Amendment 2004-10-18.dbg.1 to Resolution 2004-10-15.iwj.1: Efficient board meetings

David Graham - SPI Secretary cdlu at
Mon Oct 18 19:25:13 UTC 2004

Hash: SHA1

I hereby propose the following Amendment 2004-10-18.dbg.1 to Resolution

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Amendment 2004-10-18.dbg.1:

Sections A, B, and C are stricken from Resolution 2004-10-15.iwj.1. The
Section D header is removed. Paragraph 16 is renumbered to paragraph 1 and
read as follows

1. "Resolution 2003-09-01.iwj.1: Efficient Board Meetings" is cancelled.

Thus the entire resolution shall read:

Resolution 2004-10-15.iwj.1: Efficient Board Meetings

1. "Resolution 2003-09-01.iwj.1: Efficient Board Meetings" is cancelled.
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Original resolution follows:

> 2004-10-15.iwj.1 Efficient Board Meetings
> 1.  It is important that board meetings, which require simultaneous
>     presence of a quorum of the board, be short.
> 2.  IRC discussions provide less easily read archives of discussions
>     than email archives, and require substantial efforts at redaction
>     to produce minutes.
> 3.  IRC discussions are less accessible to people who are not available
>     at the time of the meeting than email.
> 4.  IRC discussions are more prone to misunderstandings, accidental
>     offence, and personality clashes, than email.
> 5.  On-line board meetings via IRC are a poor medium for
>     discussion for the reasons given above.
> 6.  Board members should give due consideration to proposed decisions,
>     and reports, presented to the board.
> 7.  Discussion at on-line real-time Board meetings of Software in the
>     Public Interest shall be limited to the minimum necessary, by the
>     specific measures below, and by the active cooperation of the Board
>     and others during the meeting.
> 8.  The Board aims to be able, during the meeting itself, merely to
>     approve or decline proposals already worked out in detail in
>     advance.
> 9.  Issues (other than short fixed routine items such as apologies) for
>     consideration by the Board at its next meeting shall be notified to
>     the Board, to the Secretary, and if confidentiality is not required
>     to the Members, at least 7 days in advance of the relevant Board
>     meeting.  Such notification shall include the text of any report to
>     the Board, or a draft of any proposed resolution by the Board, as
>     relevant.
> 10. The Secretary shall include on the agenda of the meeting those
>     items which were notified in time, as described above.  Items
>     arising and notified less than one week ahead of the meeting will
>     be postponed until the next subsequent meeting.  However, if the
>     Secretary believes that it is necessary to consider an item
>     immediately, for example because it is urgent, it may still appear
>     on the agenda with less than 7 days' notice.
> 11. During the 7 days prior to the meeting, Board members shall
>     consider and discuss the agenda items as notified.  Just as Board
>     members should attend Board meetings, as part of their duties as a
>     Board member they have a responsibility to participate actively in
>     the Board's email deliberations.  A board member who wishes to
>     raise an issue regarding an agenda item should do so as soon as
>     possible, and in any case aim to do so within 48 hours of the
>     notification.
> 12. Where a formal report is to be made to the Board, but no specific
>     resolution is envisaged, the usual formal action to be taken by
>     the Board during the meeting will be to vote whether to accept the
>     report.  The person making the report should avoid elaborating on
>     the report during the meeting; any questions or updates should
>     have been dealt with by email during the preceding week.
> 13. The meeting chair shall be responsible for enforcing the rules
>     above.
> 14. The above rules may in any case be deviated from in case of
>     necessity, such as external deadlines, emergencies etc.
> 15. Guests will not be asked to state their name during the meeting.
>     Instead, the Secretary shall start logging the channel 15 minutes
>     before the meeting, and guests will be asked to state their name
>     during that period, or when they arrive if they arrive later.
> 16. This resolution supercedes and replaces 2003-09-01.iwj.1
>     `Efficient Board Meetings'.

- ---
David Graham, SPI Secretary
cdlu at   D5F45889

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