AGM Motions for 2015

Please keep in mind this is not the official list published by National. This was put together by one member in an effort to get everything together in one place and I thought it prudent to get it out to the domain. Also, there is still a LOT of discussion going on on some of these motions- to keep up I would suggest joining the list. It’s only active once a year and then it’s dead the rest of the year.

CURRENT AS OF FEB 13TH

#1

Be it resolved that early renewal prestige that is provided, which is 50 general prestige upon early payment of the membership renewal, that the prestige is provided at the end of the month in which the renewal fee is paid. The domain coordinator, or their assistant, then adds in a note in the bottom of their report that the membership has been paid for. This should encourage early renewal at the beginning of the year, versus waiting until the deadline.

Discussion:
 Having the membership renewals vetted by national was a policy brought in by a former NFC
 Delays in the change-over of accounts lead to early renewal prestige being very late this year

#2

Whereas, the implementation of a new updated Prestige system was implemented without formal vote of the membership at a duly constituted Annual Meeting of Members, I hereby move that implementation of the new Prestige system that came into effect by National Council Motion be immediately and retroactively repealed, and that it go back to the Prestige Committee for presentation and a formal membership vote at CAiNE 2016.

Discussion:
 The original motion calling for changes to the system was poorly worded.
 The request for change was from an AGM motion (the body) and, as such, it’s good form for the proposed resolution to be ratified by the same body.
 Opportunity to vote for changes to the system
 In the history of the club, ‘change postponed’ is often ‘change abandoned’, however
 Maybe we should work with the new system and build on it rather than voting it down
 Should figure out how the new system works before changing it
 Lots of objections to national/regional prestige being given a higher value
 Retroactive raise for national council unfair (since previous awards of national prestige are doubled)
 Disagreement over new award guidelines – national shouldn’t be getting double what the local administration gets (some even went so far as to say the proportions should be reversed).
 New system didn’t include a lot of the things members said they wanted in the survey
 Only national prestige already earned will be doubled
 Some felt national prestige was harder to get, others disagreed
 Some felt that national council should just have focused on getting rid of the categories (i.e. G, R, N)
 Lots of arguments about how the math works/should work
 No system will please everyone

#3

Be it resolved that any member running as a candidate for any elected position in Canada at Midnight / Canada à Minuit must disclose any and all disciplinary actions filed against them in the club for up to a period of five years prior to the time of their application. Reasoning: If a member is up for consideration for an elected position with authority and responsibilities in relationship to other members and the running of the club, I feel it is appropriate that the membership be made aware of any instances in which a disciplinary action has been filed against said member for the sake of transparency.

Discussion:
 Some questioned whether this would provide information worthy of consideration
 To include a brief summary of the final outcome of the action
 Is five years too long?
 Record keeping not equal to the task of corroborating such information (perhaps a DC could vouch?)
 Suggestion to keep an abridged version of all DAs (and official warnings) stored somewhere.
 Some argument as to whether complaints against a nominee should also be disclosed

#4 (Subject to a friendly amendment)

Whereas a significant proportion of the club’s revenues has gone towards purchasing breakfast at the AGM in recent years, and whereas this expenditure has nothing to do with the organization’s mandate; be it resolved that the National Council no longer purchase refreshments for members attending the AGM and instead this shall be factored into the CAiNE budget.

Discussion:
 30-60% of projected revenues have been allocated to this purpose over the past three years
 The Toronto breakfast cost just under $1,600
 National has better things to spend its money on (things that are longer lasting and of more benefit to more people)
 Food expenses should be included as part of the CAiNE budget (and fundraised for accordingly)
 Including it in the CAiNE budget might help sensitize the organizers to the cost involved
 Perhaps provide incentives to domains to fundraise
 Many hotels require a food expense as part of the contract ($500 – $1000)
 It would be harder to get good con space if we only booked hotels without a food requirement
 National is on the hook for cost overruns anyway
 What about coffee, tea, juice, and water?
 Refreshments help draw people to the AGM (need enough people for quorum)
 Adding an extra cost to the CAiNE budget might lessen the number of CAiNE bids
 Not having food might harm the quality of the debate at the AGM
 Could we make a rule that the CAiNE team only budgets the minimum required by the hotel?
 Could national provide partial funding (e.g. up to $X, with anything more to be provided by the CAiNE team)?
 Could also move the time of the AGM so it’s not early in the morning
 Perhaps schedule it right before the most popular venue in any given year
 Why not add $10 to the price of a weekend pass to cover this expense
 Can’t legally charge people to attend the AGM
 Coffee and tea was all “the AGM Breakfast” was ever intended to be when the program started
 Should be something at the AGM as a thank-you to those who come out
 Why is this such a big deal?
 It’s hard to tell people you don’t have money for ‘X’ when you’re spending so much on food at the AGM
 It’s the reason we can’t meaningfully discuss other projects because this is where National currently spends the bulk of its revenue
 If the food and beverage requirements of a hotel are unreasonably, then the national council should assess that when looking at bids
 This particular hotel doesn’t have a food and beverage minimum (other than >$0)
 The National Council has voted to pay for beverage service rather than breakfast this year (at a cost of $492)
 It’s typically national who decides what gets served at the AGM
 The hotel is attached to a farmer’s market with eat-in options that opens at 7AM, there’s also a greasy spoon nearby which opens at the same time and sells breakfast for $5 – people can also buy room service (although that’s more expensive)

