Coordinating Committee Conf Call Agenda 10 03 11
1. Welcome and setup, roll call, quorum check (ten minutes)
Faciliator: Warner Bloomberg
Minutes taker: Mike Feinstein
Time keeper: Michael Borenstein
2. PROPOSAL: Change date of December Coordinating Committee meeting from Monday, December 5th to Monday, December 12th (Everette, Hermanson) (one minute)
Background: The regular Coordinating Committee (CC) meeting date in December falls upon the Monday immediately after the December General Assembly. Traditionally in past years when such timing occurs, the CC changes the date to the next Monday. This proposal proposes to do just that.
3. APPOINTMENT: CC Liaison to Media Committee (two minutes) (Hermanson in his role as Co-coordinator)
Background: Sanda Everette has submitted her name and bio for appointment to the Coordinating Committee email list at this link http://lists.cagreens.org/cgi-bin/mailman/private/gpca-cc/2011-September/023281.html.
The applicable GPCA-CC Internal Rule governing CC Liaison appointments is described here: http://d7.cagreens.org/committees/coordinating/procedures#Article_V_Liaisons_to_Standing_Committees_and_Working_Groups
4. APPOINTMENT: GPCA Liaison to Secretary of State to fill vacancy until GPCA General Assembly in December/NOMINATION: GPCA Liaison to Secretary of State, subject to confirmation by GPCA General Assembly in December (seven minutes) (Everette/Hermanson in their role as Co-coordinators)
Background: GPCA Bylaws 7-1.11 specify that "The Coordinating Committee shall immediately fill any vacancy in the office of Liaison, subject to the confirmation of the next meeting of the General Assembly." Bill Meyers resigned as GPCA Liaison to Secretary of State on September 20th. Jared Laiti has submitted his name for appointment. His bio was posted to the development site and was lost temporarily and will be reposed by Thursday to an updated agenda. This agenda item provides for a single vote on both the appointment and the nomination. Should Coordinating Committee members ask that the vote be split into two parts, the CC Co-coordinators are prepared to do that.
5. PROPOSAL: Authorize public posting of Media Secretary job opening/job description, with a job hire no earlier than after the General Assembly has authorized the funding of the position for the remainder of GPCA FY2011-201 (Feinstein) (five minutes)
Background: The position of GPCA Media Secretary is currently vacant after the past Secretary resigned in June. This proposal would authorize the posting of the job opening and job description, with the proviso that the Coordinating Committee would approve a new Media Secretary no earlier than its December 12th, 2011 conference call, to begin work at the position by January 2012. This timing would ensure that the December General Assembly has formally approved of the funds necessary to fund this position through the end of FY2011-2012, approval which is expected but could not be counted upon 100% until it happens. The text of the job description approved of by the Media Committee is here http://wiki.cagreens.org/index.php/Press_Secretary_Job_Description_and_Contract.
6. PROPOSAL: Modification of Contract of Managing Director (Everette, Feinstein, Hermanson) (fifteen minutes)
Background: On its July 10th, 2011 teleconference the Coordinating Committee entered into a contract with Marnie Glickman to perform a range of services under the title of Managing Director between July 10th and October 10th. At the time, the performance of those services was premised upon the cagreens.org web site redesign occurring within a given time period and fundraising being done with the ability to track incoming donations.
The web redesign and the tracking of incoming donations was/is contingent upon giving certain key individuals necessary access and passwords to effectuate the redesign and track the donations. That access and those passwords has not been given in a timely manner, making the performances of the services contingent upon them impossible within the time period. Therefore this proposal would amend the contract to the mutual agreement of the GPCA and the contractor Marnie Glickman, for Glickman to work at no additional pay between October 10th and December 12th, in the expectation that access will be granted to those individuals whose work is necessary to launch the redesigned cagreens.org site and to coordinate fundraising with it, thus enabling Glickman to complete her work.
Proposal: That Independent Contractor Agreement for Managing Director between the Green Party of California ("GPCA") and Marnie Glickman be amended as follows:
1) October 10th is changed to December 12th in these two places in the contract
Independent Contractor Agreement for Managing Director
This Agreement is made between Green Party of California ("GPCA") and Marnie Glickman for the period between June 7th and October 10th.
