G’day all
Jon posted the following to the EC reflector a few weeks ago
6.4 Minutes:
The minutes shall concisely record the essential business of the Working Group, including the following
items at a minimum:
a)
Name of group
b)
Date and location of meeting
c)
Officer presiding, including the name of the secretary who wrote the minutes
d)
Meeting participants, including affiliation, and voting member status at the end of the meeting
e)
Call to order, Chair's remarks
f)
Reminders of IEEE policies, such as Patent policy and Copyright policy
g)
The fact that a Call for Patents occurred and any responses made to such Call
h)
Approval of minutes of previous meeting
i)
Approval of agenda
j)
Technical topics
a.
Brief summary of discussion
and conclusions
b.
Motions exactly as they are stated, including the names of mover and seconder and the outcome of each motion
k)
Action items
l)
Items reported out of executive session
m)
Recesses and time of final adjournment
n)
Next meeting - date, time, and location
All submissions, presentations, and reports considered during the meeting by the Committee/WG shall be
referenced in the minutes, identifying the source of the submission. URLs should be provided where possible.
The following shall not be recorded in minutes:
·
Transcriptions of detailed discussions
·
Attributions of comments to specific participants
The discussion in the Coex SC today resulted from my view that the proposed minutes were not consistent with the marked sections above.
In particular, I expressed a view they contained detailed transcriptions of some comments (missing out comments from others), with attributions to individuals (albeit mostly not named). They did not contain summaries. I provided a somewhat cut down, revised
minutes with short, balanced summaries.
As Chair, I told the SC that we would consider the revised minutes first, and if they were not approved then we would consider the
original minutes. Someone then called for a roll call vote. Arrgh! The revised minutes were approved by a vote of 8-5 (from memory).
Andrew
From: *** IEEE stds-802-11-cac List *** <STDS-802-11-CAC@xxxxxxxx>
On Behalf Of Jon Rosdahl
Sent: Friday, 13 July 2018 10:06 AM
To: STDS-802-11-CAC@xxxxxxxxxxxxxxxxx
Subject: Re: [STDS-802-11-CAC] Agenda topic : minutes discussion recording
--- This message came from the IEEE 802.11 Chairs' Advisory Committee Reflector ---
IEEE 802 LMSC Working Group Policies and Procedures, v19 7/29/2016 -- IEEE-SA Standards Board Approved December 2013
3.4.3 Secretary
The responsibilities of the Secretary include:
a) Scheduling meetings in coordination with the Chair and distributing meeting notices.
b) Distributing meeting agenda (as per 6.0). Notification of the potential for action shall be
included on any distributed agendas for meetings.
c) Recording minutes of each meeting according to Clause 6.5 and IEEE guidelines (see
http://standards.ieee.org/develop/policies/stdslaw.pdf), and publishing them within 60
calendar days of the end of the meeting.
d) Creating and maintaining the Working Group membership roster and submitting it to the
IEEE Standards Association annually.
e) Being responsible for the management and distribution of Working Group
documentation.
f) Maintaining lists of unresolved issues, action items, and assignments.
g) Recording attendance of all attendees.
h) Maintaining a current list of the names of the voting members and distributing it to the
members upon request.
i) Forwarding all changes to the roster of voting members to the Chair.
j) Being familiar with training materials available through IEEE Standards Development
Online.
----------------------------------------------------------------------------------------------------------------------
Minutes constitute the official record of IEEE standards-development meetings
and provide documentation of what transpired. These documents can be used
for many purposes other than their generally intended purpose of providing a
historical record of actions taken. One important purpose is to help protect the
organization and the participants in the meeting in the event issues develop in
the future with respect to actions taken at any such meeting.
It is the responsibility of IEEE standards developers to assure that minutes are
taken accurately and succinctly. For additional requirements, see the subclause
on Minutes in the IEEE-SA Baseline Policies and Procedures for Standards
Development.
Further, it is good practice to include
the following in minutes:
• References to policies and procedures used in decision making
• Reminders of policies and procedures or compliance with policies and
procedures
• Due diligence performed in connection with consideration of relevant issues,
including consultation with advisors
• Steps taken to obtain information or guidance during consideration of
relevant issues prior to a decision
Privileged or executive session discussions, other than what is agreed to be
reported out, is not included in minutes.
The minutes should be reviewed with the Chair prior to distribution or posting.
Until approved, the minutes must be denoted as a draft. Once approved, only
the final approved minutes is to be retained.
There is no such thing as an “off the record” conversation. If comments are not
appropriate for recording, they should not be made at IEEE standards meetings.
Comment or discussion concerning competitive terms and conditions of
companies or products is highly inappropriate.
When an IEEE standards-development meeting is adjourned, it should be over
in all respects. Carryover discussions incidental to the meeting session present
too great a temptation for “confidential” discussions of prohibited subjects.
Remember, following these principles protects IEEE and you. These principles
are not all encompassing, but they do offer guidance to the rules you must
follow. When in doubt, consult with the IEEE-SA staff and, if necessary and with
staff guidance, the IEEE Legal and Compliance Department.
IEEE 802 WG P&P Clause 6.5:
6.5 Minutes
The minutes shall concisely record the essential business of the Working Group, including the
following items at a minimum:
a) Name of group
b) Date and location of meeting
c) Officer presiding, including the name of the secretary who wrote the minutes
d) Attendance, including affiliation
e) Call to order, Chair's remarks
f) Approval of minutes of previous meeting
g) Approval of agenda
h) Technical topics
1) Brief summary of discussion and conclusions
2) Motions, including the names of mover and seconder
i) Items reported out of executive session
j) Next meeting--date and location
Copies of handouts and subgroup reports may be included in the minutes or made available as
separate items.
-----------------------------------------------------------------------------
Jon Rosdahl Engineer, Senior Staff
office: 801-492-4023 Qualcomm Technologies, Inc.
cell: 801-376-6435 10871 North 5750 West
Highland, UT 84003
A Job is only necessary to eat!
A Family is necessary to be happy!!
On Thu, Jul 12, 2018 at 5:14 PM, Stephen McCann <mccann.stephen@xxxxxxxxx> wrote:
--- This message came from the IEEE 802.11 Chairs' Advisory Committee Reflector ---
I'd like to suggest an agenda item for this evening's CAC regarding the amount of detail that needs to be recorded in minutes.
This is because I understand there has been a recent change in the ECs recommendations on this issue that came up in the PM1 COEX SC meeting today.
As I'm not familar with these new recommendations, I'd like discuss this further.
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