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Subject: Recap of our subcommittee rules
UBL chairs,
Here is the rule regarding prospective members in subcommittees
that the TC adopted in April. Summary: I was mistaken in my
recollection that prospective TC members can be voting members of
subcommittees. However, their SC status during the probationary
period is not "prospective member" but rather "nonvoting member."
The reasoning went like this:
/=================================================================
| If we want prospective TC members immediately to be able to post
| to the mail lists of the SCs in which they wish to participate
| (and I think we do), then our policy must be to add new
| prospective TC members to the relevant SC lists as "member"; no
| other choice is available.
|
| If this is the case, then the only thing to be decided here is
| whether we want prospective TC members (who can't even post to the
| ubl list) to be able to vote in subcommittee meetings and, perhaps
| more importantly, to be counted toward a quorum in subcommittee
| meetings. My hunch is that in general we don't, in which case our
| policy should be (a) in the general case, to immediately register
| prospective TC members as nonvoting members of the SCs in which
| they wish to participate and change them to voting members of the
| SCs when they become full members of the TC, and (b) in the
| special case, to register prospective TC members as voting members
| of an SC if the SC has been set up that way. I'm thinking in the
| latter case of the Liaison SC.
\=================================================================
Lots more on this below.
Jon
##################################################################
Date: Mon, 31 Mar 2003 22:02:39 -0800 (PST)
From: Jon Bosak <Jon.Bosak@sun.com>
To: ubl@lists.oasis-open.org
Subject: [ubl] Adding prospective UBL TC members to UBL subcommittees
Hello UBL members,
We need to figure out what our SC membership procedures should be
in the Kavi Era. In particular, we need to consider:
- The resolutions previously adopted regarding UBL TC and SC
membership
- The limitations of the Kavi system
- Our objectives for SC membership
- Our options given the above
Note that there is a formal proposal further down in this message.
If you're not interested in this piece of administrivia, you can
ignore the whole message. If you are interested, read on, but you
don't have to take any action unless you actually disagree with
the proposed resolutions.
RESOLUTIONS PREVIOUSLY ADOPTED
There are two things to consider here: the standing rules for
subcommittees adopted by the UBL TC at its meeting 1 November 2001
(reported in the minutes published to the ubl list 6 November
2001) and the modifications to those rules posted to the ubl list
16 September 2002 and adopted by the UBL TC 21 September 2002.
I've included the relevant sections below.
The important bits are as follow:
Old policy (Nov 2001):
The voting members of an SC shall be OASIS members.
The initial voting membership of an SC shall be determined
either through direct appointment by resolution of the TC
or, by resolution of the TC, through appointment by the
chair of the SC or the chair of the TC.
After an SC has been formed, voting members of the SC shall
be added or removed only by the TC unless the TC authorizes
a different procedure in creating the SC. The chair of the
SC shall be responsible for forwarding to the TC the names
of OASIS members who have submitted a request to be added to
the SC. Appointments to the SC shall become effective upon
approval by the TC.
Current policy (Sep 2002):
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.
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.
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.
LIMITATIONS OF THE KAVI SYSTEM
Relevant portions of the documentation sent by Karl Best 17 March and
forwarded to ubl-csc 18 March are appended below. The important
parts for our purposes are these:
- Member
This role is intended for TC members who have complied
with the requirements of the OASIS TC Process to become a
member (i.e. are eligible, have notified the chair, and
then either attended the first meeting or have gone
through the probationary period) and who are attending at
least two out of three meetings. The various membership
features described below will help the chair or secretary
determine these requirements.
A person with this role can post messages to the TC's
email list and submit documents into the TC's doc
repository.
The TC chair or secretary should check the "Voting
Member" checkbox for this person so that he can cast
ballots.
- Prospective Member
This role is for OASIS members who have requested to
become a member of the TC but who have not yet fulfilled
their probation requirements as specified by the OASIS TC
Process (i.e. they must wait 60 days or until after the
third meeting after notifying the TC chair of their
intent to join the TC, whichever comes first).
