This page contains items not yet included in the Standing Rules page, usually organized as two lists: 1) a list of changes to the Standing Rules which have been perfected by the Rules Committee and are about to be reported to the Membership before being incorporated into the Standing Rules page, and 2) a list of pending changes to the Standing Rules which have been passed as motions, announced as fiats, etc. and are being perfected by the Rules Committee. This list is deliberately over-inclusive and may contain items which do not belong in the Standing Rules and will be discarded by the Rules Committee. All of these items took effect when they were passed or announced; the Rules Committee is just adding any necessary technical details and clarifying their meaning when needed. With a few exceptions, each item is in a block of text separated from other items by three lines (two long lines of "====" with between them a line with "==== " followed by the identifier for that item, usually in the format "YYYY-MM-IM.N"). In both lists, the item will contain the original text. In the first list it will also contain the perfected text, if different. In the second list it may also contain notes, commentary, or intermediate stages of perfection. Last updated 22 June 2018 to add a few new items and to update some items approved by or being worked on by the Rules Committee. Contains items from IM issues through number 952 (June 2018). ================================================================ ==== Items ready to be reported to the Membership ================================================================ ================================================================ ==== 2017-11-DAA.2 -- this arose when adding 1.12(9) ================================================================ IM 951 MSP to amend Standing Rules subsection 1.12(9)M by deleting the start of the second sentence, up through the comma in the second sentence, replacing "decide whether to keep the book in" with "add the book to" appending to the second sentence "or replace an inferior copy with it" in the third sentence, replacing "Boskone, and" with "Boskone or elsewhere, or sold at a reduced price." "5/18, added more options" will be appended to the annotation. The current text is 1.12(9)M When a book becomes unsaleable at regular price because of damage, it is declared a "hurt book". If the book is not currently in the NESFA library, the Library Committee shall be given the opportunity to decide whether to keep the book in the library. Otherwise, the book shall be given away at Boskone, and if the book is too damaged, it may be thrown away at the discretion of the Sales Committee. [12/14; 11/17, moved from 2.5(14)F and made an M-rule.] The amended text would be 1.12(9)M When a book becomes unsaleable at regular price because of damage, it is declared a "hurt book". The Library Committee shall be given the opportunity to add the book to the library or replace an inferior copy with it. Otherwise, the book shall be given away at Boskone or elsewhere, or sold at a reduced price. If the book is too damaged, it may be thrown away at the discretion of the Sales Committee. [12/14; 11/17, moved from 2.5(14)F and made an M-rule; 5/18, added more options.] ==>> Approved resolution: Do it. ================================================================ ==== 2017-12-DAA.4 ================================================================ There is an issue with section 2.1(10)M. It's current text is: Members whose dues remain in arrears at the end of the calendar month after the one in which those dues were due shall be dropped from membership at that time, unless special circumstances apply. (Special circumstances is deliberately left vague to allow "doing the right thing".) [6/11] This appears to conflict with ByLaws section 1.2(b), which states: Except as otherwise provided in this section, whenever Members have failed to pay their dues, their memberships automatically expire at the end of the period when the dues are payable. ==>> Approved resolution: Append this text to the annotation to SR2.1(10): "?/18, ByLaws section 1.2(b) does not define "the period when dues are payable". This subsection provides that definition." Add this annotation to ByLaws section 1.2(b): "?/18, the "period when dues are payable" is defined in Standing Rules subsection 2.1(10)M". Since this only affects the annotations, which are not part of the official rules, I believe that we can do this without requiring explicit approval by the Membership. ================================================================ ==== 2018-02-IM948.2 & 2018-02-IM948.3 & 2018-03-IM949.3 & ==== 2018-04-IM950.5 ================================================================ IM 948 MSP that items should not be added to Meetup or Google Calendar until they have been approved and added to the official Boskone calendar. A ruling by the chair (not reported in IM): approval of calendar items between meetings is by the Clerk. IM 949 Correction to the minutes: The chair ruled that the Clerk approves calendar items between meetings. IM 950 Correction to the minutes: change "Boskone" to "NESFA". ==>> Approved new section: 4.4(4)M No item should be added to NESFA's Meetup groups, NESFA's Google Calendar, or any other