\documentclass[oneside]{procmanr}

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%
%  Initial approved procedures for the TUG AGM.
%   Starting from draft proposal, revision 8
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%  LaTeXification based on elec-proc*.ltx
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%\DRAFT
\adopted{26 December 2021}

\newcommand{\acro}[1]{#1\@}
\newcommand{\tug}{\acro{TUG}}
\newcommand{\agm}{\acro{AGM}}

\title{TUG Annual General Meeting Procedures}
\mantopic{TUG Annual General Meeting Procedures}

\begin{document}
\maketitle

\tableofcontents

%\newpage

\section{Purpose}

The Annual General Meeting (\agm) of \tug\ shall be conducted
according to these procedures.

\section{Time and place}

The \agm\ shall ordinarily take place during the annual conference,
or as specified in the \tug\ Bylaws, articles III.2 and III.3.

In the event that the \agm\ does not take place during the annual
conference, the Board will either specify an alternate time and
place, or give notice, with explanation, that there will be no
meeting.

Notice of the meeting shall be circulated to members no less than
thirty (30) calendar days prior to the meeting.

The \agm\ shall preferably take place in person.  If necessary, the
meeting will be conducted entirely online.  A hybrid meeting may
be conducted with both in-person and online components, if feasible.

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\section{Preparation for the meeting}

Questions for consideration at the \agm\ may be submitted beforehand
by sending them to the Secretary via the Board.  All questions
shall be acknowledged.  The Secretary shall prepare responses to
questions, in cooperation with the Board, to be reported (and
discussed, if desired) at the meeting.
Questions received less than seven (7) calendar days before the \agm\
may not allow sufficient time for necessary research, so answers
may not be available at the \agm.  In such cases, answers will be
prepared after the \agm\ and communicated according to the followup
procedure below.

Availability of President, Secretary, and Treasurer should be
determined beforehand.  Alternates will be designated by the
President, or Vice-President in the President's absence, in
consultation with the full Board.

At the meeting, all Board members attending must check in with
the Secretary or designated alternate, in case a situation arises
that requires Board attention or action.

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\section{Conduct of the meeting}

Any interested party may attend the meeting.

The \tug\ President or designated alternate shall conduct the meeting.

The Secretary or designated alternate shall record the proceedings,
with a backup audio recording made for verification if at all
possible.

The length of the meeting shall be scheduled for one hour, or
other period estimated to be appropriate, based on known business
to be reported and questions received ahead of time.

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\section{Business to be transacted}

The following reports shall be presented.

\begin{itemize}
\item A report on the status of \tug, business transacted during the year,
    and topics under current consideration shall be presented by the
    presiding officer.

\item A financial report as of the most recently completed month shall
    be presented by the Treasurer, or in the absence of the Treasurer,
    by a designated alternate.

\item Questions submitted to the Secretary in advance of the \agm\ shall
    be presented by the Secretary or designated alternate along with
    the response from the Board; discussion may follow.

\end{itemize}
If time permits, questions may be raised by attendees.  When raising
a question, the attendee must begin by stating their name and whether
they are or are not a member.  If a question can be answered, an
appropriate officer (including the presiding officer) or Board member
shall do so; if it cannot be answered, it shall be recorded for
research and a later answer to be delivered according to the
followup procedure outlined below.

A binding vote at the \agm\ may be held only by prior decision of the
Board, published before the meeting, since the establishment of a
quorum and proper credentials of \agm\ participants (especially at
remote meetings) requires substantial effort.

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\section{Followup}

The Board shall review promptly the recorded proceedings and confirm
that they accurately represent what took place.

A report of the \agm\ shall appear in the next available issue of
\TUB.

Questions raised and not answered shall be discussed by the Board,
researched if necessary, and answers to general questions reported
\begin{itemize}
\item supplementary to the \agm\ report if the answer is available in time;
\item by the President or another Board member in a regular report to
    members either by (e)mail or in an official \TUB\ column.
\end{itemize}
Answers to personal questions shall be communicated privately as
appropriate.

\end{document}

