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<p>Steven, first of all I want to thank you for your great work! </p>
<p>Was really fantastic how you were able to synthesize the previous document. </p>
<p>I have some relevant suggestions about some points of the discussion.</p>
<p>The first is about the composition of the CC.</p>
<p>It is ok of having 11 members. At that point I propose:</p>
<p><br>
</p>
<p><span>3 rest of the world, 3 NA, 3 Europe </span></p>
<p><span><br>
</span></p>
<p><span>and then 2 ladies, as we need to have more ladies in the decision rooms.</span></p>
<p><span><br>
</span></p>
<p><span>The CC decisions need to be visible to the community and <span> charter members should be allowed to have a say on how our conference will be conducted.</span></span></p>
<p><span><span><br>
</span></span></p>
<p><span><span>Then my last consideration is that we need at least 6 votes in accordance. 3 are definitely not enough. It is not the majority. </span></span></p>
<p><span></span></p>
<p> </p>
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In my opinion these are relevant points and we have to discuss them.</div>
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Best regards!</div>
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Maria<br>
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</span><span>OSGeo; </span><span>ICA-OSGeo-ISPRS Advisory <font face="'Trebuchet MS', sans-serif">Board</font>; NASA WorldWind Europa Challenge;
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<div id="divRplyFwdMsg" dir="ltr"><font face="Calibri, sans-serif" color="#000000" style="font-size:11pt"><b>Da:</b> Conference_dev <conference_dev-bounces@lists.osgeo.org> per conto di Steven Feldman <shfeldman@gmail.com><br>
<b>Inviato:</b> giovedì 15 settembre 2016 15.48<br>
<b>A:</b> Massimiliano Cannata<br>
<b>Cc:</b> OSGeo-Conf<br>
<b>Oggetto:</b> Re: [OSGeo-Conf] MOTION : Conference Committee - Updating Membership Policies and Process</font>
<div> </div>
</div>
<div>Maxi
<div class=""><br class="">
</div>
<div class="">Thanks for your comments. We are now in the voting stage so I cannot change the motion. However I will try to respond briefly to your comments inline below<br class="">
<div class=""><span class="Apple-style-span" style="border-collapse:separate; color:rgb(0,0,0); font-family:Helvetica; font-style:normal; font-variant:normal; font-weight:normal; letter-spacing:normal; line-height:normal; orphans:2; text-indent:0px; text-transform:none; white-space:normal; widows:2; word-spacing:0px">______<br class="">
Steven<br class="">
<br class="">
</span></div>
<br class="">
<div>
<blockquote type="cite" class="">
<div class="">On 15 Sep 2016, at 11:25, Massimiliano Cannata <<a href="mailto:massimiliano.cannata@supsi.ch" class="">massimiliano.cannata@supsi.ch</a>> wrote:</div>
<br class="Apple-interchange-newline">
<div class="">
<div dir="ltr" class="">Dear Steven,
<div class="">I know i'm late but I hope my comments could be still considered to improve the "Membership Policies and Process" of the conference committee.<br class="">
<div class=""><br class="">
</div>
<div class="">In general I don't like the idea that only who has chaired a conference is entitled to take decision on the conference, is like saying that if you are not a developer you cannot be part of a project PSC even if you are a "rock expert in user interaction
design" for example or "super power user"... often the minister of education is not a professor ;-)</div>
</div>
</div>
</div>
</blockquote>
** The role of the conference committee requires the expertise of past chairs. Only 5 of 11 places are allocated to past chairs, the other places are open to regional chairs or others with equivalent relevant experience<br class="">
<blockquote type="cite" class="">
<div class="">
<div dir="ltr" class="">
<div class="">
<div class=""><br class="">
</div>
<div class="">here below some detailed comments inline..</div>
<div class="gmail_extra"><br class="">
<div class="gmail_quote">
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<div class="" style="word-wrap:break-word">
<div class=""><br class="">
<br class="">
Goals</div>
<div class="">=====</div>
<div class=""><br class="">
</div>
<div class="">The conference committee have the responsibility to run the selection process and voting for the global FOSS4G, to vote on other proposals submitted to the committee and to advise the board on other matters relating to FOSS4G events.</div>
<div class=""><br class="">
</div>
<div class="">Role of the Committee and the broader community on the Conference_Dev list</div>
<div class="">==============================<wbr class="">==============================</div>
<div class=""><br class="">
</div>
<div class="">
<div class="" style="margin:0px; line-height:normal"><span class="">1) Everyday topics will be decided upon by an open vote of all list participants in a clearly designated separate mail thread (+1/-1) over a minimum of two business days with a minimum participation
of 3 votes. Ideally we aim for consensus falling back on simple majority vote where necessary. The result will be clearly declared afterwards (or whatever is decided).</span></div>
</div>
</div>
</blockquote>
<div class=""><br class="">
</div>
<div class="">3 votes out of 11 members and 2 days seems to me too restricted: in principle after a motion having 3 positive votes after two bussiness day can be enough to declare passed the motion</div>
