Secretary Howto


Terminate Full Members

It’s important to terminate full members who’s membership accounts have expired at least 30 days prior to a membership or board election because it reduces the number of non-participating full members and thus reduces the necessary number of participants required to achieve quorum.

  1. Export a list of the fill members and check to see if any accounts have expired and been expired longer than 30 days. Uses the export plugin stored in github.
  2. Email them notice using follow up (we recommend setting up a template in follow up that you can trigger per user page). The content should be something like this: Dear Ace Makerspace member, Upon review of our records, we have found that your dues are not current. We are making an effort to reduce our count of full voting members to only active members in order to more easily perform tasks that require member quorum, such as voting in new provisional members. If you do want your full membership to end, you don’t need to do anything. Your user record will still be retained so if you ever want to become a provisional member to access the space, all you would need to do is begin paying dues and your keyfob should start working. If you ever wish to become a full voting member of Ace Makerspace again, you would need to be reinstated as a full member by quorum vote in a quarterly meeting. If you would like to retain your membership in order to participate in Ace Makerspace votes, simply pay your current monthly dues in the next 30 days to re-activate your membership. Please also let me know by email that you have done so. Thank you, Secretary, Ace Makerspace
  3. 30 days after sending them to notice update their membership account to reflect that they are no longer a full member. Make sure to make a note on their account. This is done via their member user account pages.
  4. Request they be removed from the private Slack group for voting members from one of the Slack Admins. Suggest asana task.

== (This page is Out of Date and needs to be updated) ==

== Call a Membership Election ==

Send emails out 20 days in advance.

E-mail the list of people who will be eligible for the election with a request to show up. This query will give you a list of users who are not full members, but their first payment was made at least 10 days ago (so in 20 days, they will have been paying members for 30 days) []

E-mail the list of full members and compel them to come: []

This is easier if you trim the full member list by terminating delinquent members.

== Run a Membership Election ==

On the day of the election, check the current eligibility of all members who are asking to become full members [] That list will show all users who have been members for over 30 days, are dues current, and are not full members. If anyone is not on this list, they are not eligible to be voted in as a full member.

Verify that you have quorum of full members. Look at: [] and make sure that at least 25% of the people on that list are present at the membership meeting; if you have less than 25%, you don’t have quorum.

After new members are voted on, be sure to visit each of their Drupal profiles and go to Edit -> Personal Information and change Membership to Full, and set the Membership Date to the date of the election.

== Run a Board Election ==

See [[Running_Board_Elections|Running Board Elections]]

== Change People Doing Governance ==

This is not *all* done by the Secretary but the Secretary is likely to be heavily involved. See [[Changing_Governance|Changing Governance]]

[[Category:Officer Resources]][[Category:Secretary Resources]]

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