AGM Materials (draft!) ============= Introduction: ~~~~~~~~~~~~~ Most of this is available online but is collected here for your convenience. This material serves as a backround for all AGM activity should you wish to have all the data as a printout. Contents: ~~~~~~~~ Official Notice (posting, email, and login announcement) AGM menus and help files Voting sequence and help files Information to candidates Information to members suggesting special business Minor changes may be made up to and during AGM if problems are found. Official Notice (posting in ncf.announce) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Subject: Official Notice: NCF Annual General Meeting (24 Feb-11 Mar) Reply-To: xx766@freenet.carleton.ca (Andre L. Ouellette) Posted-By: aa210 (NCF Announcement Moderator) Date: Thu Jan 16 07:19:59 1997 This is your official notice and invitation to attend, and vote in, the NCF On-line Annual General Meeting during the period of 24 February to 11 March 1997. There will be elections for a number of seats on the Board of Directors. (Exact number of vacancies to be determined) Information about the nominations process is now available on the system. All members who are interested in the operation of the NCF are encouraged to consider running as a candidate in the election. A question and answer area will also be provided for member participation. In addition, there is a mechanism this year to suggest business items of certain types to be considered at the AGM. The deadline for sending your suggestions for AGM business is February 3, 1997. To participate, or for more information, type "go agm" without the quotation marks. Any questions about the AGM generally or the process specifically should be posted in the AGM discussion area. Andre L. Ouellette Coordinator 1997 AGM National Capital FreeNet Reminders (email to go out Feb 24) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Subject: NCF Annual General Meeting (24 Feb-11 Mar) NCF's Annual General Meeting is underway now! You are invited to attend, 'meet the candidates', and vote in NCF's On-line AGM, from 24 February to 11 March 1997. By telnet or dial-up, log in and then type 'go agm'. Sorry, voting is not possible yet via the web. It's happening now until March 11! Please come by, inform yourself, and vote. Andre L. Ouellette Coordinator 1997 AGM National Capital FreeNet Official Notice (login display, until Mar11) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Welcome to the National Capital FreeNet (NCF) This connection is sponsored by: National Aviation Museum / Musee national de l'aviation Canada's finest aeronautical collection. Come and see the wings of history! La plus belle collection d'aeronefs au Canada. Venez voir les ailes de l'histoire! Volunteer of the Month: Denise Skrypkar! Type 'go denise' to say thanks NCF's online Annual General Meeting (AGM) starts Feb 24 See 'go agm' for details AGM menus ('go agm') (minor changes likely) ~~~~~~~~~~~~~~~~~~~~ <<< 1997 Online Annual General Meeting and Board Elections >>> 9am February 24 - 5pm March 11 1997 (go agm) 1 How the AGM and elections work... - 2 Answers to commonly asked questions (moderated) >>> 3 Annual reports... 4 Part A: Election of Directors: Information about candidates... - 5 Talk with candidates >>> - 6 Candidate postings (moderated) >>> - 7 Candidate nominations (moderated) >>> 8 Part B: Annual and New Business: Information about Motions... - 9 Discussion of motions >>> -10 1997 Pre-AGM General Discussion (ncf.agm97.general) >>> 11 Ce menu en frangais... 12 See also: The 1996 NCF AGM... ------------------------------------------------ h=Help, x=Exit FreeNet, p=previous, u=up, m=main Your Choice ==> 1 <<< NCF AGM 1997 -- How the AGM and Elections Work >>> 1 About the online annual general meeting and board elections - 2 What do you think about the online AGM? >>> 3 How to vote in the AGM - How the results are counted Background and historical information: 5 1997 AGM Time Line 6 Current NCF Board Members 7 How to suggest special AGM business 8 How to nominate candidates for Board of Directors 9 How to vote using a proxy 10 How candiates may update their information 11 People working on the 1997 AGM 12 See also: Previous NCF Annual General Meetings... ------------------------------------------------ h=Help, x=Exit FreeNet, p=previous, u=up, m=main Your Choice ==> 1 About the Online Annual General Meeting and Board Elections =========================================================== In recognition of the fact that all registered NCF users are members of the corporation, and eligible to participate in the meeting and election, and that a great number of these people would not be able to get to a conventional meeting, it has been agreed that we