[wplug-board] WPLUG Board transition

JUDI GALARDI judigalardi at verizon.net
Tue Nov 22 10:51:47 EST 2011 

Why don't we wait until after the meeting on the 6th?
Judi

 


________________________________

Judi Galardi'sTHRAE BACK ATCHA!is here. Not here!  At my website www.judithgalardi.com  or at:    www.authorhouse.com.  My other books are also available.



>________________________________
> From: Terence J. Golightly <terencejgolightly at gmail.com>
>To: wplug-board at wplug.org 
>Sent: Monday, November 21, 2011 10:10 PM
>Subject: Re: [wplug-board] WPLUG Board transition
> 
>Greetings,
>
>New board members.  We need to meet and choose new officers.  We can do
>this on the IRC channel.  What would be a good day and time for
>everyone?  My initial guess would be after Thanksgiving for starters.
>So if no one objects we consider a day next week.
>
>Regards,
>
>Terry
>
>On 11/13/2011 11:57 PM, Vance Kochenderfer wrote:
>> Welcome!  I have added Pat Barron, Judi Galardi, Michael Loomis,
>> and Joe Prostko to the wplug-board mailing list.
>> 
>> First, a small introduction to the mailing list.  Almost all
>> discussion of WPLUG business should take place here.  This will
>> ensure that the discussion is archived for future reference and is
>> accessible to the membership (you can view the archives at
>> <http://www.wplug.org/pipermail/wplug-board/>).  You can post to
>> the list by e-mailing <wplug-board at wplug.org> or just by replying
>> to this message.
>> 
>> The only exception is sensitive or private matters that should not
>> be exposed publicly.  This includes membership lists (historically
>> WPLUG has treated its members' names and contact info as private
>> information).
>> 
>> OK, so what's next?  The election winners (Pat, Judi, Terry,
>> Michael, and Joe) need to get together face-to-face and decide who
>> will occupy which office.  A summary of them is appended to this
>> message; read through and see what you are interested in doing.
>> 
>> After this is decided, inform me of the outcome and I will
>> formally notify the membership of the new officers.  At that point
>> the old Board will cease to be and the new Board takes office.
>> 
>> The next Board meeting is already scheduled for December 6, 2011
>> at 6:00pm at Crazy Mocha at 2100 Murray Avenue in Squirrel Hill
>> <http://www.wplug.org/wiki/WPLUGBoard/Meeting-20111206>.  This can
>> be changed with the unanimous agreement of all the new Board
>> members.
>> 
>> When the new Board has its first meeting, it may be worthwhile to
>> invite former Board members to help kick things off and to hand
>> over records/paperwork.  The new Chair and Treasurer will also
>> need to go to the bank to be put on the account.
>> 
>> Once the transition is complete, Beth Lynn Eicher, Jim Harris,
>> Stan Slomberg, and I should be removed from the mailing list.
>> 
>> Please let us know if you have any questions.  Thanks for being a
>> part of keeping WPLUG going strong!
>> 
>> Vance Kochenderfer        |  "Get me out of these ropes and into a
>> vkochend at nyx.net          |   good belt of Scotch"    -Nick Danger
>> 
>> 
>> Chair: The Chair exercises overall leadership.  When things are
>> functioning properly, this office requires the 2nd greatest amount
>> of work.  However, this workload can increase greatly when they
>> are not since the Chair is ultimately responsible to see that all
>> necessary tasks get done.  He needs to know not only his duties,
>> but the duties of all other officers as well.  The Chair presides
>> at all business and Board meetings.  The bylaws provide that the
>> Chair signs contracts, but this is an extremely rare occurrence.
>> 
>> The ideal Chair has a commanding presence, yet does not forcefully
>> push his own agenda.  To effectively preside, he needs to have
>> solid knowledge of Robert's Rules and WPLUG's own bylaws and
>> rules.  He should take care that all members have the opportunity
>> to participate and express an opinion, but when a course of action
>> is decided upon by the group see that it is carried out without
>> further delay.  Ability to delegate tasks to others is important.
>> The Chair needs to be able to keep track of numerous details and
>> call them quickly to mind.
>> 
>> 
>> Vice-Chair: The major duty of the Vice-Chair is to preside at
>> meetings when the Chair cannot do so, and to succeed as Chair
>> should he resign.  The bylaws provide that the Vice-Chair also
>> serves the principal spokesperson of WPLUG; this includes
>> answering mail to info at wplug.org and serving as chair of the
>> Public Relations Committee.  This office does not necessarily have
>> a high workload, but if someone wants to take on new initiatives,
>> it can expand quite a bit.
>> 
>> When filling in for the Chair, the qualities listed under that
>> office are desirable.  Otherwise, the Vice-Chair needs to be