This role is "read-only", i.e. the person is subscribed
to the TC's email list but cannot post messages, and also
cannot submit documents to the doc repository,
etc. Because he is not yet a member of the TC, the TC
chair or secretary should not check the "Voting Member"
checkbox for this person.
- Observer
This role is for OASIS members who do not intend to
become members of the TC but want to "lurk" on an
on-going basis.
This role is "read-only", i.e. the person is subscribed
to the TC's email list but cannot post messages, and also
cannot submit documents to the doc repository,
etc. Because he is not a member of the TC, the TC chair
or secretary should not check the "Voting Member"
checkbox for this person.
OUR OBJECTIVES FOR SC MEMBERSHIP
Here's what I think we want.
1. When people join the TC as prospective members, we want them in
general to be able immediately to participate R/W on the
relevant subcommittee mail lists. We may or may not want them
to be considered voting members of the SC at that point, but we
do (I think) want them to be able to post messages to the SC
list.
2. We want to retain control over SC membership policies. For
example, voting members of the UBL Liaison SC must be liaisons
appointed by outside organizations. Kavi won't help us with
these policies.
OUR OPTIONS
Kavi doesn't leave us many choices with regard to R/W mail access
in the SCs; the only category that allows this is "member." But
there are two flavors of "member": voting and nonvoting.
A kind of breakthrough for me was the realization that "member" in
Kavi simply means "R/W mail list subscriber." What we call a
member procedurally is what Kavi calls a "voting member."
If we want prospective TC members immediately to be able to post
to the mail lists of the SCs in which they wish to participate
(and I think we do), then our policy must be to add new
prospective TC members to the relevant SC lists as "member"; no
other choice is available.
If this is the case, then the only thing to be decided here is
whether we want prospective TC members (who can't even post to the
ubl list) to be able to vote in subcommittee meetings and, perhaps
more importantly, to be counted toward a quorum in subcommittee
meetings. My hunch is that in general we don't, in which case our
policy should be (a) in the general case, to immediately register
prospective TC members as nonvoting members of the SCs in which
they wish to participate and change them to voting members of the
SCs when they become full members of the TC, and (b) in the
special case, to register prospective TC members as voting members
of an SC if the SC has been set up that way. I'm thinking in the
latter case of the Liaison SC.
I suggested this policy last week to the UBL chairs, and no one
seemed to have a problem with it. So now I propose to the TC that
it adopt the following resolutions:
ADDING PROSPECTIVE MEMBERS TO UBL SUBCOMMITTEES
Resolved,
1. That prospective UBL TC members shall be added to the TC
mailing list as nonvoting "prospective members." This amends
Section 1e of the resolutions adopted by the TC 21 September
2002.
2. That any prospective member in the UBL TC may be added as a
nonvoting member to any of the UBL subcommittees in which a
full TC member would be entitled to participate at the
discretion of the chair of the subcommittee, and that the chair
may appoint the nonvoting subcommittee member a voting member
of the subcommittee when the prospective TC member becomes a
voting member of the TC. Subcommittee members may also be
appointed by resolution of the TC. This amends Section 1f of
the resolutions adopted by the TC 21 September 2002.
3. That in the case of the UBL Liaison Subcommittee, prospective
TC members appointed as UBL liaisons may be given voting
membership in the LSC as soon as they have been appointed and
obtained OASIS membership.
If any voting member of the UBL TC objects to adoption of these
resolutions, please register the objection to this list no later
than COB Saturday 5 April 2003.
Jon Bosak
Chair, OASIS UBL TC
##################################################################
[from "Minutes of the OASIS UBL TC Meeting, 2001.10.29-11.01",
posted to the ubl list 6 November 2001:]
STANDING RULES FOR THE CONDUCT OF UBL SUBCOMMITTEES
ADOPTED BY THE UBL TC 1 NOVEMBER 2001
Definitions
"TC" when used without further qualification refers throughout
to the OASIS UBL TC.
"SC" when used without further qualification refers throughout
to a subcommittee of the OASIS UBL TC.
"OASIS member" means any person eligible to participate in an
OASIS TC under the provisions of the OASIS TC process.
