Voting and Leadership Discussions

It's now June.  So let our voting and leadership discussions commence as
we have planned.

INTRODUCTION:

The recent events on our mailing list only strengthen the importance of
Morlug's need to have a well established voting body.   In the past, we
may have allowed the desires of members to pull us around like a
disobedient dog on a chain, ultimately leading to the dilution of our
organizations strength almost to diminutive levels of complete
non-existence.  But we resolved through a series of important
administrative meetings that this should never happen again.  These
meetings occurred between October, 2004 and January, 2005.  The single
most important article that came from these discussions was the
recognization of the importance of the bylaws established for successful
LUGs in the User-Group-HOWTO (
http://www.tldp.org/HOWTO/User-Group-HOWTO.html ) .  We decided that
this document would represent our bylaws and our mission statement.

Mission Statement (my version):  "To advocate, educate, and support the
community and provide social outlets for the outstanding qualities of
Free Software."

Anotherwards, our four tenants of existence are advocacy, education,
support and socializing.

Our Bylaws are based on Rick Moen's  Maintaining and growing a LUG
(6.3) and his "Recipe for a Successful Linux User Group" listed in the
User-Group-HOWTO and with a site devoted to the recipe at
http://linuxmafia.com/faq/Linux_PR/newlug.html:

BYLAWS:

Maintaining  and Growing a Lug (6.3):

     * Make the barriers to LUG membership as low as possible.
     * Make the LUG's Web site a priority: Keep all information current,
make it easy to find details about meetings (who, what, and where), and
make contact information and feedback mechanisms prominent.
     * Install Linux for anyone who wants it.
     * Post flyers, messages, or handbills wherever computer users are
in your area.
     * Secure dedicated leadership.
     * Follow Linus Torvalds's benevolent dictator model of leadership.
     * Take the big decisions to the members for a vote.
     * Start a mailing list devoted to technical support and ask the
"gurus" to participate on it.
     * Schedule a mixture of advanced and basic, formal and informal,
presentations.
     * Support the software development efforts of your members.
     * Find way to raise money without dues: for instance, selling Linux
merchandise to your members and to others.
     * Consider securing formal legal standing for the group, such as
incorporation or tax-exempt status.
     * Find out if your meeting place is restricting growth of the LUG.
     * Meet in conjunction with swap meets, computer shows, or other
community events where computer users -- i.e., potential Linux converts
-- are likely to gather.
     * Elect formal leadership for the LUG as soon as is practical: Some
helpful officers might include President, Treasurer, Secretary, Meeting
Host (general announcements, speaker introductions, opening and closing
remarks, etc.), Publicity Coordinator (handles Usenet and e-mail
postings, local publicity), and Program Coordinator (organizes and
schedules speakers at LUG meetings).
     * Provide ways for members and others to give feedback about the
direction, goals, and strategies of the LUG.
     * Support Linux and free software / open source development efforts
by donating Web space, a mailing list, or ftp site.
     * Establish an ftp/Web site for relevant software.
     * Archive everything the LUG does for the Web site.
     * Solicit "door prizes" from Linux vendors, VARs, etc. to give away
at meetings.
     * Give credit where due.
     * Join SSC's GLUE (Groups of Linux Users Everywhere).
     * Submit your LUG's information to all the LUG lists.
     * Publicize your meetings on appropriate Usenet groups and in local
computer publications and newspapers.
     * Compose promotional materials, like Postscript files, for
instance, members can use to help publicize the LUG at workplaces,
bookstores, computer stores, etc.
     * Make sure you know what LUG members want the LUG to do.
     * Release press releases to local media outlets about any unusual
LUG events like an Installation Fest, Net Day, etc.
     * Use LUG resources and members to help local non-profit
organizations and schools with their Information Technology needs.
     * Advocate the use of Linux zealously but responsibly.
     * Play to LUG members' strengths.
     * Maintain good relations with Linux vendors, VARs, developers, etc.
     * Identify and contact Linux consultants in your area.
     * Network with the leaders of other LUGs in your area, state,
region, or country to share experiences, tricks, and resources.
     * Keep LUG members advised on the state of Linux software -- new
kernels, bugs, fixes, patches, security advisories -- and the state of
the Linux world at large -- new ports, trademark and licensing issues,
where Torvalds is living and working, etc.
     * Notify the Linux Documentation Project -- and other pertinent
sources of Linux information -- about the documentation the LUG
produces: technical presentations, tutorials, local HOWTOs, etc.

