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Once a year, WPLUG conducts an election to determine who will serve on the Board of Directors for the upcoming year. Per section 6.6 of the WPLUG [[ByLaws]], the prior Board of Directors (in office prior to the election) still serves as the WPLUG Board of Directors until the new slate of officers takes office. This checklist is designed to make that process easier and more efficient. This checklist is not a "list of rules", nor is it part of WPLUG's governance - it is simply intended to be a practical guide. | Once a year, WPLUG conducts an election to determine who will serve on the Board of Directors for the upcoming year. Per section 6.6 of the WPLUG [[ByLaws]], the prior Board of Directors (in office prior to the election) still serves as the WPLUG Board of Directors until the new slate of officers takes office. This checklist is designed to make that process easier and more efficient. This checklist is not a "list of rules", nor is it part of WPLUG's governance - it is simply intended to be a practical guide. | ||
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== The Transition Meeting == | == The Transition Meeting == | ||
− | From a practical perspective, the next scheduled Board of Directors meeting following the election has | + | The ByLaws do not specify how, or under what circumstances, a newly elected Board of Directors takes office, other than that there must be a "slate of officers" (so the newly elected board of directors must have already decided among themselves what roles they will fill, so that they will constitute a "slate of officers"). From a practical perspective, the next scheduled Board of Directors meeting following the election has been used to facilitate the transition from the outgoing Board, to the newly elected Board. (This guide does not address how a transition would be organized if the membership should dissolve the Board pursuant to section 4.6 of the ByLaws, and the outgoing board refuses to cooperate in the transition - in such a case, I would suggest that the replacement Board members should meet on an ad hoc basis, decide on their slate of officers, and "seat themselves" as a Board - and then conduct a Board of Directors meeting in which they ratify their prior acts. In the event that this should happen, WPLUG most likely has bigger problems than just how to organize a transition....) |
=== Who Should Attend the Transition Meeting === | === Who Should Attend the Transition Meeting === | ||
− | The transition meeting is, at | + | The transition meeting is, at it's core, a regularly scheduled meeting of the WPLUG Board of Directors. As such, a quorum of the current (outgoing) board must attend, in order to conduct any business. Of course, all members of the incoming (newly elected) Board should attend as well. |
=== Where Should The Transition Meeting Be Held? === | === Where Should The Transition Meeting Be Held? === | ||
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== Template Agenda For Transition Meeting == | == Template Agenda For Transition Meeting == | ||
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* Chair (of the outgoing Board) calls the meeting to order. | * Chair (of the outgoing Board) calls the meeting to order. | ||
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* Upon completion of those discussions, members of the incoming Board report their chosen slate of officers to the Chair. | * Upon completion of those discussions, members of the incoming Board report their chosen slate of officers to the Chair. | ||
* The Chair (or another outgoing officer) sends a notification to the wplug-members and wplug mailing lists, containing notice of the new board officer assignments. | * The Chair (or another outgoing officer) sends a notification to the wplug-members and wplug mailing lists, containing notice of the new board officer assignments. | ||
− | * The Chair entertains a motion to | + | * The Chair entertains a motion to adjourn briefly, to allow the new board a few moments to organize themselves. This is the last "official act" of the outgoing board. |
− | * After a brief recess, the meeting is called to order by the newly elected (incoming) Chair; minutes will be kept by the newly elected Secretary. | + | * After a brief recess/adjournment, the meeting is called to order by the newly elected (incoming) Chair; minutes will be kept by the newly elected Secretary. |
− | * Review/confirm | + | * Review/confirm committee assignments. |
* Establish Board of Directors meeting schedule for the upcoming year. | * Establish Board of Directors meeting schedule for the upcoming year. | ||
* Establish GUM schedule for the upcoming year. | * Establish GUM schedule for the upcoming year. | ||
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* Update mailing lists on server (linode.wplug.org) to reflect new officer and committee assignments. | * Update mailing lists on server (linode.wplug.org) to reflect new officer and committee assignments. | ||
* Update [[Committees]] list on wiki as applicable. | * Update [[Committees]] list on wiki as applicable. | ||
− | * Update [ | + | * Update [http://www.wplug.org/wiki/WPLUGBoard Board member list] on wiki to reflect new officer assignments. |
* Update upcoming Board meeting schedule, and upcoming GUM schedule, on wiki. | * Update upcoming Board meeting schedule, and upcoming GUM schedule, on wiki. | ||
* Update [[Inventory]] list on wiki to reflect who has which keys. | * Update [[Inventory]] list on wiki to reflect who has which keys. | ||
− | * Complete [ | + | * Complete [http://wplug.org/w/images/8/84/Wplug-ein-change.pdf Template EIN Update] IRS letter. |
* Review WPLUG [[Inventory]] of assets and who currently has possession of them. | * Review WPLUG [[Inventory]] of assets and who currently has possession of them. | ||
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== Other Activities That Will Occur After Transition Meeting == | == Other Activities That Will Occur After Transition Meeting == | ||
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== Officer Assignments - Practical Considerations == | == Officer Assignments - Practical Considerations == | ||
− | In addition to the requirements specified in the ByLaws regarding eligibility to hold an office, the following practical concerns should be considered when the incoming board | + | In addition to the requirements specified in the ByLaws regarding eligibility to hold an office, the following practical concerns should be considered when the incoming board select it's officer slate: |
* The incoming Chair must have a US Social Security number, and must be willing to disclose that number to the IRS in the aforementioned EIN Update letter. An incoming board member unable or unwilling to do this will not be able to serve as Chair. | * The incoming Chair must have a US Social Security number, and must be willing to disclose that number to the IRS in the aforementioned EIN Update letter. An incoming board member unable or unwilling to do this will not be able to serve as Chair. | ||
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Holders of other offices (Vice Chair, Secretary, Director at Large) have no similar requirements. | Holders of other offices (Vice Chair, Secretary, Director at Large) have no similar requirements. | ||
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