secondary calendar of NESFA's until it has been approved by a Business Meeting or the Clerk and added to the official calendar on the NESFA website. [2/18] ================================================================ ==== 2018-02-DAA.1 ================================================================ Section 5.1(1)(b)M as currently worded can allow a change without advance notice to pass with one fewer vote than if notice had been given. ==>> Approved resolution: The Rules Committee should make this motion at a Business Meeting: Moved to amend Standing Rules subsection 5.1(1)M item (b) by replacing 'one half' with 'a majority'. The current text of 5.1(1)b is Sections of the NESFA Code can be added by a simple majority vote of the Executive Board or the Membership. Sections can be amended or rescinded by the appropriate body by a majority vote if notice is given or, if notice is not given, by a two-thirds vote or a vote of one half of all Members eligible to vote, whichever is less. The amended text of 5.1(1)b would be Sections of the NESFA Code can be added by a simple majority vote of the Executive Board or the Membership. Sections can be amended or rescinded by the appropriate body by a majority vote if notice is given or, if notice is not given, by a two-thirds vote or a vote of a majority of all Members eligible to vote, whichever is less. ================================================================ ==== 2018-02-DAA.2 ================================================================ The rules regarding maintenance of the Standing Rules are somewhat out of date. ==>> Approved resolution: Make this motion: Moved to amend the Standing Rules by in the second sentence of subsection 1.6(1)M deleting all before "the Rules Committee" replacing "a business meeting" with "each Business Meeting" inserting after "all decisions" the text "which the committee has completed processing which were" in the first sentence of subsection 1.6(2)M after "NESFA Code" insert ", including a list of rules adopted but not yet integrated into the Code," The Rules Committee will update the annotations as follows: "?/18, changed reporting from quarterly to every meeting" will be added to the annotation for 1.6(1). "?/18, also maintain a list of pending rules" will be added to the annotation for 1.6(2) The current texts are: 1.6(1)M The Rules Committee shall be responsible for maintaining the NESFA Code. From time to time, but preferably quarterly, the Rules Committee shall report to a business meeting, in the form of an amendment or addition to the appropriate part of the Code, all decisions made by the Membership or the Executive Board having the character of a rule or regulation of general and continuing effect. If necessary the Rules Committee may rephrase the rule, preserving its original substance. The text of the code shall be modified in accordance with the Rules Committee report unless a different wording is specifically adopted by the originating body by the close of its next meeting after the report. The above mechanism for maintaining the text of the NESFA Code does not alter the fact that a new rule or change in the rules goes into effect when adopted or as provided when it is adopted. [7/71*. The original text required that rules processed by the Rules Committee be submitted again to the originating body for "ratification." Amended in 8/83 to eliminate the ratification requirement but require quarterly reports; reporting requirement eased 5/92. See also Section 5.1 on the format of the Code.] 1.6(2)M The Rules Committee shall maintain an up-to-date edition of the NESFA Code on the NESFA website. Any Member for whom web access is impractical will be provided with a paper copy on request. Every new Member shall be informed of this upon admission to membership. [7/71*, requiring copies for Regular and Affiliate Members. General Members added in 8/74, Inactive in 9/83; then all except Regular deleted in 7/91. 7/05: Distribute the Code via the website (at ), in conformance with long-standing practice. See also BL 10.3]. The amended texts would be: 1.6(1)M The Rules Committee shall be responsible for maintaining the NESFA Code. The Rules Committee shall report to each business meeting, in the form of an amendment or addition to the appropriate part of the Code, all decisions which the committee has completed processing which were made by the Membership or the Executive Board having the character of a rule or regulation of general and continuing effect. If necessary the Rules Committee may rephrase the rule, preserving its original substance. The text of the code shall be modified in accordance with the Rules Committee report unless a different wording is specifically adopted by the originating body by the close of its next meeting after the report. The above mechanism for maintaining the text of the NESFA Code does not alter the fact that a new rule or change in the rules goes into effect when adopted or as provided when it is adopted. [7/71*. The original text required that rules processed by the Rules Committee be submitted again to the originating body for "ratification." Amended in 8/83 to eliminate the ratification requirement but require quarterly reports; reporting requirement eased 5/92. ?