Things To Be Discussed for 1996 AGM Andrew Patrick 95-10-10 The following notes are intended as "food for thought" and points for discussion. They were developed out of some nice post-AGM notes prepared by Lisa and our volunteers earlier this year. The goal for this meeting is to make some simple decisions (e.g., dates) and start some thinking on the larger issues. Board Issues - date for AGM Recommend: Feb 26 - Mar 11 1996 (inclusive) - motions from members Recommend: Motions from members to be submitted to Board two weeks prior to Feb meeting (e.g., Feb 6 1996). Board will decide if motion is included in AGM (on Feb 20), and the final wording. No obligation from the Board to include any motion in the AGM. Board will, as much as possible, implement any motions passed in the AGM through this process. - coverage of discussion for 'standard' motions Recommend: A Board member is assigned to 'cover' each of the standard motions that must be dealt with at every AGM (e.g., approve payment of staff, confirm decisions made by board, etc.) Their role will be to explain the motion, its purpose, and the revelant Board actions during the past year. - returning Board members role during elections Recommend: Board members not up for election are encouraged to participate in AGM discussions. The AGM is more than an election, but also a time to reflect on passed activities and discuss the future. - recruitment of Board candidates Recommend: A task force, consisting of Board members and other volunteers be struck now to recruit candidates for the Board. This will include an open description of needs and desired features. The Board as a whole will not take a position on any candidates running for election, but individual Board members are free to do so. - annual reports Recommend: Annual Reports are useful for summarizing the progress and issues of the NCF, but they take time to produce. Board members and volunteer leaders should contribute in their preparation. Operational Issues ------------------ - are all by-law changes in place for this year? - someone to handle proxy votes again - it is awkward and manual, but it works and it is in the by-laws. Do it again manually. We need to find someone for the task. - candidate orientation and assistance - Board manuals and other information and assistance to be given to candidates and potential candidates early. - get 7 volunteers in place for key roles - number and format of discussion groups - develop a specific recommendation for the organization of the menus and the number and format of the discussion groups. - software issues (techies should meet?) - bilingual information and menus