Annual Membership Meeting 2020 - Tenant Resource Center - [TRC]



Annual Membership Meeting 2020

Notice for the Annual Membership Meeting of the Tenant Resource Center

The 2020 Annual Membership Meeting of the TRC will be on Monday, June 29, 2020 at 6:00 pm. The meeting will be held remotely, via Zoom. 

Here are the most important things you need to know:

  • Please join us for this meeting! Registration is available in this link.
  • Only credentialed voting member of the TRC can vote in the meeting on the agenda items below. Linked here is the TRC Membership List for 2020. If you know of anyone who may be a TRC member who is not on this list, please forward this message to them and encourage them to register.
  • Please consider applying for the Board of Directors, or send the application to someone you feel would add to our Board! Board application is here
  • Agenda, logistical info, and other details are below. For the most up-to-date information, visit the Annual Membership Meeting website, here.

If you need help registering for this meeting, or for other technical assistance, please email office@tenantresourcecenter.org. For all other questions, please email Andrea Singletary at andrea@tenantresourcecenter.org

Agenda

  1. Call to order
  2. Technical logistics
  3. Affirmation of the TRC constitution
  4. Annual Report of the Board of Directors to the Membership
  5. Resolutions: Proposed changes to the TRC constitution
    1. 20-01 - Membership Verification
    2. 20-02 - Minutes
    3. 20-03 - Meeting Notice
    4. 20-04 - Officer Roles
    5. 20-05 - Board of Directors Terms
    6. 20-07 - Lived Experience Representation
    7. 20-06 - Lived Experience Compensation
    8. 20-08 - Mission Statement
  6. Election of Board of Directors
    1. Introduction of candidates
    2. Nominations from the floor
    3. Candidate personal statements - 1 minute per candidate
    4. Pre-submitted questions - 1 minute response per candidate
    5. Additional questions from the floor - 20 minutes
    6. Voting
  7. Election of additional voting members
    1. Nominations from the floor
    2. Questions from the floor
    3. Voting
  8. Adjourn

Timeline

  • Monday, June 15, 2020 - Registration opens
  • Thursday, June 18, 2020 - Questions for Board candidates due by end of day
  • Friday, June 19, 2020 - Questions for Board candidates posted on meeting website
  • Thursday, June 25, 2020 - Applications for Board of Directors requested by end of day
  • Friday, June 26, 2020 - Board candidates’ names & applications available on meeting website
  • Friday, June 26, 2020 at 3 pm: Deadline for registration of proxies
  • Monday, June 29, 2020 at 3 pm: Deadline for registration
  • Monday, June 29, 2020: Annual Membership Meeting
    • 6:00-6:30 pm - Check in
    • 6:30 pm - Meeting Program Begins

Meeting Logistics

Connecting

Because of COVID-19, this year’s membership meeting will be held virtually over Zoom. Voting will be done through a secure online platform called ElectionBuddy. To participate, you must register in advance.

  • Please register at this link. It is unlikely that we will be able to accommodate registration/credentialing requests after 3 pm the day of the meeting, so please register as early as possible.
  • Once you have registered, you will receive an email reply with a Zoom link. Use this to connect to the annual meeting (by phone, smartphone/tablet, or computer with webcam) on June 29 at 6 pm. Voting members will receive an additional link to their secure ballot on ElectionBuddy.

Physical Location

We hope that having the meeting on Zoom will make it easier for people to participate. However, we will have a physical location with computers available for folks who don’t have enough phone or internet access to attend virtually. To allow physical distancing, we will only be able to accommodate a small number of people. If you need that support in order to attend, please indicate that in your registration form, or email office@tenantresourcecenter.org

Participants 

Voting Members

TRC is a membership organization. Only credentialed members can vote at the meeting. The following people are current members of TRC:

  1. Anyone employed by TRC in 2019 or 2020.
  2. Anyone on the Board in 2019 or 2020.
  3. Anyone who volunteered at least five hours in 2019.
  4. Anyone who volunteered at least five hours in 2020.

We've done our best to identify all the members by those criteria by sending them this email and listing them on this website. However, it's possible we've missed people, and we don’t have email addresses for all our members. If you believe you're a member, please fill out the registration form and let us know whether you're a member because you were an employee, a Board member, or a volunteer. We will contact you if we have any questions.

Please help us ensure that all members have the opportunity to participate! Check in with your fellow members to make sure they received the notice and will be able to attend. If not, please forward the registration info to them and encourage them to join us. 

Proxies

If you’re a voting member and you can’t attend the meeting, you may designate a proxy to attend and vote in your place. You must designate your proxy in advance so they can receive a ballot for you. If you need a proxy, please register and indicate on your registration that you will need a proxy. You are responsible for notifying your proxy of your designation. We will need time to process proxy registrations, so we can’t guarantee proxies for any registrations after 3 pm on Friday, June 26, 2020. 

Non-Members

Our Zoom meeting can accommodate 250 people. Voting members, proxies, and Board candidates get first priority for those slots, and non-members are welcome to the remaining slots. In order to access the Zoom meeting, you must register, whether or not you are a voting member.

On the Ballot

Constitutional Amendments

The Board of Directors is asking the membership to affirm the Constitution and vote on a variety of amendments. The text of all of these are here:

Current Constitution:

Proposed Changes to TRC Constitution:

Candidates for the Board of Directors

Applications for candidates for the Board of Directors will be posted on this page as they are received. On Friday, June 26, 2020, the complete list of candidates and their applications will be posted on the Annual Membership Meeting website. Nominations will also be accepted from the floor during the meeting, but we prefer applications in advance, so that the membership will have the opportunity to review the applications. 

Here's the most up to date list of applications for Board of Directors:

Please apply to the Board of Directors! All are welcome, and you don’t need to be a member first to apply. Current members of the Board must reapply to be eligible for reelection. Applications for the Board of Directors are requested by end of day Thursday, June 25, 2020. Submit your application using this form. Candidates should be prepared to give a 1 minute personal statement and answer questions from the membership, some of which will be decided in advance.

Questions for Board Candidates

TRC staff have compiled questions for the board candidates, and they are available here. At the meeting, candidates will give 1 minute answers to each question. We’ll open the floor for 20 minutes of additional questions after that. 

Voting

Procedure

Each member will receive a ballot through ElectionBuddy once they have registered. Proxies will also receive ballots. Someone who is both a member and a proxy and/or a proxy for multiple members may receive multiple ballots. Each ballot is a unique link and must be filled out separately. 

On the ElectionBuddy site, members will be able to vote on each resolution and for the Board of Directors. To facilitate instant runoffs, we will use ranked-choice voting in the Board of Directors election. 

Verification

Historically, we voted with paper ballots, and used witnesses to ensure the integrity of the board election. We are committed to ensuring the same transparency with an online election. We chose ElectionBuddy for our electronic voting platform because it has robust security and accountability features. ElectionBuddy is used by unions, government bodies, political parties, professional associations, schools, and nonprofits nationwide. Only members/proxies will receive a ballot link, and each ballot link is unique. Each voter will receive a unique confirmation code that corresponds with their submitted ballot, and they can use that code to confirm that their vote has been counted. This code will not indicate the voter’s name or the content of their vote, but will allow each voter to ensure that their ballot has been counted. Anyone wanting to review the de-identified ballots or the results on the ElectionBuddy website may do so by asking Matt Kozlowski during or after the meeting.

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