will utilize the facilities of NCF to conduct this meeting electronically from February 24 to March 11 1997, inclusive. This menu section has been created to present to all members the information that would normally be made available at an AGM, and to provide the facilities for voting on motions and for Board of Directors candidates. Your Choice ==> 3 How to vote in the AGM ====================== When the voting time arrives, a "Vote in the AGM" menu entry will appear on the AGM menu. Selecting the menu item starts the voting software. The software operates in English only at this time. Become informed before you vote by selecting menu items in the 'go agm' menu. To 'meet the candidates', select "Part A: Election of Directors, Information about candidates". To learn about other business that you will be asked to vote on, select "Part B: Annual and New Business, Information about Motions". Then make your vote by selecting "Vote in the AGM". You can quit the voting sequence at any time and return later if you need more information, and you can change your vote by simply repeating the voting process any time during the AGM (Feb 24 to Mar 11). All votes remain secret. Shortly after the end of the voting period, final vote tallies will be made and announced. Individual votes will always remain secret. When voting for motions, if you are unable to cast a vote in favour or against a motion or do not feel sufficiently informed, you may choose to vote by proxy or to abstain from voting on any or all of the motions. PROXY means that you wish to appoint David Sutherland (aa001, NCF President) to vote on your behalf as recommended by the NCF Board of Directors. ABSTAIN means that you where present for the vote but do not wish to express an opinion. When voting for candidates, if you wish to "spoil your ballot", you may do so by voting for no (zero) candidates and submitting an empty ballot. So, become informed, then vote by selecting "Vote in the AGM". If you need help during the voting process, type HELP while voting. Your Choice ==> 9 How to vote using a proxy ========================= 'Voting by proxy' means assigning your vote to someone else to vote on your behalf. You might do this if you are unable to vote, or if you would like someone else perhaps better informed to represent you. Proxy voting for motions ~~~~~~~~~~~~~~~~~~~~~~~~ You can assign your vote for motions to David Sutherland, aa001, NCF President who will the proxy as recommended by the NCF Board of Directors; to do this, just follow the usual procedures to vote and select the proxy option when voting for motions (you'll see the option when you vote). Or, you can assign your vote to a specific NCF member. The rest of this document explains how to arrange for a specific member to be your proxy, for voting on motions and/or directors. How to assign your vote to a specific member ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ If you want to vote at the AGM, but will be away from home and not able to use a computer, you may vote by proxy in the following manner. There are four steps to take; two by the voter and two by the proxy holder. * 1. Make arrangements with another member to cast your votes for you and tell him/her how you wish to vote. * 2. Send an e-mail message adressed to: "proxy" (ignore the warning) identifying yourself by name and naming the person who will be voting for you. (Please include both phone numbers.) This message should read as follows: My name is Joe Doe st123. Phone 555-1234 My proxy holder is Peter Pan rz321. Phone 555-4321. * 3. Your proxy holder must also send an email message addressed to "proxy" identifying him/herself by name and also naming the person for whom he/she will be voting. (Please include both phone numbers.) This message should read as follows: My name is Peter Pan rz321. Phone 555-4321 I am proxy holder for Joe Doe st123. Phone 555-1234 Letters from BOTH step 2 and 3 MUST be received BEFORE the opening of the Annual General Meeting on February 26. Appointments of proxy will be confirmed by the director in charge. * 4. The proxy holder should e-mail the proxy votes to proxy during the AGM period and they will be combined with the online votes during the final counts. The voting e-mail message should read like this: I, Peter Pan, proxy for Joe Doe, cast the following votes: For directors of NCF: Alley Oop, Dick Tracy, Babe Ruth. Proxy votes also apply to votes on motions. A procedure will be in place to ensure that members can not vote both online and by proxy. Further questions may be emailed to the Director in charge of proxies: Rosaleen Dickson ac174@freenet.carleton.ca Your Choice ==> 8 <<< NCF AGM 1997 -- Annual and New Business >>> 1 About "Annual and New Business" 2 Background: By-laws of the National Capital FreeNet Inc. 3 All motions in one file (eg., for download) - 4 Discussion of motions >>> 5 See also: NCF Board Business... Annual Business (including motions required by by-laws): 6 Remuneration of Agents, Contractors and Employees 7 Appointment of Auditors 8 Rules and Regulations (Below is visible only to directors until approved by directors) 9 Board Size New Business (including motions "from the floor" proposed by members)... 