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| --- This message came from the IEEE 802.11 Chairs' Advisory Committee Reflector ---
Dear CAC, I took an action to kick orf a discussion on how we should handle the secretary guidelines. Please contribute to the discussion. At the moment we have guidelines/rules in the places: 1.
The 802.11 OM 3.3.3
Working Group Secretary
See section 10 of this document, Guidelines for 802.11 Secretaries for details on content and form of minutes. 4.4
Task Group Secretary
The TG Secretary shall be appointed by the TG Chair and confirmed by a TG motion that is approved with a minimum 50% majority. The TG Secretary is re-affirmed every 2 years; one session after the WG Chair is elected.
The minutes of meetings taken by the TG Secretary (or designee) are to be provided to the TG Chair in time to be available to the WG Chair for publication 30- days after close of the session. The minutes of the meeting are to include documents produced by the voting process and document list. See section 10 of this document (802.11 Guidelines for Secretaries)
for details on content and form of minutes. 10
Guidelines for 802.11 Secretaries
Please prepare the minutes taking into account the following:
a.
Use the template for documents.
b.
Make sure the Chair of the group can deliver the minutes to the 802.11 WG chair within 30-days after closure of the session.
c.Use the following in the left side footer: “Minutes”.
d.
Make the style of motions such that they are easily identifiable.
e.
Number the motions.
f.
Make a hierarchy of motions by indentation.
g.
Refer for attendance list and future meeting plan to the Full Working Group minutes. 2.
The “Secretaries Guide” (11-05/820r1) contains a lot more guidance, but also some “shall” statements. The TOC of this reads:
9.
Beginning
10.
Body
11.
Motions
12.
Straw Polls
14.
Recording votes
16.
End of meeting And the guts of this contains: 1.1.1
Body
·
Record the disposition of the minutes of the previous meeting or meetings that were not approved.
·
Make notes of any corrections to the minutes on the original minutes. If the document is in MS Word, use the tracking changes.
·
Write the name in full of those participants who make motions.
·
Enter motions and amendments using the exact wording as stated by the Chair and the precise wording of the motions as adopted.
·
Record names of nominees elected to committees or of those appointed.
·
Record all points of order and appeals including the reason for the ruling by the Chair and the outcome of an appeal.
·
Include important announcements pertaining to the whole group. 1.1.2
Motions
Motions must be clearly marked and emphasized in the minutes. The emphasis can be done by either: changing the color of the motion information, changing the font, or indenting text. The motion information must contain the following information:
·
The text of the motion.
·
The name of the mover.
·
The name of the second.
·
The type of motion:
o
motion
o
motion to amend
·
Discussion on the motion.
·
Voting result: Number of Yes, No, and Abstain votes.
·
Result of the motion: Pass or Fail. 1.1.3
Straw Polls
Straw polls are used to gauge the feeling of the body on a particular issue. Straw polls should be clearly marked and emphasized in the text of the minutes. The emphasis can be done by either: changing the color of the motion information,
changing the font, or indenting text. The Straw Poll recording must contain the following information:
·
The text of the straw poll.
·
The possible voting options. (Straw polls don't necessarily have to give the voter the option of yes/no/abstain.)
·
The voting results for each voting option. 1.1.4
Reports and Presentations
Record the names in full of officers, committee chairman, participants who present reports or presentations. The minutes must include the name of the speaker, the title of the presentation and the document number. Numbered documents must
be reported and become a legal part of the minutes. 1.1.5
Recording votes
·
Record the precise action taken on every motion.
·
Record all counted votes, both for, against, and abstain. 1.1.6
End of each session
The end of each session should be clearly marked in the minutes. The first question is whether the increased level of detail is necessary or not. Comments? Best Regards, Adrian P STEPHENS Tel: +44 (1793) 404825 (office) ---------------------------------------------- IF YOU WISH to be Removed from this reflector, PLEASE DO NOT send your request to this CLOSED reflector. We use this valuable tool to communicate on the issues at hand. SELF SERVICE OPTION: Point your Browser to - http://listserv.ieee.org/cgi-bin/wa?SUBED1=STDS-802-11-CAC and then amend your subscription on the form provided. If you require removal from the reflector press the LEAVE button. Further information can be found at: http://www.ieee802.org/11/Email_Subscribe.html _______________________________________________________________________________ |