/18, changed reporting from quarterly to every meeting. See also Section 5.1 on the format of the Code.] 1.6(2)M The Rules Committee shall maintain an up-to-date edition of the NESFA Code, including a list of rules adopted but not yet integrated into the Code, on the NESFA website. Any Member for whom web access is impractical will be provided with a paper copy on request. Every new Member shall be informed of this upon admission to membership. [7/71*, requiring copies for Regular and Affiliate Members. General Members added in 8/74, Inactive in 9/83; then all except Regular deleted in 7/91. 7/05: Distribute the Code via the website (at ), in conformance with long-standing practice. ?/18, also maintain a list of pending rules. See also BL 10.3]. ================================================================ ==== 2018-03-DAA.1 -- noticed when working on 2018-03-DAA.2 ================================================================ There's a housekeeping issue with section 5.8: it should have been written with 5.8 just a header and items a/b/c as 5.8(1)M, 5.8(2)M and 5.8(3)M. ==>> Approved action: change '5.8M' to just '5.8' change 'a)' to '5.8(1)M' change 'b)' to '5.8(2)M' change 'c)' to '5.8(3)M' ================================================================ ==== 2018-04-IM950.1 ================================================================ Moved to amend 1.9(17)M by, in list item 1, inserting after "Guests of Honor" the text "and other official Boskone or NESFA guests," changing "and their" to "and for their" adding an annotation "[4/18, added non-GoH guests]" MSP2/3 The revised text would be 1.9(17)M Unpaid Boskone memberships are permitted only 1. for the Guests of Honor and other official Boskone or NESFA guests, and for their immediate families, [4/18, added non-GoH guests] 2. ... ==>> Approved resolution: Do it. ================================================================ ==== 2018-04-IM950.2 ================================================================ Moved to amend subsection 2.1(5) of the Standing Rules by replacing all of the second sentence after "dues" with "in accordance with section 2.1(10)" and by appending to its annotation "4/18, removed dependency on the anniversary of admission". MSP2/3 The amended text would be In accordance with Section 1.2 of the By-Laws, a Member newly admitted shall be dropped from membership if he or she has not paid his or her dues within one month from the date of admission. Any other Member shall be dropped from membership who has not paid his or her dues in accordance with section 2.1(10). [7/71*. Second sentence essentially passed 9/68, first sentence 11/70; 4/18, removed dependency on the anniversary of admission.] For reference, section 2.1(10) is Members whose dues remain in arrears at the end of the calendar month after the one in which those dues were due shall be dropped from membership at that time, unless special circumstances apply. (Special circumstances is deliberately left vague to allow "doing the right thing".) [6/11] ==>> Approved resolution: Do it. ================================================================ ==== Items being perfected by the Rules Committee ================================================================ ================================================================ ==== 2016-03-IM927.2 ================================================================ MP: Motion to mandate a link on the NESFA NEGC site leading to the NEGC meetup page. [NEGC is the New England Gaming Convention.] [The EBoard is currently (12/17) considering policy on issues including this. We should defer action until we hear what they've decided.] ================================================================ ==== 2017-10-DAA.1 -- new material from Dave Anderson ================================================================ SR4.2(7) is a list of sales items and prices which hasn't been updated for a decade, but I'm pretty sure that not all of the information in that list is present somewhere else on our website. We should delete this subsection after ensuring that all useful information in it is preserved elsewhere. Information in 4.2(7) which I didn't find anywhere else on the website: historical price info information about galleys most non-book or oddball items most of the "Items from other publishers" most of the "Doodads" or "Miscellaneous Items" We need to check each item in 4.2(7) individually! Ugh! This item needs much more work before it's ready for a vote. ================================================================ ==== 2017-10-DGG.1 -- email from Dave Grubbs ================================================================ I'm pretty sure I remember a business meeting decision to allow the eboard to authorize $1000 without consulting the membership -- a bump from $500. (The expenditure would be reported at the next meeting.) But when I looked that up in the official copy of the rules (online), I still saw $500. ==>> Approved action: The $500/$1000 error in the Standing Rules has been fixed. Having looked at this more closely, I believe that the E-Board (since SR2.3(1) is an E rule) or the Membership should change the amounts specified in the Standing Rules which are also specified in the ByLaws to be references to the amounts specified in the ByLaws. So, send this email to the E-Board: Subject: Fixing a glitch in the Standing Rules Standing Rules subsection 2.3(1)E authorizes expenditures by the E-Board and by any Officer, but the limits on the amounts are also in the By-Laws and tend to get out of sync. The Rules Committee recommends that the E-Board fix this problem by changing the Standing Rules to refer to the amounts in the By-Laws, preferably by adopting this motion: Moved to amend Standing Rules Subsection 2.3(1)E by deleting items (b) and (c) relabelling item (d) as item (b) adding a new item (c): Any expenditures authorized by Officers or the Executive Board under ByLaws Subsection 5.4(a) must be reported to the Treasurer and should be reported to the Membership. This text will be appended to the annotation for that subsection: ?