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Subject: Interim process recommendation, 1999.12.08
RECOMMENDATION OF THE OASIS PROCESS ADVISORY COMMITTEE TO THE OASIS BOARD OF DIRECTORS Adopted by the PAC in session Philadelphia, 1999.12.08 Background ---------- Analysis of OASIS bylaws by the Process Advisory Committee (PAC) has led to the finding that voting members of committees must be appointed directly or indirectly by the Board of Directors. However, the appointment of specific members has two important procedural implications. 1. QUORUM. A majority of voting members must be present in meetings and phone conferences for a committee to conduct formal business, and a majority of the entire voting membership is required for decisions made by mail vote. Thus, it is necessary to distinguish between participants in TCs who can actually commit to attending meetings and phone conferences and members who wish only to track the progress of the committee and participate in mail discussions. For this procedural reason, only OASIS members who can actually attend meetings should be appointed voting members of a TC. 2. MEMBERSHIP MAINTENANCE. Under the process implied by the bylaws, voting members of committees can be added or removed only by resolution of the body that creates them. The task of overseeing membership maintenance in multiple TCs is beyond the practical capacity of the OASIS board. Action ------ The PAC therefore recommends that the board of directors enact the following resolutions, the text of which appears below: A. Formation of the Advisory Committee for Technical Committees (ACTC) B. Standing Order for the Establishment and Conduct of OASIS Technical Committees C. Procedure for Reinitializing OASIS Technical Committees Submitted by Jon Bosak, Chair, OASIS Process Advisory Committee ################################################################## FORMATION OF THE ADVISORY COMMITTEE FOR TECHNICAL COMMITTEES (ACTC) ################################################################## The OASIS Advisory Committee for Technical Committees (ACTC) is hereby created as an advisory committee of the OASIS Board of Directors. 1. The ACTC is empowered to create and maintain OASIS technical committees (TCs) according to standing orders of the OASIS Board of Directors. 2. The ACTC shall initially consist of the following persons: [names of chairs of current OASIS committees go here] 3. Meetings of the ACTC shall be governed by Robert's Rules of Order, as such rules may be revised from time to time, insofar as such rules are not inconsistent with or in conflict with this order or other orders adopted by the OASIS Board of Directors, with the OASIS bylaws, with the OASIS Articles of Incorporation, or with provisions of law. 4. Members shall be added to or removed from the ACTC by resolution of the Board as provided by parliamentary authority. ################################################################## STANDING ORDER FOR THE ESTABLISHMENT AND CONDUCT OF OASIS TECHNICAL COMMITTEES ################################################################## OASIS technical committees (TCs) shall be formed and conducted as follows. 1. OASIS members wishing to form a TC shall first request the Advisory Committee on Technical Committees (ACTC) to authorize the creation of a mailing list and to appoint one or more OASIS members by name as discussion leader(s). 2. Upon creation of the mailing list, the discussion leader(s) shall prepare an announcement of the following form and forward it to a person designated by the board for publication to the OASIS membership at large. ============================================================ CALL FOR PARTICIPATION: OASIS [name] MAILING LIST The membership of OASIS is hereby notified that the OASIS Advisory Committee on Technical Committees (ACTC) has authorized [name(s) of discussion leader(s)] to institute a mail list for the purpose of organizing an OASIS technical committee to be called [name of committee]. A statement of purpose appears at the end of this message. All individual and institutional OASIS members and all employees of OASIS member organizations are hereby invited to join the new list. Directions for subscribing to the list are given following the statement of purpose. Discussions on the list will begin [insert date here; at least one week after the notice]. At that time, persons who have subscribed to the list will be asked to file statements of their ability and desire to engage in the work at a level consistent with the operation of an OASIS technical committee. At a date not less than one week following the call for affirmations of commitment to the work of the proposed committee, a list of those agreeing to the conditions of participation will be submitted to the board as prospective members of the committee. Statement of Purpose [insert statement of purpose here] Subscribing to the list [insert directions for subscribing to the list here] ============================================================ 3. After a period of not less than a week following publication of this notice, the discussion leader(s) shall post a notice of the following form to the mail list. ============================================================ CALL FOR NOMINATIONS: OASIS [name] TECHNICAL COMMITTEE The OASIS [name of TC] Technical Committee is being formed to [purpose of committee goes here]. [name(s)] have/has agreed to serve as chair(s) of the proposed committee. The proposed deliverables of the TC are as follows: [description of deliverables goes here] In the year following