V. Term of Agreement
Term of service begins on June 7th, 2011. This agreement shall become effective when signed by both parties and will terminate on October 10th, 2011.
2) The following is added to II. Payment
No additional payment will be made for services performed between October 10th and December 12th.
7. PROPOSAL: Approval of draft agenda for December General Assembly(Agenda Committee) (twenty-five minutes)
Background: The text of the draft agenda is found here http://d7.cagreens.org/ga/2011-12/agenda-draft. This proposal includes sponsorship by CC of two items for Consent Calendar at December General Assembly and co-sponsorship of Fiscal Policy that Humboldt County submitted:
• Proposal: Amend Committee Membership to Change Attendance Requirement http://d7.cagreens.org/ga/2011-12/bylaw-committee-membership
• Proposal: Extension of trial period to evaluate new CC election method http://d7.cagreens.org/ga/2011-12/bylaw-cc-election
• Proposal: Establish Fiscal Policy http://wiki.cagreens.org/index.php/GPCA_Bylaws_Draft_Fiscal_Policy
8. PROPOSAL: Approve Coordinating Committee Draft Budget II FY2011-2012 (Feinstein) (ten minutes)
Background: Under GPCA Bylaws, each committee shall prepare a yearly work plan, budget and a projected timeline for the group's activities for that year, including any proposals it foresees bringing before the General Assembly. The GPCA is currently operating under a six-month budget for FY2011-2012, which means the second half of the fiscal year will be dealt with at the December General Assembly and in preparation for that, the CC will need to submit its budget requests for the remainder of the fiscal year. The attached draft budget carries forward the requests the CC made for the full FY2011-2012 before the budget was approved only for a half-year.
The GPCA April/May 2011 Berkeley General Assembly approved a 'six month budget' that included the following expenses budgeted under the Coordinating Committee: $3,000 for Plenary Expense Advance" and $250 for Notetaker, for a total of $3,250. The $250 for a Notetaker will be spent at the December 2011 Los Angeles Assembly. Of the $3,000 for Plenary Expense Advance, $400 has already been spent on venue rental. Costs remain for food and video tapes, but its unlikely that total costs will be anywhere near $3,000. For the remainder of the Fiscal Year, the Coordinating Committee should budget expenses for one Spring 2012 General Assembly and one Winter 2012 Coordinating Committee retreat.
Proposal: That the Coordinating Committee submit the following budget and income and expense narrative to the Finance Committee and Budget Committee.
General Assembly: $2,200
Coordinating Committee Retreat: $300
COORDINATING COMMITTEE ($2,500)
The proposed Coordinating Committee FY2011-2012 Part II budget contains standard annual costs associated with GPCA General Assemblies and Coordinating Committee retreats. In Part II these are projected to be up to $2200 for a Spring 2012 General Assembly and $300 for a Winter 2012 Coordinating Committee Retreat. General Assembly costs will include venue, food, note taker ($250), video tapes ($100) and the Friday night CC dinner ($100). The CC retreat is projected to cost up to $300 for venue and food.
COORDINATING COMMITTEE ($2,200)
Income of $2,200 is projected to balance the amount budgeted for General Assembly expenses. Traditionally the General Assembly registration fee is set to at least cover the costs, and choice and cost of venue is tied to anticipated attendance. Registration fees in recent years have been between $40 and $45 including lunch both days.
9. PROPOSAL: Approve revision to Coordinating Committee Internal Procedures - Article I: Co-Coordinators and Article II Work Plan and Long Term Agenda Planning (Laidman, Quakenbush) (fifteen minutes)
Background: The text for Article I: Co-Coordinators and Article II Work Plan and Long Term Agenda Planning was first posted to the CC email list on August 10th as a proposal for the September 10th CC meeting, but the proposal was not heard on September 10th owing to time considerations.
A copy of Articles I and II are attached below with the background explaining the reasons for it.
