March AMC meeting minutes released

The minutes for the March 23, 2013 AMC meeting are now online. Visit www.us.mensa.org/meetingreports and select "2013-03-23 -- Washington DC"  from the pulldown box on that page.

If you have trouble accessing this or any part of our Web site, please contact WebServices@americanmensa.org.

Comments on AMC Teleconference Agenda

My comments in italics. Text of many of the motions, explanations, etc., have been snipped so as to keep the size of this from being crazy-long.

A1a.  Moved BECKER, MARK, and REIGER:  

<snip> 

The resulting section will then read:

"(3) No later than one month before the deadline for submitting candidate petitions, the Nominating Committee shall nominate one or more candidates for each of the elective offices of American Mensa Ltd., …..The Nominating Committee shall submit a list of the nominated candidates to the American Mensa Committee and to the Election Committee, and the list shall be published."

While the length of time for the election process is on the overly long side, this proposed amendment would disadvantage anyone who, for whatever reason, wants to wait until after the NomComm-nominated candidates are known – whether it be a decision for them to run themselves or to convince someone else to run.

As written, the list of nominated candidates could be submitted as late as one month prior to candidate petitions being due. While it states that the list shall be published, it does not contemplate the necessary lead time to get the information into the Mensa Bulletin and printed there. With this timeline, the list of nominees potentially wouldn't be visible in print until after the deadline for candidate petitions. This is unacceptable.

Furthermore, if the proposal is that putting the information on the website and/or in some of the blast e-mails (such as AML NewsFlash) is sufficient, the simple fact of the matter is that it is not; there are many people who do not get such blast e-mails, who do not go on the website, and get their communications via hardcopy. These members should not be disadvantaged for the possibility of shortening the election time window; it's not like having a long period for the election is harmful or any more costly than having a shortened window.

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A1b.  Moved BECKER, MARK, and REIGER:  ASIE 1996-116 is amended as follows:

<snip>

According to the ASIEs that currently appear on the AML website, there is no such ASIE as 1996-116. Rather, it would appear the appropriately referenced ASIE would be 1999-116.

The same objection applies as above as to the too-short period of time between publishing the list of nominated candidates and the deadline for candidate petitions.

-----

A2.  Moved BECKER, MARK, and REIGER:

<snip>

The resulting section will then read:

(3) …The Nominating Committee shall nominate one or more candidates for each of the elective offices of American Mensa Ltd., of whom all nominees for Executive Committee positions shall (unless no individuals with the requisite qualifications are willing to run for that office) be members of the American Mensa Committee then in office, or have served at least one year on a prior American Mensa Committee.

As I have said on several occasions, this is going in the wrong direction – the exact opposite direction as the way MIL went a few years ago.

This precludes people who have relevant outside experience from even being considered by the Nominating Committee. This also assumes that the only way to have good knowledge of AML is to have served (or be serving) on the AMC itself. While it certainly gives you *more* insight than you would have otherwise, it isn't necessary to have that, in my opinion.

Furthermore, I don't understand what part of the proposal is being referenced by the portion of the official explanation that states “[i]t also makes clear that nominees for the position of Treasurer must have appropriate financial expertise and experience, leaving the Nominating Committee the ability to consider various combinations of education and experience.” The proposal as listed in this agenda makes no reference to anything specific to the Treasurer's expertise and experience. (That is included only in motion A3 related the the relevant ASIE.)

-----

A3.  Moved BECKER, MARK, and REIGER:  ASIE 2010-010 is amended as follows:

In section a, sixth paragraph, third sentence,

<snip>

is changed to

"each nominee for AMC Executive Committee positions must either be a member of the current American Mensa Committee or have served at least one year on a former American Mensa Committee (unless no individuals with the requisite qualifications are willing to run for that office); and each candidate for the office of Treasurer must have appropriate financial skills and experience".

The same objection applies as above with respect to mandating current or 1-year's prior time served on the AMC to run for one of the Executive Committee positions. Also, as noted above, the last clause re: the Treasurer's financial skills and experience is included in this ASIE but *not* in the proposed bylaw amendment at the moment, though the bylaw explanation states otherwise.