its proposed formation, the TC is expected to meet at [host, location, date; host, location, date; ... or other language describing meeting plans]. [OPTIONAL] The TC also intends to meet regularly by phone, [name of sponsoring company or other agency] having agreed to provide phone conference services. Upon startup, the TC will consist of a set of voting members and a set of non-voting observers. The voting members will be those who have been appointed by the ACTC from among persons nominating themselves in response to this call. Note that voting members must be able to promise attendance at meetings in order to meet quorum requirements. Therefore, OASIS members wishing to track and comment upon the work of the TC in the mailing list but not to attend its meetings regularly should subscribe to the mailing list but not apply for voting membership. Members of this list willing to commit to voting participation in the OASIS [name] Technical Committee are hereby requested to respond to this list no later than [date] with the following statement: I agree with the purpose of the [name] TC as stated above. I understand that OASIS technical committees regularly meet in person or by phone and that participation in the [name] TC will require me to attend most of its meetings. Based on the estimated meeting schedule given above, I certify that I have the means and the interest to attend such meetings and that I intend to do so. I understand that the TC cannot transact business in the absence of a quorum or take action by mail ballot without the active participation of its members and that therefore failure to attend meetings and vote in mail ballots will result in my removal from the committee. I promise to submit a letter of resignation to the chair or chairs of the committee if in the future I find myself unable to participate actively in its work. [name] [affiliation] [email address] [phone number] ============================================================ 4. When the time specified in the call for participation has elapsed, the discussion leader(s) shall gather together the names that have been submitted and send a message of the following form to the ACTC. ============================================================ REQUEST FOR CREATION OF THE [name] TECHNICAL COMMITTEE Members of the [name] mail list have proposed to form an OASIS technical committee chartered to [purpose of committee goes here]. The proposed deliverables of the TC are as follows: [description of deliverables goes here] In the year following its proposed formation, the TC is expected to meet at [host, location, date; host, location, date; ... or other language describing meeting plans]. [OPTIONAL] The TC also intends to meet regularly by phone, [name of sponsoring company or other agency] having agreed to provide phone conference services. The following OASIS members and employees of OASIS member organizations have nominated themselves to serve as voting members of the TC and have accepted the purpose, deliverables, and meeting schedule described above. [name, contact info] [name, contact info] [name, contact info] [...] [include name(s) of proposed chair(s) in the list of names] The [proposed] chair(s) of the TC is/are [name(s)]. As leader/leaders of the [name] list, I/we hereby request that the ACTC create the OASIS [name] Technical Committee with the members listed above and empower it to fulfill its described purpose, including the power to form such subcommittees as are provided by parliamentary authority. [name of discussion leader] [affiliation] [email address] [phone number] [... repeat for each discussion leader ...] ============================================================ 5. If it approves the formation of the proposed TC, the ACTC shall pass a resolution of the following form. Note that as the creating authority, the ACTC may make such modifications to the details as it deems proper, modifying the language below accordingly. ============================================================ FORMATION OF THE [name] TECHNICAL COMMITTEE Be it resolved, that the OASIS [name of TC] be created with [name(s)] as its chair(s) and that the OASIS members listed in the message copied below be appointed its voting members. Be it further resolved, that the [name of TC] be empowered to fulfill its purpose stated below, including the power to form such subcommittees as are provided by parliamentary authority. Record of Vote on the Resolution of the ACTC Date: [date goes here] Voting to approve the resolution: [names go here] Voting against the resolution: [names go here] Abstaining: [names go here] Certified by [name] for the ACTC. [If approved as submitted, a copy of the request from the discussion leader(s), including background statement and list of nominees, is copied in here.] ============================================================ 6. Upon notification of the TC members regarding their appointment by the TC, the ACTC shall send a message of the following form to the OASIS board requesting the addition of the TC chair (or one of the TC chairs) to the ACTC. ============================================================ REQUEST TO ADD [name] TO THE ACTC Having approved the formation of the [name] TC as described in the resolution below, the OASIS Advisory Committee on Technical Committees hereby requests the addition of [name] to the membership of the ACTC. [Copy of resolution creating the TC goes here.] ============================================================ 7. Meetings of the TC shall be governed by Robert's Rules of Order, as such rules