10. PROPOSAL: Vote to put approval of Coordinating Committee Internal Procedures Article III Meetings up for a on-line discussion through Sunday, October 9th followed by a one week vote. (Laidman/Quakenbush) (ten minutes)
Background: The text for Article III was first posted to the CC email list on August 10th as a proposal for the September 10th CC meeting (http://lists.cagreens.org/cgi-bin/mailman/private/gpca-cc/2011-August/023040.html), but the proposal was not heard on September 10th owing to time considerations. With another full agenda for the CC's October 3rd call, the co-sponsors of this proposal realize time considerations may preclude this item from being heard yet again, yet at the same time they believe the lack of any rules governing the CC's agenda-setting process is means the CC should address the issues raised in Article III. For this reason, they are asking that the CC utilize the option in its on-line voting procedure that gives the CC the ability to authorize an on-line discussion and voting period.
That procedure is as follows: "4-1.1 When a proposal has been discussed first at a regular Coordinating Committee meeting and a decision is taken by majority vote to put the item to an on-line vote. In these cases the Coordinating Committee may direct that either the voting period shall begin upon conclusion of the meeting and run through the upcoming Sunday at midnight, or the discussion period shall continue through the upcoming Sunday at midnight, after which there shall be be a week for voting." (http://d7.cagreens.org/committees/coordinating/procedures#Article_IV_On-Line_Proposals)
A copy of Article III is attached below with the background explaining the reasons for it.
11. DISCUSSION: Process for clarifying active counties for purposes of GA delegate apportionment (five minutes) (Everette)
Background: GPCA Bylaws state that "No sooner than twelve weeks and no later than six weeks before the opening of each General Assembly meeting, the Liaison to the Secretary of State, or another individual designated by the Coordinating Committee, shall obtain the most recent Report of Registration from the Secretary of State, and the Coordinating Committee shall determine, based on the relevant articles of these bylaws, which county organizations are currently active."
The object of this agenda item is to clarify how the CC is going to make these determinations.
12. DISCUSSION: Green 2012/GPCA priorities Initiative (fifteen minutes) (Dodd/Everette/Hermanson )
Background: There have been periodic requests, primarily from the recently elected CC members, to review the CC's general direction. Most recently CC member Sean Dodd posted a request to review the priorities discussed in the Green 2012 document http://wiki.cagreens.org/index.php/Green_2012. In addition, the CC has generally has an annual retreat in most years and the CC's draft budget contains funding for one in early 2012. This item combines discussion of these issues.
PROPOSAL - Article I: Co-Coordinators and Article II Work Plan and Long Term Agenda Planning
Background Article I Co-Coordinators
Currently the written rules governing CC Co-coordinators are not in one place. In some cases, they exist in practice, but not in writing at all.
- Although the position of Co-coordinator was created in 2000 at the April 2000 General Assembly in Berkeley (http://www.cagreens.org/plenary/archives/agendas/0004Agd_Brk.pdf), the implementing language simply said the State Coordinating Committee (CC) will have Co-coordinators, but did not specify how many, when their terms begin and end and for how long they serve. This proposal codifies the existing, unwritten practice of Co-coordinator seats beginning and ending in February, and terms being two years (Section 1-1: Number and term).
- An extensive job description for CC Co-coordinators approved at a CC retreat in February 2001 (http://www.cagreens.org/cc/internal/admin/coco.txt). This description is shortened a bit for brevity and clarity by combining items and rephrasing, but the core responsibilities remain (Section 1-2 Duties and Authority).
- The CC currently has no approved of procedure to elect CC Co-coordinators. The last time the CC voted to approve a procedure, it was on a one time basis for the September 2006 Co-coordinator election. Since then, the CC has made it up as it goes along, without codifying any procedure. This proposal would codify some parts from the 2006 process and slightly modify others (Section 1-4: Elections). A defined period for nominations is also added to correspond to the February date (Section 1-3: Nominations).
Finally, the election process from 2006 consisted of an IRV on-line vote by email to a person outside of the CC, who them reported the results back to the CC at the end of the voting period. This proposed new procedure would utilize a web-based voting page instead and would require a request to IT to design one, presumably utilizing the same functionality that IT used to design the voting page for CC elections held this past June. This proposal provides for a six day vote when a seat is contested and a three day vote when there is only one candidate.
