🚀 go-pugleaf

Karen:
I have inserted responses to your questions below.

Faye

At 11:54 AM 2/19/1999 -0500, Karen Lopez, I.S.P. wrote:
>I have received my voting package and have a few questions about the
>procedure.  I've decided to post them here as I believe they may be of
>interest to other members as well.  I would ask that response(s) be
>included here.
>
>1.  For those of us who will not know until right before the SGM
>whether or not we will be able to attend, can we mail in our ballot
>and still attend the meeting?  If so, will there be a provision for
>retrieving our ballots at the beginning of the meeting?

Yes, you can mail in your ballot and attend the meeting.  No, there will be
no provision to retrieve your ballot in order to change your vote.

>2.  Will the facilitator be advising the Chair or performing the
>Chair's duties?  Will we be using Robert's Rules as our procedure?  If
>so, will the facilitator be knowledgeable in RRO?

The meeting will be called to order by the President.  The President will
hand the responsibilities of chairing the meeting to the Facilitator.  The
Facilitator will be knowledgeable about meeting management practices.  The
President, Past President and Executive Director will be available to
provide any advice needed to the Facilitator on CIPS meeting governance
practices.

>3. What does 'presentation' mean in the procedures?  Does this cover
>all participation in the debating of a motion or just the reading of
>statements prior to opening the floor for debate.  In other words, if
>a member wants to say anything about the motion or a previous comment,
>can s/he?

Presentation means a member being recognized by the chair in order to
address the meeting.  The member may read a prepared statement or speak
extemporaneously, but they will be requested to comply with the 2 minute
time limit.  Once the registered speakers have made their presentations,
the chair will have the latitude to allow additional discussion prior to
accepting a call for the question to be put to a vote.

>4. Will the ballots sent to the auditor prior to the meeting be opened
>as they are received or at the meeting?

The auditor will be responsible to handle the ballots and report the voting
results in the meeting in an expeditious manner.  Before the SGM starts,
the auditor will have opened the mailed in ballots, verified they are from
CIPS members in good standing, determined if there were any spoiled
ballots, and determined a count for and against the motion.  The auditor
will not be disclosing any voting results to any party prior to the
announcement of results at the meeting.

>5. How will the 3 hours be allocated to ensure that all 3 motions are
>put to vote?

The chair will manage the discussion and time to ensure all 3 motions are
dealt with at the meeting in the time provided.  The chair will be
responsible to ensure all points of view have been represented fairly and
that discussion proceeds in a business like manner.  If additional time is
required to allow full member presentations and discussion, the chair will
have the option of seeking authority from the members present to provide
additional time.

>6. What parliamentary law basis was used to suspend the normal
>parliamentary procedures for this meeting?

The SGM is not a meeting conducted under parliamentary law.  It is a
meeting of the members of a society, conducted under the Constitution,
By-Laws, Policies, and Practices and traditions of the society.

>
>Karen Lopez, I.S.P.
>
>_______________________________________________
>Karen Lopez, I.S.P.
>http://www.infoadvisors.com - home of the IRM Bookstore,
>where 100% of the proceeds go to IT-related
>non-profit and charitable organizations

=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=
**** NEW AREA CODE (780) EFFECTIVE January 25, 1999 ****
Faye West, I.S.P.                  mailto:fwest@cips.ca
Alberta Regional Director           phone: (780) 450-5180
Director, Section Services            fax: (780) 450-5251
CIPS National                        cell: (780) 910-2620