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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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