may be revised from time to time, insofar as such rules are not inconsistent with or in conflict with this order or other orders adopted by the OASIS Board of Directors, with the OASIS bylaws, with the OASIS Articles of Incorporation, or with provisions of law. 8. Members may be added to or removed from the TC by resolution of the ACTC as provided by parliamentary authority. The following form is provided as an aid to OASIS members wishing to apply for membership to an established TC. ============================================================ REQUEST FOR APPOINTMENT TO THE [name] TECHNICAL COMMITTEE I, [name], hereby request appointment to the OASIS [name] TC. I understand that OASIS technical committees regularly meet in person or by phone and that participation in the [name] TC will require me to attend most of its meetings. I have consulted with the chair(s) of the TC and agree with its stated purpose. Based on the estimated meeting schedule of the TC, I certify that I have the means and the interest to attend its meetings and that I intend to do so. I understand that the TC cannot transact business in the absence of a quorum or take action by mail ballot without the active participation of its members and that therefore failure to attend meetings and vote in mail ballots will result in my removal from the committee. I promise to submit a letter of resignation to the chair or chairs of the committee if in the future I find myself unable to participate actively in its work. [name] [affiliation] [email address] [phone number] ============================================================ ################################################################## PROCEDURE FOR REINITIALIZING OASIS TECHNICAL COMMITTEES ################################################################## All current OASIS TCs are hereby directed to contact participants in their respective mailing lists and draft requests for formal appointment according to the process detailed below. 1. Each TC chair shall create a short description of the purpose of the TC. 2. The TC chair shall also create an estimated schedule of TC meetings for the coming year. 3. The chair shall send a message to the TC mailing list having the following form. ============================================================ REINITIALIZING THE [name] TC In order to ensure a sound OASIS technical committee process in accordance with the OASIS bylaws, the OASIS Board of Directors has created an Advisory Committee on Technical Committees. Consisting of the chairs of the TCs, the ACTC is empowered to create OASIS technical committees through formal appointment of members. However, the appointment of specific members with voting rights in each TC has the procedural implication that a majority of those members must be present in meetings and phone conferences for a TC to conduct formal business, and a majority of the appointed members is required for decisions made by mail vote. Thus, it is necessary to distinguish between the participants in each TC who can actually commit to attending meetings and phone conferences and members who wish only to track the progress of the TC and participate in mail discussions. For this procedural reason, only OASIS members who can actually attend meetings can be appointed voting members of a TC. Please note that this formal distinction does not change the current composition of this mail list. The primary difference is that a subset of this list will now be able to pass formal resolutions on behalf of the group in accordance with the OASIS bylaws. In order to be considered for designation as a voting member of this TC, you need to read the following description of our estimated schedule and deliverables and then decide whether to respond with a request to be formally appointed. Please have your response, if any, back to me by [date]. I will submit a list of nominees to the ACTC shortly thereafter. [name of chair] [affiliation] [email address] [phone number] CALL FOR NOMINATIONS: OASIS [name] TECHNICAL COMMITTEE The OASIS [name of TC] Technical Committee exists to [purpose of committee goes here]. [name(s)] is/are chair(s) of the TC. The proposed deliverables of the TC are as follows: [description of deliverables goes here] Over the next year, the TC is expected to meet at [host, location, date; host, location, date; ... or other language describing meeting plans]. [OPTIONAL] The TC also intends to meet regularly by phone, [name of sponsoring company or other agency] having agreed to provide phone conference services. Upon reinitialization, the TC will consist of a set of voting members and a set of non-voting observers. The voting members will be those who have been appointed by the ACTC from among persons nominating themselves in response to this call. Note that voting members must be able to promise attendance at meetings in order to meet quorum requirements. Therefore, OASIS members wishing to track and comment upon the work of the TC in the mailing list but not to attend its meetings regularly should simply remain on this mailing list but not apply for voting membership. Members of this list willing to commit to voting participation in the OASIS [name] Technical Committee are hereby requested to respond to this list no later than [date] with the following statement: I agree with the purpose of the [name] TC as stated above. I understand that OASIS technical committees regularly meet in person or by phone and that participation in the [name] TC will require me to attend most of its meetings. Based on the estimated meeting schedule given