[legalxml-sc] Draft Minutes: 3/11/2003 4-6pm EST Expanded OASISLegalXML Steeri ng Committee

Attendees: Don Bergeron, Dr. Leff, Betty Harvey, Dave Roberts, Tony
Rutkowski, Jim Keane, Roger Winters, John Messing, Dan Greenwood,  John
Greacen, Robin Gibson, Debi-Miller Moore, Rolly Chambers, Zoran Milosevic

Notes on agenda item 1:
We discussed that the process outlined in the agenda may be too formal. It
was suggested
and agreed to that each Technical Committee may vote to define its own
voting procedure if
they are in keeping with OASIS Requirements. The default method unless
otherwise
voted on will be an email ballot based on the procedure defined below.

The committee set the at-large seats to be two to simplify the process. The
method for the
election of at-large members shall be via the email ballot procedure.

--
Technical Committee Representatives
One Steering Committee member shall be elected from each Technical
Committee. We proposes that within 2 weeks of today 3/17/2003 all current
Technical
Committees that have not done so by previous Technical Committee action,
post a notice of election.

If a Technical Committee chooses not to have an election at this time it may
appoint
a non-voting representative to the steering committee.

--
At-large Representatives (2)(The committee decided on an initial number
of seats as 2.)
After all the Technical Committee Elections have been completed the first
meeting of
the new steering committee will be set. The first action will be to elect a
chair from within it.
A second urgent need will be to identify additional knowledge, skillset or
time availability the
committee needs to be effective.  An At-large representative election shall
be held to fill the needs.

A notice, with the number of seats and the needs identified by the Technical
Committee representatives shall be emailed to all Member Section members and
posted. The notice shall request
interested members to become candidates for the steering committee and
provide a statement on their background
and motivation for joining the steering committee. Within the following 2
weeks, the candidates statements
shall be posted with the notice of the voting period and procedure. The
period shall begin 1 week later
and run for 1 week. Upon completion of the election the updated Steering
Committee shall be seated.

Email Voting Method:
- Technical Committees post a notice of election. The notice shall request
interested members to become
candidates for the Steering Committee and provide a statement on their
background and motivation for seeking
membership.
- Within the following 2 weeks, the candidates statements shall be posted.
- The notice of the voting, the dates of voting and specific procedure to be
used shall be posted.
- The period shall run for 1 week.

Original Agenda Item 1:
"- Preparing for Steering Committee elections

--
It has always been the intent of the Steering Committee that the people
doing the active work in creating standards have control of resources to
accomplish them. These recourses included the needed coordination point
between the technical committees, shared detailed technical committee
processes and financial recourses. The place to facilitate this is the
Steering Committee.

The steering committee will be a representative body made up of
Technical
Committee Representatives and At-large members. The members eligible to
vote
will be limited to those who have joined the Member Section. This is to
directly relate sending choices to the intent of the members that
support it
financially from a portion of the OASIS dues.

--
Technical Committee Representatives
One Steering Committee member shall be elected from each Technical
Committee. The current Steering Committee proposes that within 2 weeks
of
today's meeting all current Technical Committees post a notice of
election.
The notice shall request interested members to become candidates for the
Steering Committee and provide a statement on their background and
motivation for seeking membership. Within the following 2 weeks, the
candidates statements shall be posted with the notice of the voting
period and procedure. The period shall begin 1 week later and run for 1
week.

If the chair of the Technical Committee believes that the Technical
Committee has not reached a level of organization to provide a
meaningful
election it should be stated. The election for that TC shall be deferred.
During this period the TC shall appoint a member to serve as a
coordinating,
non-voting representative to the Steering Committee.

--
At-large Representatives (Up to three)

After all the Technical Committee Elections have been completed or
deferred, the first meeting of the new steering committee will be set. The
first
action will be to elect a chair from within it. A second urgent need
will be to identify additional knowledge, skillset or time availably the
committee needs to be effective. If such a need is found an At-large
election
shall be held to fill that need.

A notice, with the number of seats and the needs identified by the
Technical Committee representatives shall be posted. The notice shall
request
interested members to become candidates for the steering committee and
provide a statement on their background and motivation for joining the
steering committee. Within the following 2 weeks, the candidates
statements shall be posted with the notice of the voting period and
procedure. The
period shall begin 1 week later and run for 1 week. Upon completion of
the election the updated Steering Committee shall be seated.
"

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Notes on agenda items 2/3/5

The focus of this discussion centered on the need for a documented Member
Section Strategic Vision and Plan.
Though the new steering committee is not in place, the members attending the
meeting believe strongly the
process for creating a vision and plan must begin immediately. The result of
this effort will be input to the
elected and seated steering committee. Concern was raised that this would
tie the hands of the new steering
committee. This is not the intent. It is to take the collective knowledge
and history of the community and to
frame it in a way that would be useful to the new steering committee.

This framework will be used as a roadmap for coordination between the
Technical Committees. It will also be used
for communicating to the OASIS and the community at-large.

Three 2 hour telephone conferences have been scheduled to work through this
process.
The meeting dates and times are:
- Thursday March 27, 2003 - 3-5 PM EDT
- Thursday April 17, 2003 - 4-6 PM EDT (In conjunction with Court Filing's
Face to Face
- Thursday May 8, 2003 - 3-5 PM EDT

This would lead to a face-to-face meeting between the new steering committee
and team in late May or early June.

Among the questions are:
- Are we unified a developing view or an umbrella organization?
- How do we identify the dependencies between the Technical Committees?
- How do we balance the use of the Justice Data Dictionary with the needs of
specific Technical Committees?
- How do we incorporate other horizontal concepts beyond the data
dictionary?
- How do we leverage international (EU/Austrailia/...)efforts?
- How do we communicate the identity and scope of the member section?

Other ideas to increase effectiveness included:
- A general face-to-face in conjunction with the Court Technology Conference
and a Court Filing Technical
Committee face-to-face.
- More active broadcast of technical committee efforts.
- A newsletter
- Use of web conference tools
- Share information on government initiatives and websites(AMVA, FBI,
NCIC2000...).
- Fund the use of outside authors for DTDs, Schemas and documentation

Original Agenda items 2/3/5:
"2 - What can we as a community do to be more effective

--
This session will be will try to identify ways that we can bring back
the
spark, interest and energy needed to accomplish the goals of OASIS
LegalXML.
We should also attempt to identify roadblocks hurting our effectiveness.

3 - Coordination between Technical Committees within OASIS LegalXML &
Beyond

--
In light of the effectiveness question, how do we coordinate? How do we
share reusable parts of our standards. What efforts on this core are
underway(Justice Data Dictionary)?
How do we reuse processes and documentation(The efforts of Roger Winters
et. al.)?
5 - Questions and Issues from Attendees

--
Please forward items to me at
 so that I can forward them to all of you."

Notes on agenda item 4
Don will update the financials from OASIS. The following is from the most
recent statement from OASIS.
OASIS LegalXML Funding and Effective Use of Funds

--
Current Financial Status
- Feb 3, 2003 Funds Available $16,461.67
- Realized income per month - Aprox $2,200
- Costs - Monthly Telcon $195

I thank you for your input in this effort.

Regards,

Don

Donald L. Bergeron

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