>> comfortable communicating with outside parties and respond
>> quickly, accurately, and tactfully to their questions.  He needs
>> to be aware of coming events and other WPLUG activities so he can
>> respond accurately to inquiries, and when he doesn't know the
>> answer, needs to be familiar enough with the organizational
>> structure so he can pass questioners along to the right person.
>> The major PR activity right now is Software Freedom Day, and an
>> ideal Vice-Chair would be interested in seeking out contacts with
>> media and other organizations to raise WPLUG's profile and reach
>> new populations.
>> 
>> 
>> Secretary: The Secretary's major duty is record-keeping.  The
>> Secretary takes minutes, brings draft minutes to meetings for
>> approval, and maintains archival copies of approved minutes.  He
>> also keeps all committee reports on file and provides committees
>> with any instructions or documents referred to them.  He is
>> responsible for maintaining the membership rolls, and receives and
>> processes all membership applications and must be prepared to
>> answer questions from individuals about their membership status.
>> This requires some coordination with the Treasurer.  The Secretary
>> also keeps track of all committee appointments.  He sends out
>> notification to the membership of each business meeting and to the
>> Board members of each Board meeting.  He also sends out the
>> requisite notifications for elections and bylaws amendments, and
>> handles mail-in ballots for these.  He needs to check the PO box
>> for mail on a regular basis.  The Secretary also prepares an order
>> of business prior to each meeting for the use of the presiding
>> officer.  Under normal circumstances, the Secretary's job has the
>> highest workload of all.
>> 
>> The major characteristics needed in a Secretary are stability,
>> predictability, and meticulous record-keeping.  He needs to
>> maintain complete and correct records of membership, minutes,
>> rules, and committee activities.  Because proper notice is
>> required to hold a valid business meeting, the Secretary must send
>> these out without fail and without needing prompting by others.
>> While knowledge of the whole of Robert's Rules is not strictly
>> necessary, he must be familiar with the sections on minutes,
>> previous notice and the call of the meeting, and committees.  The
>> Secretary must know WPLUG's rules and bylaws.
>> 
>> 
>> Treasurer: This is also primarily a record-keeping position,
>> albeit one with smaller scope and workload than the Secretary's.
>> The Treasurer must maintain clear and accurate records of income
>> and expenses.  He is typically the one who writes checks, and must
>> ensure money is spent only when properly authorized.  The
>> Treasurer must be able to visit the bank when necessary for
>> deposits or other transactions.  He coordinates with the Secretary
>> to receive membership dues and bank statements mailed to the PO
>> box.  At every meeting, the Treasurer must be able to provide the
>> current account balance, cash balance, and income and expense
>> reports, and prepare an annual report at the end of his term.  He
>> should also be aware of recurring expenses (e.g., server rental,
>> domain name registration) and bring these to the attention of the
>> Board or membership for reauthorization when they become due.
>> 
>> Again, stability, predictability, and meticulous record-keeping
>> are qualities needed in a good Treasurer.  Few things will destroy
>> member confidence in an organization more quickly than sloppy or
>> improper handling of funds, so his actions must be beyond
>> reproach.  Strong knowledge of Robert's Rules is not necessary,
>> other than the brief passage dealing with Treasurer's reports.
>> 
>> 
>> Director-at-Large: The Director-at-Large has no specific duties,
>> so would ordinarily have the smallest workload.  He is of course
>> expected to attend Board and membership meetings.  He can also
>> serve as a utility player and take on tasks and roles as desired,
>> so doesn't necessarily have to be bored all the time.
>> 
>> An ideal Director-at-Large can objectively observe how the Board
>> is functioning and volunteer to pitch in on those tasks that
>> aren't getting adequate coverage.  No special qualities,
>> abilities, or knowledge are necessarily required.
>> _______________________________________________
>> wplug-board mailing list
>> wplug-board at wplug.org
>> http://www.wplug.org/mailman/listinfo/wplug-board
>
>
>-- 
>Vice Chairman The Western Pennsylvania Linux User's Group
>vicechair at wplug.org
>http://wplug.org
>_______________________________________________
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>http://www.wplug.org/mailman/listinfo/wplug-board
>
>
>  
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