="#FFFFFF" text="#000000">
Remarks inline.<br>
<br>
<blockquote type="cite">
<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>
</blockquote>
<br>
I'm fine with this general outline, though given the occasional
cat-herding-like-ness of the group it may be better to have a full
month for nominations & voter registration.<br>
<br>
<blockquote type="cite">
<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>
</blockquote>
<br>
I'm in favor of electing officers on this day-by-day basis. Like
Ruth pointed out, since this is outside of the scheduled EOB meeting
the days/times/process of nominations and voting should be very
explicit.<br>
<br>
In the past we've always voted for officers openly, this would be my
preference going forward (as opposed to secret ballot) though of
course I'm rotating off, so I'll defer more to those Board Members
who are continuing.<br>
<br>
<blockquote type="cite">
<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. <br>
</div>
</div>
</blockquote>
<br>
+1 to this. Worth spending a year figuring things out.<br>
<br>
<blockquote type="cite">
<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>
</blockquote>
<br>
+1 to this as well. We've been fortunate to have willing & able
members step up to fill vacancies but in the interest of
representation I agree that calling for special elections is better
for vacancies of 6+ months.<br>
<br>
<blockquote type="cite">
<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>
</blockquote>
<br>
Yes, definitely. I recommend that this language include the
following: the general reason for going into executive session (to
discuss an issue with counsel, to discuss an issue of a sensitive
nature, to discuss a Board Member's Code of Conduct violation, etc.)
, the names of Board Members who voted in approval of having an
executive session, and the date/time of the session. I think it's
also worth stressing that in the name of openness, Executive Session
will only be used in rare and extenuating circumstances.<br>
<br>
<br>
There's one additional elections-related issue: The cohorts have
become wonky. <br>
<br>
Chris was appointed to fill Shauna's vacancy, and she would have
been rotating off this year with Yamil, Chauncey, and myself as the
last 4-person cohort (3/2014 is when the Board voted to reduce to 9
members and our cohort was elected in 2013).<br>
<br>
However, there was discussion here <br>
<a href="http://evergreen-ils.org/meetings/evergreen/2015/evergreen.2015-01-15-14.01.log.html#l-81" target="_blank">http://evergreen-ils.org/meetings/evergreen/2015/evergreen.2015-01-15-14.01.log.html#l-81</a><br>
about grouping Chris in the cohort with Grace and Ben (rotating off
in 2017) but I'm not finding where/if that was officially voted on.<br>
<br>
Amy was appointed for the rest of Ben's term here <br>
<a href="http://evergreen-ils.org/meetings/evergreen/2016/evergreen.2016-01-21-14.00.log.html#l-372" target="_blank">http://evergreen-ils.org/meetings/evergreen/2016/evergreen.2016-01-21-14.00.log.html#l-372</a><br>
<br>
But governance page has Amy listed as rotating off in 2016 as well,
which must be an error; furthermore, within the EOB Rules of
Governance, Ben is still listed instead of Amy.<br>
<br>
Election communications have gone out with the language of "four
board vacancies" though, so, I'm not sure how to address this -- do
we want to have a quick email vote to confirm that Chris is part of
the Grace/Amy (Ben) cohort, and issue a correction to the community
about open spots? Or do we allow the cohorts to remain wonkified?
Or a third way?<br>
<br>
I realize this is a little ticky-tacky but I think since we're
hammering out a lot of other details about elections, now would be
the time to straighten this out too.<br>
<br>
<br>
Andrea<br>
<br>
<br>
<br>
<br>
<pre cols="72">Andrea Buntz Neiman, MLS
Librarian II, Public Services
Kent County Public Library
408 High Street
Chestertown, MD 21620
<a href="tel:410-778-3636%20x2115" value="+14107783636" target="_blank">410-778-3636 x2115</a>
<a href="http://www.kentcountylibrary.org" target="_blank">www.kentcountylibrary.org</a></pre>
<div>On 3/21/2016 2:01 PM, Grace Dunbar
wrote:<br>
</div>
<blockquote type="cite">
<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"></a><a href="https://www.surveymonkey.com/r/EOB2016" 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>
<div>Grace</div>
<div><br>
</div>
<div><br><span><font color="#888888">
</font></span></div><span><font color="#888888">
<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">
Equinox - Open Your Library<br>
<a href="mailto:gdunbar@esilibrary.com" target="_blank">gdunbar@esilibrary.com</a></font>
<font size="1"> <br>
1-877-OPEN-ILS | </font><font size="1"><a href="http://www.esilibrary.com" target="_blank"></a><a href="http://www.esilibrary.com" target="_blank">www.esilibrary.com</a></font><span style="font-size:12.8px">
</span><font size="1"> </font></div>
</div>
</div>
</div>
</font></span></div><span><font color="#888888">
<br>
<fieldset></fieldset>
<br>
<pre>_______________________________________________
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</pre>
</font></span></blockquote>
<br>
</div>
<br>_______________________________________________<br>
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<br></blockquote></div><br></div>
</div></div></blockquote></div><br><br clear="all"><div><br></div>-- <br><div class="gmail_signature"><div dir="ltr"><div><div dir="ltr"><div><div dir="ltr"><div style="text-align:center"><img src="https://docs.google.com/uc?export=download&id=0B0xeJ4lY6JxZaTF4MU1zdlUtaVk&revid=0B0xeJ4lY6JxZTUtXMFVXM0JzaEdIRzlmL2ZSOUdqUDZYK3V3PQ" style="font-size:x-small"></div><div style="text-align:left"><span style="font-size:x-small">Grace Dunbar, Vice President</span></div><font size="1">
Equinox - Open Your Library<br><a href="mailto:gdunbar@esilibrary.com" target="_blank">gdunbar@esilibrary.com</a></font>
<font size="1"> <br>
1-877-OPEN-ILS | </font><font size="1"><a href="http://www.esilibrary.com" target="_blank">www.esilibrary.com</a></font><span style="font-size:12.8px">
</span><font size="1"> </font></div></div></div></div></div></div>
</div>