</div>
</div>
</div>
</div>
</div>
</blockquote>
** we have to set a quorum and a time limit on votes - sometimes decisions are needed relatively quickly. Often only a subset of conference committee members or list participants actually respond. If the current motion is passed you could suggest an amendment
to increase the quorum and time limit<br class="">
<blockquote type="cite" class="">
<div class="">
<div dir="ltr" class="">
<div class="">
<div class="gmail_extra">
<div class="gmail_quote">
<div class=""> </div>
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<div class="" style="word-wrap:break-word">
<div class="">
<div class="" style="margin:0px; line-height:normal"><span class=""><br class="">
</span></div>
<div class="" style="margin:0px; line-height:normal"><span class="">2) Election of conference committee is by secret vote and restricted to the remaining conference committee members and board members who are not members of the conference committee.</span></div>
</div>
</div>
</blockquote>
<div class=""><br class="">
</div>
<div class="">I would like to see the votes open to all participants (all the charter member that are part of the conference mailing list or are registered as interested), not only the remaining committee (otherwise you basically decide with who you want to
work).</div>
</div>
</div>
</div>
</div>
</div>
</blockquote>
** The electorate for new committee members is the combination of the remaining committee members AND the Board.<br class="">
<blockquote type="cite" class="">
<div class="">
<div dir="ltr" class="">
<div class="">
<div class="gmail_extra">
<div class="gmail_quote">
<div class=""> </div>
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<div class="" style="word-wrap:break-word">
<div class="">
<div class="" style="margin:0px; line-height:normal"><span class=""><br class="">
</span></div>
<div class="" style="margin:0px; line-height:normal"><span class="">3) FOSS4G Selection - All Letters of Intent and subsequent proposals will be posted to the list for open comment by all participants. The selection of the winning proposal is by secret vote
of conference committee members only. Any committee member who has a potential conflict of interest is expected to withdraw from vote. In the event of a disagreement the committee chair will decide.</span></div>
</div>
</div>
</blockquote>
<div class=""><br class="">
</div>
<div class="">What do mean by "In the event of a disagreement the committee chair will decide"? In case of tie the chair decide the winning (that anyway is decided by the board as the conference committee provides its indication and the board eventually ratify
it).</div>
</div>
</div>
</div>
</div>
</div>
</blockquote>
*** you have misunderstood - this is nothing to do with a tied vote. the chair decides whether there is a conflict of interest if agreement can’t be reached. See the revised version of the motion that was posted today following various people’s comments<br class="">
<blockquote type="cite" class="">
<div class="">
<div dir="ltr" class="">
<div class="">
<div class="gmail_extra">
<div class="gmail_quote">
<div class=""> </div>
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<div class="" style="word-wrap:break-word">
<div class="">
<div class="" style="margin:0px; line-height:normal"><span class=""><br class="">
</span></div>
<div class="" style="margin:0px; line-height:normal"><span class="">Votes in 2 and 3 are to an online voting service or by email to an independent teller appointed by CC Chair</span></div>
</div>
</div>
</blockquote>
<div class=""><br class="">
</div>
<div class=""><br class="">
</div>
<div class=""> </div>
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<div class="" style="word-wrap:break-word">
<div class="" style="margin:0px; line-height:normal"><span class=""><br class="">
</span></div>
<div class="" style="margin:0px; line-height:normal">Conference Committee membership policy and process</div>
<div class="" style="margin:0px; line-height:normal">==============================<wbr class="">============</div>
<div class=""><br class="">
1) The conference committee aims to retain up to 11 active members, preferably an odd number<br class="">
<br class="">
</div>
<div class="">2) The committee aims for half of these members to be chairs (or vice chairs) of the most recent FOSS4G global events. The chair of the most recent FOSS4G event will automatically be invited to become a member<br class="">
</div>
</div>
</blockquote>
<div class=""><br class="">
</div>
<div class="">So the "aim" is that the last 5 chairs of global FOSS4G should be members of the committee, but if you change 3 member a year, in about 3 years you have changed all the members: so this is not possible, mathematically speaking, unless you recruit
both chair and vice-chair in the committee. so you'll have 6 new members in 3 years.</div>
<div class="">At this point no more seats are left for regional conference chairs….</div>
</div>
</div>
</div>
</div>
</div>
</blockquote>
** I think this will work - The longest standing chair stands down, the latest is co-opted onto committee. 2 other longest standing members from the remaining 6 non-chair positions retire and 2 new people are elected<br class="">
<blockquote type="cite" class="">
<div class="">
<div dir="ltr" class="">
<div class="">
<div class="gmail_extra">
<div class="gmail_quote">
