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Paul,
I think you have missed the mark on this
guideline.
The point of holding an Executive Session is
spelled out in the superior documents.
The concept of having the Executive Session be a
virtual meeting via e-mail is what I believe you are trying to document here,
but then the same rationale for holding and the amount of "public" material
should be the same.
It has been my experience that when a group holds
an Executive Session, that they group deliberates and votes in private, and then
decides what is to be reported out to the public.
I can see that to help ensure openness that there
is a specific topic that is being discussed amongst the EC in private can and
may be ought to be recorded on the reflector, but the specific results of
any voting, any intermediate motions, or dialog should remain
private.
At the end of the Executive Session or Private
Letter ballot, there should be a resolution that is provided to spell out
the decision.
It may be that nothing was decided, or that
something specific was decided, but it may or may not be the specific final
motion.
I think that we do not need to dictate all
behavior, and professionalism should be allowed to be the guiding thought we
should be using.
I think that the E-mail that David Ringle sent you
summed it up well...
FWIW,
Jon
----- Original Message -----
Sent: Friday, April 05, 2013 9:41
AM
Subject: [802SEC] a new Chair's
Guideline: 802 EC private letter ballot process
Dear EC members,
As a result of the recent deliberations that the 802 EC has been engaged
in it is my opinion the IEEE P&P is vague and/or silent regarding a
'private letter ballot' process.
Yet it is important for us to have such a process in order to make the
occasional confidential decision outside our normal face-to-face meeting
opportunities. Therefore, I have defined the mechanics for the
802 EC to use in a private letter ballot process.
The intent is to have this shall serve as a '802 Chair's
Guideline' until our 2nd vice chair leads a more formal incorporation
of a 'private letter ballot process' into the 802 set of
rules.
---Chair's Guideline: 802 EC private letter ballot process---
1) The motion and duration of an 802 EC private letter ballot shall
be made public by the 802 EC chair announcing it to the 802 EC reflector
not later than the start of the ballot.
2) The discussion and voting shall occur via a private email distribution
list in which the participants are limited to EC members and others as
determined by the 802 EC Chair as appropriate.
3) The 802 EC Chair may conduct of the private email ballot or
delegate it to an 802 EC member. The 802 EC member conducting the ballot
is responsible for confirming all parties defined in (2)
have visibility to the private email discussion and voting.
4) At the conclusion of the ballot, the vote results shall be tabulated
and made public via the 802 EC reflector by the person conducting the
ballot.
---End-of-Guideline---
I believe the above complies with the IEEE 802 EC's openness
and transparency requirements for conducting business related to confidential
matters. If I missed something--please feel free to suggest
improvements.
Regards,
--Paul ---------- This email is sent from the 802 Executive
Committee email reflector. This list is maintained by
Listserv.
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This email is sent from the 802 Executive Committee email reflector. This list is maintained by Listserv.
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