I would strongly urge the AMC to make this ASIE amendment contingent on passage of the related bylaw amendment, just as in motions 1a and 1b. If the membership votes against something that is appropriately bylaws-related, why should the AMC feel free to institute it anyway by fiat?

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A4.  Moved BECKER, MARK, and REIGER:  In ASIE 1999-114, two new sections are added

<snip>

This seems reasonable to me.

-----

A5.  Moved BECKER, MARK, and REIGER:  In ASIE 1999-114, a new section is added at the end of the ASIE as follows:

<snip>

I think that it is unnecessary and inappropriate to specifically seek out former AMC members. There are enough people (approx. 30, at its maximum). If the necessary qualifications are written clearly enough, prior AMC experience should be unnecessary to gauge if a potential candidate's history/experience corresponds appropriately with those qualifications. Furthermore, this change would give the appearance of conflict of interest (just as if a current AMC member or someone running for AMC were on the committee).

What's more, if we were to actually put forward a full list of recommended knowledge, skills, and abilities for each of the offices (and refresh it, say, each term) and publish that at the same time as the ballot materials, the voting membership can make the informed choices for themselves, rather than having a comparatively small group of members substitute their own collective judgment in place of the membership's.

-----

A6.  Moved BECKER, MARK, and REIGER: ASIEs 1999-118 and 1999-119(b) are deleted; and ASIE 1999-119(a) is changed to:

"An informal session shall be held during the Annual Gathering for candidates and members.  This session shall be scheduled so as not to conflict with any AMC meeting and shall be included in the written schedule of AG programs.  The purpose of this session is to allow the candidates to speak to all interested Mensans about their views and agendas."

“[A]ny AMC meeting” should be changed to “any AMC meeting or the Annual Business Meeting” - as the ABM is not an AMC meeting, per se. While it is unlikely that such a session would be scheduled opposite the ABM anyway, this helps guarantee that. Otherwise, this is a good change.

---

A7.  Moved BECKER, MARK, and REIGER:  ASIE 2010-010 is amended as follows:

<snip>

This seems reasonable to me.

----

A8. Moved BECKER, MARK, and REIGER:  ASIE 2010-010 is amended as follows:

In section a, sixth paragraph, add a new final sentence:

"If the Nominating Committee feels an applicant would be better suited to a position other than the one(s) applied for, they are encouraged to recommend that to the applicant."

While understandable in the context of the current theory that the NomComm should be a subjective body in making its determinations of who to nominate, I think the NomComm should be completely objective in determining if a potential candidate meets a minimum set of requirements. If so, it shouldn't matter if the NomComm thinks the candidate would be even better qualified seeking a different office – the candidate should be nominated for the office sought. Let the members decide if the candidate was the best choice for the office sought.

------

A9.  Moved BECKER, MARK, and REIGER:  ASIE 2010-010 is amended as follows:  In section a, remove the last sentence in the current sixth paragraph "The Nominating Committee is to nominate those candidates it finds well-qualified for the various offices."  Add a new paragraph between the current sixth and seventh paragraph that says:

<snip>

This is 100% wrong, IMO. The NomComm *should* be a mere rubber stamp of thos who are at least minimally qualified. It is the VOTING MEMBERS who should make the ultimate decision as to whether they think someone is qualified enough, against the full field of candidates who are minimally qualified, for the office sought. What this ASIE change does is lay out the ideal of how the full voting membership should be considering all the candidates before them on the ballot. Stop treating the members like we're incapable of making such decisions.

Also, it seems ludicrous to me that only ONE candidate should be deemed acceptable to the NomComm (and rarely two). It is insulting to the members that the NomComm should substitute ITS judgment and assessment of the candidates over that of the membership writ large.

-----

A10.  Moved BECKER, MARK, and REIGER:  It is the sense of the AMC that the job descriptions for all AMC positions should be reviewed and updated as necessary by current AMC members, but at least every two years, during the final quarter of each two-year term.

I agree with the theory that the job descriptions should be updated each term. It should be noted that the current phrasing has the update done during the balloting phase of each election, and that such updated material should be used for the subsequent election's materials.

