Ad-Hoc By-Laws Open Forum Meeting Minutes
Date: November 1, 2006 7PM-10:30PM
Place: Once Highland Center, Conference Room
Moderator: Rabiul Islam
1. Agenda for the open forum was approved by Ad-Hoc Committee members present at the meeting.
2. The first item discussed was “By-Laws Formalization”. Following comments were made:
a. The attendees discussed two options on the future process of By-Laws adoption.
i. Send to the community for approval. Send the By-Laws to the community via email and also US regular mail.
ii. Let the next BOD decide.
b. A Referendum should be conducted. A lot of effort has been made to develop the draft By-Laws. Let the community decide whether to approve or reject it. However, if the draft By-Laws is put in referendum at the same vote as BOD election, what happens to the BOD if the bylaws is voted down? Community can give a three months period to the new BOD to finalize the By-Laws and conduct election on By-Laws only.
c. The language of the constitution committee minutes is confusing and it may be best to let the community decide the future process of the By-Laws. If approved by the community, new BOD must abide by it. The new BOD can initiate amendment process if there is a need. The upcoming election should be run on this By-Laws. Alternatively a By-Laws only election can be conducted prior to BOD election.
3. The next item discussed was “Election”. Following comments were made:
a. There should be a provision on how to fill a vacant position within the Election Commission (EC). Blackout should be less than 2 months, since EC is being formed two months prior to the election. Blackout may be 30 days. Nomination withdrawal can be 7 days prior to the elections. There should be a blackout for EC as well. The first BOD election should follow the current By-Laws being drafted. A voter list should be prepared. However, there may be a provision to allow people to come and vote without being in the list. For the first election, there may be temporary member for election purpose until a By-Laws is adopted officially by the association. By-Laws should specifically mention that the voter list must be published by XX number of days.
b. There may be problem with 1Candidate/1Vote method. Statistically a group of 60 can get their candidates elected, even if 240 people preferred others - meaning majority wish is defeated. This problem can be addressed by introducing limited voting method where voters only vote for 30% or 5% or 67% of the total vacancy available.
c. Another possible method may be cumulative voting method where voters can cast 1 vote each for 11 candidates, or they can vote 11 votes for 1 candidate. These are methods that are used in many recent elections.
d. Paneling should be discouraged. However, it cannot be enforced. Voters should be given the right to choose how they want to cast their votes.
4. The next item discussed was “Events”. Following comments were made:
5. The next item discussed was “Fiscal Year”. Following comments were made:
6. The final item on the agenda was “Open Table”. Following comments were made:
7. The meeting was adjourned.