Technical Advisory Board (TAB)

OASIS Chairs,  TC Admin and the TAB have worked on a resource that we hope you will find helpful: a motions language template document.  In the attached documents, you will find 19 common motions that TCs need to make as part of regular interactions with OASIS. For each you will find a template for a motion in a meeting, a corresponding template for a ballot, an example (most taken from real life), a list of the required information elements, a list of common mistakes and notes on the situation themselves.  The intent is to make it easy for the TC to make motions or hold ballots with assurance that the language gives TC Administration everything it needs and requires.  To use the document, just look up your situation (say, approving a Committee Specification with Non-Material Changes), copy the language you want to use, substitute your information for the variables and vote on it.  Before I post this on the TC Admin homepage and announce it to members, I want to solicit your feedback. Please send me any comments that you have. In particular, if there are any motions you would like to see covered that aren't here, please let me know.  My thanks to Bill Cox for the sample motions he sent me to help with this exercise.  The template is attached in both Open Office and MS Office formats.  Thanks & I look forward to your feedback.  /chet  ---------------- Chet Ensign Director of Standards Development and TC Administration  OASIS: Advancing open standards for the information society http://www.oasis-open.org Primary: +1 973-996-2298 Mobile: +1 201-341-1393  Check your work using the Support Request Submission Checklist at  http://www.oasis-open.org/committees/download.php/47248/tc-admin-submission-checklist.html   TC Administration information and support is available at http://www.oasis-open.org/resources/tcadmin Follow OASIS on: LinkedIn:     http://linkd.in/OASISopen Twitter:         http://twitter.com/OASISopen Facebook:   http://facebook.com/oasis.open Attachment: OASIS-sample-motion-language-wd01.ods Description: application/vnd.oasis.opendocument.spreadsheet Attachment: OASIS-sample-motion-language-wd01.xlsx Description: application/vnd.openxmlformats-officedocument.spreadsheetml.sheet

Chet   Seems like you guys have been very busy!  Well done this looks very comprehensive and no doubt will be very useful.  I appreciate this focuses on motions and ballots conducted during TC meetings, but I just wonder how much of it needs to be varied where the ballots are conducted electronically and not during a TC meeting.  Would the only change be that there are no motions or do other mistakes occur through that route which we should be aware of?  It would be helpful to complete the picture and show all possible scenarios of conducting TC ballots if that’s not asking too much.   Regards John   From: Chet Ensign [mailto:chet.ensign@oasis-open.org] Sent: 12 June 2013 19:32 To: chairs@lists.oasis-open.org Cc: OASIS TAB Subject: [chairs] Feedback requested on Motions Template document   OASIS Chairs,    TC Admin and the TAB have worked on a resource that we hope you will find helpful: a motions language template document.    In the attached documents, you will find 19 common motions that TCs need to make as part of regular interactions with OASIS. For each you will find a template for a motion in a meeting, a corresponding template for a ballot, an example (most taken from real life), a list of the required information elements, a list of common mistakes and notes on the situation themselves.    The intent is to make it easy for the TC to make motions or hold ballots with assurance that the language gives TC Administration everything it needs and requires.    To use the document, just look up your situation (say, approving a Committee Specification with Non-Material Changes), copy the language you want to use, substitute your information for the variables and vote on it.    Before I post this on the TC Admin homepage and announce it to members, I want to solicit your feedback. Please send me any comments that you have. In particular, if there are any motions you would like to see covered that aren't here, please let me know.    My thanks to Bill Cox for the sample motions he sent me to help with this exercise.    The template is attached in both Open Office and MS Office formats.    Thanks & I look forward to your feedback.  /chet  ---------------- Chet Ensign Director of Standards Development and TC Administration  OASIS: Advancing open standards for the information society http://www.oasis-open.org Primary: +1 973-996-2298 Mobile: +1 201-341-1393    Check your work using the Support Request Submission Checklist at  http://www.oasis-open.org/committees/download.php/47248/tc-admin-submission-checklist.html   TC Administration information and support is available at http://www.oasis-open.org/resources/tcadmin Follow OASIS on: LinkedIn:     http://linkd.in/OASISopen Twitter:         http://twitter.com/OASISopen Facebook:   http://facebook.com/oasis.open

