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

From: David Graham - SPI Secretary <cdlu(at)spi-inc(dot)org>
To: board(at)spi-inc(dot)org
Cc: spi-general(at)spi-inc(dot)org
Subject: Amendment 2004-10-18.dbg.1 to Resolution 2004-10-15.iwj.1: Efficient board meetings
Date: 2004-10-18 19:25:13
Message-ID: Pine.LNX.4.55.0410181515260.17549@baffin
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I hereby propose the following Amendment 2004-10-18.dbg.1 to Resolution

- - - - - - - -
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.
- - - - - - - -

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)spi-inc(dot)org D5F45889

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