Background Article II Work Plan and Long Term Agenda Planning
- Although GPCA Bylaws require a work plan be done by the Coordinating Committee, there is no mention of this on the CC's page for Internal rules, procedures & policies (http://www.cagreens.org/cc/internal/admin/admin.htm).
These Rules and Procedures establish a timeline for that work plan to be completed, i.e. by the end of January each year. They also establish a responsibility for the Coordinating Committee to annually project draft agenda meeting dates and agenda items over the course of the year, in order to promote long term agenda planning. This is a new procedure.
Text of proposed Articles:
Article I: Co-Coordinators
Section 1-1: Number and term
1-1.1 As per GPCA Bylaws 6-1.9, all GPCA Standing Committees shall have two Co-coordinators, including the Coordinating Committee. This Article establishes that for the Coordinating Committee, there shall be a male and a female Co-coordinator and in a supporting role, a male and female alternate Co-coordinator.
1-1.2 Co-coordinators and alternates shall serve two year terms, with no term limits. Terms shall run from February of even-numbered years for the male Co-coordinator and male alternate, and from February in odd-numbered years for the female Co-coordinator and female alternate.
1-1.3 Alternates do not permanently assume the position of Co-coordinator if a Co-coordinator vacancy occurs. Rather, the alternate fulfills the duties and authority of Co-coordinator until the vacancy is filled as per 1-5.
Section 1-2: Duties and Authority
The Co-coordinators shall facilitate the operations of the Coordinating Committee and be in sufficient contact with the other Co-coordinator to accomplish this task. Alternate Co-coordinators shall assist the Co-Coordinators with their duties and responsibilities, which are to:
1-2.1 Create draft agendas for Coordinating Committee meetings, according to the process described in 2-1;
1-2.2 Serve as administrators for Coordinating Committee email lists and maintain an accurate Coordinating Committee roster, exclusively or in conjunction with others designated by the Co-coordinators and/or the Coordinating Committee;
1-2.3 Monitor and facilitate the Coordinating Committee email list to help the flow of information and to maintain a working decorum among Coordinating Committee members.
1-2.4 Respond to general inquiries from Coordinating Committee members regarding policies, rules and procedures.
1-2.5 Provide welcome and orientation to new Coordinating Committee members;
1-2.6 Update the Coordinating Committee web pages, exclusively or in conjunction with others designated by the Co-coordinators and/or the Coordinating Committee;
1-2.7 Conduct new delegate orientation at GPCA plenaries, exclusively or in conjunction with others designated by the Co-coordinators and/or the Coordinating Committee;
1-2.8 Communicate on behalf of the Coordinating Committee with the GPCA Liaison to the Secretary of State, GPCA Spokespersons and the Co-coordinators of Standing Committees and Working Groups;
1-2.9 Ensure that Coordinating Committee actions are in accordance with GPCA Bylaws and Rules and Procedures, and the Rules and Procedures of the Coordinating Committee;
1-2.10 Facilitate Coordinating Committee on-line voting according to Article III;
1-2.11 Maintain an updated Coordinating Committee task list and contact Coordinating Committee members for updates on task progress and completion.
Section 1-3: Nominations
1-3.1 Nominations for Co-coordinators shall open on the last Monday of January and run through the Sunday before the first Monday of February. Nominations may be made by any Coordinating Committee member, including the candidate. Nominations shall be considered made when posted to the Coordinating Committee email list. Nominations shall be considered accepted when posted as such to the Coordinating Committee email list by the candidate. Self-nominations shall be considered accepted when made.
1-3.2 Candidates are strongly encouraged to submit a candidate statement to the Coordinating Committee email list, no later than the commencement of the discussion period. The statement should address performance of the position sought, as its duties and responsibilities are defined in this Article, and contain a biography of relevant experiences. Candidates are encouraged to submit video material in support of their candidacy.
Section 1-4: Elections
1-4.1 At the first Coordinating Committee conference call in February, each candidate shall have the opportunity to make a three minute candidate statement.
1-4.2 If there is only one candidate, the candidate shall make their statement, then there shall be a call for questions, concerns and affirmations, after which the candidate may addresses concerns. Then shall commence a three day voting period through midnight the ensuing Thursday. During this time discussion may continue on the Coordinating Committee email list. Votes shall be cast on a voting page equipped for instant run-off voting and shall include a No Other Candidate option. Any candidate receiving a majority of votes cast is considered elected.
