At our Annual Meeting on May 13th, we will be asking you, the membership, to approve several minor, technical updates to the SNA Bylaws which have not been updated since 2017. These updates will account for technology changes in the last decade and provide some additional flexibility and direction for the board as it organizes itself each term.
Here are the proposed updates that will be presented for approval:
Meetings
Section 2: Board Meetings
Current Language:
Regular Meetings: The board shall endeavor to meet at least 6 times per year on the second Thursday of the month and up to 6 times per year at a place, date and time determined by the Board to conduct the business of the association. Opportunity will be provided at regular meetings for the membership to advise the board of current concerns and possible actions. Notice of regular meetings of the board to the public must be at least 7 days in advance. Direct notice to the directors and individuals known to have an interest in topics on the meeting agenda must be provided at least one day in advance.
Proposed Language (updates underlined):
Regular Meetings: The board shall endeavor to meet at least 6 times per year on a consistent day of the month and up to 6 times per year at a place, date and time determined by the Board to conduct the business of the association. The specific day of the month shall be determined by a majority vote of the board at the first board meeting after the annual election. If a change is proposed but fails, the day and time of the month used in the previous term shall continue for the new term.
Opportunity will be provided at regular meetings for the membership to advise the board of current concerns and possible actions. Notice of regular meetings of the board to the public must be at least 7 days in advance. Direct notice to the directors and individuals known to have an interest in topics on the meeting agenda must be provided at least one day in advance.
Commentary:
This update will allow the board to set the standard SNA meeting times at the beginning of the term. Board members are volunteers, and having, e.g. a Wednesday night work shift, should not be a strict impediment to serving! At the same time, we want to meet at a regularly scheduled time every month so that the membership knows we are there.
Elections
Section 3. Voting Process
Current Language:
A. Voting at the annual election shall be by secret paper ballot.
Proposed Language:
A. Voting at the annual election shall be by secret paper ballot and by a process determined by the board in consultation with ONI staff of SE Uplift to allow for remote voting via Zoom or other such technical tool approved for this use by SE Uplift.
(new section) E. In the event that there are an equal number or fewer nominees than the seats open for election, voting may be done by voice acclamation for the slate of nominees.
Commentary:
The SNA has been holding Zoom-only or hybrid meetings since 2020, but our bylaws don’t currently allow remote attendees to vote in our annual elections. This amendment fixes that and ensures that our little democracy keeps up with the way our membership attends our meetings. Votes in elections will still be anonymous. Note, that we will be voting on these bylaws BEFORE this year’s election. So, if it passes, remote attendees will be able to use this method immediately!
Section 6: Board Officers
Current Language:
E. Installation of Officers: Newly elected Board members shall meet at the June Board meeting and, by majority vote elect Officers: President, Vice-President, Secretary, and Treasurer. The remaining board members shall be members at-large.
Proposed Language:
E. Installation of Officers: Newly elected Board members shall meet at the June Board meeting and, by majority vote elect Officers: President, Vice-President, Secretary, and Treasurer. The remaining board members shall be members at-large. Until such time as the officers are elected, the president during the previous term shall remain as acting president. If the former president is no longer serving on the board, the duty to act as acting president will fall to the Vice-President, Secretary and then Treasurer of the previous term. If no officers remain on the board, the duties of acting president will fall to the longest serving member of the board.
Commentary:
This update simply provides a guide on how the 1st meeting of term should be run. Since officer terms end at the end of May, we do not officially have a president at the beginning of the new term. This simply ensures that we have rules in place to guide that first meeting until officers are chosen by the board.
Board of Directors
Section 8: Termination for Non-Attendance
Current Language:
Board members failing to attend three consecutive board meetings shall be automatically deemed to have resigned from the board. The resignation may be acknowledged by majority vote of the remaining board.
Proposed Language:
Board members failing to attend three consecutive board meetings without prior notice and approval from the board president shall be automatically deemed to have resigned from the board. The resignation may be acknowledged by majority vote of the remaining board.
Commentary:
This amendment provides some flexibility regarding automatic termination. It gives the out of allowing the president to approve absences. We are all volunteer and things happen, so having flexibility is very important.