10 Motions "from the floor" proposed by members... 11 Test of AGM voting process ------------------------------------------------ h=Help, x=Exit FreeNet, p=previous, u=up, m=main Your Choice ==> 1 About "Annual and New Business" ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ DRAFT -- this may contain errors! The by-laws of the National Capital FreeNet set out some routine business to be covered at each annual general meeting: An annual report will be presented detailing the major events and accomplishments for the corporation; also, the financial statements and report from the auditors will be made available. In addition, the by-laws require confirmation of a few key activities conducted each year. Each member will be asked to vote on motions on these topics. This business includes: * Confirmation of Rules and Regulations For the Management and Operation of the Corporation The board of directors may prescribe such rules and regulations not inconsistent with these by-laws relating to the management and operation of the corporation as they deem expedient, provided that such rules and regulations shall have force and effect only until the next annual meeting of the members of the corporation when they shall be confirmed, and failing such confirmation at such annual meeting of members, shall at and from that time cease to have any force and effect. [bylaw 40] * Payment of Employees A reasonable remuneration for all officers, agents and employees and committee members may be fixed by the board of directors by resolution. Such resolution shall have force and effect only until the next meeting of members when such resolution shall be confirmed by resolution of the members, or in the absence of such confirmation by the members, then the remuneration to such officers, agents or employees and committee members shall cease to be payable from the date of such meeting of members. [bylaw 15] * Appointment of Auditors The members shall, at each annual meeting, appoint an auditor to audit the accounts of the corporation for report to the members at the next annual meeting. The auditor shall hold office until the next annual meeting provided that the directors may fill any casual vacancy in the office of the auditor. The remuneration of the auditor shall be fixed by the board of directors. [bylaw 38] "New Business" varies from year-to-year, as required. It includes such things as bylaw amendments and motions raised by members "from the floor" (special business). [see bylaw 31, 32] Bylaw changes (proposed by a member or by a director) are enacted by a majority vote of the directors at a meeting of the board of directors, then sanctioned by an affirmative vote of at least two-thirds (2/3) of the members at the AGM, and then approved by the Minister of Consumer and Corporate Affairs. [see bylaw 32d, 37] Motions requiring the resignation of a member, director, or executive member require an affirmative vote of at least two-thirds to three-quarters of members at the AGM (depending on the issue). [see bylaw 32a-c] Motions recommending rules and regulations (eg., policies) to the board of directors require an affirmative vote of a majority of members at the AGM. Recommendations that are approved by members are then considered by the board of directors. [see bylaw 32e] (Of course an easy and effective way to bring motions to the board is to simply talk with any board member before any of the monthly board meetings, or talk with the executive director. See 'go board' or 'go operations') The material in these menus, including discussion groups, is available as a resource to help members to form a reasoned judgment on the decisions to be taken. [see bylaw 32]. The material includes the text of the motion, comments from the mover of the motion, comments from the board of directors and staff, and newsgroup discussion. (Comments from the board and staff are provided because they have been elected or employed by members to work on behalf of members; it makes sense for members to have access to and benefit from that informed opinion.) The procedure for bringing special business to the AGM is described in 'go agm' at "How the AGM and elections work" in "How to suggest special AGM business". During the voting process, each motion and brief supporting material will be presented and then a vote called for. Voting sequence ~~~~~~~~~~~~~~~ Good information helps make good decisions. Do you know the candidates? Check them out at 'go agm' in "Info about candidates". See info they've provided, plus a statement and answers to three questions: 1) What skills will you contribute to the NCF board? 