Re: -OPEN MEETINGS and password protected records


While I agree that the establishing Motion did not specify that the
deliberations on AISDiscuss be conducted within Robert's Rules of
Order, I don't think that has been a problem and we have more or less
adhered to those rules, at least as much as we do at live board
meetings. However the immediacy of email and the irregularity with
which some people (not meaning  anyone in particular just people in
general) may read email may cause some unintended "violations" of the
RRoO.

I would also opine that anyone should be allowed to post a comment to
AISDiscuss and be able to read the messages thereon. While the
archives provide a (somewhat stilted) solution to the latter, it does
require that the interested party 1: Knows about the archives and 2:
Takes the time to go there. Not the best solution in the world.

Likewise just allowing anyone to post to the AISDiscuss list results,
as we have experienced, the potential for a lot of SPAM.

I would propose, and will do so at the fall Board meeting that
someone (hopefully not me) be designated as an alternate
"subscription manager" for AISDiscuss with the intent that anyone who
legitimately wants to post to and receive messages from AISDiscuss be
allowed to as long as they conform to civil and appropriate messaging
and that this process be prominently noticed in the AIS Bulletin.

in my opinion, the Board needs to be able to conduct business in-
between meetings and should do so in as public a way as possible
without unduly inconveniencing the members.

John


On Jul 19, 2008, at 9:00 AM, Robert Pries wrote:

As public relations chair, I have been giving some some thought to
the recent
posts. I have reached no conclusions, but wish to share some of my
concerns so
that others may think about solutions.

It is obvious that in our country we value open and free
discussions and the
general public is quick to condemn any forum that they perceive as
being
otherwise. If one looks at past Iris forums there have often been
more then
contentious discussions. Then the forum, or the people in it, are
denounced
for airing their complaints. It seems one is often damned for being
to closed
then damned for being too open.

Board meetings are conducted within Robertbs Rules of Order and are
moderated by the president. The AIS discussion forum is not
moderated by any
rules to my knowledge.

Regardless of who may make a comment, whether or not they are even
directors,
ideas presented are often attributed by others to the entire board,
fairly or
unfairly.

I much prefer being able to brainstorm about a subject in an e-mail
forum. It
allows for more considered remarks, and also time to check facts
and gather
information. Sometimes at board meetings one has the feeling of
something
being pushed through, or pushed out, without sufficient judgment
because of
time constraints.

But writing sometimes comes across with a different tone then the
writer
expected. Arguments pro and con may seem divisive, when only simply
disagreement in the best course of action.

Maybe I am too philosophical and tend to see problems with any
course of
action. I like to think I am just careful and try to foresee
problems before
they occur. I do favor as open a decision making process as is
possible since
we are acting for everyone in the society. But I realize that not
everyone
will agree with any action taken.  --Bob Pries

----- Original Message -----
From: "John I Jones" <jijones@usjoneses.com>
To: aisdiscuss@aisboard.org
Sent: Friday, July 18, 2008 1:34:37 AM (GMT-0500) America/New_York
Subject: Re: [AISdiscuss]-OPEN MEETINGS and password protected records

The archives for AISDiscuss and AISVote at www.aisboard.org are open
to anyone who is interested in looking at them. The archives are not
password protected.

John
On Jul 17, 2008, at 8:46 AM, Harold Stahly wrote:

Hello, all,

It seems to me that Dennis has a point well taken. Convention Board
meetings, in-person, non-electronic, are open to any interested
person who can listen in on discussion of topics at any stage from
their first proposal to their completion.   The only exception
seems to b when the Board goes into executive session to discuss
unusually sensitive matters.  This discussion does not become part
of the meeting minutes.  Otherwise all meeting discussions and
actions are open to any AIS members.  Should not electronic
discussion be treated in the same way?

Hal

On Jul 17, 2008, at 7:16 AM, R. Dennis Hager wrote:

Excuse my little rant, but you're going to get it anyway.

Although there may be some perceived advantage to having the AIS
Board minutes password protected, any such advantage is quickly
dissipated by the not so subtle message that it sends to any
marginally interested or totally disinterested party.

Some meetings should be held in closed session. There are times
when announcements of the decisions of the Board should be
delayed. However, those times are rare and this is obviously not
one of them.

What activity is the Board of a non-profit involved in that would
necessitate hampering the free flow of Board meeting minutes?
Is someone just a little paranoid?

The AIS has a membership problem. In this electronic age, it
doesn't take long to disseminate information and it doesn't take
long to disseminate the wrong image. How many of you would be
inclined to join an organization that requires a password to view
excerpts from Board meetings concerning procedure?

I have been told that the AIS Board meetings are open meetings. If
it is an open meeting then for goodness sake (as opposed to evil's
sake), open the meeting.

R. Dennis Hager, President
Society for Japanese Irises


----- Original Message ----- From: "John I Jones"
<jijones@usjoneses.com>
To: <aisdiscuss@aisboard.org>
Sent: Thursday, July 17, 2008 12:14 AM
Subject: [AISdiscuss] Board Actions Concerning Electronic Voting


I have excerpted the two sections that I know of from the
minutes  from past Board meetings concerning electronic voting
and the AIS lists.

If anyone knows of additional citations, please let me know and
I  will add them.

The document: AIS_Lists.pdf  can be found at:

http://www.aisboard.org/aisdocs/

John

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