Hi John -  My thought was that you would use the motion language in a meeting and the ballot language for electronic ballots. What I can do - now that you have me thinking about the difference between the two - is to redraft the ballot templates to match the fields of an electronic ballot set up.  In other words, the motion language is ok as is. If I were reading a TCs minutes and found "John Borras moves to approve the Chair requesting TC Admin etc. etc." - the exact language just cut & pasted from the template, that would be perfect.  In the ballot template, I can change it to read:  Ballot title: Approve request for Special Majority Vote for COS  Ballot question: Do you approve the Chair requesting...  Additional detail: etc. etc.  That would make clear that the language in that field was for use in a ballot & again, you would have everything in place to put the ballot together.  Do you think that would address your suggestion?  /chet  On Thu, Jun 13, 2013 at 4:02 AM, John Borras < johnaborras@yahoo.co.uk > wrote: Chet   Seems like you guys have been very busy!  Well done this looks very comprehensive and no doubt will be very useful.  I appreciate this focuses on motions and ballots conducted during TC meetings, but I just wonder how much of it needs to be varied where the ballots are conducted electronically and not during a TC meeting.  Would the only change be that there are no motions or do other mistakes occur through that route which we should be aware of?  It would be helpful to complete the picture and show all possible scenarios of conducting TC ballots if that’s not asking too much.   Regards John   From: Chet Ensign [mailto: chet.ensign@oasis-open.org ] Sent: 12 June 2013 19:32 To: chairs@lists.oasis-open.org Cc: OASIS TAB Subject: [chairs] Feedback requested on Motions Template document   OASIS Chairs,    TC Admin and the TAB have worked on a resource that we hope you will find helpful: a motions language template document.    In the attached documents, you will find 19 common motions that TCs need to make as part of regular interactions with OASIS. For each you will find a template for a motion in a meeting, a corresponding template for a ballot, an example (most taken from real life), a list of the required information elements, a list of common mistakes and notes on the situation themselves.    The intent is to make it easy for the TC to make motions or hold ballots with assurance that the language gives TC Administration everything it needs and requires.    To use the document, just look up your situation (say, approving a Committee Specification with Non-Material Changes), copy the language you want to use, substitute your information for the variables and vote on it.    Before I post this on the TC Admin homepage and announce it to members, I want to solicit your feedback. Please send me any comments that you have. In particular, if there are any motions you would like to see covered that aren't here, please let me know.    My thanks to Bill Cox for the sample motions he sent me to help with this exercise.    The template is attached in both Open Office and MS Office formats.    Thanks & I look forward to your feedback.  /chet  ---------------- Chet Ensign Director of Standards Development and TC Administration  OASIS: Advancing open standards for the information society http://www.oasis-open.org Primary: +1 973-996-2298 Mobile: +1 201-341-1393     Check your work using the Support Request Submission Checklist at  http://www.oasis-open.org/committees/download.php/47248/tc-admin-submission-checklist.html   TC Administration information and support is available at http://www.oasis-open.org/resources/tcadmin Follow OASIS on: LinkedIn:     http://linkd.in/OASISopen Twitter:         http://twitter.com/OASISopen Facebook:   http://facebook.com/oasis.open -- /chet  ---------------- Chet Ensign Director of Standards Development and TC Administration  OASIS: Advancing open standards for the information society http://www.oasis-open.org Primary: +1 973-996-2298 Mobile: +1 201-341-1393  Check your work using the Support Request Submission Checklist at  http://www.oasis-open.org/committees/download.php/47248/tc-admin-submission-checklist.html   TC Administration information and support is available at http://www.oasis-open.org/resources/tcadmin Follow OASIS on: LinkedIn:     http://linkd.in/OASISopen Twitter:         http://twitter.com/OASISopen Facebook:   http://facebook.com/oasis.open