Rather than making it merely a sense of the AMC, though, why not write this in as a requirement within the job description of all AMC positions?

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A11.  Moved BECKER, MARK, and REIGER:  It is the sense of the AMC that the Nominating Committee and the Election Committee should ask candidates to submit the same statements, in the same order.

This seems unnecessary but harmless.

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A12. Moved BECKER, MARK, and REIGER:  The Nominating Committee Process Review Task Force is thanked and dismissed.

Appropriate.

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Item A13                Change to mailing and membership list policies

Moved Finance Committee: Eliminate ASIE 1994-053 and amend two ASIEs as follows.

1981-077                        29-Aug-1981

<snip>

This is a big change. Currently, phone numbers and e-mails are forbidden from being released outside of Mensa. (There's rather a prominent disclaimer to that effect inside the PDQ section of the profiles on the AML website.) This would necessitate another option being implemented. Currently, a member can opt in to permitting their snail mail address on such a list. E-mail should be a SEPARATE option. There are plenty of people who are willing to accept one of those options, but not both. They should not be lumped in together, as would be the effect with the current phrasing of this ASIE and as explained further in the official explanation.

1997-092                        06-Dec-1997

<snip>

This seems reasonable to me.

May 20 AMC Teleconference Agenda

Here is the agenda for the upcoming teleconference. (NB: There is mention of red text to distinguish parts of the text -- that color was not present in the e-mail from which I am copying it, so have no way of doing an extra offset of some sort.) (My comments about it to be put up as a separate post.)


Agenda
AMC Teleconference
20 May 2013

Call to order; roll call; review of agenda


Item A1a-A12            Nominating Committee Process Review Task Force motions

A1a.  Moved BECKER, MARK, and REIGER:  The following is passed to a referendum of the membership on the next regular ballot after the 2013 election:
Article VI, section 3 of the bylaws of American Mensa are amended as follows:
In the first sentence, "No later than the October 1st preceding each election"
is changed to
"No later than one month before the deadline for submitting candidate petitions",
and in the second sentence, "and the list shall be published" is added at the end of the sentence.   The third sentence is deleted.
The resulting section will then read:
"(3) No later than one month before the deadline for submitting candidate petitions, the Nominating Committee shall nominate one or more candidates for each of the elective offices of American Mensa Ltd., …..The Nominating Committee shall submit a list of the nominated candidates to the American Mensa Committee and to the Election Committee, and the list shall be published."
EXPLANATION:  This is the first of two motions to implement bylaw changes recommended by the Nominating Committee Process Review Task Force.  It allows the nomination and election process to be shorter than it is currently.
FINANCIAL IMPACT:  The cost of putting a bylaws amendment on the ballot and tallying the votes.

A1b.  Moved BECKER, MARK, and REIGER:  ASIE 1996-116 is amended as follows:
In section a, first sentence, "No earlier than May 15 and no later than August 15 in the year preceding an election"
is changed to
"No earlier than July 1 in the year preceding an election and no later than two months before the date the list of nominated candidates is due";
and in section b, first sentence, "No later than September 1 in the year preceding the election"
is changed to
"No later than one month before the deadline for submitting candidate petitions".
This action shall take effect only if the associated amendment to the Bylaws of American Mensa is adopted.
EXPLANATION:  This is the corresponding motion to implement the same recommendation as 1a.   1a passes the corresponding change in the Bylaws to a referendum, and 1b changes our ASIEs, if the bylaw passes.  It moves the start and end date for accepting petitions later and allows the nomination and election process to be shorter than is currently the case.  The ASIE change cannot be implemented until and unless the Bylaw change is approved.
FINANCIAL IMPACT:  None.