/18: Replaced text which duplicated the limits in the ByLaws with a reference to that ByLaws Subsection. For reference, the current text of SR2.3(1)E (b) and (c) is b) Any Officer may authorize expenditures of up to $150 without Membership approval. The Treasurer should inform the Membership of any such allocations. c) The Executive Board may authorize expenditures of up to $1000 without Membership approval. The Board should inform the Membership, and must inform the Treasurer, of any such allocations. ==>> Further proposed action: After discussion with the EBoard, it was decided that a better approach was to leave the Standing Rules alone and amend ByLaws to remove the duplicate numbers. Submit to the Rules Committee, signed by all of us, a motion to amend subsection 5.4(a) of the ByLaws by deleting the first two sentences. Approval of this item would constitute such a submission. We should also append to the annotation for that subsection "?/18, deleted the provisions for officers and for the Executive Board. Such expenditures and obligations may be made or authorized as specified in subsection 2.3(1) of the Standing Rules." The relevant part of the current text of 5.4(a) is Any Officer may, in the ordinary course of business, make or authorize the making of any expenditure or obligation in any amount not exceeding one hundred fifty dollars ($150). The Executive Board may make or authorize the making of any expenditure or obligation in any amount not exceeding one thousand dollars ($1000). The Membership may make or authorize the making of any expenditure or obligation in any amount whatsoever. The full revised text of 5.4(a) would be The Membership may make or authorize the making of any expenditure or obligation in any amount whatsoever. The Executive Board may authorize corporate debit cards which allow access to the Corporation's funds, for use by specific individuals in furtherance of the activities of the Corporation. If such cards are authorized, the Treasurer shall ex officio be authorized to have one. The Treasurer shall issue and may amend rules and guidelines for use of corporate debit cards, subject to the provisions of Section 5.3. [Until 4/82 the amounts above were $25 and $75 respectively. The 1967-71 By-Laws were much simpler on these points, simply saying that "all expenditures exceeding $25 [$75] must be approved by the Executive Committee [the Membership]." In 9/12 the amounts were raised from $50 and $150. At the same time "Any Officer" in the first sentence was inserted in place of "The Treasurer." The language about corporate debit cards was added 12/10. 1/17: The amount for the Executive Board was increased from $500 to $1000; ?/18, deleted the provisions for officers and for the Executive Board. Such expenditures and obligations may be made or authorized as specified in subsection 2.3(1) of the Standing Rules.] For reference, Standing Rules section 2.3(1) is With the following exceptions, all budgets must be approved by the Membership of NESFA: a) Any committee chairman is entitled to a budget of $150 without Membership approval. Such budgets can be established by informing the NESFA Treasurer. b) Any Officer may authorize expenditures of up to $150 without Membership approval. The Treasurer should inform the Membership of any such allocations. c) The Executive Board may authorize expenditures of up to $1000 without Membership approval. The Board should inform the Membership, and must inform the Treasurer, of any such allocations. d) Each Boskone Committee has an initial budget of $500. [2/95] [11/83: except as noted. Largely duplicates 8/73 rule, except that the monetary amounts are now twice as large (4/82 By-Law amendment).; 9/12: Committee and Officer authorized expenditures increased from $50 to $150; Executive Board authorized expenditures increased from $150 to $500.] ================================================================ ==== 2017-11-DAA.1 -- this arose when updating 2.5(9) ================================================================ ==>> Question: Are there still any accounts to which 2.5(9) applies? If not, should 2.5(9) be deleted? Defer dealing with this item until the Treasurer is less overworked, then ask about it. ================================================================ ==== 2017-11-DAA.3 -- this arose when adding 4.2(19) ================================================================ Much of section 4.2 is obsolete, contradictory, or both. It badly needs a rewrite -- but