Westercon Bylaws
As of Close of 2014 Westercon
ThefollowingdocumentisthecurrenttextoftheWesterconBylawsandStandingRules,asofthecloseofWestercon67 (Salt Lake City UT,2014).No amendments to the Westercon Bylaws were ratified at Westercon 67. Linda Deneroffand Kevin StandleepreparedthisdocumentbasedontheresultsoftheWestercon67BusinessMeeting.No items ofbusinessarepassedontoWestercon68(San Diego CA,2015). FollowingtheStandingRulesisthedraftAgendaforthe2015BusinessMeeting.
1GeneralProvisions
1.1NameandDate
Itistraditional,butnotobligatory,thattheWestCoastScienceFantasyConference(Westercon)shalltakeplaceovertheJuly4thweekend.
1.2GuestsofHonor
Itistraditional,butnotobligatory,thatWesterconGuestsofHonorandothernotablesbeselectedfromamongSFpersonalitiesresidingwithintheWestercongeographicalarea.
1.3MembershipClasses
ThereshallbeatleasttwoclassesofmembershipinWestercon:supportingandattending.Thecommitteeshallnotifythemembersoftheirmembershipclassinatimelyfashion.
1.3.1SupportingMembers
SupportingmembersshallreceiveanyprogressreportsoranyothergenerallymailedpublicationspublishedafterthememberjoinstheWestercon,includingtheProgramBook,andmayexerciseanyvotingrightspermittedbyanyotherpartofthesebylaws,exceptattendingtheBusinessMeeting.AllWesterconsshallberequiredtooffersupportingmembershipsuntilatleastthirty(30)dayspriortotheopeningoftheWestercon,andsuchsupportingmembershipsshallnotcostmorethanonehundredandfiftypercent(150%)ofthevotingfeechargedwhenthesiteoftheWesterconwasselected.AnyclassofmembershipofferedbyaWesterconcostingatleastasmuchasasupportingmembershipshallincludeasupportingmembership.
1.3.2AttendingMembers
Attendingmembersshallhavealloftherightsofsupportingmembers,plustherighttoattendtheWesterconandthebusinessmeeting(s)heldthere,subjecttotherestrictionsestablishedbytheotherpartsofthesebylaws.
1.3.3RestrictionofMemberships
EachWesterconcommitteeshallhavetherighttolimittheactivitiesofitsattendees,eitherindividuallyoringroups,insofarassuchactivitiesendanger,physicallyorlegally,otherpersonsorproperty.Suchlimitationsmayinclude,butarenotlimitedto,closingdownparties,ejectingpersonsfromtheWestercon,orturningoffendersovertootherauthorities.Norefundofmembershipneedbegiveninsuchcircumstances.Eachmember,inpurchasinghis/hermembership,agreestoabidebythesebylaws.
1.4NameBadgesandMembershipNumbers
Allcommitteesshallissuenamebadgesforallattendingmembers.Namebadgesforpre-registeredmembersshalldisplaythemember’snameinnolessthan24-pointboldtype.Allcommitteesshallassignauniquemembershipnumberuponprocessingofamembership.Thisnumberprovidedtoeachmemberwiththesiteselectionballotandwitheachprogressreport,shallbeprintedonmembershipnamebadges,andshallbeusedforsite-selectionpurposes.Intheeventamembershipistransferred,theoldmembershipnumber,ifapplicable,shallbenoted,bothonthebadgeandonregistrationinformationusedforsite-selectionvotingadministration.MembershipbadgesorotherproofofmembershipremainthepropertyoftheWesterconcommitteeforthedurationoftheconferenceandmaybeconfiscatedforcause;norefundofmembershipfeesneedbegiveninsuchcircumstances.
