Minutes

 
Some notes from Elisa.

My guidelines:
  1. Email This email address is being protected from spambots. You need JavaScript enabled to view it..  
  2. Title it 'MBC: [content in a few words]'  For example, 'MBC: Ratify existing CoC'.  This ensures it gets noticed.  
  3. Write your preamble with reasons for the motion, followed by some formula text such as: 'Pursuant to Rule 48.2, I hereby propose the following motion by circulation of documents:'
  4. Write your motion, indented and in bold text.  
  5. Request replies.  Sample text: 'Directors, please indicate your support of, objection to, or abstention from this motion by Reply All.'
Alternately, you have the option of putting up a draft without actually proposing it, but be very clear about that.  It can be useful if there's likely to be a lot of to and fro re-drafting it before negotiating something that gets a majority vote.  It needs, of course, to be formally proposed before it can be voted on.  
 
As agreed at a recent board meeting, if the motion fails to get majority support before the next meeting, it lapses.  You can look up the status of motions by circular here.  
 
Some other notes
 
  1. The proposer of a Motion by Circular starts a new email thread with the Subject 'MBC' plus a brief description of the motion;  
  2. The body of the email makes it clear that a Motion by Circular is being proposed and the Motion is clearly defined 
  3. Directors reply with an unambiguous response i.e. YES/SUPPORT or NO/OBJECT/AGAINST or ABSTAIN or similar unambiguous response 
  4. Directors send their email response to all  directors by 'reply all'
  5. The email thread with the Subject 'MBC' is used only for responses i.e. votes or questions/comments relating directly to the approval of the  motion
  6. The subject 'MBC' is used only when proposing a motion by circular i.e. a new email thread is started for follow up discussion on the motion once it is passed and a different subject is used if initiating discussion on a possible motion by circular.


     
    Other things to note about MBC
     
    They expire at the beginning of the following Board Meeting
    They require four board members to succeed

    An example of a well presented MBC would be
     
    Email Subject
     
    [MBC] - Planting more trees
     
    Email Body
     
    Hi Board Members,   
     
    Pursuant to Rule 48.2, I hereby propose the following motion by circulation of documents:
     
         "The board agrees to plant more trees"
     
    Moved: <Proposer>
     
    Directors, please indicate your support of, objection to, or abstention from this motion by Reply All.
     
    Best regards,
     
     
    <Proposer>
     
     
    Link to Motion's By Circular - Sheet