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Subject: [ubl] Resolutions: TC membership, attendance, and quorums
Voting members of the UBL TC, At the end of June, following discussions in our last TC meeting, I proposed changes to our meeting structure that would deal with the problem of achieving a quorum at face-to-face meetings of the UBL TC and allow participation in TC plenary sessions by phone. See http://lists.oasis-open.org/archives/ubl/200206/msg00007.html That proposal received one public comment: http://lists.oasis-open.org/archives/ubl/200206/msg00010.html I also received a couple of queries and helpful suggestions off the list. In preparation for our TC meeting 1-4 October 2002 in Burlington, I've prepared the following formal language to implement the changes we discussed earlier. The basic ideas here can be summed up as follows: - No more SC members who aren't TC members or prospective members. Under the new rules, everyone who is now a voting member of a UBL SC but not a voting member of the UBL TC becomes a voting member of the TC. - To streamline the addition of TC members to subcommittees, they can now be appointed directly by the SC chairs without formal TC approval. As before, however, removal of SC members requires an action of the TC unless they resign or they stop responding to email. - Whenever possible, a portion of each face-to-face TC meeting will be open to participation by phone, and such participation will count toward OASIS TC membership requirements. - The Chairs SC is authorized to handle meeting logistics in cases where the TC fails to achieve a quorum. (This simply continues the rule we've adopted for the last couple of co-hosted meetings.) A slightly different version of the language below was briefly reviewed by the Chairs SC last week; this one incorporates their comments. Since we've been discussing this on and off for several months, I'm going to consider it baked and submit it to you now for your formal approval. As usual, the way this works is as follows: you have five days (until COB Saturday 21 September 2002) to register an objection. If no objections are received by the end of that time, these resolutions will be adopted by common consent. If any objections are received, then I will resubmit them for an email vote. Jon Bosak Chair, OASIS UBL TC ================================================================== RESOLUTIONS OF THE OASIS UBL TC RELATING TO TC MEMBERSHIP, ATTENDANCE, AND QUORUMS 1. TC and subcommittee membership a. This resolution replaces the relevant provisions of previous resolutions concerning UBL TC and subcommittee membership. b. Persons eligible to participate in the UBL TC who apply for membership in a UBL subcommittee shall be assumed to have also applied at that time for membership in the TC. c. Persons who have been members of a UBL subcommittee for 60 days or more when this resolution is approved but are not at that time members of the UBL TC shall be added to the TC membership immediately upon approval of this resolution. d. Nonvoting observers may be added to the UBL TC mailing list at the discretion of the TC chair or vice chair. Nonvoting observers may be added to any UBL subcommittee mailing list at the discretion of the chair of that subcommittee. e. Prospective members of the TC shall be added to the TC mailing list as observers until their voting membership in the TC becomes effective. [Editorial note: "Prospective member" is a formal name in the OASIS TC process for someone who has applied for TC membership but hasn't achieved voting membership yet.] f. Voting members of the UBL TC may become voting members of a UBL subcommittee at any time by applying to the chair of the subcommittee. Subcommittee appointments made by subcommittee chairs become effective when the chair announces the addition of the new member to the TC. Subcommittee members may also be appointed by resolution of the TC. g. Voting members of a subcommittee may be removed from that subcommittee only by resignation or by resolution of the TC. Extended failure to respond to email queries from the subcommittee chair or TC chair shall be considered equivalent to resignation. 2. UBL TC meetings a. Whenever physically possible, a portion of each face-to-face UBL TC plenary opening session and closing session shall be conducted in a manner that allows distant voting members to participate by phone. The presence of a voting member during the dial-in portion of a TC meeting shall be considered to satisfy the requirements of the OASIS TC process regarding meeting attendance. A TC meeting that is quorate during the dial-in period shall be considered quorate for the duration of the call. Observers shall be allowed to call in to TC meetings only by invitation of the TC chair or vice chair. b. When subcommittees are meeting between plenary sessions of a UBL TC meeting, and in any regularly scheduled and noticed but inquorate UBL TC meeting, the UBL Chairs Subcommittee shall be authorized to decide issues relating to meeting logistics. If the Chairs Subcommittee fails to achieve a quorum, logistical decisions shall be made by the UBL TC chair or vice chair. c. The voting members assembled at a regularly scheduled and noticed but inquorate TC meeting shall be authorized to operate as an ad hoc subcommittee of the whole, chaired by the chair of the TC or, in his absence, the vice chair of the TC.
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