User talk:CHGiffen/CPDL organization

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Notice of changes

  • Posted by: Vaarky 08:47, 23 January 2009 (UTC)
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"...it may be necessary to refine or change portions of this document. Changes to the Organizational structure section of this document must be ratified by a majority of those votes cast by members of the Executive Committee. Deadline for voting on any such change will be two weeks after the close of discussion for such change. Abstentions or votes not cast by the deadline shall be deemed to be in support of the majority of votes actually cast." It should specify how notice of an item needing a vote will be conveyed.

Reply by: Chucktalk Giffen 16:23, 23 January 2009 (UTC)

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I agree. Should e-mail notification be required, or would notification in the Forums and/or at ChoralWiki (say, on EC members' talk pages) suffice? I assume that any changes would be discussed amongst the EC members at large, probably in the Forums, but when it comes to putting the matter to a vote, we don't want to leave anyone out. BTW, the "two weeks" period was chosen somewhat arbitrarily. Same goes for the initial ratification date of 15 February (I just want to get it all settled as quickly as possible!).

Reply by: Vaarky 00:46, 24 January 2009 (UTC)

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Sometimes votes will need to happen on short notice depending on the nature of the issue. It's best to use a push mechanism where the thing shows up than something that requires people to log into CPDL on a particular schedule. E-mail also works better when someone is on the road and accessing stuff from an e-mail but not web-enabled phone.

E-mail is not reliable due to spam filter false-positives, however, so I would suggest an initial e-mail and also a generic Votes topic in the confidential CPDL forum just so it pops up if someone checks just letting them know a vote request went out so they know to look for it if they didn't get it. There should also be a provision that the committee members can waive the notice emchanism requirement in favor of a another forum (e.g. if the CPDL exec team has its 25-year reunion in some pub), or if something posted turns into an impromptu vote on the forum, then the technicality of the e-mail notice can be waived instead of notice having to be sent.

Given that they attorneys said they'll use the forum we fill out to generate by-laws for us, and there may be state legal requirements about how a board of directors votes, should we hold off on hashing this out or try to get our recommendations to the lawyers as part of the data they base the by-laws on?

non-profit reference

  • Posted by: Vaarky 16:47, 25 January 2009 (UTC)
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"The Executive Committee is the formal, legal ownership body of CPDL and represents CPDL in all official capacities, such as nonprofit organization, financial, and any other legal matters."

To avoid any implication that CPDL is a non-profit, I suggest rephrasing as follows (any filing for non-profit is covered witin financial/legal, and does not need to be called out specifically): "The EC is the formal... capacities, such as financial and legal matters."

Reply by: Vaarky 17:04, 25 January 2009 (UTC)

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I took the liberty of making this change, along with two others (rephrasing when Copyright would contact our attorneys; removing instruction to correct errors in actual scores), which I think were minor. Hope you don't mind--thought it would be easier this way. Feel free to revert if you prefer.

Otherwise the only thing I feel needs to be modified is clarifying the voting mechanism.