Under New Business: Ben is donating a computer to NESFA. Mark proposed a computer committee, with a budget of $150, to organize NESFA's computers and make recommendations about future acquisitions. The committee exists, with Mark as chair, and anyone who is interested in serving on the committee should contact Mark.
Create new section 1.33: The Computer Committee
Create new section 1.33(1)M: The Computer Committee is charged with organizing NESFA's computers and making recommendations about future acquisitions. [Established 11/90]
MSP to grant Gordon R. Dickson all of the rights NESFA has to use the name Dickson! as the title for a new book that is to be published.
Add new section 5.3(5)M: All rights which NESFA has to use the name "Dickson!" as the title of a new book are granted to Gordon R. Dickson. [8/94]
MSP2/3 to authorize the E-Board to negotiate flat fees instead of royalties for new items or for ongoing royalties where feasible.
Add new section 1.5(3)M: The Executive Board is directed to, where feasible, eliminate royalties paid on sale by replacing all existing royalty agreements with lump-sum payments for all unsold copies and by negotiating all new royalty agreements as lump-sum payments due on printing. [9/94]
MSP to authorize the E-Board in consultation with the Sales Committee to establish special Commercial discounts as needed.
Create new section 4.2(14)M: The Executive Board, in consultation with the Sales Committee, may establish special Commercial Discounts as needed. [9/94]
MSP to waive the rental donation that NESFA has been collecting from MCFI until such time as MCFI can start paying them again (in return for the use of MCFI's computers and other equipment?).
Change section 5.2(5) to read: There is no obligation for MCFI to pay anything for the use of NESFA's facilities, nor for NESFA to pay anything for the use of MCFI's equipment. [4/87, with no rental payment by MCFI; ?/??: monthly rental donation of $?.00 by MCFI; 11/94: no rental payment by MCFI.]
E-Board (after the meeting):
SR(E) A Boskone Chairman may use the Boskone Chairman discretionary fund line item to purchase for their Boskone as determined by them to be in the best interest of their Boskone provided that such purchase may not be used for themselves and/or their family and spouse.
SR(E) It was agreed that the standard operating procedure of NESFA is to establish a $500 startup budget for each Boskone before approving a regular budget at a later date.
Modify section 2.7(6)(c) by appending ", or for the benefit of the Boskone Chairman or their family" and adding the annotation ["self/family benefit" phrase added 2/95]
Add new subsection 2.3(1)(d): Each Boskone Committee has an initial budget of $500. [2/95]
MSP to rename the Book Production Committee to NESFA Press and to make it a standing committee (if it isn't already one).
In section 1.13(1) change "the Book Production Committee" to "NESFA Press", and in its annotations change "Book Production Committee" to "NESFA Press (as Book Production Committee, renamed 3/95)".
Replace section 1.14 with "NESFA Press".
In section 1.14(1) change "the Book Production Committee" to "NESFA Press", and append to its annotations "3/95: renamed from the Book Production Committee to NESFA Press".
In the annotation at the end of Section I, change "now Book Production" to "which became Book Production and is now NESFA Press".
In section 2.2(2) change "the Book Production Committee" to "NESFA Press", and append to its annotation "3/95: the Book Production Committee renamed NESFA Press."
In the annotation after section 3.1(1) change "Book Production" to "NESFA Press" and append "3/95: Book Production renamed NESFA Press".
Create new section 3.1(1A)F President: The current order of business for "real" committees is: Rules; Membership; Finance; Nominating; Boskone(s); Gaughan Award; Clubhouse; Archivist; Lexicon; Codclave; Sales; NESFA Press; Library; Program; Journal; Fellowship/Banquet; Collator; Press Gang; MCFI Liaison; Worldcon Liaison; Index Production; Insurance; Hotel; Procurement; Skylark; Hymnal/Filksong; Story Contest; T-Shirt. [5/92; 3/95: Book Production renamed NESFA Press]
Remove that information from the annotation after section 3.1(1).
