Each FIRST Full Member team has a team Representative, whose name is registered with the FIRST Secretariat. Only FIRST Full Member Representatives can submit or second motions for the General Meeting, and only FIRST Full Member Representatives can vote on motions. FIRST Liaison Members cannot submit or second motions, and cannot vote.
For a motion to become official, each motion must be seconded by one other FIRST Full Member Representative. The actual voting will take place at the General Meeting.
To submit a motion, a FIRST Full Member Representative should send PGP-signed email to first-sec@first.org no later than June 13th, 1997, 12:00 UTC. Any motions received via email later than that date will be ignored. The email should contain the text of the motion, and the name and organization of the Representative making the motion.
To second a motion, FIRST Full Member Representatives should send PGP-signed email to first-sec@first.org, again no later than June 13th, 1997, 12:00 UTC. Please include in this message the text of the motion, and the name and organization of the Representative supporting the motion.
Sample forms to submit or second motions are attached to the end of this document.
All motions received via email before the above deadline will be validated in a Steering Committee meeting prior to the General Meeting. The validation will consist of checking that the name and organization of the Representative matches the Secretariat's list of FIRST Full Member Representatives. As an additional validation measure, each Representative will receive upon registering at the conference the list of motions submitted via email by FIRST Representatives. Each Representative (or proxy holder) should ensure that the motions the Representative made are listed. Any discrepancies should be reported to the Steering Committee prior to the General Meeting.
Motions will also be accepted in writing at the Annual Workshop prior to the General Meeting. Motions must be submitted and seconded according to the same rules as described above. The motions must be given to the Steering Committee in advance of the Steering Committee meeting on June 26, 1997 at 08:00 local time.
Motions will not be accepted at the General Meeting. A motion can, however, be amended or withdrawn by the author of that motion at the General Meeting.
If the author of a motion is unable to attend the General Meeting, the Steering Committee will designate a Representative who can move, amend or withdraw that motion.
All Full Member Representatives are required, in accordance with the Operational Framework, to attend the General Meeting. Motions accepted by the Steering Committee will be voted on at the General Meeting. A motion passes when it gets a majority vote of the quorum. A 2/3 majority of the quorum is required for motions that amend the FIRST Operational Framework or that dissolve FIRST. The quorum is one half of the number of FIRST Full members plus one.
If a FIRST Full Member Representative cannot attend the General Meeting, his or her proxy may be given to someone who is attending (not necessarily a FIRST Full Member Representative). Individuals holding a proxy should be aware of the voting rules and should seek guidance of the Representative on the issues that he or she will vote on. A proxy can be used only for voting; it cannot be used to make, second, or to amend a motion.
To designate a proxy, send the attached form as a PGP-signed message to first-sec@first.org. The message must be received no later than June 13th, 1997, 12:00 UTC. To validate all proxies, the Secretariat will send a message to first-reps that contains the list of proxies.
====================== cut here ======================== To the FIRST Secretariat: I do not expect to attend the 1997 FIRST General Meeting. In the event that I do not attend, I assign my voting proxy to: Name of Proxy Holder: ___________________________________ Affiliation: ___________________________________ Telephone Number: ___________________________________ E-mail Address: ___________________________________ Name of Representative: ___________________________________ Affiliation: ___________________________________ Telephone Number: ___________________________________ E-mail Address: ___________________________________ Send as PGP-signed email to first-sec@first.org, before June 13th, 1997, 12:00 UTC. ====================== cut here ======================== To the FIRST Secretariat: I move: ___________________________________________________ Name of Representative: ___________________________________ Affiliation: ___________________________________ Send as PGP-signed email to first-sec@first.org, before June 13th, 1997, 12:00 UTC. ====================== cut here ======================== To the FIRST Secretariat: I second: ___________________________________________________ Name of Representative: ___________________________________ Affiliation: ___________________________________ Send as PGP-signed email to first-sec@first.org, before June 13th, 1997, 12:00 UTC.