2) What do you think are the most important functions of NCF for its members? 3) Why do you want to be an NCF director? To return to the AGM menu to get their answers, press RETURN. If you are ready to begin voting, enter READY and then press RETURN. ==> ready If during the voting process you need more information, you can quit at any point, return to the menus, and then vote later. Also, you may change your vote any time during the AGM period simply by repeating this process. You are now entering: The National Capital FreeNet (NCF) On-line Annual General Meeting February 24 to March 11, 1997 Ottawa, Ontario, CANADA Become informed before you vote by reading the discussions under "go agm". You may abstain or assign your vote by proxy if you are undecided on any issue. Remember to vote for both Board members and on all AGM Motions. The AGM closes: Tue Mar 11 17:00:00 1997 Number of hours left in the AGM: 533 Your INTERRUPT/BREAK character while voting is ^C (Control-C). At the following prompt, please type your usual BACKSPACE key followed by the RETURN key, or type q to quit: Type your BACKSPACE key: ^? Password for aa000 (Joe Bloggs): <<< National Capital FreeNet On-line Annual General Meeting >>> February 24 to March 11, 1997 Ottawa, Ontario, CANADA Become informed before you vote by reading the discussions under "go agm". You may abstain if you are undecided on any issue, or you may assign your vote to Dave Sutherland (NCF President) to be voted on your behalf by proxy. Remember to vote for both Board members and on all the AGM Motions. You may come back and change your vote as often as you wish. You do not have to vote for all candidates or all motions at the same time. Type HELP if you want more information. --- Select a Letter --- [Ballot Recorded ] -A- Vote for candidates for the NCF Board of Directors [No Ballot Recorded] -B- Vote on Motions (annual business) [No Ballot Recorded] -C- Vote on Motions (raised "from the floor" by members) -Q- QUIT (EXIT) voting and return to FreeNet VOTE letter? help * Select a letter to pick an area on which to vote, or QUIT. * Remember to vote for both Board members (Directors) * and on all of the AGM Motions. * More voting help is available in the sub-menus. Press RETURN to continue... --- Select a Letter --- [Ballot Recorded ] -A- Vote for candidates for the NCF Board of Directors [No Ballot Recorded] -B- Vote on Motions (annual business) [No Ballot Recorded] -C- Vote on Motions (raised "from the floor" by members) -Q- QUIT (EXIT) voting and return to FreeNet VOTE letter? a <<< HELP for changing your VOTE >>> You have already voted and recorded a ballot for directors. You may change your ballot by going through the process again (see below), or you may leave your current recorded vote unchanged by typing: EXIT Press RETURN to continue... <<< Vote for up to 3 new NCF Directors >>> Mark Letter Name [ ] -A- Jeff Bossert [ ] -B- Francois Deshaies [ ] -C- Nadia Diakun-Thibault Mark the ballot by typing the appropriate letter followed by RETURN. Undo (cancel) a mark on the ballot by typing the letter again. Type one or more letters separated by commas to mark several choices. Type VOTE to record your ballot when you are all done marking. Type HELP for help or to change your ballot. Type EXIT to do nothing. ==> help <<< HELP for VOTING for CANDIDATES >>> You see a ballot that is a list of candidates for the NCF Board of Directors. You may mark the ballot for zero, one, two, or more of these people by typing the letters listed beside their names and ending with RETURN. If you wish to type in several letters, separate the letters by blanks or by commas and end with RETURN, e.g.: B,C,G,I,K When you have successfully entered a ballot mark for a candidate, the screen will redraw and you will see an X in the square box beside the candidate's name, like this: [X] ............................. To change the ballot or undo your mark: You may undo a mark by typing in the appropriate letter again. The vote [X] will change back to an empty box [ ] again. You may change your marks as often as you wish. When you have marked the ballot for as many candidates as you wish, type the single word VOTE and you will be asked one last time to confirm your ballot and vote. If you confirm your vote, it will be recorded. A ballot marked with more than the allowed number of names will be refused. An empty ballot (no marks) is