MSP to give Arisia non-exclusive rights which NESFA may have to publish in conjunction with Arisia having Emma Bull and Will Shetterly as their GoH the bibliography of the works of Emma Bull and Will Shetterly which was published by NESFA when they were the GoH at Boskone. Arisia will be required to obtain the permission of anyone else who has rights to authorize them to publish the bibliography.
Add section 5.3(6)M: NESFA grants to Arisia non-exclusive use of any rights which NESFA may have to the bibliography of the works of Emma Bull and Will Shetterly published by NESFA when they were GoH at Boskone. [5/95]
Moved that the "floor limit" for checks be set at $500 for all activities
where NESFA accepts checks. Further, let the people holding the offices of
Boskone Treasurer, NESFA Treasurer, Boskone Chairman, and NESFA President
constitute a committee, any one of whose members may approve checks up to
$1000, and any two of whose members acting together (including at least one
Treasurer) may approve checks up to $5000, and any three of whose members,
acting together, may authorize checks in any amount. Further, the NESFA
Executive Board may authorize checks in any amount.
Dave C. said proposed the motion to codify the current state of affairs with a little bit of procedure around it. Davey wondered if this codification could turn out to be more restrictive than planned by requiring both the Boskone Treasurer and another authorized person to be there to approve a check. Dave A. said you can pre-approve a list of people who'll be paying with large checks. However, as stated, the motion does present the situation of the Boskone chair and treasurer approving NESFA checks.
MSP (MLO) to add "at Boskone" to limit this to Boskone.
Ben said this is unnecessary and quite reasonable.
The amended motion was passed.
Add new section 2.7(11)M: The floor limit for any activity at a Boskone where checks are accepted is $500. Any one of the Boskone Treasurer, the NESFA Treasurer, the Boskone Chair, and the NESFA President may approve checks of up to $1000. Any two of them acting together, provided that at least one is a Treasurer, may approve checks of up to $5000. Any three of them acting together, or the Executive Board, may approve checks in any amount. [9/96]
MS (George Flynn) that we use Arabic numerals rather than Roman numerals
to refer to all future Boskones, and
MS (Priscilla Olson) that we reconsider after Boskone 49 (as "Boskone L" would be cool), which was accepted by George as a friendly amendment.
Monty Wells declared the Boskone numbering system can go to L.
MSI [Moved, Seconded, and Ignored] (Mark Olson) to retroactively double the fun to adequately punish that pun.
MSP (Mark Olson) to use Arabic numerals to refer to Boskones except when the Roman numerals are too good to pass up (e.g., Boskone L).
The amended motion passed.
Add new section 2.7(12)M: Boskone numbering shall use Arabic numerals except when the Roman numerals are too good to pass up. [4/97]
NESFA has 3 phone book listings. In the Boston / Cambridge / Somerville
Business Directory we are listed as NESFA as well as New England Science
Fiction Association. The Framingham directory has us listed under NESFA.
MS (Tim Szczesuil) to add listings for Boskone and New England Science Fiction Association to the Framingham phone book.
MS (Dave A) to amend to also add Boskone to the Boston / Cambridge / Somerville phone book.
Dave's motion was accepted as a friendly amendment.
The amended motion passed.
Add new section 1.4(5)M: The Clerk is directed to keep our telephone listings up to date. In both the Boston / Cambridge / Somerville Business Directory and the Framingham Directory our main telephone number should be listed under "NESFA", "New England Science Fiction Association", and "Boskone". [5/97]
The President said we will create a new committee, the Web Committee, to maintain the consolidated web site.
Create new section 1.34: The Web Committee
Create new section 1.34(1)F President: The Web Committee shall be responsible for maintaining NESFA's web site. [Established 5/97]
MSP (Priscilla Olson) to maintain a stock of generally-available sodas at the clubhouse. [The monster grows...]
Add new section 1.21(2)M: The Procurement Committee is directed to maintain a stock of generally-available soda at the clubhouse. [5/97]
MSP (Mark Olson) to authorize the E-Board to make the decision on how to enforce parking in the rear lot once policy has been set by the club.