1-4.3 If more than one candidate has accepted nomination, each shall make their statement, then there shall be call for questions and concerns, after which the candidates addresses concerns. Then shall commence a six day voting period through midnight, the ensuing Sunday. During this time discussion may continue on the Coordinating Committee email list. Votes shall be cast on a voting page equipped for instant run-off voting and shall include a No Other Candidate option. Any candidate receiving a majority of votes cast is considered elected.
1-4.4 After the above election process is completed for the Co-coordinators, the same process shall be conducted for alternate Co-coordinators, with the nomination period commencing on the first Monday after an election for Co-coordinator has concluded.
Section 1-5: Vacancies
1-5.1 A Co-coordinator vacancy shall exist whenever a Co-coordinator has submitted a written statement of resignation, is recalled as Co-coordinator by the Coordinating Committee; is recalled from the Coordinating Committee by the electing body to the Coordinating Committee, is no longer registered in the district from which he or she was elected (in the case of regionally elected seats); is no longer registered Green; or misses three consecutive General Assemblies or regular Coordinating Committee meetings without appointing a qualified alternate as per GPCA Bylaws 6-3.1(d),
1-5.2 Upon a vacancy occurring, there shall be a call for nominations within three days of the vacancy occurring. The period for nominations shall last for at least seven days and an election process at per 1-4 shall be conducted at the next regular Coordinating Committee meeting.
Article II Work Plan and Long Term Agenda Planning
Section 2-1 Work Plan
On an annual basis by the end of January each year, the Coordinating Committee shall prepare a yearly work plan along with any budget requests, in order to comply with GPCA Bylaws 6-2.1, which states "Each Committee and Working Group shall prepare a yearly work plan to be submitted to the Coordinating Committee along with any budget requests. The work plan must identify the objectives of the group for that fiscal year, any proposals it foresees bringing before the General Assembly, and a projected timeline for the group’s activities. The stated objectives must be congruent with the group's charge as defined in these bylaws and the goals and strategies of the GPCA."
Section 2-2 Long Term Agenda Planning
On an annual basis, the Coordinating Committee shall create a draft schedule for Coordinating Committee meetings, agenda items and on-line votes, based upon the timelines needed to fulfill the Coordinating Committee's responsibilities regarding General Assembly planning, committee appointments, liaisons appointments and other Coordinating Committee responsibilities contained in GPCA Bylaws and Rules and Procedures, as well as any other tasks identified in the yearly work plan. The draft schedule shall guide, but not mandate, individual agenda planning, except when legal or bylaws deadlines must be met.
PROPOSAL - Article I: Meetings
Background: Article III Meetings
- There is currently nothing that specifies when the Coordinating Committee meets, other than the bylaws saying it has to be once a month. These Rules and Procedures codify that the regular monthly meetings of the Coordinating Committee are held on the first Monday of each month and codify the 'as-needed' meetings of the Coordinating Committee shall be held on the third Monday of each month.
- There is currently nothing at all that guides how agendas are put together. These Rules and Procedures establish a process where items need to be in by a 14 days before a meeting, that proposals are submitted in a certain format, that a draft agenda is published a week before the meeting, that feedback can be given on the draft agenda and a revised draft submitted at least 72 hours before the meeting, and that there is a simple project to consider any final amendments and then approve the agenda at the beginning of each meeting.
- Regarding meeting minutes, there is a 'Process for Ratifying CC Teleconference Minutes' listed on the CC internal page that has no record of ever being officially adopted by the CC (http://www.cagreens.org/cc/internal/admin/CC_Min.txt). The procedure is both unclear and is not presently followed. Its not clear what is to be in the minutes, which suggested revisions should be accepted and which not and how such a dispute would be resolved, nor does it even state when draft minutes should be published in the first place.
These Rules and Procedures establish what belongs in the minutes, a timeline for draft minutes to be circulated, a process for submitting revisions and a process for approval.
- Regarding going into executive session, there is a closed meeting procedure listed on the CC internal page that has no associated record of ever being officially adopted by the CC, (http://www.cagreens.org/cc/internal/admin/confidential.txt). The procedure is unclear and/or extraneous in many places.
