The Society’s bylaws dictate the rules and procedures by which our Society operates (see our current bylaws here). When the bylaws become an impediment to the operation of the Society it becomes necessary to modify them. That is the position we are in today.
Two key activities require an authorization vote from our membership at a general meeting: The election of officers and changing the bylaws. Voting for these requires a quorum to be present.
Currently, 30 members must be present to establish a quorum at a general meeting. The last time our bylaws were updated (2011), 30 members represented 3.75% or our membership. Today, 30 members translates to 7.5% of our membership.
At our May, 2015 meeting we lacked a quorum of members and the vote had to be postponed until our September meeting, which somewhat disrupted our established board transition process. As a result, the board of directors has decided to propose changes to the bylaws to minimize the possibility of such disruptions in the future.
The process that needs to be followed to change our bylaws is defined in Artivle XVII – Amendments:
These Bylaws may be amended or revised at any general business meeting of the Society by a two-thirds affirmative vote of members present and voting provided that the proposed amendment or revision has been either read or copies thereof distributed at the previous general business meeting, and that notice of said amendment or revision has been published on the Society web site at least fifteen (15) days prior to the general business meeting at which the proposed amendment or revision is read or copies thereof distributed. Notice of such publication will be distributed to members via mail or email.
Our goal is to have the new process in place in time for the election of the next board at the May 7, 2016 general business meeting. Here is how we plan to do this:
- We are publishing the proposed changes on our website (review the proposed changes here).
- All members will receive a ‘Notice of Publication’ linked to these posts via eNews, the DGS Newsletter (formerly referred to as the eBlast) which is distributed via email.
- We will have paper copies of the proposed changes available, and will discuss them, at the March 5, 2016 general meeting.
- The vote for approval is tentatively scheduled for the April 2, 2016 general meeting.