[ALAC] Motion to amend the ALAC Rules of Procedure

Mon Oct 15 06:00:07 UTC 2018

Sent from my mobile
Kindly excuse brevity and typos

On Sun, 14 Oct 2018, 05:36 Alan Greenberg, <alan.greenberg at mcgill.ca> wrote:

.

19.11.8 - I like the inclusion but i believe the interpretation of abstain
needs to be reviewed. That someone abstain should not imply a No as we
currently practice. It should simply mean the person does not care hence
should not be counted in the total valid votes but should be part of total
cast.

The current rules are very clear about what the winning condition is (50%
of votes cast) so I don't feel comfortable changing those words. A change
could certainly be possible in the future. For the moment, we should focus
on saying there should be an Abstain, or not (once can always not vote).

SO: Well Abstain in this case has weighting hence i don't think it can only
be a matter of having it or not, but if that is what you like us to focus
on then I prefer we do not include abstain then.

Will flag for discussion in Barcelona. Since you will not be there, Please
send a message to me or to the ALAC list for presentation there.

SO: Can you let me know the kind of mail/message you'd like me to send? as
I already sent my view about this on this thread.

ALAC (bullet 8,9) - Am not sure who periodic affirmation mean, can you
clarify your intention? Is it just to check with the individual if they
still like to remain subscribed? if yes then i think there should be a
definite period for that.

The theory when we wrote this was that annually we would ask. But the list
of such people is long and doing it annually would be a big chore (and in
practice we do not get around to it. Thus the suggested change. It is rare
that someone has asked to be taken off (and they always could at any time),
so the impact is minimal.

SO: Okay actually changing from annually to periodic may give an impression
of much more frequent check, if an annual check is cumbersome, its better
this is stated to be done within every 2 years.

ALAC-Internal (bullet 3) - I honestly feel the ALAC list is too large and i
don't think bullet point 3 should be included as i don't see the added
value. At best i think only the liasons should be included

This is no change from the current practice - it just uses a new term not
defined at the time this document was originally written and moves some
from the last bullet to the third. The only current advisors who are not
Liaisons are past ALAC Chairs.

SO: Hmm....lets just say the current practice of growing the ALAC internal
list is what I was also indirectly commenting on; I feel that including the
entire 3.5(particularly 3.5.3 and 3.5.5) as members of internal-list is
un-necessary and perhaps defeats the internal nature of it.

You will have to be clearer here. Are you saying that the w/3 non-titled
ALT members (3.5.3) are ALAC members and ALT members but should not be
members of the ALAC-Internal list??

SO: Okay am clear about 3.5.3(though it's already covered in first bullet
point) but then 3.5.5 will be the only group then that does not have to be
on the internal list.

Regards

Line 34 - Is it referring to communication on the list or the information
of the mailman itself?

Communications on the list.

SO: Okay kindly include that word communication somewhere in the sentence

Cheers!

Alan

Regards

On Tue, Oct 2, 2018 at 5:46 PM Alan Greenberg <alan.greenberg at mcgill.ca >
wrote: As I am about to relinquish the honor of being the Chair of the
ALAC, I would like to leave things in reasonable order. There are a number
of overdue changes needed to the Rules of Procedure (RoP) and associated
documents.
To summarize, our overall rule set includes:
Rules of Procedure: We have a backlog of correction, clarifications and
changes to address issues that have arisen or to bring the RoP in line with
current practices.

Adjunct Document 01: "Position Description for ALAC Members, Liaisons and
Appointees" I expect to be considered by the ARIWG in relation to Issue 16
(Metrics)
Adjunct Document 02: "Metrics and Remedial Actions for ALAC Members and
Appointees" was never written but to the extent it is needed, it should
also be considered in relation to Issue 16.
Adjunct Document 03: "At-Large Board Member Selection Implementation"
should not need any immediate attention. The Selection process was
referenced in the Review (Issue 6) but our proposal that was accepted by
the Board disagreed with the Review Team and said that we will not address
it in the Review Implementation. We may of course re-open that discussion
at any point in the future if changes is needed.
Adjunct Document 04: "At-Large Structure Framework" will no doubt be
reviewed and likely changed as part of addressing Review Issue 2 (ALS and
Individual Membership).
ALAC E-mail Guide: There are a number of corrections and changes needed to
being the document in line with current ALAC practice (and reduce routine
work).

Accordingly I am proposing a set of changes to the ALAC Rules of Procedure
and the ALAC E-mail Guide. The RoP call for at least 21 calendar days
notice and and this message will allow us to vote on the amendments at the
Wrap-Up Session in Barcelona. There will also be time allocated for
discussion in Barcelona, but hopefully any need for change can be brought
up and resolved via e-mail prior to travel.
I will do a very brief overview of the changes on the ALAC call later
today, and we can have a dedicated call if people wish.
Attached is the redline revision of the RoP as well as a Change Log
explaining each of the changes.
Also attached is the redline E-mail Guide. All of the changes are either
clear corrections or changes to reflect current practice (such as including
the any ALT Advisor in the ALT or ALAC lists, and including key working
group chairs in the ALAC list).
Alan
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-- 
------------------------------------------------------------------------ Seun
Ojedeji, Federal University Oye-Ekiti web:     http://www.fuoye.edu.ng Mobile:
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Bringing another down does not take you up - think about your action!

-- 
------------------------------------------------------------------------
Seun Ojedeji,
Federal University Oye-Ekiti
web:     http://www.fuoye.edu.ng
Mobile: +2348035233535 <http://??>
alt email: <http://goog_1872880453> seun.ojedeji at fuoye.edu.ng

Bringing another down does not take you up - think about your action!
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