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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.
 
== When the New Board Takes Office ==
 
 
Section 6.5 of the [[ByLaws]] states that the newly-elected Board takes office either when the election meeting adjourns, or when the slate of officers is announced to the membership, whichever is later.  Ideally, all of the newly-elected Board members (or at least a majority of them) will be present at the election meeting.  In this case, they can meet privately for a few minutes during the meeting to decide who will occupy which office.  While a consensus decision is ideal, a majority vote is all that is necessary.  The slate of officers decided on can then be announced at the election meeting.  Once the election meeting adjourns, the new Board takes office and the old Board no longer has any power or responsibility (other than turning over records/assets to the new officers in an orderly fashion).
 
 
Should the newly-elected Board not reach/announce a decision during the election meeting, it will need to meet at a later time ("promptly").  This can happen at the next scheduled Board meeting as described below, or at some other time.  Once a new slate of officers is decided on by majority vote, it must be announced to the membership.  This can happen by e-mail to the wplug-members list, or in person at a membership meeting (GUM).  The new Board takes office immediately when the announcement is made.
 
  
 
== The Transition Meeting ==
 
== The Transition Meeting ==
  
From a practical perspective, the next scheduled Board of Directors meeting following the election has often 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; this will likely require action by the membership.  In the event that this should happen, WPLUG most likely has bigger problems than just how to organize a transition....)
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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 its core, a regularly-scheduled meeting of the WPLUG Board of Directors.  As such, a quorum of the current Board in office must attend in order to conduct any business.  Ideally, all members of the old and new Boards should attend to complete the handover.
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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 ==
 
This template was prepared with the idea that the announcement of the new Board (and thus its entry into office) would take place during the Board meeting.  Note that if the new Board officers were announced at the election meeting, or sometime before the Board meeting, then the previous Board has left office and would have no formal role during the Board meeting (although they still should be present to complete the handover tasks).
 
  
 
* 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 recess briefly, to allow the new board a few moments to organize themselves.  This is the last "official act" of the outgoing board.
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* 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.
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* 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 [[Committees | committee assignments]].
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* 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 [[WPLUGBoard|Board member list]] on wiki to reflect new officer assignments.
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* 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 [[Media:Wplug-ein-change.pdf|Template EIN Update]] IRS letter.
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* 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.
* Create or reactivate accounts on the server for any Board members who need one.
 
* Update files in <tt>/home/board/aliases</tt> on server to point to new Board and committee members' e-mail addresses.
 
  
 
== Other Activities That Will Occur After Transition Meeting ==
 
== Other Activities That Will Occur After Transition Meeting ==
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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.
 
[[Category:Board]]
 

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