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Proxy examples and vote allocations

Will Bakker, April 21, 2015

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Dear DA leaders,

Over the past few days, I received two questions regarding voting at the general meeting that the DPCA Executive Committee asked me to answer on this forum. I hope that this message will provide some predictability and clarity about the vote-counting for our upcoming general meeting.


1. How many votes will each country committee have if the ExCom’s proposed amendments are adopted with immediate effect?

Please find attached a chart listing the number of votes for each Country Committee under the current Charter’s rules for allocation, and the number of votes projected under the rules proposed by the ExCom.

Note that for Country Committees with more than 150 members that meet the counting criteria (include the Last Verified Date), the effect of the proposed amendments is effectively random. A Country Committee loses a vote if its “allocable votes” — a technical step in the vote-allocation process — involves a fractional part of less than 0.455.

As always, non-compliant Country Committees are allocated votes but the officers of those Country Committees may not exercise those votes. If you are concerned that your Country Committee may be non-compliant, please contact your Regional Vice-Chair or myself.

Especially attentive readers will notice that DA-Taiwan’s membership count has been revised. This change did not affect the final vote calculations in either scenario.


2. Does the 4-vote cap prevent DPCA members with 4 votes from giving a proxy to other members who hold one or more votes themselves?

The four vote cap comes from Section 3.6(e) of our Charter: "No member may cast in excess of 4 votes (including proxies) of the total number of votes determined under Section 3.6 (a) and (b).”

Partial proxies are prohibited due to Section 3.7(d) of our Charter: "Proxies by Country Committee Chairs and Vice Chairs shall be given only for the full vote of the Chair or Vice Chair granting the proxy.”

Thus:

- A Chair or Vice Chair allocated 4 votes can only issue a general proxy to a member of the same Country Committee who is not a DPCA Voting Member or a Non-Voting Representative from the same region.

- A Chair or Vice Chair allocated 4 votes can only issue a limited proxy to a Non-Voting Representative, or a limited proxy for the purposes of the DPCA Officers’ Elections to a DPCA Voting Member not eligible to vote in those elections (i.e. one of the current members of the ExCom).

- A Chair or Vice Chair allocated 3 votes can only issue a general proxy to a member of the same Country Committee who is a not a DPCA Voting Member, a Non-Voting Representative from the same region, or a DPCA Voting Member from the same region who holds only 1 vote.

…and so on.

Please note that Section 3.7(d) does not apply to Voting Representatives. Voting Representatives may issue a partial proxy to an individual within the proxy rules.

As an example, let’s say that Severus is a Voting Representative for DA Poland with 4 votes. Severus sends a proxy form for a general proxy to Pomona, Chair of DA-Latvia, who holds 2 votes of her own. In that situation, I would assign 2 of Severus’s votes to Pomona to bring Pomona's total votes up to the cap of 4. Although DA-Poland winds up “losing” two of its votes, at least Severus has not been disenfranchised.

The rest of this message explains some of the reasoning behind this admittedly frustrating combination of rules. It is not necessary to read this explanation in order to vote or issue a proxy responsibly.

I consulted with Orlando Vidal, International Counsel, to confirm this application of the Charter. This understanding of the Charter was also explicitly stated by the International Counsel at the time of the 2011 2013 DPCA Officers’ Elections, John Eastwood, in his Clarifying Notes. That document is available at:
Proxy Form and Instructions for May 2015

A hypothetical example might clarify why rules work this way. Let’s say Rubeus is Chair of DA Estonia and holds 4 votes. Sybill is Chair of DA-Moldova and holds just 1 vote (because the Vice-Chair of DA-Moldova will attend the meeting as well).

If Rubeus issues a proxy to Sybill, it must be for Rubeus’s “full vote” as Chair. That “full vote” is 4 votes. A proxy is invalid if it violates "the limitations set out in this Charter” (See Section 3.6(c)). The 4-vote proxy may not be divided, so it would push Sybill above the four-vote cap if it were granted. (4 + 1 = 5) Thus, I would reject the proxy as invalid.


Like many of you, I regret the complexity created by the strict implementation of the proxy rules set forth in the DA Charter. I am happy to help anyone with their individual circumstances. The primary goal of everyone involved is to enfranchise DA’s leaders to the maximum extent possible under the rules.

