Notice of WCSFA July 2016 SGM

Notice of
West Coast Science Fiction
Association
Special General Meeting

Date SAT, 23 JULY 2016
Start Time 2:00 PM – doors open 1:30 pm for sign-up, sign-in, and proxy registration
End Time 4:00 PM – clean-up volunteers may stay until 4:30 pm
Location Bonsor Recreation Centre, Multi-Use Room #1
6550 Bonsor Ave, Burnaby, BC (near Metrotown) – Google map
To: All Current WCSFA Members and Interested Parties
From: West Coast Science Fiction Association 2016 Board of Directors

All current members in good standing of the West Coast Science Fiction Association (WCSFA) and other interested parties are invited to attend a Special General Meeting for the purpose of discussing and voting on changes to our bylaws and a call for bids from teams interested in running VCON 42 in October 2017.

Details for the date, time and location are noted above, information on how to get to the site by Transit or from inside Metrotown Mall will follow. See below for details of the planned SGM agenda, proposed motions, member qualification, proxy voting requirements and contact information for further queries.

Yours,
Jenni Merrifield : secretary [at] wcsfa [dot] org
2016 Secretary, West Coast Science Fiction Association

Jump To:
[Planned Agenda] [Call For Bids[ [Changes to Bylaws] [Member Qualification] [Proxy Voting] [Contact Us]

Planned Agenda

  1. Call to order
  2. Acceptance of Proxies
  3. Adoption of the rules of order
  4. Discussion and voting on Proposed Motion to Call for Bids for VCON 42
    See the Call for Bids section for details
  5. Discussion and voting on Proposed Motions for Changes to Bylaws
    See the Changes to Bylaws section for details

    1. Motion One: Remove Vice Chair Venue Negotiation Clause
    2. Motion Two: Remove Vice Chair Organizing Committee Restriction Clause
    3. Motion Three: Elections to be to the Board as a Whole
    4. Motion Four: Board Seats to be Split Into Two Groups with Two Year Terms.
  6. Closing Remarks
  7. Adjournment
Call for Bids
The following motion proposing that WCSFA publish a formal Call for Bids for VCON 42 will be discussed and voted on at the SGM.

Proposed Motion

As no one has put forward their name as a potential VCON 42 Chair from among the currently active members of WCSFA and the VCON 41 ConCom:

“The WCSFA board to publicly distribute a formal Call for Bids for VCON 42 ConCom to all WCSFA members and through social media channels, no later than 31 JUL 2016, with the deadline for interested parties to put forward a bid set no later than 21 AUG 2016.”

If one or more bids are received by the deadline:

“The WCSFA Board to schedule a Special General Meeting to be held sometime between that deadline and SUN 04 SEP, 2016 for the purpose of presenting and voting on the bids and such other business as may be required to be done at that time.”

If no bids are received by the deadline:

“The WCSFA Board to schedule a meeting where they will decide whether to recommend VCON 42 be delayed until 2018 with another Call for Bids going out in the New Year for consideration at the AGM, or to recommend another Call for Bids for 2017 be made immediately with a deadline of 31 OCT 2016, and a follow-up SGM scheduled between then and SUN 13 NOV 2016.”

Purpose:  At the 2016 AGM a motion was passed that, as no one had stepped forward for election as the VCON 42 chair, the WSFA Board would hold an SGM approximately three months later for the purpose of finding a candidate for the position and such other business as may be required to be done at that time. Unfortunately, the attempt to find a candidate from among currently active members of WCSFA and the VCON Concom has not been successful. The board wishes to try a ConCom Bid format, much like what was originally used by the organization, rather than the election of only a Committee Chair. The bidding process will be based on those used earlier in WCSFA’s history combined with current WCSFA board policies and modern fan convention running best practices.

A preliminary draft of the planned Call for Bids text will be made available at the meeting.

Changes to Bylaws
The following motions proposing changes to the WCSFA bylaws will be discussed and voted on at the SGM. View a copy of the current bylaws.

Proposed Motion One

Remove Vice Chair Venue Negotiation Clause

To remove the following clause from WCSFA Bylaws Part 7 (Duties of Officers), Section 41, article (2):

“The Vice President is charged with the duty of negotiating for and signing the contract for the venue(s) where a major society-sponsored event will be held”

Purpose: To move duties currently assigned to the Vice President to the Policies and Procedures document so that it can be adapted from time to time by the WCSFA Board of Directors without requiring a Special General Meeting. In this case, the current requirement is incorrectly specified as negotiation of venue contracts are usually done by the event chair and/or hotel liaison, with overview and signing authority provided by the vice-chair.

Proposed Motion Two

Remove Vice Chair Organizing Committee Restriction Clause

To remove the following clause from WCSFA Bylaws Part 7 (Duties of Officers), Section 41, article (3)

“The Vice President shall not hold a position on any active committee formed for the purpose of organizing a major society-sponsored event.”

Purpose: To move duties currently assigned to the Vice President to the Policies and Procedures document so it can be adapted from time to time by the WCSFA board of directors instead of a Special General Meeting. In this case, the restriction has been deemed onerous and should be adjusted on a case by case basis.

