Re: [STDS-802-11-CAC] email discussion on how best to record "Secretary Guidelines"
--- This message came from the IEEE 802.11 Chairs' Advisory Committee Reflector ---
Hi Adrian,
seeing that (9a), i.e. capturing the discussion apart from the discussion on a motion, is optional, I think the guidelines are complete and easy to follow.
We might want to clarify if the name and affiliation of anyone announcing his personal awareness on potentially essential patent claims should be recorded.
Best
Marc
On 12 Aug 2015, at 12:45, Stephens, Adrian P <Adrian.P.Stephens@xxxxxxxxx> wrote:
> --- This message came from the IEEE 802.11 Chairs' Advisory Committee Reflector ---
>
> Thank you, Edward,
>
> I'd stupidly missed out Appendix B : "guidelines for Secretaries" because I'd stopped at Clause 10 "Guidelines for 802.11 Secretaries"
>
> Anyhow Appendix B does include:"
> Minutes should be short—don’t include every detail in your meetings. After all, they’re called minutes, not hours.
>
> What should be in minutes?
> 1. Name of Group
> 2. Date and location of meeting
> 3. Officer presiding, including the name of the secretary who wrote the minutes
> 4. Attendance – The WG Secretary reports the attendance in the full working group minutes as a report published from the electronic attendance system. Sub-group secretaries shall include attendance records for any meeting held outside a WG Session (e.g. telcon, Ad Hoc). (TG refer to the WG Full minutes, SG and SC must collect attendance list and publish with the minutes. The attendance list will include the name and affiliation of the meeting attendee. No contact information will be published in the minutes as per the 802 LMSC policies and procedures.)
> 5. Call to order, chair’s remarks.
> 6. Approval of minutes of previous meetings.
> 7. Approval of agenda
> 8. Review of Policies and Procedures of IEEE
> 9. Technical Topics
> a. Brief summary of discussion, pros and cons, and conclusions
> b. Motions and actions items with name and due date
> c. Copies of handouts/presentations
> d. Do not include names, except for movers and seconders of motions unless a roll-call vote is ordered.
> 10. Subcommittee reports
> 11. Next meeting—date and location"
>
>
> Note 9.d is incomplete. Names should (IMHO) be included for:
> Officers, presentation author, mover/seconder, straw poll requester, roll-call result, and to record the name of anybody
> who asks their name as being recorded for leaving the meeting as an objection to the material being discussed.
>
> We might also want to offer guidance on recording discussion. Such as:
> "A secretary can optionally record discussion. This must not be a verbatim record, but a summary of the key points
> raised in discussion."
>
> Best Regards,
>
> Adrian P STEPHENS
>
> Tel: +44 (1793) 404825 (office)
> Tel: +1 (971) 330 6025 (mobile)
>
> ----------------------------------------------
> Intel Corporation (UK) Limited
> Registered No. 1134945 (England)
> Registered Office: Pipers Way, Swindon SN3 1RJ
> VAT No: 860 2173 47
>
> -----Original Message-----
> From: Edward Au [mailto:edward.ks.au@xxxxxxxxx]
> Sent: 12 August 2015 11:35
> To: Stephens, Adrian P
> Cc: IEEE802.11 CAC
> Subject: Re: [STDS-802-11-CAC] email discussion on how best to record "Secretary Guidelines"
>
> Hello Adrian,
>
> As referred to Section 14 "Appendix B: Guidelines for Secretaries" of the IEEE 802.11 OM (14/0629r12), it states clearly that "Do not include names, except for movers and seconders of motions unless a roll-call vote is ordered".
>
> I believe it is sufficient as long as these guidelines are reviewed prior to drafting the meeting minutes :)
>
> Regards,
> Edward
>
> On Wed, Aug 12, 2015 at 3:09 AM, Stephens, Adrian P <Adrian.P.Stephens@xxxxxxxxx> wrote:
>> --- 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:
>>
>> 3.
>> I..................................................................................................................
>> Secretaries Duties. 3
>>
>> 4.
>> II..................................................................................................................
>> Minutes Defined. 3
>>
>> 5.
>> III...................................................................................
>> Secretaries preparation for meetings. 3
>>
>> 6.
>> IV..............................................................................................................................
>> Meeting. 3
>>
>> 7.
>> a.............................................................................................................
>> Form of the Minutes. 4
>>
>> 8.
>> b.............................................................................................................
>> Body of the Minutes. 4
>>
>> 9. Beginning. 4
>>
>> 10. Body. 4
>>
>> 11. Motions. 4
>>
>> 12. Straw Polls. 4
>>
>> 13. Reports and Presentations. 5
>>
>> 14. Recording votes. 5
>>
>> 15. End of each session. 5
>>
>> 16. End of meeting. 5
>>
>>
>>
>> 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)
>> Tel: +1 (971) 330 6025 (mobile)
>>
>>
>>
>> ----------------------------------------------
>> Intel Corporation (UK) Limited
>> Registered No. 1134945 (England)
>> Registered Office: Pipers Way, Swindon SN3 1RJ VAT No: 860 2173 47
>>
>>
>>
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