1.5ArchiveofBylaws
TheLosAngelesScienceFantasySociety,Inc.(LASFS)shallactasanarchivetotheWesterconbylawsandtheminutesofbusinessmeetings.EachcommitteeshallreimburseLASFSforthecostsofcopyingandforwardingcopiesoftheBylawsandMinutestothosewhorequestthem.Acopyoftheminutes,includingthetextofmotionspassedbythebusinessmeeting,shallbesenttoLASFSwithintwo(2)monthsofthecloseofeachWesterconbytheadministeringWestercon.LASFSshallmaintaintheWesterconbylawsandshallforwardonecopyofthecurrentbylaws,includingthetextofanyamendmenttothebylawsawaitingsecondaryratification,tothecurrentWesterconcommitteewithinfour(4)monthsofthecloseofthepreviousWestercon.ThecurrentWesterconshallprovidecopiesoftheBylawstothecommitteesofallWesterconbidsfortheyearwhichthatWesterconisadministeringthesite-selection.
1.6DistributionofBylawstoMembers
TheWesterconBylaws,aswellasthecompletetextofanyamendmentawaitingsecondaryratification,shallbepublishedinatleastone(1)progressreportandintheprogrambookofthecurrentWesterconeachyear.FailuretopublishthisinformationshallnotaffecttheproceduretoamendthebylawsasstatedinArticle4.
1.7WesterconServiceMark
AllWesterconsshallpublish,inallpublicationssuchaspromotionalflyers,progressreports,andprogrambook,thefollowingnotice:“‘Westercon’isaregisteredservicemarkoftheLosAngelesScienceFantasySociety,Inc.”
1.8ResponsibilitiesofAdministeringWestercon
ItisaresponsibilityofeachWestercontoenforcetheprovisionsofthesebylaws.
1.9CommitteeFailure
ShouldaWesterconCommitteedeclareitselfunabletofulfillitsduties,theBoardofDirectorsoftheLosAngelesScienceFantasySocietyshalldeterminealternatearrangementsforthatWestercon.
2WesterconBusinessMeeting
2.1SchedulingofSessions
Atleastone(1)regularsessionoftheWesterconbusinessmeetingmustbescheduledateachWestercon.NoregularsessionoftheWesterconbusinessmeetingshallbescheduledtostartpriorto11AM,norlaterthan2PM,noronthelastdayoftheWestercon.Aspecialsession,atwhichsite-selectionbusinessshallbethesoleorderofbusiness,maybescheduledonthelastdayoftheconvention,providedthatsaidspecialmeetingisscheduledtobeginnoearlierthan11AMorlaterthan2PM.AllsessionsoccurringduringthesameWestercon,betheyregular,adjourned,orspecial,shallbeconsidered,forproceduralpurposes,asthesameparliamentarysession.
2.2Site-SelectionBusiness
Site-selectionbusinessshallbeinorderatanysessionofthebusinessmeeting.Site-selectionbusinessshallinclude,butneednotbelimitedto,theannouncementoftheresultsoftheballotingandofawinnerifoneisproducedbytheballoting,orofasite-selectionresolution,ashereafterdefined,ifoneisnecessary[seeSection3.16].Thewinnerofthesite-selectionmaybeannouncedpriortothesite-selectionbusinessmeeting,ifoneisheld.
2.3Quorum
Forbusinessotherthansite-selectionbusiness,aquorumoffifteen(15)attendingmembersofthecurrentWesterconshallberequired.Forsite-selectionbusiness,thequorumshallbethoseattendingmembersofthecurrentWesterconwhoattendthemeeting.AllthosepersonsvotingatanymeetingmustbeattendingmembersofthecurrentWestercon.Exceptasnotedinthesebylawsorinsuchrulesoforderasmaybeadopted,allbusinessrequiresasimplemajoritytopass.
2.4ParliamentaryAuthority
ThecurrenteditionofRobert'sRulesofOrderNewlyRevisedshallbetheparliamentaryauthorityoftheWesterconbusinessmeetingexceptwhereitconflictswiththesebylawsorwithanyspecialrulesoforderwhichmaybeadoptedbythebusinessmeeting.
3WesterconSite-Selection
3.1EligibilityofSites
AnysiteontheNorthAmericancontinentwestofthe104thwestmeridian,orinthestateofHawaii,shallbeeligibletobethesiteofaWestercon,exceptasrestrictedbytheprovisionsofthesebylaws.