These Rules and Procedures attempt to provide a more clear procedure (Section 3-9 Executive Session) by borrowing substantively from the process the GPUS Steering Committee uses to go into closed session (http://www.gp.org/documents/rules.shtml#03-02).
Text of proposed Article:
Article III Meetings
Section 3-1 Regular Meetings
For the purposes of complying with GPCA Bylaws 7-1.3, which state that "Regular meetings of the CC shall be held at least once a month, in person or by teleconference. Date and location of the next regular meeting shall be determined at the close of each meeting or, failing this, shall be determined by the CC coordinators and announced with at least 20 days notice", the Coordinating Committee adopts the following:
3-1.1 Regular monthly meetings of the Coordinating Committee shall be held on the first Monday of each month, with three exceptions: (a) If there is a conflict with a national holiday; (b) if the meeting would occur on the night before a statewide election (primary, general or special), or (c) if it would occur the day after a General Assembly has concluded. In these cases, the regular monthly meetings of the Coordinating Committee may be rescheduled with at least 20 days notice, and the Coordinating Committee is encouraged to do so on an annual basis when these exceptions are easily anticipated.
3-1.2 Regular 'as-needed' meetings of the Coordinating Committee shall be held on the third Monday of each month. 'As needed' meetings are those in which the regular monthly meeting business was not concluded and a majority vote of the Coordinating Committee was taken at the conclusion of the meeting was in favor of holding the as-needed meeting. Only unfinished items and draft minutes from the regular monthly meeting are automatically placed upon the as-needed meeting agenda, and the agenda shall be published within 48 hours of the vote taken to schedule the meeting.
Section 3-2 Special Meetings
For the purposes of complying with GPCA Bylaws 7-1.3, which state that "a special (or emergency) meeting may be called with at least one week notice by the CC coordinators or a majority of the CC", and that all decisions made at a special meeting shall require 80% approval and that quorum shall be 2/3, the Coordinating Committee adopts the policy that special meeting agendas must be published at the same time that the meeting itself is called.
Section 3-3 Draft Meeting Agendas
3-3.1 For each Coordinating Committee meeting, a draft agenda shall be established that shall include those items for the Coordinating Committee to fulfill its duties and authority under GPCA Bylaws and Rules and Procedures. Additional items may be submitted by individual Coordinating Committee members.
3-3.2 For its regular monthly meetings, agenda items must be sent to the Coordinating Committee email list at least 14 days beforehand. Items sent after 14 days may be added by the Coordinating Committee at the meeting by a 2/3 vote during the agenda approval process, but can not be included in the draft agenda.
3-3.3 When submitted, agenda items submitted shall include whether it is a decision-making or discussion item or a report, a title and brief description, who are the anticipated presenter(s) and how much time is requested. If the item is a decision-making item, it should be submitted in the format specified in 3-4. While it is not always possible to present a proposal fully in advance of a meeting, sponsors are strongly encouraged to submit as much specificity about decision-making items in advance as possible and to provide supportive documents or references where needed.
3-3.4 Agenda items shall be ordered and assigned times by the Co-Coordinators. Facilitators, time keepers and vibes watchers shall be assigned by the Co-Coordinators as part of the agenda. Agenda items that were submitted on time but not included in the draft agenda shall be listed separately at the end of the agenda, with a brief explanation why they were not included.
3-3.5 A draft agenda shall be published seven days before the meeting, to the Coordinating Committee email list and to the password accessible Coordinating Committee meetings web page. In response to Coordinating Committee member feedback, the Co-Coordinators may revise the agenda and if so, shall publish a revised draft agenda no later than 72 hours before the meeting. During this time, sponsors of agenda items are strongly encouraged to send any remaining information about their item that may not have been available at the 14 day submission deadline.
3-4 Proposal Format
Proposals to the Coordinating Committee shall be submitted in this format, with 3-4.5 and 3-4.6 optional as needed:
3-4.3 Background and Purpose:
Section 3-5 Quorum
Quorum for CC meetings shall be a simple majority of seated members, according to the proposal passed by the General Assembly in October 2009 (http://www.cagreens.org/plenary/archives/agendas/0910proposals.pdf).