allowed and will be recorded as "spoiled". Your ballot and vote are remembered, and you may re-enter the voting process to change your ballot and vote during the election period. If you type QUIT or EXIT, *NO* new vote will be recorded. If you have already voted and had your vote recorded, the recorded vote will *NOT* be changed and it will remain recorded as it was. If you do not have time to come to an informed opinion about which candidates would be best as directors, you may wish to assign your votes to a proxy (someone who votes on your behalf). To assign your votes to David Sutherland (aa001, NCF President), type QUIT and return to the main voting menu; then select 'A' to vote for board members; then assign your votes to a proxy. Your votes will be cast by David Sutherland as recommended by the existing NCF Board of Directors. If you have further questions, the Election Scrutineers may be of assistance. Press RETURN to continue... --- Select a Letter --- [Ballot Recorded ] -A- Vote for candidates for the NCF Board of Directors [No Ballot Recorded] -B- Vote on Motions (annual business) [No Ballot Recorded] -C- Vote on Motions (raised "from the floor" by members) -Q- QUIT (EXIT) voting and return to FreeNet VOTE letter? b About "Motions from the floor" ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ A "motion from the floor" is a motion raised by a member. Each motion contains four SECTIONS: motion; comments from the proposer of the motion, comments from the Board and staff; your vote. Motions regarding 'rules and regulations' (e.g., policy and operations) are recommendations to the Board of Directors and Executive Director (see 'go bylaws'). The NCF Board would greatly appreciate your consideration of each of these motions. In the event that you are unable to cast a vote in favour or against a motion or do not feel sufficiently informed, you may choose to vote by proxy or to abstain from voting on any or all of the motions. PROXY means that you wish to appoint David Sutherland (aa001, NCF President) to vote on your behalf as recommended by the NCF Board of Directors. ABSTAIN means that you where present for the vote but do not wish to express an opinion. When you've marked your ballot as you like, don't forget to type VOTE to register your ballot! You can change your votes during the AGM period by simply voting again, replacing your previous vote. Press RETURN to continue... Vote on Motions -- Annual Business ~~~~~~~~~~~~~~~ Mark Letter Motion [ ] -A- Remuneration of Agents, Contractors and Employees [ ] -B- Appointment of Auditors [ ] -C- Rules and Regulations [ ] -D- Board Size You must mark each motion to be counted in quorum for that motion. Mark each motion individually by typing the associated letter followed by RETURN. Type PROXY to mark all motions as David Sutherland, President, marks. Type ABSTAIN to mark all motions 'abstain'. Type HELP for help. Type EXIT to do nothing (and return later). Type VOTE to record your ballot. Important: Type VOTE to record your ballot when you are done marking. ==> help <<< HELP for VOTING on MOTIONS >>> The screen is a ballot containing motions to be voted on. Become informed before you vote by reading the discussions under "go agm". You may abstain if you are undecided on any issue. Votes on By-Laws require a two-thirds majority of actual votes cast to pass. To be counted as "present" at the vote for a motion, you must enter some mark beside the motion, whether you choose to vote "yes", "no", "proxy" or "abstain". An empty mark (one that is not yes, no, proxy, or abstain) indicates you were not "present" for that part of the meeting and you will not be counted in the quorum for that part of the meeting. The NCF Board would greatly appreciate your consideration of each motion. If you are unable to cast a vote in favour or against a motion or do not feel sufficiently informed, you may choose to vote by proxy or to abstain from voting on any or all of the motions. PROXY means that you wish to appoint David Sutherland (aa001, NCF President) to vote on your behalf as recommended by the NCF Board of Directors. ABSTAIN means that you where present for the vote but do not wish to express an opinion. To vote on a motion, type the letter listed beside the motion and press RETURN. This will display the motion and information relating to it. You will then be presented with information and asked to vote. You can: * Press RETURN to do nothing and return to the ballot of motions, or * Select a voting option (Yes, No, Abstain, or Proxy). When you have marked your ballot for as many motions as you wish, type the single word VOTE and you will be asked one last time to confirm your vote. If you confirm your vote, it will be recorded. When you type