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<div class="" style="word-wrap:break-word">
<div class=""><br class="">
</div>
<div class="">3) The remaining membership is open, ideally attracting people from earlier past chairs or active LOC members from past Global, Regional FOSS4G or related conferences</div>
<br class="">
<div class="">4) Each year (after FOSS4G) the 3 committee members should stand down:<br class="">
a) The longest standing past FOSS4G chair<br class="">
b) The longest standing 2 committee members remaining<br class="">
<div class=""><br class="">
</div>
</div>
</div>
</blockquote>
<div class="">Should or Shall, is it a rule or a guideline. What is the longest standing past FOSS4G chair does not stand down? Is he/she forced to resign or banned?</div>
</div>
</div>
</div>
</div>
</div>
</blockquote>
** My view would be that in our community a ‘should’ is sufficient, if you think a more formal approach is required you can propose an amendment to change to ‘shall’ after the vote<br class="">
<blockquote type="cite" class="">
<div class="">
<div dir="ltr" class="">
<div class="">
<div class="gmail_extra">
<div class="gmail_quote">
<div class=""> </div>
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<div class="" style="word-wrap:break-word">
<div class="">
<div class=""></div>
<div class="">5) Each year, prior to putting out the Global FOSS4G RfP, the old committee should vote for their replacement committee, using the above criteria as voting guidelines. OSGeo Board members who are not on the conference committee will also be invited
to vote.</div>
</div>
</div>
</blockquote>
<div class=""><br class="">
</div>
<div class="">Again, i don't like this self-election of a governing body ;-) </div>
</div>
</div>
</div>
</div>
</div>
</blockquote>
*** see above<br class="">
<blockquote type="cite" class="">
<div class="">
<div dir="ltr" class="">
<div class="">
<div class="gmail_extra">
<div class="gmail_quote">
<div class=""> </div>
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<div class="" style="word-wrap:break-word">
<div class="">
<div class="">
<div class="">6) Past committee members including those who have stood down due to length of service may stand for re-election<br class="">
</div>
</div>
</div>
</div>
</blockquote>
<div class=""><br class="">
</div>
<div class="">Yes, but basically no seats will be available according to the rule of having half of the committee from latest events: oldest out, recent in so oldest no way to get in again ;-) unless others resign (apart from the three)</div>
</div>
</div>
</div>
</div>
</div>
</blockquote>
*** see above<br class="">
<blockquote type="cite" class="">
<div class="">
<div dir="ltr" class="">
<div class="">
<div class="gmail_extra">
<div class="gmail_quote">
<div class=""> </div>
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<div class="" style="word-wrap:break-word">
<div class="">
<div class="">
<div class="">7) Votes will be secret either using an online voting system or by email to a designated teller who is not a voter. The mechanism will be selected by the committee chair.<br class="">
</div>
</div>
</div>
</div>
</blockquote>
<div class=""><br class="">
</div>
<div class="">Why the mechanism is not voted by all the committee members?</div>
</div>
</div>
</div>
</div>
</div>
</blockquote>
*** we will probably continue to use an independent teller as we have in the past. If the board adopts loomio or some other system for votes we may decide to change to that. We need to get things done rather than spending a lot of time considering every list
member’s idea of what voting software we should use.<br class="">
<blockquote type="cite" class="">
<div class="">
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<div class="">
<div class="gmail_extra">
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<div class="" style="word-wrap:break-word">
<div class="">
<div class="">
<div class=""><br class="">
I would ask committee members (and list participants) to comment on this proposal by 18.00 GMT Wednesday 14th September. I will then call for a vote amongst committee members only, the vote will close at 18.00 GMT on Sunday 18th September. <br class="">
<br class="">
Once the membership policy has been agreed we will then need to apply the policy to the existing membership. I suggest that we ask all current members to confirm whether they wish to remain committee members and then hold an election (if needed). To this end
it would be helpful if each committee member could update their record on the wiki page to show when they joined the conference committee (see my example). <br class="">
<br class="">
The intention is that a 2016-7 committee of 11 will have been selected before we vote on the LoI’s for 2018, which is likely to be before the end of October.<br class="">
<div class=""><span class="" style="border-collapse:separate; line-height:normal">______<span class="gmail-HOEnZb"><font color="#888888" class=""><br class="">
Steven<br class="">
<br class="">
</font></span></span></div>
<br class="">
</div>
</div>
</div>
</div>
<br class="">
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</blockquote>
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-- <br class="">
<div class="gmail_signature">
<div dir="ltr" class=""><b class="" style="color:rgb(34,34,34); font-family:arial,sans-serif; font-size:12px">Massimiliano Cannata</b><br class="">
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