Recipe for a Successful Linux User Group:

     * You need a Web page.
     * Your Web page needs a reasonable URL.
     * You need a regular meeting location.
     * You need a regular meeting time.
     * You need to avoid meeting-time conflicts.
     * You need to make sure that meetings happen as advertised, without
fail.
     * You need a core of several Linux enthusiasts.
     * Your core volunteers need out-of-band methods of communication.
     * You need to get on the main lists of LUGs, and keep your entries
accurate.
     * You must have login access to maintain your Web pages, as needed.
     * Design your Web page to be forgiving of deferred maintenance.
     * Always include the day of the week, when you cite event dates.
Always check that day of the week, first, using gcal.
     * Place time-sensitive and key information prominently near the top
of your main Web page.
     * Include maps and directions to your events.
     * Emphasis on your main page that your meeting will be free of
charge and open to the public (if it is).
     * You'll want to include an RSVP "mailto" hyperlink, on some events.
     * Use referral pages.
     * Make sure every page has a revision date and maintainer link.
     * Check all links, at intervals.
     * You may want to consider establishing a LUG mailing list.
     * You don't need to be in the Internet Service Provider business.
     * Don't go into any other business, either.
     * Walk the walk. (Do the LUG's computing on Linux.)

(All these bylaws have been expanded on by Rick Moen in his writings,
and how true the things he says ring based on our LUG's past
experiences, i.e. when we didn't  follow the recipe vs what we are doing
now.)

VOTING/LEADERSHIP TALKS:

 From our administrative meetings earlier this year  and last we clearly
recognized the importance of the website, meeting place and schedule,
and leadership.   Now we can commence our Voting/Leadership Talks.  What
sort of leadership organization shall we establish, and how shall the
voting body operate in relation to this?:

In a previous message Michael Bond insinuated that all the leader of a
group like Morlug really needs to do is "Make sure a meeting is  planned
and that we have confirmation from SRSH that we can have  access to a
room(s)."  If this was the case we could just call our leader the
convenor, and be done with it.  However, I can tell you from personal
experience, that this is not the case at all.  There have been the tasks
of finding a real place to have real meetings with a predictable
schedule, the documentation of  meetings, posting meeting schedules and
information to the website, providing meeting minutes and photographs,
contacting individuals, establishing rapport to establish the next
meeting presentation,  maintaining the stability,  and that is only part
of what is involved in being a leader for a group like Morlug.  All this
involves a devoted commitment of time.

Obviously, other people could take some of the workload on themselves,
and some have, but not on a consistent basis because there aren't any
established recognized positions within our organization that come under
the scrutiny or expectation of the voting body of Morlug.  In fact,
there is no voting body as such.

Then Michael continues and mentions "And whose responsibility is it to
oversee any funds that MorLUG has?"  in relation to the suggestion of
having LAN parties.  Here's a second reason why well defined leadership
is crucial.  Although, MorLUG doesn't have an actual entity status
within the Federal Government as a non-profit organization to maintain
funds free from taxes, it would be a prudent idea to establish our
leadership and voting body in a manner that is commonly employed by
non-profit organizations both as preparation and to gain a higher degree
of professionalism which in the past has been sadly lacking from our group.

Some Specifics:

Here's how it works:  The membership votes once a year for an Executive
Board who will represent  their needs.  In such an election the
Executive Board can recommend individuals they would like to see running
for a board position, and individuals from the general membership can
also nominate themselves or others to run to become a member of the
Executive Board.

Term length (my suggestion):  Board Members are voted in for two year
terms, however, after one year they may step down if they desire thereby
creating an open position for the membership to vote for a new person to
fill.   I think having turn-over is generally a good idea, versus, a
lifetime commitment.  Given our expected growth in the booming Greater
Morgantown Metropolitan area,  this is a realistic expectation.

Size:  Presently, based on our core member size, I'd recommend five
members to be on the Executive Board.  An uneven size guarantees that
there can't be a tie vote when the Board has a vote.  Obviously, this
size could be increased or decreased depending on our total membership
size, though maintaining an uneven size.

Function of Executive Board of Directors:  The Executive Board of
Directors (BOD) will be the official voting body for Morlug during the
year, and will be the official decision making body for all of Morlug.
  Members of the Board may present items to become motions and serve as
representatives for general members who have items.  Motions must first
be seconded by another Board Member, then they may be presented for
discussion and questions.  The Board members will then vote for or
against the motion (aye or no) with more than 2/3 votes (see Robert
Rules) determining the particular outcome.   Obviously, for some matters
the Board may want the total membership to provide a vote, and this too
would be established by a BOD vote.  For instance, some voting issue
could be included in the next yearly public election or in a special
election as an amendment  or ordinance for all member to vote on.
However, the purpose of  a BOD is to free general members from the
general operations of an organization.   The methology employed by the
BOD that I'm referring to is known as "Robert's Rules of Order" -
http://www.robertsrules.org/ ,
http://www.robertsrules.org/rulesintro.htm,
http://www.mapnp.org/library/boards/roberts.htm - and is commonly
employed by non-profit organizations which includes multitudes of LUGs.