#5

Whereas the current system allows for national council to take as long as they feel to conduct actions passed at the AGM. I am requesting a clear system of accountability be put in place to prevent this in the future. Be it resolved that the National council must implement votes passed at the AGM within a timely manner. This period of time shall not exceed 4 months unless otherwise stated in the motion. In the event a task should require the excess of 4 months National council is expected to identify this during the AGM and request a friendly amendment for the appropriate amount of time to complete the task.

Discussion:
 Motions that have been passed are often neglected until a month or two before CAiNE
 Most motions don’t take that long to implement
 If people aren’t held to a timeline, things take forever
 The club is legally required to implement motions in a timely fashion
 How will National know how long something will take?
 The new council isn’t voted in until after the AGM is done, and so don’t have the opportunity to do this
 The National Council could be all new, and would need to spend most of that time settling in (and there’s no guarantee of a smooth transition)
 What happens if National exceeds the time limit?
 How about 6 months?
 Members at the AGM could prioritize motions passed and then set the timeline.
#6

Whereas the current system allows tasks and things the club needs to be assigned to groups of people. This as anyone who manages people in any way can attest does not work. Teams need a leader. A person who makes the hard call and drive and organizes the team to complete the task at hand. I am not saying they should not be allowed to consult people or seek feedback or input. But a system where no one has been told they must make the final call will not have any final calls made.Be it resolved all tasks presented to National council are assigned to an Individual rather than committee. To be clear No group can be assigned a “Task” or to implement any change. The requirement going forward is to delegate or assign a duty to an individual to be in charge and held accountable to goal.

Discussion:
 Added accountability might help get things done
 Responsibility would be assigned to the principle board member associated with the task

#7 (Subject to a friendly amendment)

Whereas although educating members as to the scope of the operations of the club is a worthy and reasonable goal, framing said educational materials as tests to be scored does not promote or appropriately support this role. As a not-for-profit, charitable organization, I feel there are more appropriate ways for educating our members than framing materials as tests and quizzes to be passed or failed. Doing so also removes the onerous task of marking ordeals by National Council and places the onus for appropriate understanding of the Club squarely on the member.Be it resolved that National Council will move to eliminate the current system of ordeals, and replace them with another system for educating the membership, in a process to be completed and presented to the membership of Canada at Midnight / Canada à Minuit no later than the 2016 AGM. In the meantime, Canada at Midnight / Canada à Minuit will eliminate all requirements for its’ members to complete and pass the membership tests known as Ordeals in order to hold any office within the Club.

Discussion:
 Taking out the only system of education we currently have without a ready replacement is dangerous
 Ordeals encourage people to read the club documents and aren’t a bad place to start for members wanting to learn about the club
 If the ordeals are eliminated entirely, it will create the impetus to build something new more quickly
 The prestige revamp took forever – an ordeals revamp likely will too if they’re left in place.
 It’s hard to ensure that the ordeals keep up with rules/setting changes (for someone who wrote the ordeals years ago, the knowledge gained might have no bearing on today’s context).
 Some argument as to whether them being ‘a quick way to get prestige’ is a good thing or not
 Simply having done the ordeals does not equate to being qualified to do the job for which they are a pre-requisite.
 The requirement for people to do ordeals in order to hold positions doesn’t get enforced anyway
 Other organizations don’t require such things
 Even the name ‘ordeals’ is off-putting
 Fewer people reading the club’s documents might mean less accountability of officers following the rules.
 The bureaucracy needed to maintain the ordeals uses up scarce volunteers
 Let’s eliminate meaningless paperwork where we can – the club has a lot of it.
 Should re-think the club’s education model based on the platforms available today
 National council might need more time to do a good job of this
 Contrarily, any extra time might just lead to the project being put on the back-burner
 Having a clearly defined project scope and plan will help in executing the education revamp in a timely fashion
 A project plan is only helpful if the National Council has the political will to implement it.