Add new section 1.5(4)M: The Executive Board is authorized to implement the club's parking enforcement policy after the Membership sets one. [9/97]
Question for the Rules Committee --
What is the legal effect on a vote where the proxy votes cause a motion to be passed (or defeated) where the issuers of the proxies have died before the vote is taken. These deaths were unknown to the assembly at the time of the vote.
Ted Atwood, Rules Committee chairman, was called in from the Blue Room. His answer to Tony's query: there is a legal effect only if the death reported before the proxy is read.
Create new section 3.6(7)F Rules Committee: A proxy becomes invalid due to the death of its issuer only if that death is known before the proxy is read. [12/97, in response to a question attached to a proxy from Tony Lewis.]
MSH (Chip Hitchcock) to send out review copies of our books, including Boskone books, as soon as they arrive.
Create new section 1.14(3)M: NESFA Press is directed to send out review copies of new books, including Boskone books, as soon as they arrive. [3/98]
MSP to create The Monty Wells Project -- a one-day seminar the Friday before Boskone for teachers of language arts and science to show how science fiction can be used in teaching which would provide "professional development credits."
Create new section 1.35: The Monty Wells Project
Create new section 1.35(1)M: "The Monty Wells Project" is a one-day seminar for teachers of language arts and science to show how science fiction can be used in teaching. It is held on the Friday before a Boskone, and provides "professional development credits." [Established 9/98.]
The Monty Wells Project: official title "When Words Collide: A Symposium on Learning and Science Fiction"
Create new section 1.35(2)F The Monty Wells Project: The official title of the seminar is "When Words Collide: A Symposium on Learning and Science Fiction" [11/98]
Rules: the By-Laws and Standing Rules are now on our website; this version is now the official source document
Add new section 1.6(6)F Rules Committee: The official source documents for the ByLaws and Standing Rules are the files at <http://www.nesfa.org/rules/>. [12/98]
We have lots of triplicates and up of digest magazines. MSP: to allow people to pick up said magazines at the clubhouse, or have them mailed if they pay postage.
Add new subsection 1.20(9)(d): Copies of digest magazines beyond the first two of any issue may be picked up at the clubhouse at no charge, or will be mailed on payment of postage. [12/98]
Key policy and fiat [stated under 'new business' by Mark Olson]:
Keys are available to active users of the Clubhouse. Regular Membership is prima facie evidence of active use. (Active users are not required to have keys.) Additional keyholders can be approved by the E-Board.
Keys are for the use of the keyholder only. Please do not loan them out or make duplicates.
Change subsection 1.17(4)(a) to read "Active users of the Clubhouse may obtain keys. Regular Membership is prima facie evidence of active use, others must be approved by the Executive Board. [5/99: changed wording, added criterion of "active use", and removed "or its designee" from the approval clause.]
Add new subsection 1.17(4)(g): Keys are for the use of the keyholder only. Please do not loan them out or make duplicates. [5/99]
MSPU: That each time we produce a Boskone Guest of Honor book a copy will be sent to the LASFS library in memory of Gary Louie.
Add new section 1.14(4)M: NESFA Press is directed to send to the LASFS library, in memory of Gary Louie, one copy of each new Boskone Guest of Honor book. [3/00]
MSP that MCFI will pay a monthly fee of $175 for the use of the NESFA
clubhouse and equipment.
Mark Olson said that this is actually a donation arranged between the two organizations.
Change section 5.2(5) as revised to read: MCFI will donate $175 per month to NESFA for the use of its clubhouse and equipment. There is no obligation for NESFA to pay anything for the use of MCFI's equipment. [4/87, with no rental payment by MCFI; ?/??: monthly rental donation of $?.00 by MCFI; 11/94: no rental payment by MCFI; 6/00: monthly rental donation of $175 by MCFI.]