Providedthat,upontheannexationofAustraliabytheUnitedStatesofAmericaortheannexationoftheUnitedStatesofAmericabyAustralia,Section3.1shallbeamendedtoread:
“AnysiteinAustralia,orontheNorthAmericancontinentwestofthe104thwestmeridian,orinthestateofHawaii,shallbeeligibletobethesiteofaWestercon,exceptasrestrictedbytheprovisionsofthesebylaws.”
[Note:Onaparliamentaryinquirybasedonaquestionofwhentheannexationmusttakeplaceforasitetobeeligible,the2002BusinessMeetingdecidedthatabidforanAustraliansiteiseligible,eveniftheannexationhasnotyettakenplace,providedthattheannexationhastakenplacebythefilingdeadlinefortheinterveningWestercon(theApril15thfollowingtheWesterconatwhichtheAustralianWesterconisselected),andthatiftheAustraliansitehasbeenselected,andtheannexationhasnottakenplacebythatdate,thenthisshallconstitutecommitteefailure,ascoveredbySection1.9.]
3.2SiteSelectionZones
ThefollowingSiteSelectionZonesaredefinedwithintheareadefinedinsection3.1:
3.2.1:North:SitesinNorthAmericanorthofthe42ndnorthparallel.
3.2.2:Central:SitesinNorthAmericabetweentheNorthandSouthzones.
3.2.3:South:Hawaii;CaliforniasouthofandincludingSanLuisObispo,Kern,andSanBernardinoCounties;NevadasouthofandincludingClarkCounty;Arizona;NewMexico;andallcountries,states,provinces,territories,orotherpoliticalsubdivisionssouthwardwithinNorthAmerica.
3.2.4:Other:Anylocationotherwiseeligibleundersection3.1notpartoftheabovezones.
3.3 Regional Exclusion Zone
No site within theSiteSelectionZonecontainingthesiteoftheWesterconadministeringthesite-selection election shall be eligible to bid, except as provided in this section. If no eligible bids are filed by the January 1st of the year of the site-selection balloting,thenallsitesdefinedinsection3.1shallbeeligible.
3.4FilingDeadlineforBallot
Onlythoseeligiblebidswhosefilingpaperworkrequiredbysection3.5isinthepossessionoftheadministeringWesterconbytheApril15thprecedingtheballotingshallbelistedontheballot.
[Note:Onaparliamentaryinquiryatthetimeofratificationofthetextoftheabovesection,itwasruledthat“Ifthefilingpaperworkcanbeverifiedtobeattheaddressoftheadministeringconvention,itisinthecommittee'spossession.”]
3.5 Filing Requirements
A Westercon bid committee must provide written evidence of the following: At least two (2) separate people declaring themselves Chairman and Treasurer; an organizing instrument such as bylaws, articles of incorporation or association, or a partnership agreement; and a letter of intent or option from a hotel or other facility declaring specific dates on which the Westercon shall be held; and, for a sponsoring organization from within the United States of America, evidence that the sponsoring organization is a non-profit association or corporation within the applicable state law of the sponsoring organization.
3.6EligibilityofVoters
Site-selectionvotingshallbelimitedtothosepersonswhoareattendingorsupportingmembersoftheadministeringWesterconandwhohavepaidavotingfeetowardtheirmembershipintheWesterconbeingselected.Otherclassesofmembershipmayvoteonlyupontheunanimousagreementofallqualifiedbiddingcommittees.Onepersonequalsonemembershipequalsonevote.Corporations,Associations,andothernon-humanentitiesmayvoteonlyfor“NoPreference.”“Guestof”membershipsmustbetransferredtoanindividualbeforevotingforanythingotherthan“NoPreference.”
3.7VotingFee
ThevotingfeeshallbetwentyUSdollars(US$20.00)orthelocalequivalentunlessthecommitteeslistedontheballotandtheadministeringWesterconagreeunanimouslytochargeadifferentamount.
3.8MinimumRightsofVoters
ThepaymentofthevotingfeeshallmakethevoteratleastafullsupportingmemberoftheWesterconbeingselected,andmaymakethevoteranattendingmemberatthediscretionofthewinningbid.