Yours,
Will Bakker
International Secretary

 

Registration for 2015 Global Meeting in Dominican Republic

Art Schankler, April 16, 2015

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Dear Leaders,

For those of you who are planning to attend the Global Meeting, either in person (with sunscreen) or by Webex (with computer screen), please register asap online at www.regonline.com/dpca2015.  If you have had a recent change in leadership, please make new leadership aware of this info in case they are not on listserve yet. And I promise this is the last time I will use the sunscreen/computer screen "joke".

Thank you,

Art Schankler
International Treasurer

 

Where should we hold the next Global Meeting? (Bid form for 2016 attached)

Ken Sherman, April 8, 2015

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Dear DA leaders,

At our Global Meeting in the Dominican Republic, the DPCA will take first steps to determine the place of the 2016 Global Meeting and / or Convention.  The dates proposed in the Delegate Selection Plan (DSP) are May 12-15, 2016.  

In accordance with our Charter (Section 3.1). The International Chair invites all Country Committees to submit non-binding bids for consideration.   Bidders should review the 2016 DSP for a sense of the additional expectations associated with the Global Convention

Bids from Country Committees in all regions are encouraged. Bids need to be received by April 27.   Please use the attached form to make your Country Committee's bid.  Email the completed form to the International Chair (chair@democratsabroad.org) and the International Secretary (secretary@democratsabroad.org).

Please note that the attached form is a minimum requirement for submitting a bid. Additional information is expected, particularly concerning internet access, videoconference equipment, meeting space, and costs both directly charged to attendees and for the infrastructure of the meeting.

Both Katie (chair@democratsabroad.org) and myself (vicechair@democratsabroad.org) would be happy to field questions on the process. Joint bids from Country Committees that would like to work together are also welcome.

We are looking forward to the Dominican Republic meeting to be another in a long line of well-hosted Global and Regional Meetings.  We look forward to your participation.

Posted on behalf of
Ken Sherman
International Vice-Chair

BidForm_DPCA 2015.doc

 

2015 DPCA Global Meeting - Registration

Art Schankler, March 25, 2015

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Per the email below, please note that the Welcome Reception, Americas meeting and pre-meetings will be on April 30.  The event in Santo Domingo is on April 29 - as stated on the Registration Page.

Dear Democrats Abroad Leaders,

Last week, Democrats Abroad members in Europe and much of North America had the chance to see a solar eclipse.  But now there is something that the whole world can participate in - the 2015 DPCA Global Meeting in the Dominican Republic. The Meeting Registration page is now available at http://regonline.com/dpca2015
 
Please register as soon as possible so that we have a clear count of how many people will be attending. If you are planning on attending in person (yes, bring your sun screen), please register by April 1.  WEBEX attendees (yes, bring your computer screen), please register by April 15th.
 
The meeting itself will take place over four days at the Ocean Blue and Sand Hotel in Punta Cana in the Dominican Republic, with preliminary meetings and a Welcome Reception on April 29th and the official Meeting from May 1-3. The Meeting schedule is included on the Registration page, plus information about  a special event organized by the Dominican Republic Country Committee in Santo Domingo on April 28th.  

While we cannot charge for the meeting, due to Democratic Party rules, we have indicated Suggested Contribution levels to help cover costs of the meeting. Please contribute accordingly. Please also use the Registration Page to pay for the Gala Dinner on Friday, May 1st as well as indicating what other events you plan to attend.

Please note that if you are planning to attend in person, we have booked a block of rooms at the Ocean Blue and Sand Hotel for attendees. These rates are all inclusive of taxes, service,meals (with an extra charge for the Gala Dinner on Friday) and most drinks.  But the deadline for booking rooms is March 31, so please book now. More details - and the reservation form - can be found on the Democrats Abroad Wiki at: http://wiki.democratsabroad.org/display/PCana2015/Ideas+Travel+hotel+reservation

Please register as soon as possible. This will be an important meeting, with officer elections and a discussion of the 2016 Delegate Selection Plan and we hope to see as many of you as possible either in person or online. Remember, the Global Meeting is open to all Democrats Abroad members, so please share this email and info with interested members of your country committee and especially new leaders who may not be on the Leadership Listserve yet. A message to all members about the meeting will be going out as well. Any questions or problems (about the Meeting), please write me at Treasurer@democratsabroad.org.

Hasta la vista!