Section 3-6 Agenda Approval
3-6.1 The agenda shall be approved by a simple majority vote, except that requests to enter Executive Session shall be considered separately as per 3-8.
3-6.2 All proposed amendments to the agenda should be sent to the Coordinating Committee email list as soon as possible after the release of the draft agenda in order to facilitate the timely consideration of any amendments. At the beginning of each meeting as part of the agenda approval process, the Coordinating Committee may amend the agenda as follows:
3-6.2(a) Revise the order and timing of items and/or change facilitators, time keepers or vibes watchers by a 3/5 vote;
3-6.2(b) Add new agenda items by a 2/3 vote. Items proposed to be added that were not submitted by the 14-day submission deadline in should be of an urgent and unexpected nature to warrant consideration after the submittal deadline.
Section 3-7 Consensus-Seeking
3-7.1 Proposal sponsors shall be called upon first by the facilitator to present their proposals. Facilitators shall then call for clarifying questions and give the sponsors the opportunity to respond, then call for concerns and affirmations and give the sponsors the opportunity to respond.
3-7.2 Once the process in 3-7.1 has occurred, the facilitator shall ask whether there are any outstanding concerns. If not, the facilitator shall announce that there is consensus. If there are outstanding concerns, the facilitator shall ask whether the person(s) holding them are willing to stand aside. If yes, their stated concern will be be recorded in the minutes and the facilitator shall announce that there is consensus. If no, the sponsor may then ask for a vote or withdraw the proposal. If the proposal goes to a vote, the facilitator shall ask the minutes taker to call the roll. Roll call shall occur in alternate alphabetical order of Coordinating Committee members' last names with each vote.
Section 3-8 Minutes
3-8.1 Minutes of Steering Committee meetings shall consist of the date, time, location (where applicable) and attendance (including when leaving call), any modifications to the agenda, agenda items heard, decisions-taken (including who voted for, against or stood aside) and the text of all proposals, including amendments.
3-8.2 The minutes-taker shall publish the Draft Minutes to the Coordinating Committee email list within 24 hours of the conclusion of the meeting. Coordinating Committee members may post proposed revisions to the Coordinating Committee email list. The minutes-taker shall make a good faith effort to incorporate proposed revisions ensure the most factually accurate minutes before submitting them for approval to the Coordinating Committee.
3-8.3 Within one week of the meeting in question, the draft minutes including any revisions shall be posted to the password accessible Coordinating Committee meetings web page and be labelled 'draft' until approved as in 3-8.4
3-8.4 Draft Minutes shall be submitted for approval on the next regular Coordinating Committee meeting, either at the regular monthly meeting or at an 'as needed' meeting, whichever comes first. There shall first be a test for consensus and if consensus does not exist, the Coordinating Committee shall automatically go to a vote.
3-8.5 Approved minutes shall be posted to the Coordinating Committee email list and the password accessible Coordinating Committee meetings web page.
Section 3-9 Executive Session
3-9.1 The Steering Committee may go into Executive Session only for personnel matters, sensitive legal and financial matters in which the Party itself is involved in actual or potential legal proceedings, sensitive conversations concerning Green candidates or elected officials, and when dealing with proprietary information of vendors and contractors. No other circumstances are appropriate for Executive Session.
3-9.2 When an item proposed for Executive Session is called on the agenda, it shall first take a 2/3 vote to enter Executive Session. Once Executive Session has begun, if at least twenty percent of the Coordinating Committee members present believe that the discussion is entering areas that are inappropriate for Executive Session as per 3-9.1, they may ask for a vote and 2/3 is required to remain in Executive Session.
3-9.3 Agenda item for which Executive Session is denied or permission withdrawn as per 3-9.2 may be heard in open session, but only within the limits of what may be discussed outside of Executive Session, as per 3-9.1.
3-9.4 Minutes of all Executive Session shall include the time of entering and exiting Executive Session, those present and a general summary of topics discussed, without including specific information precluded under 3-9.1. Decisions made in Executive Session shall be reported in the Steering Committee minutes, subject to any legal limitations on disclosure.