{"id":3778,"date":"2014-08-06T02:41:07","date_gmt":"2014-08-06T02:41:07","guid":{"rendered":"https:\/\/heinleinsociety.org\/?p=3778"},"modified":"2014-08-06T02:41:07","modified_gmt":"2014-08-06T02:41:07","slug":"notice-of-annual-general-membership-meeting-of-the-heinlein-society-2","status":"publish","type":"post","link":"https:\/\/heinleinsociety.org\/notice-of-annual-general-membership-meeting-of-the-heinlein-society-2\/","title":{"rendered":"NOTICE OF ANNUAL GENERAL MEMBERSHIP MEETING OF THE HEINLEIN SOCIETY"},"content":{"rendered":"

As required by Article IV, Section 1, of the Bylaws of The Heinlein Society (PDF file at https:\/\/heinleinsociety.org\/bylaws\/<\/a>), the Annual Meeting of the General Membership of The Heinlein Society will convene on Sunday, 7 September 2014, beginning at 1:00 PM Pacific Daylight Time.\u00a0 If you are in a different time zone, you are encouraged to make use of the \u201cWorld Clock\u201d internet sites to double-check (including the use of Daylight Savings Time) the start time in your area.\u00a0 The email distribution and website posting of this Notice satisfy the requirement of timely notification in Article IV, Section 4.<\/p>\n

The aforementioned new Bylaws have been modified such that physical attendance at the Annual Meeting, at a specified geographical site (in the past, usually at the World Science Fiction Convention), is no longer mandated.\u00a0 Instead, in an effort to expand attendance and ownership of the Society\u2019s business by the general members, the Board has decided to conduct the 2014 Annual Meeting via a telephone conferencing service.\u00a0 The teleconferencing service will have available either a direct toll call to a North American area code, a \u201clocal\u201d (i.e., not an international toll call) proximate phone number in Europe or Asia, or access via VOIP.\u00a0 If you reside internationally, there are also some international phone services we can suggest that, for a one-time fee of about US$10.00, can connect you very cheaply (US$0.01 per minute to Europe or Asia in some cases).<\/p>\n

The Board has already sent out to the membership an advanced notice that voting for the three open seats on the Board of Directors, plus a handful of \u201creferendum\u201d type questions, will begin shortly via an electronic voting service.\u00a0 That vote will fulfill the function of an on-site vote for the Board that has happened in the past, and will \u201ccount\u201d whether or not you attend the Annual Meeting.\u00a0 This process is similar to the way the science fiction Hugo or Nebula Awards are chosen.<\/p>\n

To participate in the Annual Meeting, you will be asked to (a) register with the teleconferencing service via your computer; (b) use a log in name that is obviously similar to your name on the membership rolls; (c) separately \u00a0phone in to one of the provided phone numbers; and (d) read the Data Package, before the Meeting begins, that will sent out about a week before 7 September, containing the Meeting Agenda, Minutes from the 2013 Annual Meeting, and the various reports by the Board.\u00a0 As you log in, your name will be checked off against our membership list for the purpose of determining attendance and Quorum, even if you leave mid-meeting.\u00a0 Some people have experienced problems registering and logging in the first time, so we encourage that part of the process to be done well before the start time; you can do the actual phoning in a few minutes before the start time.<\/p>\n

We envision the Meeting process to be that Members will listen in to the various speakers on the phone, while \u201cfollowing along\u201d visually on the specific page numbers cited in the Data Package.\u00a0 Because of cross-talk issues, we will have a Meeting Manager who controls the various microphones, but we plan to open the discussion to the \u201cfloor\u201d frequently and periodically.<\/p>\n

Visitors are welcome, but according to the Bylaws only regular members (US$35.00 dues paid anytime between 7 September 2013 and 7 September 2014) may vote at the Annual Meeting.\u00a0 Motions and seconds will be entertained by open microphone.\u00a0 Because a mass voice vote may be difficult on the teleconferencing service, we will probably ask for votes in the negative, e.g., \u201cAre there any objections to\u2026.\u201d\u00a0 If there are no objections the motion will be recorded in the Minutes as \u201cby acclamation.\u201d\u00a0 If a split vote occurs, we will poll on audio by name from the attendance roster for \u201cAye\u201d or \u201cNay\u201d.<\/p>\n

This procedure is an experiment, and like many first experiments, it will be prone to glitches and unforeseen problems.\u00a0 We hope, with sufficient preparation, that the meeting can go smoothly and quickly.<\/p>\n

You should anticipate update messages between now and 7 September, with more specific instructions.\u00a0 If you have any questions or comments about the Annual Meeting or your membership status, please address them to Keith Kato at secretary@heinleinsociety.org<\/a> .<\/p>\n

BY ORDER OF THE BOARD OF DIRECTORS<\/p>\n

\/s\/ Keith G. Kato<\/p>\n

Vice President-Secretary<\/p>\n

The Heinlein Society<\/p>\n","protected":false},"excerpt":{"rendered":"

As required by Article IV, Section 1, of the Bylaws of The Heinlein Society (PDF file at https:\/\/heinleinsociety.org\/bylaws\/), the Annual Meeting of the General Membership of The Heinlein Society will convene on Sunday, 7 September 2014, beginning at 1:00 PM Pacific Daylight Time.\u00a0 If you are in a different time zone, you are encouraged to…
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