A2.  Moved BECKER, MARK, and REIGER:  The following is passed to a referendum of the membership on the next regular ballot after the 2013 election:
Article VI, section 3 of the bylaws of American Mensa are amended as follows:  In the first sentence, "the nominees(s) for the position of Chairman" is changed to "all nominees for Executive Committee positions".  The resulting section will then read:
(3) …The Nominating Committee shall nominate one or more candidates for each of the elective offices of American Mensa Ltd., of whom all nominees for Executive Committee positions shall (unless no individuals with the requisite qualifications are willing to run for that office) be members of the American Mensa Committee then in office, or have served at least one year on a prior American Mensa Committee.
EXPLANATION:  This is the second of two motions to implement bylaw changes recommended by the Nominating Committee Process Review Task Force.  In light of the expanding role of the Executive Committee and the breadth of decisions they make under time pressure, this motion expands the requirement to have AMC experience to all Executive Committee positions.  It also makes clear that nominees for the position of Treasurer must have appropriate financial expertise and experience, leaving the Nominating Committee the ability to consider various combinations of education and experience.
FINANCIAL IMPACT:  The cost of putting a bylaws amendment on the ballot and tallying the votes.

A3.  Moved BECKER, MARK, and REIGER:  ASIE 2010-010 is amended as follows:
In section a, sixth paragraph, third sentence,
"and each nominee for the position of Chairman must either be a member of the current American Mensa Committee or have served at least one year on a former American Mensa Committee (unless no individuals with the requisite qualifications are willing to run for that office), per section VI.3 of the Bylaws of American Mensa"
is changed to
"each nominee for AMC Executive Committee positions must either be a member of the current American Mensa Committee or have served at least one year on a former American Mensa Committee (unless no individuals with the requisite qualifications are willing to run for that office); and each candidate for the office of Treasurer must have appropriate financial skills and experience".
EXPLANATION:  This is the corresponding motion to implement the same concept as Motion 2a to the ASIE that currently requires AMC experience for each nominee for the position of Chairman.  It extends the requirement of at least a year experience on the AMC to the entire Executive Committee.  Since it does not contradict the Bylaws, it can be added whether or not the bylaws are changed.
FINANCIAL IMPACT:  None.

A4.  Moved BECKER, MARK, and REIGER:  In ASIE 1999-114, two new sections are added as follows:
"e.  If there are fewer than three candidates for the Nominating Committee in a given region within one week before an AMC meeting at which candidates are to be appointed to the Nominating Committee, the Nominating Committee chairman may name additional candidates for that region for AMC consideration on his or her own initiative.
f.  If there are fewer than three members of the Nominating Committee from a given region after the AMC has made its appointments, or if a vacancy from a given region occurs on the Nominating Committee during its deliberations, the Nominating Committee chairman may appoint members from that region until the number of members from that region equals three.  If the AMC has named one or more alternate Nominating Committee members from that region, the alternate(s) shall be appointed first."
EXPLANATION:   This will address a long-standing problem of partial Nominating Committees.  It allows the Nominating Committee chairman to fill vacancies on the Committee until each region is represented by three members.
FINANCIAL IMPACT:  Possibly a small communication cost increase because of the potentially larger committee size.

A5.  Moved BECKER, MARK, and REIGER:  In ASIE 1999-114, a new section is added at the end of the ASIE as follows:
"In addition to the members of the Nominating Committee selected from the regions as outlined above, three additional members of the Nominating Committee shall be added, selected from previous AMC members.  The additional members, each of whom must be a current member in good standing of American Mensa, shall be selected from the following ordered list until three members have accepted the appointment: the three most recent Past Chairmen; then the three most recent First Vice-Chairmen who are not currently serving on the AMC; then the three most recent Second Vice-Chairmen who are not currently serving on the AMC; then the three most recent Secretaries who are not currently serving on the AMC; then the three most recent Treasurers who are not currently serving on the AMC; then the most recent RVC from each Region who is not currently serving on the AMC, ordered by a random draw conducted by the Nominating Committee chairman; then the second-most recent RVC from each Region who is not currently serving on the AMC, ordered by a new random draw conducted by the Nominating Committee chairman; and then the third-most recent RVC from each Region who is not currently serving on the AMC, ordered by a new random draw conducted by the Nominating Committee chairman."
EXPLANATION:  This is a recommendation from the Nominating Committee Process Review Task Force.  It adds former AMC members to the Nominating Committee in the same manner as adding members to a Hearings Committee, as former AMC members have the most knowledge about what AMC service requires.
FINANCIAL IMPACT:  Possibly a small communication cost increase because of the larger committee size.

