STATUS
Approved by the Board of Directors of Girl Scouts of Kentuckiana at their January 29, 2019 meeting and sent to other boards on February 13th, 2019.
SUBMITTED BY
Marty Woelfel of Girl Scouts of Kentuckiana
STATEMENT OF PROPOSAL
TO Amend Article V, Section 4, of the Constitution as follows:
| Current Wording | Proposed Amendment | If Adopted, Will Read: |
| Two hundred members of the National Council present in person shall constitute a quorum for the transaction of business at sessions of the National Council, provided, however, that delegates are present from one or more local councils in a majority of the geographical areas of the country as defined in the Bylaws. In the absence of a quorum, a majority of those present at the time and place set for a session may take an adjournment from time to time until a quorum shall be present. | Two hundred members of the National Council present in person shall constitute a quorum for the transaction of business at regular sessions of the National Council., Two hundred members of the National Council present either in person or via electronic means consistent with parliamentary rules for electronic meetings shall constitute a quorum for the transaction of business at special sessions of the National Council. Additionally, a quorum for a regular or special session requires provided, however, that delegates are present from one or more local councils in a majority of the geographical areas of the country as defined in the Bylaws. In the absence of a quorum, a majority of those present at the time and place set for a session may take an adjournment from time to time until a quorum shall be present. | Two hundred members of the National Council present in person shall constitute a quorum for the transaction of business at regular sessions of the National Council. Two hundred members of the National Council present either in person or via electronic means consistent with parliamentary for electronic meetings shall constitute a quorum for the transaction of business at special sessions of the National Council. Additionally, a quorum for a regular or special session requires that delegates are present from one or more local councils in a majority of the geographical areas of the country as defined in the Bylaws. In the absence of a quorum, a majority of those present at the time and place set for a session may take an adjournment from time to time until a quorum shall be present. |
Boldface green = worlds to be added
Boldface red strikeout = words to be deleted
REASONS
The preamble to the Constitution of the Girl Scouts of the USA states: “The ultimate responsibility for the Girl Scout Movement rests with its members. We govern by an efficient and effective democratic process that demonstrates our leadership in a fast-changing world.”
However, despite this core value, our governance system is neither an efficient nor effective democratic process if the rules of the organization prevent cost-effective measure for bringing together a special session of the National Council to conduct any necessary business between the regular sessions of the National Council, which occur only once every three years.
Regular sessions of the National Council are very expensive in terms of financial and human resources for GSUSA, National Council Members, and other participants. That expense is justified, however, due to the substantial mix of business, communication from the Movement’s leadership, networking, experiences, inspiration, and sisterhood we have all come to know and love as part of our triennial National Council Meeting and Convention.
Unlike a regular session of the National Council where many activities take place, special sessions are limited by our Constitution solely to the purpose for which the meeting is called (Article V, Section 3). Requiring National Council Members to be present in person to conduct business at any necessary special session would also be very expensive both for GSUSA to host and for councils to send their representatives–so much so that a fiscally responsible National Board would be understandably reluctant to call a special session no matter how advisable such a session might be. Thus, the current “in person” requirement for a quorum constitutes a significant barrier to an efficient and effective democratic process which appropriately recognizes the National Council as the coordinating head of our Movement.
Under these circumstances and in this modern world where technology allows for large meetings to be held remotely via electronic technologies, allowing for the possibility of a special session to meet electronically makes a special session of the National Council financially feasible and within the means of GSUSA to sponsor and councils to participate. Thus, changing the quorum rules for special sessions would allow for efficient and effective use of the National Council for a special session, should a compelling reason make a special session necessary.
The most recent edition of Roberts Rules of Order Newly Revised is defined in our bylaws as the parliamentary authority used by Girl Scouts of the USA. These rules, currently in their 11th edition, allow for electronic meetings of deliberative assemblies provided (1) there is proper authorization in the governing documents and (2) some or all members can participate electronic meetings, so long as at a minimum such meetings provide for simultaneous aural communication among all participating members. (See pages 97-99.) The proposed wording in this amendment “consistent with parliamentary rules for electronic meetings” is purposely vague to allow for any future changes in Roberts Rules as available electronic meeting technologies change. Roberts Rules also recommends adoption of additional rules pertaining to their conduct, something which could be done by adoption of appropriate standing rules at any special session held electronically.
FINANCIAL IMPACT STATEMENT
If this amendment passes, it is anticipated special sessions would continue to rare. Therefore, for a five year period, actual cost (expenditures and resources for councils and for the national organization) is quite likely to be zero—because if there’s no compelling need for a special session, then no special session would happen and no expense would be incurred.
The potential value of this meeting to the organization is that, if circumstances make a special session advisable or necessary, the cost for an electronic meeting vs. an “in person” meeting make a special session financially feasible without having the cost be so prohibitive that the National Council is not called when it ought to be. If this amendment were passed and there is a compelling need for a special session, the largest impact on resources would be in the human resources needed to prepare for the electronic special session than the actual expenditure for the meeting itself. The actual cost of the electronic meeting will vary depending on when such a meeting is held, the length of the meeting, and the available technologies at that time. Regardless of the cost of an electronic meeting, clearly it would be far more costly to meet physically in a single location large enough to accommodate the National Council, plus travel and per diem costs for those National Council members in attendance.