Art Schankler
Treasurer

 

Hotel booking deadline info for 2015 DPCA Global Meeting in Punta Cana

Art Schankler, March 17, 2015

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Dear DA Leaders,

The 2015 Global DPCA Meeting in the Dominican Republic is coming up soon.  The official call to the meeting will be coming out tomorrow with the agenda.  The meeting will take place at the Ocean Blue and Sand Hotel in Punta Cana in the Dominican Republic.  Please note the following:
We have reserved a block of rooms for attendees - but the deadline (March 31) for booking these rooms is also coming up fast, so I would like to remind and encourage you to book your room as soon as possible.  Otherwise you may be sleeping on the beach (ok, maybe not such a bad option but the food is better in the hotel - and free).  You can book a room by filling out the attached form and sending to Ideas Travel at Ideastravel@usa.com, the travel agent handling the booking. More  information on the hotel and room rates provided below.
Registration for the meeting will be on April 30 as will the Americas Regional Meeting and the meeting will end mid-day on May 3, so make your plans accordingly.  
As described below, there is also an event in Santo Domingo (the national capital) on the 29th, organized by the DA Dominican Republic Country Committee. All are welcome to attend.
The online Registration Form for the Global Meeting will be coming out this week, for those who plan to attend in person (bring your sun screen) and those who will be joining by WEBEX (bring your computer screen).  The online registration will allow you to make a contribution for the meeting to defray our costs (PLEASE DO), book a place for the Gala Dinner on Friday, May 1, and sign up for other events.   Please note that the Gala Dinner will be  cheaper for those staying at the Ocean Blue and Sand.
For more information about events and hotel registration see the messages below.  But please book your rooms now!  Any questions, send me a message at Treasurer@democratsabroad.org.

See below and see you at the meeting.

Art Schankler
Treasurer
Treasurer@democratsabroad.org



Global Meeting Tentative Agenda, Hotel Info and Registration Details
 
The 2015 DPCA Global Meeting will be held from April 30 - May 3 at the Ocean Blue and Sand Hotel in Punta Cana, Dominican Republic.  We are very grateful to DADR chair Roque Rodriguez and vice chair Maria Elena O’Rourke and their team for hosting and look forward to a productive fun meeting, and learning about the DR and meeting DADR members!
 
An official call to the Global Meeting will be made 45 days prior (March 17) and the agenda will be posted then.  Before and after that, we will send out information on various parts of the meeting, but wanted to get out details on the venue and dates as soon as these were finalized.
 
Tentative agenda:
 
Thursday April 30
            1- 5 pm:       Registration
            1-    5 pm:    Americas Regional Meeting and
Resolutions Committee pre-meeting
Evening:      Welcome Reception "Dominican Fiesta" hosted by DADR
 
Friday May 1
            8 a.m.:           Registration
9 – 5 pm:     General Session and Workshops
            Evening:      Group Dinner
 
Saturday May 2
            9 - 5 pm:      General Session and Workshops (Officer Elections)
            Evening:        Reception before & after dinner
 
Sunday May 3
            9-1 pm:        General Session
 
Activities for guests of those attending the Global Meeting are also being organized by DADR – more information to come.
 
Booking a room at the Ocean Blue and Sand Hotel:
 
The hotel is located about 30 minutes from the Punta Cana international airport.
 
Our room block at the hotel has been reserved through “Ideas Travel” travel agency.  The Booking Form/Payment Authorization is attached to this email and is posted in the DA wiki at:   http://wiki.democratsabroad.org/display/PCana2015/Ideas+Travel+hotel+reservation

 
Room rates:
Cost per person:
·       single occupancy:  US$152
·       double occupancy, per person:  US$107
·       triple occupancy, per person:  US$100
These rates are all-inclusive for three meals per day, snacks and all beverages, and include all taxes and gratuities.  These rates are also available to DA members for 7 days before and after the dates of the meeting.
 
Payment schedule:
Rooms reserved in a block for DA are available for booking as of now.  The deadline for booking your room is April 1.   The weekend of our meeting is a holiday in the DR, and it is predicted to be a busy weekend.  Please book your room as soon as possible, so that if more rooms are needed we can try to reserve them.
 
When you book, you have the option to pay 20% of your room costs upfront,  with the balance being charged to your credit card on April 10, or to make a full payment upon booking.
 
Although it may seem unusual to pay for hotel rooms in advance of your stay,  it is customary in the Dominican Republic for a group booking.
 
Cancellation policy:   If you cancel more than 10 days before your check-in date, you will receive a full refund.  If you cancel within 10 days of your check-in date or don’t show up, you will be charged a one night penalty.
 
