Difference between revisions of "On List Decisions Policy"

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m (removed council; clearer separation between policy and procedure, cleaned up procedure a bit.)
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== Policy ==
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== Board ==
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=== Council ===
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=== Policy ===
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This policy pertains to the FREE GEEK [http://lists.freegeek.org/listinfo/council council mailing list], which is open to anyone who volunteers or works at FREE GEEK. The purpose of the list is to discuss issues that affect FREE GEEK, specifically issues that are not handled by other working groups at FREE GEEK, issues that overlap between other working groups, and issues that are more controversial and far reaching.
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''approved by board [http://lists.freegeek.org/pipermail/directors/2006-July/000848.html July 2006]''
  
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Anyone can participate in the discussion, but we ask that people consider their words carefully and be prepared to ask for (and give) clarifications.
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Issues come up often enough that quarterly board meetings need to be supplemented by other communication/decision process.  Seamus requested board adopt a clear process to make communication/decisions by email effective and efficient.  FG Board members are expected to do email.  Process should make clear participation by all is desired, and that silence may be misinterpreted so all members should make concerted effort to participate.  Members who will be out of email range for more than a few days should alert the board list in advance.  It is useful for the person doing the proposing to summarize and consolidate discussion points as the discussion moves forward.
  
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Decisions affecting the FREE GEEK community can be made on this list.
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The [[board]] has a limited set of members and its decisions may be legally or financially critical for the organization.  
  
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To make decisions:
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===Procedure===
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* Post a message with the word "proposal" and a meaningful title in the subject.
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: Note: not sure how we should change this to suit the board-discuss list. This is my preliminary try. --[[User:Ideath|Ideath]] 23:35, 2 November 2011 (UTC)
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* Word your proposal carefully in the body of the message after thinking through any ramifications it might have for FREE GEEK.
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# '''Proposal email should'''
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* Note any time sensitive context for the proposal. (When does the decision need to take effect? When would be too late?)
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#* Be sent to the board-discuss list unless the proposal absolutely requires the privacy of an [[executive session]].
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* Ask people to respond with clarifying questions if they have them.
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#* Subject lines should draw attention to the message's task, including use of CAPS shouting things like IMPORTANT and/or ACTION REQUIRED.
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* Ask people to respond with amendments, reservations and/or counter-proposals if they have them.
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#* The body of the message should include links to relevant material and background information.
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* Wait for responses. If after a reasonable amount of time no one has responded, respond yourself asking for people to at least indicate if they have read the proposal or not.
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#* Include a specific time should be announced for discussion and decision, usually about a week (can be extended if extensive discussion needed)
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* As people discuss the proposal, they can suggest an amendment and restate the proposal. This is a mechanism for creating compromises that everyone can live with, as well as a way to combine multiple proposals and come up something that is better than all of them.
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#* Specify what action would be required by this decision.
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* When a reasonable amount of discussion has taken place, ask for people whether they agree with the thrust of the proposal or not. People can respond by saying that they:
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#* Ask people to respond with clarifying questions if they have them.
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** agree with no reservations
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#* Ask people to respond with amendments, reservations and/or counter-proposals if they have them.
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** don't agree, but will stand aside and let the decision go forward
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# '''In the next couple of days''', board members should weigh in, even if their response is "I don't have time to write a response now" or "This sounds reasonable but I'm not sure I understand all the intricacies yet."
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** don't agree and will block the decision
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#* As people discuss the proposal, they can suggest an amendment and restate the proposal. This is a mechanism for creating better solutions.
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If no one blocks then the decision goes forward, at least until it is reviewed at the next meeting of the council.
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# When the agreed-upon amount of time has passed, ask for people whether they agree with the thrust of the proposal or not. People can respond by saying that they:
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#* agree with no reservations
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#* don't agree, but will stand aside and let the decision go forward
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#* don't agree and will block the decision
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# Action requires participation by quorum, consensus rules apply.
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#* When all board members have responded (or at least enough for quorum), list responses and next steps in an email.
  
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Any decision made on the list should be mentioned at the next council meeting. The meeting can then support or reverse the decision. People attending the meeting are expected to have read the discussion on the this list.
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Any decision made on the list should be mentioned at the next board meeting and included in the minutes. The meeting can then support or reverse the decision.
  
 
In some cases reversing the decision is moot, because the action has already been taken and is over and done with. The meeting should at least record this fact and call for any relevant comments to be placed in the minutes for future reference.
 
In some cases reversing the decision is moot, because the action has already been taken and is over and done with. The meeting should at least record this fact and call for any relevant comments to be placed in the minutes for future reference.
  
