[statecom] [adcom] Is: quorum; Was Re: Important question Re: credentialing new StateCom reps

[Daniel Melnechuk]

Merelice and all,

Thanks for making sure this is all understandable. Let me try to  
further describe how this online virtual statecom meeting is just  
like any other statecom meeting as far as procedures go in response  
to your concerns about quorum and when it is reached, etc.

There is no policy or procedures written that differentiate a virtual  
statecom meeting from a physical one. The only difference is  
location. Physical is on a certain day in a certain physical  
location. Virtual is over a number of days and the certain location  
is email and phone (phone responses from reps are posted to email  
business list so everyone can see them). A virtual one has the  
feature to allow more reps to participate.

At a physical meeting, we show up and may or may not have quorum at  
the beginning of the meeting. But that does not stop reps from  
discussing things. We can actually even discuss a proposal and  
essentially reach consensus of the reps present absent a quorum in  
the room and then when the last rep comes that makes quorum the rep  
can be asked if they have any concerns about the proposal and if not  
then it passes, or whatever. And at a physical meeting, we can be  
discussing a proposal and then one rep leaves and we don't have  
quorum and so we can not make the decision. Both of these things have  
happened over the almost 7 years i have been on statecom.

So a virtual statecom meeting is the same as a physical statecom  
meeting. The proposal consensus ballot is sent around, and when  
enough reps in the virtual room are there (emails coming back with  
responses) then there is a quorum for that moment in response to that  
proposal. One good thing about this is that there is always a really  
good chance of surpassing quorum at a virtual statecom meeting since  
we don't have to be in the same place at the same time on a weekend  
day but instead just respond by email! The only difference is that at  
the physical meeting we look around the room to see if we have quorum  
and at the virtual meeting we count the email responses.

If one has a concern about only having 50% plus 1 rounded down as a  
quorum for virtual statecom meetings being to low then they should  
also have a concern at physical meetings which have the same quorum.  
But lets be clear, reps will have some time to respond to a "are  
there any concerns" consensus ballot and everyone should be proactive  
in making sure reps respond to get as much participation as possible.  
And in all likelihood we will have a higher quorum at the virtual  
statecom meeting than at a physical meeting.

If consensus can not be reached and the facilitator takes us to a  
vote in the process, then a vote ballot will go out as a vote. We  
will NOT use the count of the consensus ballot to determine the  
outcome. That is a difference between the 3 week process which  
incorporates voting and consensus ballots into one to make things  
easy. And again to be clear, the 3 week process is for things that  
are deemed to be non controversial and in that light ask for a higher  
quorum threshold to make sure that it is non controversial.

I hope that helps clarify things.

Peace,
Dan


On Jun 20, 2008, at 6:06 PM, Merelice wrote:

> Dan,
>
> I really don't want to be a noodge, but what you say below tells me
> that quorum (unlike with an in-person meeting) is determined NOT prior
> to announcing that the meeting is in session NOR prior to actually
> conducting business, but as part of the voting process -- which is
> what I have been saying all along.
>
> And then, when it comes time to "vote" by indicating whether there are
> or are not concerns, the number of people needed to pass is the same
> as determining that there is a quorum present.  So the vote and the
> quorum amount to the same thing. Does that mean that the number
> required to "vote" is the rounded number of half, which is different
> from the two-thirds needed for an online vote (as opposed to an online
> meeting)? That would be a strange inconsistency.
>
> Where, actually are the procedures for these two types of online
> Statecom sessions? I know I've read them before, and I've looked for
> them again, so far unsuccessfully. If I read and understand them, I
> can stop bugging you. If the Co-chairs don't understand, I don't know
> how we can expect the rest of the State Committee to follow this.
>
> Thanks,
> Merelice
>
>
>
> On 6/20/08, Daniel Melnechuk <isis at isisdesign.com> wrote:
>> Hi Merelice,
>>
>>  To determine quorum for a virtual meeting is similar to a physical
>>  meeting. In a physical meeting you look around the room to count if
>>  we actually have quorum when we come to asking the question, "are
>>  there any remaining concerns?" In physical meetings reps can come  
>> and
>>  go for parts of the meeting but as long as we have a quorum when we
>>  get to making the decision, then the decision is valid.
>>
>>  So in a virtual meeting, the proposal is put out to make a decision
>>  and in that proposal is a response section which essentially asks
>>  "are there any remaining concerns?" People can answer with one of 3
>>  responses:
>>
>>         a) No concerns (equivalent to being quiet at a physical  
>> meeting)
>>         b) Yes Concerns but stand aside (shortcut about willing to  
>> stand
>>  aside), list concerns for record
>>         c) Yes Concerns, list concerns
>>
>>  Once we get a quorum number of responses in email or by phone  
>> talking
>>  to a rep, then if all are No Concern or Yes Concerns but stand aside
>>  responses, the proposal is passed. If there are concerns where  
>> people
>>  are not willing to stand aside, then the facilitator will need to  
>> try
>>  to get those concerns addressed according to our decisionmaking
>>  procedure. And if the proposal is changed, that would result in
>>  another consensus ballot being sent out to respond to the modified
>>  proposal.
>>
>>  Hope that clarifies it.
>>
>>  Peace,
>>  Dan
>>
>>
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