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Re: Procedure for approving small dictionary updates

The only problem that I have with Herbert's proposal is with point 5.  I am not sure that we need to be so formal as to lay down rules for voting, but if we are to have such rules I would recommend that any decision made at an IUCr meeting should be confirmed by an email ballot.  It is not appropriate to disenfranchise those who for whatever reasoon have missed attending an IUCr Congress.

David Brown

Herbert J. Bernstein wrote:
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.


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

      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.


On Tue, Nov 3, 2009 at 12:30 PM, James Hester <jamesrhester@gmail.com>
      Dear COMCIFS members,

      The following proposal for fast-track approval of minor
      updates has now been approved, as a six-week discussion period
      expired with no unresolved comments.  Note 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
      or designee, will explicitly state to the COMCIFS list that a
      has been approved.

      I will coordinate with Brian to update the website with
      about this new procedure.

      Best wishes,

      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
      > requires putting those changes to a formal vote on the
      COMCIFS list.
      > This may be seen as heavy-handed for small updates and
      > Following discussions with David B I would like to propose
      > following fast-track procedure for dealing with minor updates
      to the
      > dictionaries:
      > 1. Anybody can propose a change to the core dictionary either
      > 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
      > 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
      > 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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