Payment methods:
By email:  You may pay with a credit card by filling out the Ideas Travel Booking Form/Payment Authorization with your room and guest details.  Then print and sign the form, scan it and return it to Ideas Travel by email IdeasTravel@usa.com  A booking confirmation email will be sent to you by email.
 
By telephone:   You may call Alexandra Ramos or Kathy Robles at the Ideas Travel office at the phone number provided on the form (+1-809-640-4200, Monday-Friday 9-5 pm EST) and give them your credit card and room details.    A booking confirmation email will be sent to you by email.
 
By bank transfer:  If you would prefer to pay via bank transfer to the Ideas Travel account at the Bank of America in Miami, please write Art Schankler for bank account information.

By PayPal:  Details on this payment option to follow.

If you have any questions about the hotel, please write to Art Schankler:  treasurer@democratsabroad.org.
 
Registering for the 2015 DPCA Global Meeting
 
The link to a separate 2015 DPCA Global Meeting registration form will soon be distributed. Please use that online form to register to attend the meeting in-person or by WebEx and to sign up for the Friday May 1st Group Dinner.
 
We are looking forward to meeting and working with you in Punta Cana, and some early morning walks on the beach!
 

April 29 Event in Santo Domingo

You are cordially invited to an evening event in Santo Domingo the day before the 2015 DPCA Global Meeting starts in Punta Cana!

When and where:
Wednesday April 29, 6:00 p.m.
in Santo Domingo, at the Centro Cuesta del Libro

What:
Democrats Abroad Dominican Republic is organizing a bilingual panel discussion on the history of the U.S. Democratic Party.  The featured speaker will be former diplomat Felipe Manteiga, who worked for many years as a political advisor to USAID and now writes for a Washington think tank.  Several members of the DPCA ExCom will also participate.  This event will be open to the public and press.

After this event we DA-ers will attend a self-pay (about $35) dinner in the colonial zone.

On the logistics side:  Some of us are booking rooms at the Crowne Plaza near the colonial zone for Wed night.  DADR will arrange transportation for us (self-pay) Thursday morning to arrive in Punta Cana by noon.  It's about a 2 hour drive on a good highway.

You would be very welcome to join us at this event!

If you are interested, you might want to fly into the Santo Domingo airport, which is about 20 minutes from the capital.  Itineraries that we have checked from a few departure cities show not much price difference if you fly into Santo Domingo and fly out of Punta Cana rather than buy a round trip to either international airport.

If you are planning to join us in Santo Domingo on the 29th, please let DADR chair Roque Rodriguez know ( RoqueRodriguez@aol.com) and cc: DPCA Treasurer Art Schankler ( Treasurer@democratsabroad.org) who will be keeping the list of Global Meeting attendees.
 

P.S. to the tentative agenda: 2015 DPCA Global Meeting in Punta Cana

Katie Solon, February 10, 2015

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Dear All,

Here is a P.S. to the Tentative Agenda sent yesterday. You are cordially invited to an evening event in Santo Domingo the day before the 2015 DPCA Global Meeting starts in Punta Cana!

When and where:
Wednesday April 29, 6:00 p.m.
in Santo Domingo, at the Centro Cuesta del Libro

What:
Democrats Abroad Dominican Republic is organizing a bilingual panel discussion on the history of the U.S. Democratic Party.  The featured speaker with be former diplomat Felipe Manteiga, who worked for many years as a political advisor to USAID and now writes for a Washington think tank.  Several members of the DPCA ExCom will also participate.  This event will be open to the public and press.

After this event we DA-ers will attend a self-pay (about $35) dinner in the colonial zone.

On the logistics side:  Some of us are booking rooms at the Crowne Plaza near the colonial zone for Wed night.  DADR will arrange transportation for us (self-pay) Thursday morning to arrive in Punta Cana by noon.  We've been told it's about a 2 hour drive on a good highway.

You would be very welcome to join us at this event!

If you are interested, you might want to fly into the Santo Domingo airport, which is about 20 minutes from the capital.  Itineraries that we have checked from a few departure cities show not much price difference if you fly into Santo Domingo and fly out of Punta Cana rather than buy a round trip to either international airport.

If you are planning to join us in Santo Domingo on the 29th, please let DADR chair Roque Rodriguez know (RoqueRodriguez@aol.com) and cc: DPCA Treasurer Art Schankler (Treasurer@democratsabroad.org) who will be keeping the list of Global Meeting attendees.