revisit this after the EBoard acts regarding 4.2(8) and 4.2(12) as recommended by the Rules Committee in December 2017. ================================================================ ==== 2018-03-DAA.2 ================================================================ When we defined the procedure for sending required notifications by email, we were too focused on the email aspect and forgot one important thing -- notice should be given in IM if possible. ==>> Amended proposed resolution: Make this motion: Moved to amend subsection 5.8(1) of the Standing Rules by prepending "If possible," replacing "shall usually be given by posting to" with the text "shall be given by publication in Instant Message and by posting to a mailing list. If not, the preferred method is timely posting to a mailing list with eventual publication in Instant Message. The mailing list shall be" The Rules Committee will append this text to the annotation: "?/18, restore publication in Instant Message as part of the preferred method of notification. This was accidentally deleted when email notification was enabled." The amended text of 5.8(1) would be If possible, notices to be given to Regular Members under ByLaws Subsection 10.2(g) shall be given by publication in Instant Message and by posting to a mailing list. If not, the preferred method is timely posting to a mailing list with eventual publication in Instant Message. The mailing list shall be the nesfa-regular mailing list or any other mailing list which is a superset of the nesfa-regular mailing list. [See also Standing Rules Subsection 1.34(2); ?/18, restore publication in Instant Message as part of the preferred method of notification. This was accidentally deleted when email notification was enabled.] The original text of 5.8(1) is Notices to be given to Regular Members under ByLaws Subsection 10.2(g) shall usually be given by posting to the nesfa-regular mailing list or to any other mailing list which is a superset of the nesfa-regular mailing list. [See also Standing Rules Subsection 1.34(2).] ================================================================ ==== 2018-03-DAA.3 ================================================================ The annotation to subsection 1.9(17) wasn't properly updated when list item 6 was added. ==>> Proposed resolution: delete the "9/11" annotation after list item 5 add an annotation after the list of "9/11, except as otherwise noted" Since this is just fixing the annotations, which aren't part of the official rules, I believe that we can do this without needing any explicit authorization from the Membership. ================================================================ ==== 2018-04-IM950.3 ================================================================ Moved to repeal 2.1(11)M, which is obsolete given new section 2.1(12)E (shown below). MSP2/3 For reference, 2.1(11)M is The Membership Committee is directed to send out renewal letters when we start sending dues due labels. ==>> Proposed resolution: Since we already approved this motion, just do it. ================================================================ ==== 2018-04-IM950.4 ================================================================ Moved by DAC: that section 1.9(18)M, subparagraph (a) of the Standing Rules be amended by replacing the text "Time before 3:00 PM" with "Time before 3:00 PM or whenever the area opens, whichever is later," and the text "or after 3:00 PM" with "or after 3:00 PM or whenever the area closes, whichever is earlier,". MSP2/3 MSP2/3 RKOV amend SR1.9(18)(a) changing "3:00 PM on the Friday" to "6:00 PM on the Friday" ==>> Proposed resolution: Do the above. The current text of 1.9(18)M starts: 1.9(18)M To encourage volunteering at Boskone, anyone (including Committee, Staff, people with non-paid memberships, and non-members) who works on the convention for a sufficient amount of time will be given a free non-transferable membership in the following Boskone. [11/04] (a) Twelve hours is a sufficient amount of time. Time before 3:00 PM on the Friday of the convention or after 3:00 PM on the Sunday of the convention counts double. [8/06. Previously, for each convention the amount of time, the multipliers, and the times during which multipliers applied were to be proposed by the chair and approved by the Membership.; 4/11: Reduced from sixteen hours to twelve hours.] The revised text would be: 1.9(18)M To encourage volunteering at Boskone, anyone (including Committee, Staff, people with non-paid memberships, and non-members) who works on the convention for a sufficient amount of time will be given a free non-transferable membership in the following Boskone. [11/04] (a) Twelve hours is a sufficient amount of time. Time before 6:00 PM on the Friday of the convention or whenever the area opens, whichever is later, or after 3:00 PM on the Sunday of the convention or whenever the area closes, whichever is earlier, counts double. [8/06. Previously, for each convention the amount of time, the multipliers, and the times during which multipliers applied were to be proposed by the chair and approved by the Membership; 4/11: Reduced from sixteen hours to twelve hours; 4/18, changed the start time on Friday and allowed using the start/end times of areas instead of fixed times.]