Proposed Motion Three

Elections to be to the Board as a Whole

To replace WCSFA Bylaws Part 5 (Directors and Officers), Section 26, article (2):

“Separate Elections for each office to be held”

with the following:

“Future candidates will stand for election to the board as a whole and all offices shall be filled from within and by vote of the Board of Directors”

Purpose:  To allow more flexibility on filling board positions and to better support the sharing of knowledge across different board positions.

Proposed Motion Four

Board Seats to be Split Into Two Groups with Two Year Terms

Option A (language to be used if proposed Motion 3 passes)

To replace WCSFA Bylaws Part 5 (Directors and Officers), Section 26, article (1):

“The directors must retire from office at each general meeting when their successors are elected”

with

“Seats on the Board of Directors will be split into two groups, with each group to be elected for two-year terms in alternate years.

(a) Group 1 to be a minimum of three and a maximum of five seats.
(b) Group 2 to be a minimum of two and a maximum of four seats.”

Option B (language to be used if proposed Motion 3 fails to pass)

To replace WCSFA Bylaws Part 5 (Directors and Officers), Section 26, article (1):

“The directors must retire from office at each general meeting when their successors are elected”

with

“Seats on the Board of Directors will be split into two groups, with each group to be elected for two-year terms in alternate years.

(a) Group 1 to be President, Treasurer, a Member at Large and up to two additional Members at Large.
(b) Group 2 to be Vice President, Secretary, and up to two additional members at large.”

Purpose: To allow for a continuity of personnel in the board so that ongoing major events can more smoothly continue as intended.

Member Qualifications
You are a WCSFA member in good standing for this Special General Meeting:

  1. You had a membership to VCON 40
    WITH THE EXCEPTION OF the following types of complimentary day or weekend memberships [*]:

    1. volunteer
    2. program participant (NOT including Guests of Honor)
    3. fan club/organization representative
    4. media/press
  2. OR You have purchased a membership for VCON 41
  3. OR You have paid the $5 WCSFA membership fee at any time after 24 JULY, 2015,

AND

  1. You do not currently owe any debts to WCSFA.

Members in good standing who are aged 13 and older as of the date of a General Meeting are also Voting Members and are eligible to vote on any motions made during the meeting. Members who are aged 19 and older are eligible to run for election to the Board of Directors or put forth a bid to run an event.

[*] Although these specific complimentary membership types DID NOT include membership in WCSFA these valued event participants are being notified of this SGM at the request of the WCSFA 2016 President, Chris Sturges. You are not only welcome to attend the SGM as an observer but you may become a voting member by purchasing a $5 voting membership or a weekend membership to VCON 41. These can both be done, in advance, through Eventbrite at http://vcon41.eventbrite.ca/#tickets or on-site at the SGM, during the “sign-in and sign-up” period between 1:30pm and 2:00pm

If you are not sure whether you have a current WCSFA membership, please contact the WCSFA Secretary (secretary [at] wcsfa [dot] org), before FRI 22 JULY, 2016 to check your status.

For members who are unable to attend in person,
proxy voting is allowed.
Instructions on how to set up a proxy vote
can be found in the next section.
Proxy Voting
How to Set Up A WCSFA Voting Proxy

A WCSFA member in good standing may give their proxy to any other member in good standing. A proxy is only valid for a single general meeting and may be provided as described here

  1. A proxy is given by providing written notice to the directors indicating the following:
    1. the member in good standing to whom the proxy is being given,
    2. the date of the general meeting at which the proxy will be valid, and
    3. the specific motions, resolutions or elections to which the proxy is to be restricted if any.
  2. Notice of proxy may be provided to the directors in the following ways:
    1. as a paper notice, submitted personally, by mail, or by fax, that is both dated and signed by the member giving the proxy, or
    2. as an electronic mail message sent to the electronic mail addresses of the President, the Vice President and the Secretary from the registered email address of the member giving the proxy.
  3. All notices of proxy must be received by the directors prior to or at the start of the general meeting at which the proxy is valid.

A paper note may also be given to the member who will hold the proxy and handed into the board prior to the start of the general meeting or you may make arrangements to deliver it by hand, mail or fax with any current board members.

As noted in instruction step 1.c the member must choose whether their proxy is applicable to ALL motions, resolutions and elections to be voted on at the meeting or is restricted to only some. Restrictions can be applied by, for example, naming specific, individual motion(s) or resolution(s) noted on the agenda, specifying it is only for elections of members of the WCSFA Board of Directors, etc.

NOTE

With a proxy, your vote will be assigned the same value as that of the person holding your proxy. That is, you may not choose to specify what your vote choice is independently of that person.

Contact Us
If you have queries about this SGM, the Call for VCON 42 ConCom Bids, WCSFA or other items.

For additional information about this SGM, the Call for VCON 42 ConCom Bids, or anything else related to WCSFA, VCON or it’s other events, please feel free to contact any of the following:

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