Cheers,
Katie
 

 

Venue, dates and hotel booking info: 2015 DPCA Global Meeting in Punta Cana

Katie Solon, February 9, 2015

 

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Dear DPCA Leaders,


 
The 2015 DPCA Global Meeting will be held from April 30 - May 3 at the Ocean Blue and Sand Hotel in Punta Cana, Dominican Republic.  We are very grateful to DADR chair Roque Rodriguez and vice chair Maria Elena O’Rourke and their team for hosting and look forward to a productive fun meeting, and learning about the DR and meeting DADR members!
 
An official call to the Global Meeting will be made 45 days prior (March 17) and the agenda will be posted then.  Before and after that, we will send out information on various parts of the meeting, but wanted to get out details on the venue and dates as soon as these were finalized.
 
Tentative agenda (subject to change):
 
Thursday April 30
            1- 5 pm:       Registration
            1-   5 pm:      Americas Regional Meeting and
Resolutions Committee pre-meeting
Evening:      Welcome Reception "Dominican Fiesta" hosted by DADR
 
Friday May 1
            8 a.m.:           Registration
9 – 5 pm:     General Session and Workshops
            Evening:      Group Dinner
 
Saturday May 2
            9 - 5 pm:      General Session and Workshops
            Evening:      Reception before & after dinner
 
Sunday May 3
            9-1 pm:        General Session
 
Activities for guests of those attending the Global Meeting are also being organized by DADR – more information to come.
 
Booking a room at the Ocean Blue and Sand Hotel:
 
The hotel is located about 30 minutes from the Punta Cana international airport.
 
Our room block at the hotel has been reserved through “Ideas Travel” travel agency.  The Booking Form/Payment Authorization is attached to this email and is posted in the DA wiki at:  http://wiki.democratsabroad.org/display/PCana2015/Ideas+Travel+hotel+reservation

 
Room rates:
Cost per person:
·      single occupancy:  US$152
·      double occupancy, per person:  US$107
·      triple occupancy, per person:  US$100
These rates are all-inclusive for three meals per day, snacks and all beverages, and include all taxes and gratuities.  These rates are also available to DA members for 7 days before and after the dates of the meeting.
 
Payment schedule:
Rooms reserved in a block for DA are available for booking as of now.  The deadline for booking your room is April 1.   The weekend of our meeting is a holiday in the DR, and it is predicted to be a busy weekend.  Please book your room as soon as possible, so that if more rooms are needed we can try to reserve them.
 
When you book, you have the option to pay 20% of your room costs upfront,  with the balance being charged to your credit card on April 10, or to make a full payment upon booking.
 
Although it may seem unusual to pay for hotel rooms in advance of your stay,  it is customary in the Dominican Republic for a group booking.
 
Cancellation policy:  If you cancel more than 10 days before your check-in date, you will receive a full refund.  If you cancel within 10 days of your check-in date or don’t show up, you will be charged a one night penalty.
 
Payment methods:
By email:  You may pay with a credit card by filling out the Ideas Travel Booking Form/Payment Authorization with your room and guest details.  Then print and sign the form, scan it and return it to Ideas Travel by email or to DADR vice chair Maria Elena O’Rourke at (orourkem16@gmail.com).  A booking confirmation email will be sent to you by email.
 
By telephone:   You may call Alexandra Ramos or Kathy Robles at the Ideas Travel office at the phone number provided on the form (+1-809-640-4200, Monday-Friday 9-5 pm EST) and give them your credit card and room details.  Or you may give your details to DADR vice chair Maria Elena at +1-809-949-5555.  A booking confirmation email will be sent to you by email.
 
By bank transfer:  If you would prefer to pay via bank transfer to the Ideas Travel account at the Bank of America in Miami, please write Art Schankler for bank account information.

By PayPal:  Details on this payment option to follow.

If you have any questions about the hotel, please write to Art Schankler:  treasurer@democratsabroad.org.
 
Registering for the 2015 DPCA Global Meeting
 
The link to a separate 2015 DPCA Global Meeting registration form will soon be distributed. Please use that online form to register to attend the meeting in-person or by WebEx and to sign up for the Friday May 1st Group Dinner.
 
We are looking forward to meeting and working with you in Punta Cana, and some early morning walks on the beach!
 
Best regards,
Katie Solon
International Chair

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