RE: [oic] Proposal: Standing Rules for Advancing Proposals

[robert_weir@us.ibm.com]

But do keep this in mind.  The ODF TC went 6 years without having such a 
standing rule, and we did fine.  We only added this process recently when 
we found ourselves with 50+ proposals for ODF 1.2 and needed a structured 
and fair way to ensure that they were discussed and voted on. 

This approach came with some administrative overhead, but it was warranted 
because of the number of proposals the ODF TC had to deal with,  I 
wouldn't necessarily assume that this solution is applicable to all TC's 
at all times. 

We might ask ourselves what problem we are trying to solve?  I'm not 
necessarily opposed to the standing rule proposal, but on the other hand I 
realize that every minute we spend discussing process is a minute we are 
not discussing interoperability.  Do we really have so many proposals in 
play at the present that we need a formal mechanism for tracking them?  Or 
would it be sufficient to simply say, "Send agenda items by Thursday for 
the agenda which will be sent out on Fridays"? 

The lightest weight process that works is probably the best.

-Rob




From:
"Hanssens Bart" <Bart.Hanssens@fedict.be>
To:
<dennis.hamilton@acm.org>, "OIC TC List" <oic@lists.oasis-open.org>
Date:
03/25/2009 04:21 PM
Subject:
RE: [oic] Proposal: Standing Rules for Advancing Proposals



+1

Looks like a very good way to advance things, and since it's based upon
the ODF TC standing rules, quite a few OIC members will feel at home
with this procedure...


Best regards,

Bart


-----Original Message-----
From: Stephen Peront [mailto:Stephen.Peront@microsoft.com]
Sent: Wed 3/25/2009 8:40 PM
To: dennis.hamilton@acm.org; OIC TC List
Subject: RE: [oic] Proposal: Standing Rules for Advancing Proposals

This seems reasonable to me...

-Stephen

-----Original Message-----
From: Dennis E. Hamilton [mailto:dennis.hamilton@acm.org]
Sent: Wednesday, March 25, 2009 1:02 PM
To: OIC TC List
Subject: [oic] Proposal: Standing Rules for Advancing Proposals

The following proposal is based on the standing rules of the ODF TC, 
adopted 21 July 2008 and included at the bottom of the ODF TC public page:
<http://www.oasis-open.org/committees/tc_home.php?wg_abbrev=office#other>. 


The ODF TC rules are about proposed modifications and additions to the ODF 
Specification.  This proposed version is more generic.  It is offered as 
an overall operating procedure for advancing proposals of all kinds, 
including this proposal.  The purpose is to allow us to focus on moving 
items forward in a systematic way that fits with our working by mailing 
list and regular conference calls.  Some Proposals that are already 
floating around establish further procedures and policies.  This one is 
about the overall process.

 a. The proposal assumes a structure on the wiki for consolidating 
in-process and processed proposals.  For starters, this proposal has been 
placed on the OIC Wiki at
<
http://wiki.oasis-open.org/oic/ProposalRegistry/2009-03-25-AdvancingProposals
>.

 b. The ODF TC standing rules do not appear to limit Proposers to Voting 
Members of the TC (Observers are excluded regardless).  It might seem odd 
for a non-Voting Member to advance a proposal, although there seems to be 
no harm in permitting it.

 c. This proposal does not supplant the use of Robert's Rules of Order for 
the ordinary conduct of TC business, making and approval of simple 
motions, etc.  This proposal does not modify the OASIS Technical Committee 
Process in any way.  It applies for adoption of proposals that have more 
content and that establish procedures and formal work product of the OIC 
TC. 

 d. This procedure is not a replacement for exploratory discussion, 
experimental procedures, and various trial balloons of the kind we already 
have.  It is for the movement of work to a specific, documented state that 
we want to formalize as completed and in effect as officially adopted by 
the OIC TC.

 e. There is a timing dependency.  It is assumed that requests for agenda 
items must be posted to the list no later than the Thursday prior to the 
next Wednesday call.  The agenda can be published on the Friday before, 
providing at least two working days for TC members to prepare for the 
discussion.  This may be too little time and we should consider providing 
more lead time.

 - Dennis

 - THE PROPOSAL - - - - - - - - - - - - - - - - - - - -

 1. Any TC Member may offer a substantive proposal for discussion and 
action of the OIC TC.

 2. A TC Member (the Proposer) wishing to make a Proposal should first 
announce their intention to make a Proposal on the OIC TC mailing list. 
Detail is not needed at this point, but such notification is recommended 
in order to let other interested TC members know that someone is working 
on the topic of the Proposal and to prevent duplication of effort.

 3. The Proposer creates a specific, detailed Proposal on the OIC TC's 
wiki, in the Proposal Registry section, <
http://wiki.oasis-open.org/oic/ProposalRegistry>.  The current format, as 
documented in the Proposal Registry section of the wiki, should be 
consulted.

 4. When the Proposal is considered ready for broader discussion within 
the TC, the Proposer must post a link to it from the TC's mailing list to 
solicit feedback.

 5. The Proposer controls the content of the Proposal and the pace at 
which the Proposal advances towards approval.  As the Proposal is 
discussed on the mailing list, TC Members may propose changes to the 
Proposal.  However, only the Proposer, and those whom the Proposer 
designates, may edit the Proposal.

 6. When the Proposer wishes for the Proposal to be discussed in a TC 
meeting, the Proposer shall notify the TC mailing list of this intend by 
the Thursday prior to the Wednesday TC meeting in which the Proposal is 
requested to be discussed.  If the agenda cannot accommodate this 
discussion during the next TC meeting, the Chair shall ensure that the 
discussion is scheduled for the next available TC meeting, with no new 
notification by the Proposer needed.  A Proposal may be discussed in 
multiple TC meetings.

 7. When the Proposer wishes to request a vote to accept his or her 
Proposal, the Proposer must notify the TC mailing list of this intent by 
the Thursday prior to the Wednesday TC meeting in which the vote is 
requested.  If the agenda cannot accommodate this vote during the next TC 
meeting, the Chair shall ensure that the vote is scheduled for the next 
available TC meeting, with no new notification by the Proposer needed. 

 8. No Proposal shall be voted on that has technical content or 
dependencies that fail to meet the definition of "contribution" as defined 
by OASIS IPR Policy.  No proposal shall be voted on unless it has already 
been discussed in a previous TC meeting.  Simple Majority Vote shall 
determine whether a Proposal is adopted or not.

 9. The TC Chair shall be responsible for maintaining a record in the 
Proposal and in the Proposal Registry section of the OIC Wiki that tracks 
when the proposal was initiated, at which TC meetings it was discussed, 
when a vote was requested, when the vote was held, and the outcome of the 
vote.  A permanent version of the proposal and its status shall be 
maintained in the OIC TC Document registry.

 - END OF THE PROPOSAL - - - - - - - - - - - - - - - - -


Dennis E. Hamilton
------------------
NuovoDoc: Design for Document System Interoperability
mailto:Dennis.Hamilton@acm.org | gsm:+1-206.779.9430
http://NuovoDoc.com http://ODMA.info/dev/ http://nfoWorks.org


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