A6.  Moved BECKER, MARK, and REIGER: ASIEs 1999-118 and 1999-119(b) are deleted; and ASIE 1999-119(a) is changed to:
"An informal session shall be held during the Annual Gathering for candidates and members.  This session shall be scheduled so as not to conflict with any AMC meeting and shall be included in the written schedule of AG programs.  The purpose of this session is to allow the candidates to speak to all interested Mensans about their views and agendas."
EXPLANATION:  These ASIEs describe how Nominating Committee sessions at the AG are to be structured.  Deleting one and rewriting the other gives the Nominating Committee more flexibility regarding how it is to perform its job.
FINANCIAL IMPACT:  Possibly a small communication cost increase, depending on how the Nominating Committee decides to communicate.

A7.  Moved BECKER, MARK, and REIGER:  ASIE 2010-010 is amended as follows:
In section a, replace the second paragraph with the following:
"The Nominating Committee shall publicize a call for candidates through multiple communication vehicles.  Information on how to find Job Descriptions, CIFs and other nominating and election materials should be publicized and freely available to any interested member. Each representative should contact members and groups and follow up on candidates suggested to them by others and encourage those interested in serving on AMC to submit a Candidate Information Form (CIF) to the Nominating Committee Chairman."
EXPLANATION:   This update adds the requirement to publicize the call for candidates, as opposed to the current language which says "Each [Nominating Committee] representative should contact the active Mensa members of his/her acquaintance…".  It emphasizes the goal of transparency, wide publication and access to the information needed be a viable NomComm candidate to any interested member.
FINANCIAL IMPACT:  None.

A8. Moved BECKER, MARK, and REIGER:  ASIE 2010-010 is amended as follows:
In section a, sixth paragraph, add a new final sentence:
"If the Nominating Committee feels an applicant would be better suited to a position other than the one(s) applied for, they are encouraged to recommend that to the applicant."
EXPLANATION:  This clarifies it is proper for the Nominating Committee to work with candidates to find good candidates for every position.
FINANCIAL IMPACT:  None.

A9.  Moved BECKER, MARK, and REIGER:  ASIE 2010-010 is amended as follows:  In section a, remove the last sentence in the current sixth paragraph "The Nominating Committee is to nominate those candidates it finds well-qualified for the various offices."  Add a new paragraph between the current sixth and seventh paragraph that says:
"The task of the Nominating Committee is not to be a mere rubberstamp or pass-through of all applicants who are minimally qualified; rather, the Nominating Committee is to be discriminating regarding whom to nominate.  The Nominating Committee is to consider the background, experience, and job performance of each applicant in Mensa and/or in other organizations in light of the position's job description.  When faced with multiple applicants for a position, the Nominating Committee is to nominate the one best candidate where possible. More than one candidate may be nominated only when the evaluation system finds them very close to each other, and those candidates are clearly superior to the rest."
EXPLANATION:  This amendment reinforces that the Nominating Committee is to nominate the candidates whom it determines are the best for the various positions, rather than simply passing along anyone who applies and is found to be minimally qualified, which is essentially no different than running by petition.  It also emphasizes that the Nominating Committee is to use current job descriptions as the primary guide regarding what each position requires.
FINANCIAL IMPACT:  None.

A10.  Moved BECKER, MARK, and REIGER:  It is the sense of the AMC that the job descriptions for all AMC positions should be reviewed and updated as necessary by current AMC members, but at least every two years, during the final quarter of each two-year term.
EXPLANATION:  If the Nominating Committee is to use the job descriptions when evaluating potential nominees, the job descriptions need to be up to date.  When left to chance, job descriptions have not been updated.  The purpose of ASIEs is to record and remind future AMC members about how and when things need to be done.
FINANCIAL IMPACT:  None.

A11.  Moved BECKER, MARK, and REIGER:  It is the sense of the AMC that the Nominating Committee and the Election Committee should ask candidates to submit the same statements, in the same order.
EXPLANATION:  This housekeeping recommendation from the Nominating Committee Process Review Task Force will make the process smoother for candidates and Nominating Committee members alike.  It is less confusing and more useful to each use the same questions.  At the time of this writing, the statements and order are a biographical statement, followed by a campaign statement, followed by answers to questions posed to candidates by the AMC.
FINANCIAL IMPACT:  None.