#8 (Withdrawn)

#9

Whereas although educating members as to the scope of the operations of the club is a worthy and reasonable goal, framing said educational materials as tests to be scored does not promote or appropriately support this role. As a not-for-profit, charitable organization, I feel there are more appropriate ways for educating our members than framing materials as tests and quizzes to be passed or failed. Doing so also removes the onerous task of marking ordeals by National Council and places the onus for appropriate understanding of the Club squarely on the member.Be it resolved further to the elimination of the system of Ordeals, all members will be sent PDF by their local DC (or a designated assistant) copies of the Membership Handbook, the Constitution and Bylaws, and the above ‘Orientation documents’ upon joining the Club and receiving their Membership number. Said Members will be expected to have reviewed these documents as part of their membership to Canada at Midnight / Canada à Minuit

Discussion:
 Some domains already do this, but the motion mandates a best practice
 Should give these documents to everyone (new, old, temporary)
 Should motions 7 & 9 be combined?
 Could also have branding guidelines (logos, standard font, etc.)
 Using google docs would mean that these could be updated as required

#10

Whereas there appears to be a lack of will among the general membership to support this position, as not a single candidate has stepped forward to fill the repeated calls for applications for the ANC outreach while the position outline is created and fully-worded.

Be it resolved to repeal Motion #3 (creation of a National Outreach Coodinator position) from the 2014 AGM.

No commentary on this one as of yet 🙂

#11

Whereas decision making in the C@M often seems murky, and this might be resolved if decisions are made by rules that are widely and publicly known.

Be it resolved that the C@M officially adopt Roberts Rules of Order as official meeting procedure, both for the AGM and for meetings of the National Council.

Discussion:
 Unenforceable with respect to national council meetings and likely wouldn’t be used
 Might alienate those who aren’t familiar with this system
 Not a great way to run meetings, but used at the AGM because it’s reasonably common
 Would make sure motions are drawn up properly, but might exacerbate AGM attendance issues
 Requests to reword motions to be clearer are not always successful, currently
 Impossible to know what’s decided if no meeting procedure is used
 Perhaps writing our own policy on how to conduct meetings would be better
 Creating a more business-like culture might encourage more people to volunteer
 Adopting a formal system like Robert’s Rules would allow everyone an equal opportunity to participate fully
 Organizations can’t perform to the best of their ability without policies on how to conduct business
 Some organization use a ‘lite’ version of RRoO that might be more appropriate

#12 (Subject to a friendly amendment)

Whereas national positions and committee memberships call on a wide variety of skills that are, in some cases different from those which are called for by other C@M offices. The club is a legal business entity, and should conduct its affairs accordingly. More than that, we deserve the benefit of the skills which new members of the C@M bring to the table – something that we risk overlooking if the focus remains solely on C@M experience when choosing individuals for positions. A summary in general terms avoids the issue of members who can’t speak to specifics due to NDAs.

Be it resolved that members applying for a position on the Board of Directors be required to submit a statement of experience outlining, in general terms, related non-Camarilla experience relevant to the position. This does not need to be a detailed curriculum vitae.

Discussion:
 We’ve always asked for this, but it’s never been a legal requirement
 These positions should be treated like any other job in this respect
 After some debate, it was decided that this could best proceed as an ammendment to the Constitution
 Some debate about the value of IRL vs. C@M qualifications
 Requiring IRL qualifications promotes classist descrimination
 Too much emphasis on C@M experience discriminates against newcomers
 We should remember that the club is incorporated and start running it in a more professional manner
 Getting the best people for the job is good for the club
 Shouldn’t force people to provide information that they don’t want to
 Many of us don’t know very many people from other domains and so can’t judge by game performance alone.
#13 (Subject to a friendly ammendment)

Whereas being that a large and increasing number of potential games sites require third-party insurance, and being that an organization this size and scope ought to protect the organization, its administrators, and its members from liability.

Be it resolved this motion calls for Canada at Midnight to obtain third party insurance sufficient to protect all official events and activities across the country, and director’s liability insurance sufficient to protect the directors in the event of a lawsuit.

Discussion:
 Projected costs: $800 – $1000 for Third Party Liability insurance, $600 for Directors’ & Officers’ Insurance
 This is comparable to the amount spent annually on the AGM breakfast in recent years
 A number of people wanted to know exactly how much it would cost before the vote occurred
 Purchasing Directors’ & Officers’ insurance would potentially attract professionals to the board
 Other non-profits purchase insurance as a matter of course, the risks and liabilities are too high otherwise

#14

Be it resolved that in regards to the (new) prestige system, all prestige should be of the same value regardless of its origin (National, Regional, or General). This includes any conversions that may occur to previously earned National, Regional and General prestige.

