Karl,
As relatively new chair I am hesitating to join this type of discussions.
Looking as this new rules I see that some organisations can have more rules
than government where I work for.
I can imagine that these kind of rules work for some committees but not for
mine. We have some very busy government and industry officials in our TC and
I certainly do not want to push them out with rules like the one about
coming to late or leaving to early. I am glad with the participation since
especially government bodies have also other organisations in which they
could discuss. In my case OECD!. Working within the OASIS community I
consider important.
It could be helpful to use this rules when some members dysfunction.
I'm am most certainly not applying this rules strict. I hope to keep it as
long as we can with common courtesy not to come to late and so on.
Up till now I fill in the attendance list after the meeting. If it appears
that we did not reach the quorum: to bad. By the way up till now we always
got the quorum! Perhaps because our TC is small but also because we respect
that we contribute to our possibilities.
Harm Jan van Burg
Netherlands Tax and Customs administration
Chair Tax-xml TC
-----Oorspronkelijk bericht-----
Van: Karl F. Best [mailto:]
Verzonden: dinsdag 2 september 2003 19:42
Aan: ''; 'James Bryce Clark'
Onderwerp: [chairs] changes in operation of TCs
Chairs:
I have just announced to the OASIS membership the revision of the TC
Process. While most of the changes have to do with how new TCs are
formed I want to remind you of the changes that will effect the
operation of existing TCs.
Please start by reading the the new TC Process doc and summary of
changes at http://www.oasis-open.org/committees/process.php
* When a person joins the TC, the Primary Representative of the person's
employer company must be notified. (We'll be adding this as an automated
Kavi functionality soon. As you don't have access to the email addresses
of the Primary Reps so won't be able to do this manually, we'll hold off
enforcing this item until the Kavi functionality is in place.)
* During probation the prospective member must maintain the same 2/3
attendance as a member.
* Observers may post messages to the mail list. (If you've been setting
people in the roster to Member without voting rights in order to
circumvent the previous setting, please change these people to Observer.)
* Maintaining membership is based on attendance at TC meetings, which is
now defined as being present during roll call at the beginning of the
meeting. For TCs without meetings, membership is based on returning 2/3
ballots.
* Leave of absence is allowed once per twelve month period rather than
once per calendar year. The TC chair must notify the TC via the TC mail
list when a person goes on leave.
* A TC must have a chair, and in the absence of a chair cannot conduct
any business other than electing a new chair. Co-chairs are allowed; no
more than two people may share the responsibilities of chair and may be
replaced jointly or individually.
* The TC's public comment list is replaced with a "means to collect
public comments", which will be a web form. (This is to prevent the
comment list from being used as a discussion list.) Comments collected
by the web form will go to the chairs. I'm having the web forms built
now and will announce to the comment lists when this change will take place.
* All communications and discussions of the TC must take place on the
TC's list. (This is to ensure that all TC business is archived on the
OASIS servers.)
* The TC may adopt standing rules, and must communicate those to the TC
Admin who may override them. Standing rules may not relate to IPR. (If
your TC has adopted any standing rules I would appreciate your
communicating these to Jamie and myself.)
* TC charters may be clarified for the purpose of removing ambiguity and
narrowing the scope of work only. New deliverables may be added within
the scope of the TC. The clarification is approved by 2/3 vote with no
more than 1/4 against. The clarification must be communicated to the TC
Admin, who has 15 days to approve and announce the clarification.
* TCs may conduct electronic ballots, with a minimum of seven days for
the ballot period. A majority of the TC must cast votes for the ballot
to be valid, and the majority of votes cast determines the result.
* The TC may adopt a standing rule to allow making of motions
electronically.
* The TC may form a subcommittee, which must have a statement of
purpose, deliverables, and chair. SC deliverables are made only to the TC.
* The TC Admin *may* close a TC that isn't holding meetings or not
making progress towards achieving its purpose. The TC Admin *must* close
a TC that has completed its deliverables. (Hint: to avoid being closed,
a TC should add new deliverables to its charter after it has completed
its original list.)
* The rules for Joint Committees have been rewritten to define that the
TCs are members, not the people; how membership is maintained; and to
define how TCs can join an existing JC.
* OASIS members can appeal the actions of the TC Admin to the Board.
* The "Committee Specification" is renamed to be "Committee Draft".
(We'll grandfather the existing approved specs; we'll refer to them
generically as Committee Drafts, but won't require you to change any
existing documents.)
* The TC Admin must be notified of any vote, successful or not, to
approve a specification as a Committee Draft. (The purpose is so that
OASIS staff can work with the TC to begin promotion of the spec. OASIS
Staff will schedule a concall with you to discuss how we can start
promoting the work and discuss the schedule for advancement to OASIS
Standard.)
* Substantive changes made to the spec after the public review starts
will require that another review be conducted.
* The submission of the Committee Draft for consideration as an OASIS
Standard must include a statement regarding how the spec relates to
other existing work, an account of the voting for approval at the TC
level, and a pointer to any minority reports.
Also, the revised TC Process says that 20% of membership is required to
approve an OASIS Standard, up from 10%, but this is going to be
discussed further by the Board.
While in general you should expect your TC's charter to be grandfathered
(i.e. we won't require you to immediately add the new information now
required at the formation of a new TC), Jamie and I will be looking
through the existing charters to see if there are any things that
conflict with the new TC Process, and will contact you to see about
getting these things changed. ***Any future charter revisions should
include the addition of the new items required for charters in proposals
(including definition of what is in/out of scope, who the audience is,
etc.)***
You should also expect to see some additional changes made to the TC
Process in the near future to support a revision of the OASIS IPR Policy
which is currently being discussed by the Board. I'll keep you informed
as there is anything to report.
Please contact Jamie or myself if you have questions about these
changes. If there is sufficient interest we could set up one or more Q&A
concalls. Jamie and I are working on a revision to the TC Guidelines
which will reflect the revised TC Process.
-Karl
=================================================================
Karl F. Best
Vice President, OASIS
office +1 978.667.5115 x206 mobile +1 978.761.1648
http://www.oasis-open.org
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