MS that NESFA order 384/90 ADSL service from Digital Broadband in Waltham for an
estimated cost of $1105 for the first year of service ($145 up front plus $80 per
month) and also purchase a Linksys Etherfast cable modem/DSL router for about $180
(to provide firewall protection and other services).
This service provides a single fixed IP address. They are quoting 45 days ARO for installation; it will probably take longer due to the Verizon strike.
MSP (Mike Benveniste) to increase the allowed expenditure for the first year to $2000 in case we are required to pay a higher "business" rate.
The motion as amended passed by more than 2/3.
Add new section 1.33(2)M: The Computer Committee is directed to establish 24x7 high-speed Internet connectivity at the clubhouse, using 384/90 ADSL service from Digital Broadband in Waltham at a cost not to exceed $2000 for the first year. [8/00]
A Brief List of Abbreviations Relating to Motions
MI - Moved and Ignored
MNS - Moved, No Second
MSD - Moves, Seconded, and Defeated
MS - Moved and Seconded
MSP - Moved, Seconded, and Passed
MSP2/3 - Moved, Seconded, and Passed by a 2/3 vote.
Add to section 3.2(5):
Also change the annotation to read [Codifying previous practice; 8/83, except as noted.]
MSP (Mike Benveniste) to raise the minimum amount for the 40% discount from $150 to $200 (retail). [There is a later, unrecorded increase of the minimum amount to $250.]
In section 4.2(2) change "$150 retail ($90 wholesale)" to "$250 retail ($150 wholesale)" and update the annotation by appending to the parenthesized second sentence ", to $200 by the Membership in 10/00, and to $250 at an unknown date".
E-Board (12/31): authorized Ted Atwood to secure a replacement provider for our DSL line at a reasonable cost of up to about $120 a month.
Modify section 1.33(2)M/E to read: The Computer Committee is directed to maintain 24x7 high-speed Internet connectivity at the clubhouse at an initial cost not to exceed about $120 per month. [M 8/00: to establish using a specific vendor; E 12/00: to replace a bankrupt vendor.]
If you leave packages on the assumption that someone will magically mail them for you, your assumption is less likely to prove false if (1) each item is well packaged, (2) is properly marked for the class of mail you want, (3) is legibly addressed (including a return address), and (4) there is a clear indication of what account should be charged for the postage.
Add new section 1.12(6)F Sales Committee (Shipping Department): If you leave packages at the clubhouse on the assumption that they will magically be mailed, your assumption is less likely to prove false if each item is (1) well packaged, (2) properly marked for the class of mail you want, and (3) legibly addressed (including a return address), and if there is a clear indication of what account should be charged for the postage. [3/01]
Clerk (Claire Anderson): At the next meeting, annual reports are due from all committee heads. Wit, brevity and e-mail are encouraged. The President asked if you could only have one of these, which one? E-mail!
Create new section 1.4(6)F Clerk: Wit, brevity and e-mail are encouraged when submitting annual reports. Especially e-mail. [4/01]
MSP to set up a committee chaired by Mike B to set up an online merchant account
Create new section 1.36: The E-Commerce Committee
Create new section 1.36(1)M: The E-Commerce Committee shall be responsible for setting up and maintaining an electronic sales site on the web. [Established 7/01]
MSP to allow MASSFILC to borrow NESFA Hymnals in perpetuity until revoked by a Business Meeting vote.
Create new section 5.6(5)M: MASSFILC may borrow the loaner copies of the NESFA Hymnals whenever this does not interfere with NESFA's use of them. [12/01]
MSP to authorize the reprinting of books as needed by putting out notice on the NESFA Regular Member mailing list for comment and final approval by the E-Board. If the mailing list raises legitimate issues regarding reprinting, a final decision will be held to the next business meeting.
Create new section 1.14(5)M: An additional printing of a book may be authorized by posting notice of the proposed reprint on the NESFA Regular Members mailing list for comment, with final approval by the Executive Board except that if legitimate issues are raised on the mailing list the decision will be made by the Membership at the next Business Meeting. [1/02]