A12. Moved BECKER, MARK, and REIGER:  The Nominating Committee Process Review Task Force is thanked and dismissed.
EXPLANATION:  The Nominating Committee Task Force has completed its work.
FINANCIAL IMPACT:  None.

Item A13                Change to mailing and membership list policies

Moved Finance Committee: Eliminate ASIE 1994-053 and amend two ASIEs as follows.

1981-077                        29-Aug-1981
The Executive Director is authorized to rent or otherwise make available to non-Mensa organizations the Mensa mailing list, provided that a) such mailing list consist solely of the names, addresses, and/or emails of those members who have specifically granted permission to be on such a list, and b) the specific use to which the list is to be put, including the actual materials to be mailed, is first approved by the Executive Director.

1997-092                        06-Dec-1997
(last amended 01-Dec-2001 by 2001-096)
AML, its Local Groups, and the Mensa Foundation may use the American Mensa Ltd. membership list for the purposes of telemarketing or email marketing.  The use of the AML membership list for such purposes by other than AML, its Local Groups, and the Mensa Foundation is prohibited unless specifically approved by AML.

The text of ASIE 1994-053 is as follows:

1994-053                17-Sep-1994
The Executive Director is authorized, with the advice and consent of the Executive Committee, to engage a List Management firm, for the purpose of marketing the names from the membership list of members who have approved the use of their names. Further, the Executive Director, or the designee of the Executive Director with the specific approval of the Executive Committee, is authorized to approve mailing list rentals similar to those approved by the Executive Committee in the past. All approvals or denials of mailing list rentals shall be reported by the Executive Director to the AMC on a quarterly basis. The Executive Committee shall have to approve any type of list rental not previously approved. This motion superseded ASIEs 1986-017 and 1991-082.

{Secretary's note: The amendments to the ASIEs are represented by red text.}

EXPLANATION: This motion changes the authority to rent the membership list from the Executive Committee to the Executive Director.  It also allows telemarketing and e-mail marketing to our members by outside companies.

Our current policies, written in 1981 and 1997, limit information we may provide to list rental agencies. We currently don't allow usage of emails, and the result is diminishing income in this area as direct mail gets more expensive.  Based on inquires and our list, the list rental company estimates by allowing email use we'd gain anywhere between $4,000-$7,000 a year.    ** Members are still in control if this information is used in this manner through their use of opt-out questions on the PDQ.**

The current wording on the PDQ forms is as follows, and this would change only item #8 (noted):

HOW YOU RELEASE YOUR INFORMATION
American Mensa, Ltd. and its groups understand that respecting the privacy of their members is of utmost importance and, as such, agree to respect and seek permission before distributing member information. Please pay careful attention to questions 1-10 as they provide authorization to distribute information that you have supplied to American Mensa. Leaving a statement unanswered for questions 1-10 will be considered a "yes" response. For members under 18, a parent/guardian must endorse the Scantron form to change privacy release information.

1. Release my phone number within the organization.*
2. Release my email address within the organization.*
3. Release birth date and PDQ information** within the organization.*
4. Include my home address in local and national online or printed directories. Note that if "no" is selected, the default for a printed directory is name, city and state.
5. Include my phone number in local and national online or printed directories.
6. Include my email address in local and national online or printed directories.
7. Include other PDQ information** in local and national online or printed directories.
8. Release my name, address, and email  information, excluding phone <and email,>  to authorized benefit and service providers for approved  promotions< mailings >  that may be of interest to me.
9. I would like to receive periodic Mensa-related notices via email.
10. Release my contact information to candidates in American Mensa elections.

* Information released within the organization will be distributed to your Local Group for administrative purposes and may also be distributed to Special Interest Groups and the Mensa Foundation. Name and physical address may be released to Local Groups and Special Interest Groups for administrative purposes.
** PDQ information may include answers to questions 11-19.

FINANCIAL IMPACT: As noted in EXPLANATION section.