above, I certify that I have the means and the interest to attend such meetings and that I intend to do so. I understand that the TC cannot transact business in the absence of a quorum or take action by mail ballot without the active participation of its members and that therefore failure to attend meetings and vote in mail ballots will result in my removal from the committee. I promise to submit a letter of resignation to the chair or chairs of the committee if in the future I find myself unable to participate actively in its work. [name] [affiliation] [email address] [phone number] ============================================================ 4. When the specified deadline has passed, the chair shall gather together the names that have been submitted and send a message of the following form to the ACTC. ============================================================ REQUEST FOR REINITIALIZATION OF THE [name] TECHNICAL COMMITTEE The purpose of the [name] TC is to [purpose of committee goes here]. The planned deliverables of the TC are as follows: [description of deliverables goes here] deliverables of the TC are as follows: [description of deliverables goes here] In the year following its proposed formation, the TC is expected to meet at [host, location, date; host, location, date; ... or other language describing meeting plans]. [OPTIONAL] The TC also intends to meet regularly by phone, [name of sponsoring company or other agency] having agreed to provide phone conference services. The following OASIS members and employees of OASIS member organizations have nominated themselves to serve as voting members of the TC and have accepted the purpose, deliverables, and meeting schedule described above. [name, contact info] [name, contact info] [name, contact info] [...] [include name(s) of proposed chair(s) in the list of names] The chair(s) of the TC is/are [name(s)]. As chair of the [name] TC, I hereby request that the ACTC formally appoint the OASIS [name] Technical Committee with the members listed above and empower it to fulfill its purpose, including the power to form such subcommittees as are provided by parliamentary authority. [name of chair] [affiliation] [email address] [phone number] ============================================================ 5. The ACTC shall pass a resolution of the following form. Note that as the creating authority, the ACTC may make such modifications to the details as it deems proper, modifying the language below accordingly. ============================================================ REINITIALIZATION OF THE [name] TECHNICAL COMMITTEE Be it resolved, that the OASIS [name of TC] be reinitialized with [name] as its chair and that the OASIS members listed in the message copied below be appointed its voting members. Be it further resolved, that the [name of TC] be empowered to fulfill its purpose stated below, including the power to form such subcommittees as are provided by parliamentary authority. Record of Vote on the Resolution of the ACTC Date: [date goes here] Voting to approve the resolution: [names go here] Voting against the resolution: [names go here] Abstaining: [names go here] Certified by [name] for the ACTC. [If approved as submitted, a copy of the request from the discussion leader(s), including background statement and list of nominees, is copied in here.] ============================================================ 6. Upon notification of the TC members regarding their formal appointment by the TC, the ACTC shall send a message of the following form to the OASIS board. ============================================================ FORMATION OF THE [name] TC The ACTC has approved the formation of the [name] TC as described in the resolution below. [Copy of resolution creating the TC goes here.] ============================================================ 7. Meetings of the TC shall be governed by Robert's Rules of Order, as such rules may be revised from time to time, insofar as such rules are not inconsistent with or in conflict with this order or other orders adopted by the OASIS Board of Directors, with the OASIS bylaws, with the OASIS Articles of Incorporation, or with provisions of law. 8. Members may be added to or removed from the TC by resolution of the ACTC as provided by parliamentary authority. The following form is provided as an aid to OASIS members wishing to apply for membership to an established TC. ============================================================ REQUEST FOR APPOINTMENT TO THE [name] TECHNICAL COMMITTEE I, [name], hereby request appointment to the OASIS [name] TC. I understand that OASIS technical committees regularly meet in person or by phone and that participation in the [name] TC will require me to attend most of its meetings. I have consulted with the chair(s) of the TC and agree with its stated purpose. Based on the estimated meeting schedule of the TC, I certify that I have the means and the interest to attend its meetings and that I intend to do so. I understand that the TC cannot transact business in the absence of a quorum or take action by mail ballot without the active participation of its members and that therefore failure to attend meetings and vote in mail ballots will result in my removal from the committee. I promise to submit a letter of resignation to the chair or chairs of the committee if in the future I find myself unable to participate actively in its work. [name] [affiliation] [email address] [phone number] ============================================================
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