VOTE, your ballot is remembered, and you can come back later and continue voting where you left off, or change or remove your votes. If you type QUIT or EXIT, *NO* new vote will be recorded. If you have already voted and had your vote recorded, the recorded vote will *NOT* be changed and it will remain recorded as it was. Remember: To be counted as "present" at the vote for a motion, you must enter some mark beside the motion. An empty mark indicates you were not "present" for that part of the meeting and you will not be counted in the quorum for that part of the meeting. To be counted in the quorum for every motion, please VOTE on every motion! If you have further questions, contact the Election Scrutineers. Other info ~~~~~~~~~~ How to suggest special AGM business =================================== What is 'Special Business'? --------------------------- Ordinary business is conducted on behalf of members by the elected Board of Directors, NCF employees, and volunteers. The NCF Board of Directors meets monthly, and any member can have business considered at any board meeting by making arrangements with a director or the chair of the Board. Special business involves matters not usually conducted at Board meetings, such as calls for the resignation of a member, calls for the resignation of a director, and changes to the bylaws. The AGM includes election of directors, routine formal business motions and special business. Special business is described in NCF bylaw 32: Members wishing to have special business transacted at a general meeting shall present the business and supporting information to board of directors so that it may be posted in the on-line menu area used for the meeting. Special business includes: a) motions requiring the resignation of a member (ref. By-Law 5, requires 3/4 of votes); b) motions requiring the resignation of a director (ref. By-Law 10d, requires 2/3 of votes); c) motions requiring the resignation of a member of the executive (ref. By-Law 17d, requires 2/3 of votes); d) amendment of By-Laws (ref. By-Law 37, requires majority of directors and 2/3 of votes) e) motions recommending rules and regulations to the board of directors (ref. By-Laws 34 & 40, requires majority of votes). Notice of any meeting where special business will be transacted shall contain sufficient information to permit the members to form a reasoned judgement on the decision to be taken. Procedure for Raising Special Business -------------------------------------- Special business to be considered during the AGM must be submitted to the Secretary of the Board by February 3, 1997 by e-mail to: secretary@freenet.carleton.ca Motions must be proposed and seconded by NCF members in good standing. Special business motions and supporting material must be emailed as a single message to the Board Secretary (above) with the subject line "Special business motion for the AGM". The email must include the name of the member proposing the motion and the name of the member seconding the motion. Day-time phone numbers must also be provided for these people (phone numbers will not be posted). If the Secretary cannot contact the parties to confirm the authenticity of the motion between the 3th through the 17th of February, the motion will be deferred until a later AGM. Motions may be withdrawn by the proposer by sending email to the Secretary before February 17. Sufficient information must be provided to permit members to form a reasoned judgement on the issue and the decision to be taken. To ensure this, a member wishing to raise special business should include information that will be presented to members during the AGM, in the following general format: Text of the motion (generally no more than 10 lines of text) Rationale for the motion (generally no more than 100 lines of text) The rationale should explain why the motion is good for those who are NCF member and good for those in the community who are potential NCF members but who are not yet online (perhaps because they do not have the money, equipment or knowledge to get online); how it supports the NCF mission statement; and why it is financially viable (within the budget provided by NCF members and others to NCF). Current board members and NCF staff may also provide information, offer an opinion, and/or make recommendations to members relating to special business motions. Special business motions of "rules and regulations" are *recommendations* to the elected board of directors. Recommendations will be considered by the board of directors at a board meeting subsequent to the AGM. As recommendations, such motions are not binding upon the organization, but the board can be expected to give much weight to voting results of the motion. (Members are