Chair
The chair of each SC shall be appointed by the TC and can be
removed by the TC.
Membership
The voting members of an SC shall be OASIS members.
The initial voting membership of an SC shall be determined
either through direct appointment by resolution of the TC or,
by resolution of the TC, through appointment by the chair of
the SC or the chair of the TC.
After an SC has been formed, voting members of the SC shall be
added or removed only by the TC unless the TC authorizes a
different procedure in creating the SC. The chair of the SC
shall be responsible for forwarding to the TC the names of
OASIS members who have submitted a request to be added to the
SC. Appointments to the SC shall become effective upon
approval by the TC.
Vice Chair
The voting members of SCs can elect a continuing vice chair
who, if appointed by an SC, shall serve as chair pro tempore of
any meeting of that SC in the absence of the chair appointed by
the TC.
Meetings
Phone meetings of an SC shall be open only to voting members of
the SC and persons specially invited by the chair to provide
expert input. SCs may also meet in person at times and places
to be determined by resolution of the SC or the TC. The
attendance of observers at face-to-face SC meetings shall be at
the discretion of the SC.
The meetings of SCs shall otherwise be governed by Robert's
Rules of Order Revised and such other standing rules as the TC
may determine.
Email votes
Chairs of SCs shall be authorized to conduct SC business by
email in the manner specified in the OASIS process for TCs,
with the exception that the default five-day voting period for
email ballots may be shortened to as little as 48 hours for SC
email votes at the option of the SC chair. This change must be
clearly stated in the call for a vote and properly noticed by
email at least three days prior to the call for a vote. In
email voting, a majority shall be more than half of all the
votes cast, excluding abstentions. Votes and abstentions shall
be recorded through posting to the SC mail list. There shall
be no quorum requirement for email votes.
[posted to the ubl list 16 September 2002 and adopted effective 21
September 2002:]
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.
##################################################################
[from documentation sent by Karl Best 17 March and forwarded to
ubl-csc 18 March:]
Membership roles
The following roles have been defined by OASIS.
- Member
This role is intended for TC members who have complied
with the requirements of the OASIS TC Process to become a
member (i.e. are eligible, have notified the chair, and
then either attended the first meeting or have gone
through the probationary period) and who are attending at
least two out of three meetings. The various membership
features described below will help the chair or secretary
determine these requirements.
A person with this role can post messages to the TC's
email list and submit documents into the TC's doc
repository.
The TC chair or secretary should check the "Voting
Member" checkbox for this person so that he can cast
ballots.
- TC Chair
This role is intended for the one or two people who are
chairs or co-chairs of the TC. Together with the
secretary, this person has all of the same rights as a
Member (above), plus the ability to manage the membership
roster; add/edit ballots; edit documents in the doc
repository; add/edit events; track attendance; and edit
group settings and notes.
The TC chair or secretary should check the "Voting
Member" checkbox for this person so that he can cast
ballots.
- Secretary
The secretary has all the same rights and abilities for
membership and creation as the chair, except that he is
not listed on the "Chairs and Charter" page and is listed
separately on the TC's public page.
The TC chair or secretary should check the "Voting
Member" checkbox for this person so that he can cast
ballots.
- Prospective Member
This role is for OASIS members who have requested to
become a member of the TC but who have not yet fulfilled
their probation requirements as specified by the OASIS TC
Process (i.e. they must wait 60 days or until after the
third meeting after notifying the TC chair of their
intent to join the TC, whichever comes first).
This role is "read-only", i.e. the person is subscribed
to the TC's email list but cannot post messages, and also
cannot submit documents to the doc repository,
etc. Because he is not yet a member of the TC, the TC
chair or secretary should not check the "Voting Member"
checkbox for this person.
- Observer
This role is for OASIS members who do not intend to
become members of the TC but want to "lurk" on an
on-going basis.
This role is "read-only", i.e. the person is subscribed
to the TC's email list but cannot post messages, and also
cannot submit documents to the doc repository,
etc. Because he is not a member of the TC, the TC chair
or secretary should not check the "Voting Member"
checkbox for this person.
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