3.9PrototypeBallot
TheLosAngelesScienceFantasySociety,Inc.(LASFS)shallprepareaprototypesite-selectionballot,includinginstructionsforpreparationoftheballot,andshallprovidetheprototypetoeachadministeringWesterconatthesametimethebylawsareprovidedtotheadministeringWesterconasprovidedforinsection1.5.Uponreceiptoftheprototype,theadministeringWesterconshallcompletetheballotbyfilingintheinformationabouttheeligiblebidcommittees,includingthedatesoftheproposedWestercons,thevotingfee,minimummembershiprequirements,includingthecostofasupportingmembershipintheadministeringWestercon,andtheaddresstowhichsite-selectionballotsshouldbesent.TheadministeringWesterconshallberesponsibleforthepublicationandthedistributionoftheballotstothemembershipoftheadministeringWestercon.Alleligiblebidsreceivedinaccordancewithsections3.4 and3.5shallbeincludedontheballot.Theballotshallalsoincludeentriesfor“NoPreference”and“NoneoftheAbove,”andshallprovidespaceforatleastone(1)write-inbid.Theballotshallbeasecretballot,speciallymarkedforpreferentialvotingwithanexplanationofthemethodofcountingpreferentialvotes.
3.10DistributionofBallot
Thesite-selectionballotandfullrulesforsite-selectionvoting,includingthedeadlinesforvotingbymail,shallbemailedonorbeforetheMay10thprecedingthevotingtoallmembersoftheadministeringWesterconasofoneweekbeforethemailing.Theballotandfullrulesforsite-selection,includingthehoursduringwhichsite-selectionwilltakeplaceandthelocationofthesite-selection,shallbegiventoallattendingmembersuponregistrationattheWestercon,orsuchinformationshallbeprominentlydisplayedattheregistrationareathroughouttheWestercon.
3.11DeadlineforVotingbyMail
AllballotsreceivedbytheadministeringWesterconpriortoJune20shallbecounted.
3.12BidPresentations
Eacheligiblebidcommitteeshallhaveatleastfifteen(15)minutesofscheduledprogramtimeonthefirstfulldayoftheadministeringWesterconforthepurposeofmakingabiddingpresentation.
3.13At-ConferenceVoting
Site-selectionshallbeopenforatleastsix(6)hoursbetweenthehoursof11AMandMidnightonthedaybeforethebusinessmeetingatwhichsite-selectionbusinessisscheduled.Allon-siteballotingshallbefromonecentrallocation,underthesupervisionoftheadministeringWestercon.Ifnosite-selectionbusinessmeetingisscheduled,thensite-selectionshallbeopenforatleastsix(6)hoursbetweenthehoursof11AMandMidnightonthenext-to-lastdayoftheadministeringWestercon.
3.14VerificationofBallots
Properlycompletedballotsshallcontain:themember’sprintedname;themember’smembershipnumberasassignedbytheadministeringWestercon;themember’sdatedsignature;themember’saddressofrecordwiththecurrentWestercon;themember’scurrentaddressifdifferent;andthemember’svote(s)asdefinedelsewhereinthisarticle.VerificationoftheballotsshallconsistofmatchingthenameandnumberofthememberwiththerecordsoftheadministeringWestercon.BallotsreceivedbythecommitteepriortoJune20,andanyothersreceivedbymailwhichmaybecounted,shallbeheldbytheadministeringWesterconuntiltheopeningoftheWestercon,atwhichtimetheyshallbeverifiedbytheadministeringWesterconandthebidders.
3.15CountingofBallots
TheadministeringWesterconshallarrangeforthecountingofballots,andeacheligiblebidcommitteeshallbeallowedtosendatleasttwo(2)observerstosuchballot-counting.Thecountshallbebypreferentialballot.Thewinnershallbethatbidwhichgainsamajorityofthosevotesexpressingpreferenceforabid.Forthepurposeofvotecounting,“NoneoftheAbove”shallbetreatedasifitwereabid.“NoneoftheAbove”andvotesforineligiblebidsshallcounttowardthetotalnumberofvotescast.Blankballots,illegalorillegibleballots,andvotesfor“NoPreference”shallnotcounttowardthetotalnumberofvotescast.Allvotetotalsoffinalresultsandofallintermediatecountsshallbemadeavailableatorbeforetheclosingceremony.
