[CHARTER] Notes from Committee Meeting 2009-01-11
- Ayreton Charter Committee
Robyyan (Dennis Sherman)(T)
Philip White (Craig Shupee)(T)
Henry of Exeter (Terry
Etienne des Roches (Steve DesRoches)(GG)
Twm ap Twm
(Tim Dinan) (V)
Sean o'Shaughnessy (Tom
Aethelwulf of Dover (Thomas Scrip) (T)
Sinclair (Harlie DesRoches) (GG)
Ansel Claybourne (Jim Sherrod)
Hillary of Langeforde (Aggie Berger) (F)
O'Siodhachain (Justin Sheehan)(T)
Fern de la Foret (Laurie
(F = Foxvale, G = Grey Gargoyles, R =
Rokkehealden, T = Tree-Girt-Sea, V = Vanished Wood)
We started with reviewing the previous
meeting notes, making one change, and agreeing that we would revisit
the membership topic at the next (February) meeting.
The change is that the previously
published notes state that on the topic of meetings,
“...There should be a populace
meeting at least monthly...”.
That is corrected to
“...There should be a populace
meeting at least quarterly...”.
We reviewed received correspondence,
with Robyyan reading it aloud, and everyone having the opportunity to
read it for themselves. Reminder: if you have opinions you would
like heard on charter topics but cannot attend the meeting, send
email to Robyyan and it will be taken to the meeting in hard copy
form for everyone to see.
We discussed the topics of DECISION
MAKING and PROXY VOTING.
On decision making, we agreed that for
the most part, we select officers to make decisions, so the officers
of the barony should be the primary decision makers. On issues where
the officers are not in substantial agreement, the populace shall be
consulted. Left for a future meeting are definitions of “in
substantial agreement” and in what manner the populace shall be
We agreed that 75% of the officers are
needed to make a quorum (the minimum number needed to hold a vote
that is binding). We agreed that proxies may be counted to make a
quorum on specific topics, even if a quorum is not present for all
topics. We deferred to a future meeting the question of whether a
simple majority or super majority is needed to make a decision.
We agreed the Baron/ess, Seneschal,
Exchequer, Pursuivant, Minister of Arts & Sciences, Knight's
Marshall, and Chronicler should be members of the officer's group. We
deferred to a future meeting a final resolution of which additional
officers (if any) are a part of the group that makes decisions, and a
decision on the name of that group. We also deferred the question of
whether the Baron/ess has one vote or two.
On proxy voting, we agreed that written
proxies will be accepted for votes on specific topics. Open proxies
(X gives Y permission to vote for them on any topics that come up)
will not be permitted. Hard copy of email is acceptable as a written
proxy. A somewhat related issue came up, and the group decided to
make explicit that it is acceptable for people to make arrangements
to attend meetings electronically, e.g. via telephone.
We briefly discussed the topic of
GUILDS, but decided there wasn't enough time remaining before the
Ayreton meeting, so we deferred discussion for a future meeting.
Noting how many decisions are being
deferred because they are bogging down discussion, and in light of
how long it is taking to reach agreement on many topics, we agreed to
consider these two questions as homework before the next meeting:
* How does this (meaning each topic raised) advance or support the Barony?
* How can we be more effective as a committee?
Next Meeting: 2009-02-08 in Vanished
Wood, site TBA, same as Ayreton meeting. We will attempt to finalize
decisions on all Organizational topics: decision making and proxy
voting, guilds, events, and amendments.
Robyyan Torr d'Elandris (Dennis R. Sherman)
Tree-Girt-Sea, Midrealm (Chicago, IL USA)