HVNC Discussions and Decisions Process #179
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1. Introducing a TopicI have found that a detailed introduction of a technical topic by a committee member, using examples, can be very helpful for informing discussion of an issue. Proposal for discussionIt might be useful that a new topic is first presented to the committee on a call, in a presentation lasting no more than 15 minutes, with an additional 5-10 minutes for follow-up questions and discussion. These introductions will often be by committee members, but could also be invited community participants that have raised issues for discussion. These calls should be recorded and made available to the committee for subsequent review of the topic. The topic should have an associated Discussion thread, using the |
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2. Summarizing an open DiscussionIt would be useful to create a brief, public-facing summary of the problem statement and key arguments in lengthy Discussion threads (e.g. #2, #18), to minimize time spent in review of those conversations. Proposal for discussionThe committee member or community participant leading the discussion should be responsible for creating and maintaining a summary of the problem statement and key arguments before work on a resolution begins. These summaries should not exceed ~1/2 page, and should be added to the originating post for the Discussion. |
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3. Constructing a specific proposalTo effectively vote on a resolution to a Discussion, a specific resolution needs to be proposed for vote. Proposal for discussionWhen a proposal is ready to go to vote, the proposal should include specifics on what specific changes are to be adopted (e.g. what specific text will be added or removed, and to what pages). This should be prepared and sent to the committee at least two full weeks before the session in which a vote will be requested. |
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4. Preparing the committee to discuss a proposalThe committee should be sufficiently prepared to discuss a proposal, and should be given adequate time to do so. I have noticed that preparation for the meeting has often waited until the days immediately prior due to a lack of any agreed timelines for preparing or distributing the agenda. Proposal for discussionThe draft agenda must be prepared and sent to the committee for review two weeks prior to the meeting. Any topics for which a vote should be considered must be clearly indicated as an upcoming vote on this initial agenda. It is the responsibility of the committee members to review the agenda and any associated proposals up for vote in the two weeks prior to the meeting. |
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5. Voting on the proposalHUGO committee decisions, when not unanimous, are expected be determined by simple majority vote. However, a given committee member may need to be absent during a particular meeting in which a vote is to be held. Proposal for discussionVotes should be formalized via an online form (e.g. Google Forms) and the results of these votes maintained as part of the HVNC public record. If a proposal is adopted without unanimous support, a consensus dissenting opinion may be presented by the dissenting members as part of the HVNC public record for the proposal. If the majority opinion is to adopt, the discussion label is changed from |
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6. Maintaining a decision recordCurrently, proposals are kept on the site as Community Consultations, though our current process refers to the use of this Discussion forum for new proposals. Proposal for discussionWe move the SVD WG001 - WG010 records to GitHub Discussions, and apply the |
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We have a growing backlog of issues to be resolved by committee. Over the last year, several issues have been raised, discussed at length, and then left without resolution. These are periodically raised again, reintroduced, re-discussed, and again left without resolution.
Part of the issue was summarized by @jtdendunnen:
This Discussion forum is useful for asynchronous discussion on technical issues (and internal operational issues such as this one) and inviting broader community engagement–all good things. However, we are missing agreed-upon conventions for resolving discussions, and we should decide how we would like to operationalize:
This thread is for proposing and discussing ideas for formalizing the above processes.
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