Board Meeting Location:  Official entities under Federal/State law are
generally required to have an established schedule of physical
meeting(s) at an established physical location.  However, most meetings
for Morlug's BOD could be conducted via irc/email and votes via email.
Therefore, all members of the Board would be required to verify their
identify via a gpg fingerprint in their email.   Because BOD meetings
should be open to all members, irc/email meetings could be held over our
irc channel/email-list as deemed by the BOD.  A separate email list for
the BOD that could be scrutinized by the public, and could include their
input  as the BOD has discussions would be in good order.

Board Meeting Times:   This could be quarterly, but this would be
determined by the Board or if necessary (assuming incorporation) there
will be formal meeting times  as required according to official
Federal/State guidelines.  Meetings would be convened by the Executive
Director (Chair person), i.e., the President.

Minutes:  BOD Minutes will be maintained by the Board's Secretary (this
position has to be established first).

Executive Boards positions:  The Executive Board will be required to
have one member who serves as Executive Director (Benevolent Dictator)
and who is in charge of establishing official actions  (Board Meetings,
resolutions, annual reports, acts as chairperson at Board Meetings,
etc.).  The Director will serve as the groups President,  too.
Additional positions will be assigned/established by votes from the
Board.  One  board member could have more than one position (a
suggestion).  As an example, the positions to be determined in addition
to the  Executive Director could include Treasurer, Secretary, Meeting
Host, Publicity Coordinator, and Program Coordinator.  BOD members will
be voted into their respective positions by the BOD.

Termination:  A board member may be terminated from his position if he
doesn't fulfill the duties assigned to him as established in the groups
bylaws .. however, this is just a suggestion, and should be determined
whether it is appropriate by the Board  via a vote for or against an
associated bylaw.

Non-Profit Status:  At SRSH we have the additional advantage that SRSH
is an official non-profit organization.   Therefore, it is possible that
funds given to Morlug could be tax deductible via our affiliation with
SRSH who could handle our monies via our careful scrutiny.  But, setting
ourselves up with an Executive Board means we are essentially prepared
to become our own official non-profit organization if we choose to go
this route, or if our growth forces this on our group or if liability
issues become a concern.

Conclusion: This voting/leadership approach may look complex and formal,
but it is really a proven, easy and efficient way for a group like
MorLUG to do their business effectively.  In the present implementation,
and also due to our size, leadership will be provided directly from the
BOD, so the Executive Director is essentially the President  (Benevolent
Dictator) of MorLUG, the Secretary of the BOD is also the Secretary for
Morlug, and so on.  The BOD must adhere to the groups bylaws or make
amendments to them.  Hence, requests for motions would be subject to the
bylaws or the bylaws, themselves, would need to be altered.  Presently,
the existing bylaws are based on steps and suggestions in building and
maintaining a successful organization, however, they can be interpolated
appropriately.    I'm sure someone would argue that our existing bylaws
aren't really bylaws by wording.  However,  the last six months were a
trial period, and we didn't want to put any more work into perfecting
our bylaws than necessary.  The trial period was a success, and now we
are prepared to approach these matters with a higher degree of
professionalism which should include the rewriting of our bylaws into
better legalese.

Bylaw Examples from other LUGs (and there are many more):

http://www.suncoastlug.org/bylaws.html
http://austinlug.org/staticpages/index.php?page=20020517100547302
http://www.oclug.on.ca/bylaw_1.php
http://nblug.org/bylaws
http://www.wplug.org/pages/bylaws

One sentence summary:  Morlug should vote for a Board of Directors to
govern according to fair and democratic practices and to maintain the
stability and purposes of our group as established in our bylaws.

What I'm interested in seeing next, are nominations, and then an online
vote by all interested members for five individuals who will become the
Board of Directors for the next two years.  I'm open to
suggestions/changes on all facets of my proposal.

Regardless, I am interested in nominating, myself,  Jonathan Rosenbaum
as  a nominee for President of MorLUG and the BOD.

Jonathan

_______________________________________________
Morlug mailing list
[email protected]
http://mailman.morlug.org/mailman/listinfo/morlug

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