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Re: Procedure for approving small dictionary updates

Dear James,

   To avoid offending people in the process of ensuring active DWG/DMG
membership, I would propose that COMCIFS adopt a uniform policy of
terms for both chairs and DWG/DMG members.  Here is the policy I
would suggest:

1.  That COMCIFS recognize DWG/DMG chairs for 3 year terms ending
immediately after each IUCr meeting, with successors to be
desgnated by COMCIFS at each IUCr meeting or on any vacancy.  Someone
filling a vacancy would serve only to the end of the orginal term.

2.  That each DWG/DMG chair propose a list of DWG/DMG members to COMCIFS 
for 3 year terms ending one month after each IUCr meeting, with successors 
to be recommended by the incoming DWG/DMG chairs at or immediately after 
each IUCr meeting or on any vacancy.  Someone filling a vacancy would 
serve only to the end of the original term. In addition, any DWG/DMG 
chair whose term is ending would automatically be offered a seat as a 
member of the same DWG/DMG if they are interested in serving.

3.  That there be no restriction on chairs and DWG/DMG chairs succeeding 
themselves and no minimum or maximum number of members of a DWG/DMG, and 
that COMCIFS would reserve the right to add appropriate, interested 
members of the community to any DWG/DMG.

4.  That the COMCIFS secretary maintain an online list of all DWG/DMG 
chairs and members

5.  While it is desirable to DWG/DMGs to work by consensus, if decisions 
are to be made by majority voting, on email ballots a plurality of those 
voting will be sufficient to decide a question, with those who do not 
respond within 6 weeks of posing a question deemed to have abstained. 
For meetings at IUCr meetings a majority of those DWG/DMG members in 
attendance at the IUCr meeting will constitute a quorum, and a plurality 
of that quorum sufficient to carry a motion.

6.  COMCIFS may act at any time to revive a moribund DWG/DMG by replacing 
chairs and/or members as needed to ensure proper fucntioning.

  Herbert J. Bernstein, Professor of Computer Science
    Dowling College, Kramer Science Center, KSC 121
         Idle Hour Blvd, Oakdale, NY, 11769


On Tue, 2 Feb 2010, James Hester wrote:

> Dear COMCIFS members,
> A six-week period (actually considerably longer than that) has now expired since
> the modifications to the fast-track procedure suggested below were proposed. As
> no critical comments were received, I declare them to have been accepted.
> James.
> On Wed, Nov 25, 2009 at 4:26 PM, James Hester <jamesrhester@gmail.com> wrote:
>       I would like to suggest some common-sense refinements to the
>       fast-track procedure:
>       (1) If all members of a DMG have responded to a proposal before the
>       six-week time limit, there is no requirement to wait six weeks
>       (2) If all voting members of COMCIFS have responded to a proposal
>       before the six-week time limit, there is no requirement to wait six
>       weeks
>       I would also ask the chairs of the various DMGs to periodically
>       (perhaps once a year) check on the willingness of their members to
>       continue in the role, to avoid situations where ghost members hold up
>       these types of processes.
>       James.
> On Tue, Nov 3, 2009 at 12:30 PM, James Hester <jamesrhester@gmail.com>
> wrote:
>       Dear COMCIFS members,
>       The following proposal for fast-track approval of minor
>       dictionary
>       updates has now been approved, as a six-week discussion period
>       has
>       expired with no unresolved comments. áNote the following
>       changes to
>       the original proposal arising from the discussion:
>       (i) the time-limit for making comments will be six weeks,
>       rather than
>       one month as was originally suggested.
>       (ii) following the conclusion of the 6-week comment period, the
>       Chair,
>       or designee, will explicitly state to the COMCIFS list that a
>       proposal
>       has been approved.
>       I will coordinate with Brian to update the website with
>       information
>       about this new procedure.
>       Best wishes,
>       James.
>       On Wed, Aug 19, 2009 at 5:48 PM, James Hester
>       <jamesrhester@gmail.com> wrote:
>       > Dear COMCIFS members,
>       >
>       > Currently the procedure for making any changes to the
>       dictionaries
>       > requires putting those changes to a formal vote on the
>       COMCIFS list.
>       > This may be seen as heavy-handed for small updates and
>       additions.
>       > Following discussions with David B I would like to propose
>       the
>       > following fast-track procedure for dealing with minor updates
>       to the
>       > dictionaries:
>       >
>       > 1. Anybody can propose a change to the core dictionary either
>       through
>       > the IUCr web site or by contacting the chair of the
>       appropriate DMG.
>       >
>       > 2. In conjunction with the DMG chair, they can work out a
>       proposal for
>       > new dictionary code.
>       >
>       > 3. This code is then submitted to the DMG for comment and
>       eventual approval.
>       >
>       > 4. The change is then posted to the COMCIFS discussion list
>       for
>       > comment within a given time limit.
>       >
>       > 5. If no comment is received, or if all the comments are
>       resolved, the
>       > change is accepted, otherwise it is refered back to the DMG.
>       >
>       > I suggest that a 'small change' is one that creates no new
>       categories
>       > and affects no more than two definitions.
>       > A one month time limit for initiating comments seems about
>       right to
>       > me, as it should allow those that happen to be on holiday to
>       make it
>       > back in time.
>       >
> --
> T +61 (02) 9717 9907
> F +61 (02) 9717 3145
> M +61 (04) 0249 4148
> --
> T +61 (02) 9717 9907
> F +61 (02) 9717 3145
> M +61 (04) 0249 4148
> --
> T +61 (02) 9717 9907
> F +61 (02) 9717 3145
> M +61 (04) 0249 4148
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