Membership Meeting 2021 - Tenant Resource Center - [TRC]



Membership Meeting 2021

Notice for the Annual Membership Meeting of the Tenant Resource Center

The 2021 Annual Membership Meeting of the TRC will be on Thursday, June 17, 2021 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 members of the TRC can vote in the meeting on the agenda items below. Linked here is the TRC Membership List for 2021. 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! We are planning to start a strategic planning process this summer, so board members will have a significant impact on the future direction of the TRC. Board application is here
  • Agenda, logistical info, and other details are below.

If you need help registering for this meeting, or for other technical assistance, please email [email protected]. For all other questions, please email Andrea Singletary at [email protected]

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. Resolution: Proposed change to the TRC constitution
  6. Election of Board of Directors
    1. Introduction of candidates
    2. Nominations from the floor
    3. Candidate personal statements - 1 minute per candidate
    4. Staff 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

  • Friday, May 28, 2021 - Registration opens
  • Friday, June 11, 2021 - Questions for Board candidates posted on meeting website
  • Monday, June 14, 2021 - Applications for Board of Directors requested by end of day
  • Tuesday, June 15, 2021 - Board candidates’ names & applications available on meeting website
  • Tuesday, June 15, 2021 at 3 pm: Deadline for registration of proxies
  • Thursday, June 17, 2021 at 3 pm: Deadline for registration
  • Thursday, June 17, 2021: 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 again 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 17 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. 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 [email protected]

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 2020 or 2021, who was not fired.
  2. Anyone on the Board in 2020 or 2021, who was not removed.
  3. Anyone who volunteered at least five hours in 2020.
  4. Anyone who volunteered at least five hours in 2021.
  5. Anyone who was present at the 2020 Membership Meeting, since those people were voted in as members for another year during that meeting (exclusions for staff who were fired, or board members who were removed).

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. 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, a volunteer or present at last year's membership meeting. 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 Tuesday, June 15, 2021. 

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 one amendment. Here is the text of both:

Current Constitution:

Proposed Change to TRC Constitution:

Candidates for the Board of Directors

Here are the applications we currently have for board candidates:

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. We have 5 two-year seats open, and 2 one-year seats open. We will rank the candidates based on the number of votes they receive, and the top 5 candidates will get seats 1, 3, 5, 7 & 9, with two-year terms expiring in 2023. The next 2 candidates on the list will fill seats 6 & 8, serving until those terms end in 2022.

Please apply to the Board of Directors! All are welcome, and you don’t need to be a member in order to apply. People who have experienced housing insecurity or homelessness are especially welcome. Current members of the Board, whose terms are expiring, must reapply to be eligible for reelection. Applications for the Board of Directors are requested by end of day Monday, June 14, 2021. 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.

This is an especially exciting year to be a member of the board! We will be starting a strategic planning process, and board members will have a chance to impact the future of the TRC and the Madison community for years to come. The board time commitment is:
- One board meeting per month, which generally runs 2 hours and occasionally more
- One committee meeting per month, which usually is 2 hours or less
- Help with fundraisers, which are approximately 3 times per year, with 2 hours committed to each (through fundraising or preparation)
- Strategic planning, which will be about a 2.5 month commitment (starting in July or August, and spanning about 2.5 months for board members), requires 2 hours per week of commitment during the planning process. 

Questions for Board Candidates

TRC staff have compiled questions for the board candidates. 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. The questions composed by TRC staff are:

  1. What do you see as the root causes of homelessness and housing insecurity in Madison, Dane County, and Wisconsin; what do you see as the largest obstacle to housing justice in Wisconsin?
  2. Board Members contribute to the TRC in a number of ways, such as with fundraising, connections to the community, knowledge of the issues, or support of our planning and operations. How do you see yourself being involved on the Board of Directors?
  3. The TRC is about to embark on a strategic planning process. What experience do you have (either personal or professional) with crafting a long-term plan? Feel free to include examples from either your personal or professional life.

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, and to decide who gets 2-year or 1-year terms, we will use ranked-choice voting in the Board of Directors election. 

Verification

Before 2020, 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 the Finance Director during or after the meeting.

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published this page 2021-05-28 15:50:50 -0500
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