Hi David,
Here is a generic first meeting agenda that I suggest to conveners. The only part of this that is required is the call for nominations from the floor and the election of the chair(s). Beyond that, feel free to modify this to meet your objectives for the first meeting of your committee.
Let me know if you have any questions on any of this or if I can assist with it. Also, just so you know, here are the upcoming actions that I will be taking in preparation: send a reminder of the deadline to join and have voting rights at the first meeting (July 7), call for nominations for chair (July 8), list of people who joined in time to be eligible to vote at the first meeting (July 10).
Agenda:
1. Call to Order and Welcome
2. Volunteer for Note Taking
If no one volunteers, feel free to ask someone directly at least through the chair election. The meeting will run more smoothly if the Convener is not also trying to keep notes. Text logged in a community chat window may be used to supplement the minutes taken by the designated scribe.
3. Roll Call.
The list of Voting Members present must be determined from the list of eligible voters. All members at the meeting should be listed in the minutes. If the group of attendees is small, consider having each give a brief intro to themselves. If the group is large, you may wish to skip that in favor of introductions by email later in order to save on time.
4. Nominations for Chair/Co-Chairs.
Any nominations posted to the TC's mailing list are acknowledged, and the floor is opened for additional nominations.
5. Election of Chair or Co-Chairs
Chairs may be elected by unanimous consent or by voice ballot. If the Convener is one of the candidates for Chair, an OASIS Staff member should run the election. Once the TC has a Chair or Co-Chair(s), the Convenor steps down and the meeting is handed over to the new Chair(s).
6. Welcome from OASIS Staff
This is a short overview of the OASIS Technical Committee Process and IPR Policy. Can be skipped if the meeting is short on time or if members are already familiar with how work proceeds in OASIS.
7. Review of the TC Charter
This is for informational purposes only; by joining the TC, the members accept the Charter as proposed and no further ratification is required nor can changes be made. It is sometimes useful, however, to provide an overview of the plans and deliverables.
8. Discussion of Contributed Work
If work is to be contributed, this brief discussion of how contribution works may be useful. Any contributions to be made at the first meeting can be made here.
9. Adoption of Standing Rules
Standing Rules can be adopted at any time by a TC. If you know you have some to add on, they can be adopted here.
10. Assignment of Other Responsibilities
The TC may choose to elect one or secretaries, editors, webmasters, or TC liaisons at its first meeting. The role of Secretary is a specific one in the online system and Secretaries can support chairs in roster maintenance, etc.
11. Creation of Subcommittees
If the TC intends to establish Subcommittees from the start, the motions and votes to do so can be made here.
12. Confirmation of Ongoing Meeting Schedule
Along with determining the frequency, date and time of meetings, it is helpful to determine who will be providing call-in numbers and whether any video-conferencing tools will also be used. All Members must be taken into consideration in the selection of mutually-convenient meeting times and tools. Some Technical Committees rotate calling times in an effort to foster global participation and ensure that no one group is more inconvenienced than another.
13. Any other business
14. Adjourn
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/chet
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Chet Ensign
Director of Standards Development and TC Administration
OASIS: Advancing open standards for the information society
http://www.oasis-open.orgPrimary: +1 973-996-2298
Mobile: +1 201-341-1393