Discussion:
 This would make it harder for people to go up in MC
 Some people might even lose MC
 Conversion might have been too hasty
 National wasn’t prepared to release a new system without allowing for conversions – even if everything would have to be converted back again shortly thereafter
 Math and systems tends to be difficult for this club
 Why should national positions be awarded up to twice the prestige of local positions (especially when the results of the incentives survey showed that people wanted to see local representatives getting more recognition, not less)?
 Higher rewards for national positions might help recruit more/better national officers

#15

Whereas there always seems to be a lack of funds to move forward on initiatives that support the mandate of the club.

Be it resolved that the National Finance Coordinator be directed to increase the membership fees by an amount to be determined. That amount will be retained by National Council and put towards initiatives for the betterment of the club.

Discussion
 How much will membership fees be raised by? (Suggestions included $15 – $20 for the national component)
 Some people might get upset if membership fees rise by more than they expect.
 People have different definitions of what a ‘reasonable’ increase is
 Money isn’t the biggest obstacle facing the club’s projects – it’s lack of project managment expertise, lack of clear lines of authority, and concommitant difficulties sustaining interest/motivation
 It’s also a question of whether the national council is choosing its spending priorities appropriately
 Cost which might require more funding include:
1. New website
2. New prestige database
3. New approvals database
4. New server
5. New electronic tools.
6. Rewards and Incentives for membership
7. Mugs, pens and other promotional materials.
 Software development is generally a lot more expensive than you think it’s going to be
 A Canadian Approvals database would cost $4,000 – $5,000, meaning membership fees would need to nearly double in order to support that project alone.
 At what point does membership in the C@M become too expensive?
 Its disrespectful of the membership to ask for more money without first having some concrete project plans in place
 Perhaps we should put together a project proposal and then fundraise for it, like other non-profits do.
 Could hire a student to do some of this work for us (either as an intern, or as a final project in someone’s degree).
 Couldn’t the national council hold more auctions to raise funds?
 Leads to concerns about blowback re: ‘pay to win’
 Why not survey members about the projects important to them?
#16

Whereas the membership numbers in Canada do not support the use of chapters.

Be it resolved that the Canada at Midnight/Canada a Minuit will no long support the formation of chapters.

Discussion
 Clarification that this does not mean no new Domains
 The framework can be abused for political/social reasons by members who don’t like specific people or the current leadership
 Has had the effect in the past of segregating members and strengthening unhealthy cliques
 Seems to be an unnecessary level of administration
 Could still allow new domains to pair with existing ones by allowing exceptions to the 50 KM radius for this purpose
#17 (Withdrawn)

#18

Whereas we recognize that the two official languages in Canada are English and French. We also recognize that there are members of the club for whom their native languages is English. We also recognize that there are members of the club for whom their native language is French.

Be it resolved that official club documents such as Constitution, Bylaws and Membership Handbook will be translated and maintained in both English and French. Also other national documents will be translated and maintained it both official languages will be translated and maintained in English and French as resources become available and at a priority set by National Council (i.e. addendum over minor setting document). All regular and special announcements from National Council members will be translated in French and English. An exception can be made for emergencies announcements where information must be released and translation resources are not available.

Discussion:
 Any announcement by an officer to the membership will be affected by this motion
 Anything that might cause hardship if misunderstood should be translated
 Should have a single translation shop

 #19 (Withdrawn)

#20 (Subject to a friendly amendment)

Whereas there might not be two Domain Coordinators present and willing every Sunday morning of CAiNE to count votes, and we’ve never really followed this policy anyhow….

Be it resolved to change section 7.6.6. of the Constitution: “For national elections, referendums, or votes, three (3) individuals shall tabulate the results: the National Resource Coordinator and two Domain Coordinators. The National Resource Coordinator will choose the Domain Coordinators.” to read: “For national elections, referendums, or votes, three (3) individuals shall tabulate the results: the National Resource Coordinator and two Members In Good Standing. The National Resource Coordinator will choose the Members In Good Standing.” and to change section 7.6.7. of the Constitution: “In the case of an election for National Resource Coordinator, the National Coordinator will act as tabulator, and will choose the Domain Coordinators who will serve as tabulators.” to read: “… will choose the Members In Good Standing…”

All discussion was general in nature, or the suggested friendly amendment.

#21 (Withdrawn)

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