Co-Sponsors and Floor Managers
David Gerry (Suffolk)
Scott Laugenour (Berkshire Hampshire Franklin and Hampden)
firstname.lastname@example.org / 413 241 7327
The purpose of this proposal is to set up mechanisms which make better use of the two or three week period prior to a state committee meeting, as it relates to State Committee proposals. It also adds clarity regarding co-sponsorship deadlines.
State Committee will conduct a trial run of a new procedure at the next meeting where more than one proposal is submitted. This proposal outlines the new procedure, which the facilitators of the meeting will follow.
Following the trial run, State Committee will decide upon rejecting, amending, or adopting the new process.
This proposal is not a by-laws change. The components of the GRP's consensus form of decision-making remain as-is. It also does not alter the practice for handling urgent business.
There is presently no clarity on when proposals that are posted on the web page must meet co-sponsorship requirements (e.g. number of co-sponsors and credential of co-sponsors). Agendas are difficult to create in advance because facilitators are unsure which proposals will met co-sponsorship requirements, which proposals are going to be considered in a standard round and which ones will be considered in an expedited round. Too much time is spent at State Committee meetings doing the actual ranking of proposals.
Presented as a timeline and steps in the process for meeting facilitators.
TWO WEEKS FOLLOWING PREVIOUS STATE COMMITTEE MEETING
1. Announcement / Web Enabling
The facilitators of the State Committee meeting shall announce the meeting on the [Statecom] list and will have created the web page where proposals can be posted within two weeks following the previous State Committee meeting. The facilitators will also establish the specific deadlines (date/time) for the following steps in the proposal process.
FOUR WEEKS PRIOR TO STATE COMMITTEE MEETING
2. Submission of Proposals
Proposals will be fully-co-sponsored (by at least two current State Committee representatives). Proposals will be posted using the template provided on the web page no later than four weeks prior to the State Committee meeting. The co-sponsors will send a notice to [Statecom] providing the title of the proposal and a link to the specific proposal. Proposals that are not co-sponsored or that are posted late will not be included in the regular agenda.
3. Comments / Vetting / Discussion
Up to 72 hours prior to the State Committee meeting individual GRP members, working committees, chapters, and fellow State Committee members will use the web page to comment upon, suggest amendments, report on any working committee vetting on a proposal. Comments, vetting, and discussion should not be conducted on the [Statecom] list, although the [Statecom] list should be used to share links to significant comments, amendments, and announcements made on the web page.
72 HOURS PRIOR TO THE STATE COMMITTEE MEETING
Between 72 hours and 48 hours prior to the State Committee meeting co-sponsors of a proposal may decide to amend or withdraw their proposals based on the vetting and discussion that has taken place. If amended, the co-sponsors will make the amendments in the text of the proposal and will re-send a link to [Statecom] along with an executive summary of the amendments that were made. If the proposal is withdrawn that information will also be sent to the [Statecom] list and the proposal will be deleted from the web page. Co-sponsors may choose to withdraw a proposal at any time prior to a call for consensus on it.
48 HOURS PRIOR TO THE STATE COMMITTEE MEETING
5. Conducting a Ranking: 48 hours prior to the start of the State Committee meeting the facilitators will send an e-mail to the [Statecom] list attaching a ranking sheet for State Committee Representatives to return back via e-mail to the facilitators at least 12 hours prior to the start of the State Committee meeting. The ranking sheet will contain the title of the proposal, a link to the text, and ranking instructions.
6. Expressing Concerns:
There exists on every proposal page on the web site the ability for State Committee representatives and alternates to express concerns. Concerns about a proposal will be expressed online by any State Committee member during the vetting process up to 12 hours prior to the start of the State Committee meeting. These concerns will be addressed at the State Committee meeting following the usual process. New concerns that are made at the meeting will only be considered if they follow a material amending of the proposal.
12 HOURS PRIOR TO THE STATE COMMITTEE MEETING
7. Agenda Creation
The meeting facilitators will tabulate the ranking and expressing of concerns to determine how the proposals will be placed on the agenda.
DAY OF THE STATE COMMITTEE MEETING
By the time the State Committee meeting is called to order the ranking and the registering of concerns related to the proposals will have already taken place. Unlike the current state, the agenda will not include time for ranking and expressing concerns. The agenda that is presented for approval will already include the timing and ordering of the proposals, to include which proposals will follow an expedited round and which will follow a standard round. The results of the ranking andexpressing of concerns will be shared.
No material financial impact. There will be some cost savings that result from not having to make paper copies of the ranking ballot for distribution at the meeting.
The meeting facilitators will implement this proposal in accordance with the details and timeframe identified in the details section. All State Committee representatives who wish to vet, comment upon, and raise concerns about a proposal will follow the new process.