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Minutes of the meeting, including who attended, should be posted to the list (as with all council meetings).
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== Other Groups ==
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NOTE: Anyone can participate in the discussions, but only [[eligibility for Council|qualifying council]] members can actually participate in making decisions.
 
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: ''my interpretation is that list participation should be the same as meeting participation; that is, anyone can participate in discussion and decisions, it is only blocking that is limited to qualified council members.'' --[[User:Ideath|Ideath]] 11:44, 28 September 2006 (PDT)
 
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=== Board ===
 
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The board differs from the council in that it has a limited set of participants and its decisions may be more legally or financially critical for the organization.
 
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''approved by board [http://lists.freegeek.org/pipermail/directors/2006-July/000848.html July 2006]''
 
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Issues come up often enough that quarterly board meetings need to be supplemented by other communication/decision process.  Seamus requested board adopt a clear process to make communication/decisions by email effective and efficient.  FG Board members are expected to do email.  Process should make clear participation by all is desired, and that silence may be misinterpreted so all members should make concerted effort to participate.  Members who will be out of email range for more than a few days should alert the board list in advance.  It is useful for the person doing the proposing to summarize and consolidate discussion points as the discussion moves forward.
 
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>>> BOARD ACTION:  Adopted process that includes the following elements:
 
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* Proposals should be clearly marked as such in subject line of email, including use of CAPS shouting things like IMPORTANT and/or ACTION REQUIRED
 
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* A specific time should be announced for discussion and decision, usually about a week (can be extended if extensive discussion needed)
 
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* Board members should weigh in, even if their response is "I don't have time to write a response now" or "This sounds reasonable but I'm not sure I understand all the intricacies yet."
 
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* What action is required needs to be specified
 
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* Action requires participation by quorum, consensus rules apply
 
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=== Other Groups ===
 
 
if your group is trying to reach [[consensus]] via email, you may wish to adopt some of the elements of these policies, including  
 
if your group is trying to reach [[consensus]] via email, you may wish to adopt some of the elements of these policies, including  
 
* clear subject lines
 
* clear subject lines

Revision as of 16:35, 2 November 2011

Board

Policy

approved by board July 2006

Issues come up often enough that quarterly board meetings need to be supplemented by other communication/decision process. Seamus requested board adopt a clear process to make communication/decisions by email effective and efficient. FG Board members are expected to do email. Process should make clear participation by all is desired, and that silence may be misinterpreted so all members should make concerted effort to participate. Members who will be out of email range for more than a few days should alert the board list in advance. It is useful for the person doing the proposing to summarize and consolidate discussion points as the discussion moves forward.

The board has a limited set of members and its decisions may be legally or financially critical for the organization.

Procedure

Note: not sure how we should change this to suit the board-discuss list. This is my preliminary try. --Ideath 23:35, 2 November 2011 (UTC)
  1. Proposal email should
    • Be sent to the board-discuss list unless the proposal absolutely requires the privacy of an executive session.
    • Subject lines should draw attention to the message's task, including use of CAPS shouting things like IMPORTANT and/or ACTION REQUIRED.
    • The body of the message should include links to relevant material and background information.
    • Include a specific time should be announced for discussion and decision, usually about a week (can be extended if extensive discussion needed)
    • Specify what action would be required by this decision.
    • Ask people to respond with clarifying questions if they have them.
    • Ask people to respond with amendments, reservations and/or counter-proposals if they have them.
  2. In the next couple of days, board members should weigh in, even if their response is "I don't have time to write a response now" or "This sounds reasonable but I'm not sure I understand all the intricacies yet."
    • As people discuss the proposal, they can suggest an amendment and restate the proposal. This is a mechanism for creating better solutions.
  3. When the agreed-upon amount of time has passed, ask for people whether they agree with the thrust of the proposal or not. People can respond by saying that they:
    • agree with no reservations
    • don't agree, but will stand aside and let the decision go forward
    • don't agree and will block the decision
  4. Action requires participation by quorum, consensus rules apply.
    • When all board members have responded (or at least enough for quorum), list responses and next steps in an email.

Any decision made on the list should be mentioned at the next board meeting and included in the minutes. The meeting can then support or reverse the decision.

In some cases reversing the decision is moot, because the action has already been taken and is over and done with. The meeting should at least record this fact and call for any relevant comments to be placed in the minutes for future reference.

Other Groups

if your group is trying to reach consensus via email, you may wish to adopt some of the elements of these policies, including

  • clear subject lines
  • defined timeline giving sufficient time for group members to have reasonably read and responded to messages
  • clearly requesting participation and outlining requested action
  • summarizing and restating
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