reminded that it is easier and effective to bring motions to the board by simply talking with any director before any monthly board meeting) A newsgroup for refining and discussing special business for the AGM is available in these menus, until Feburary 18, 1997. Members may wish to discuss and refine any business items before they are submitted to the Secretary. Your Choice ==> 7 How to suggest special AGM business =================================== What is 'Special Business'? --------------------------- Ordinary business is conducted on behalf of members by the elected Board of Directors, NCF employees, and volunteers. The NCF Board of Directors meets monthly, and any member can have business considered at any board meeting by making arrangements with a director or the chair of the Board. Special business involves matters not usually conducted at Board meetings, such as calls for the resignation of a member, calls for the resignation of a director, and changes to the bylaws. The AGM includes election of directors, routine formal business motions and special business. Special business is described in NCF bylaw 32: Members wishing to have special business transacted at a general meeting shall present the business and supporting information to board of directors so that it may be posted in the on-line menu area used for the meeting. Special business includes: a) motions requiring the resignation of a member (ref. By-Law 5, requires 3/4 of votes); b) motions requiring the resignation of a director (ref. By-Law 10d, requires 2/3 of votes); c) motions requiring the resignation of a member of the executive (ref. By-Law 17d, requires 2/3 of votes); d) amendment of By-Laws (ref. By-Law 37, requires majority of directors and 2/3 of votes) e) motions recommending rules and regulations to the board of directors (ref. By-Laws 34 & 40, requires majority of votes). Notice of any meeting where special business will be transacted shall contain sufficient information to permit the members to form a reasoned judgement on the decision to be taken. Procedure for Raising Special Business -------------------------------------- Special business to be considered during the AGM must be submitted to the Secretary of the Board by February 3, 1997 by e-mail to: secretary@freenet.carleton.ca Motions must be proposed and seconded by NCF members in good standing. Special business motions and supporting material must be emailed as a single message to the Board Secretary (above) with the subject line "Special business motion for the AGM". The email must include the name of the member proposing the motion and the name of the member seconding the motion. Day-time phone numbers must also be provided for these people (phone numbers will not be posted). If the Secretary cannot contact the parties to confirm the authenticity of the motion between the 3th through the 17th of February, the motion will be deferred until a later AGM. Motions may be withdrawn by the proposer by sending email to the Secretary before February 17. Sufficient information must be provided to permit members to form a reasoned judgement on the issue and the decision to be taken. To ensure this, a member wishing to raise special business should include information that will be presented to members during the AGM, in the following general format: Text of the motion (generally no more than 10 lines of text) Rationale for the motion (generally no more than 100 lines of text) The rationale should explain why the motion is good for those who are NCF member and good for those in the community who are potential NCF members but who are not yet online (perhaps because they do not have the money, equipment or knowledge to get online); how it supports the NCF mission statement; and why it is financially viable (within the budget provided by NCF members and others to NCF). Current board members and NCF staff may also provide information, offer an opinion, and/or make recommendations to members relating to special business motions. Special business motions of "rules and regulations" are *recommendations* to the elected board of directors. Recommendations will be considered by the board of directors at a board meeting subsequent to the AGM. As recommendations, such motions are not binding upon the organization, but the board can be expected to give much weight to voting results of the motion. (Members are reminded that it is easier and effective to bring motions to the board by simply talking with any director before any monthly board meeting) A newsgroup for refining and discussing special business for the AGM is available in these menus, until Feburary 18, 1997. Members may wish to discuss and refine any business items before they are submitted to the Secretary.