3.16ProceduresWhenNoBidWinsorisEligible
Shouldnoeligiblebidgaintheneededmajority,orshouldtherebenoqualifiedbiddingcommittee,orshould“NoneoftheAbove”win,athree-fourths(3/4)majorityofthesite-selectionbusinessmeetingoftheadministeringWesterconmayawardtheWestercontoanybid,orasimplemajorityofthemeetingmaydecidethattheyareunabletodecide.Ifthebusinessmeetingdoesnotchooseasite,theBoardofDirectorsoftheLosAngelesScienceFantasySociety,Inc.shallchooseasitewithinsix(6)weeksofthecloseoftheadministeringWestercon.If“NoneoftheAbove”wins,noneofthebidswhichwereontheballotmaybeselected.Asitechosenundertheprovisionsofthissectionshallnotberestrictedbyanyportionofthisarticleexceptthissectionandsection3.1.
3.17AvailabilityofResults
Theresultsoftheballotingshallbereportedtothesite-selectionbusinessmeetingoftheadministeringWestercon,ifoneisheld.Arecordoftheresultsoftheballoting,includingallintermediatecountsanddistinguishingbetweentheby-mailandat-conballots,shallbepublishedinthefirstorsecondprogressreportofthewinningWestercon.
3.18Hand-CarriedBallots
TheadministeringWesterconshallaccepthand-carriedballots,whichareotherwisevalidballotsdeliveredtotheadministeringWesterconbysomeoneotherthanthememberwhopreparedtheballot.
4ProcedureforAmendmentofTheseBylaws
4.1MethodofAdoption
AmendmentstotheWesterconBylawsmustberatifiedbythemajorityvoteofthebusinessmeetingsintwoconsecutiveyears.Proposedamendmentsshallbereadinfullbythechairmanofthebusinessmeetingimmediatelybeforebeingvotedupon.
4.2PrimaryandSecondaryRatification
Thesecretaryofthebusinessmeetingatwhichanamendmentreceivesprimary(firstyear)ratificationshallsubmitanexactcopyoftheamendmenttothefollowingyear’sWesterconbusinessmeeting.Thequestionofsecondary(secondyear)ratificationisdebatableandisamendableonlytotheextentthatsuchamendmentsdonotincreasethescopeoftheoriginalbylawamendment.
4.3EffectiveDateofAmendments
Unlessotherwiseprovided,amendmentsshalltakeeffectatthecloseoftheWesterconwheretheyreceivefinalratification.Operatingrulesforalready-selectedWesterconsshallnotbechangedbyamendmentstothebylaws.Rulesregardingeligibilityandvotingproceduresforsite-selectionarenotconsideredtobeoperatingrules.
StandingRules
1.CloseDebate.BeforeproceedingtotakeavoteonamotionforthePreviousQuestion,thepresidingofficershallaskforashowofhandsofhowmanypeoplestillwishtospeaktothependingmotion.ThisruledoesnotallowdebateonthemotionforthePreviousQuestion.
BusinessPassedOnandDraftAgendaforWestercon68
1.CalltoOrder
2.CommitteeReports
There are no active committees of the Business Meeting.
3.PendingBylawAmendments
There were no amendments passed by the Westercon67 Business Meeting.
4.NewBusiness
BylawsamendmentspassedbytheWestercon68BusinessMeetingwillbepassedontothe following year’sWesterconforratification.
5.Announcements
6.Adjournment
TheabovecopyoftheBylaws,StandingRules,andBusinessPassedOnoftheWestCoastScienceFantasyConferenceisherebycertifiedtobetrue,correct,andcomplete,effectiveasofthecloseofWestercon67,July 6, 2014.
Kevin Standlee,Chairman
Linda Deneroff,Secretary
Westercon67BusinessMeeting