Proposed changes to MEI By-laws

community/mei-by-laws.md

@@ -12,7 +12,7 @@ The name of this organisation is ‘Music Encoding Initiative’ (hereafter abbr
 
 The purpose of MEI is to create, promote, and diffuse a semantically rich model for music notation that:
 
-* accommodates the encoding of the intellectual and physical characteristics of Western music notation documents, primarily focusing on but not being limited to Common Music Notation (CMN);
+* accommodates the encoding of the intellectual and physical characteristics of music notation documents, primarily focusing on, but not being limited to, Common Western Music Notation (CWMN);
 * is designed by the scholarly community for scholarly uses, but does not exclude other uses;
 * provides for the common functions of traditional facsimile, critical, and performance editions;
 * has a modular structure that permits use dependent on the goals of scholars; and
@@ -29,25 +29,29 @@ There are two types of membership in MEI: personal and institutional. Both types
 
 #### 3.1.1 Personal Membership
 
-Only private individuals may obtain personal membership in MEI. Personal membership is conferred by subscription to the MEI mailing list ([MEI-L](https://music-encoding.org/community/community-contacts.html)) and/or by payment of annual dues determined from time to time by the membership at the annual Board meeting. All personal members may vote, nominate members for office, stand for office, and otherwise benefit from the activities of MEI.
+Only private individuals may obtain personal membership in MEI. Personal membership is conferred by subscription to the MEI mailing list ([MEI-L](https://music-encoding.org/community/community-contacts.html)). All personal members may vote, nominate members for office, stand for office, and otherwise benefit from the activities of MEI.
 
 #### 3.1.2 Institutional Membership
 
 Institutional Membership in MEI is available for any form of organization, project or company. Any of the above wishing to become an Institutional Member of MEI may apply by submitting an application, in a form prescribed by the Board, to any elected member of the Board.
 
 There are three levels of Institutional Membership: An institution that sponsors MEI with an annual contribution of $500, $2000, or $5000 or more will be designated a ‘regular’, ‘patron’, or ‘sustaining’ MEI Institutional Member, respectively. Other forms of in-kind commitment with the same value as the annual fees above, such as staff time or administrative support, may substitute for monetary contributions.
 
-The logos of sponsoring organizations will appear on publications by the [MEI Board](https://music-encoding.org/community/mei-board.html) (e.g. conference proceedings, guidelines) and on [http://www.music-encoding.org](http://www.music-encoding.org). While the logos of sustaining Institutional Members will appear on title pages and on the welcome page of the website, those of sustaining and regular Institutional Members will appear in a dedicated section.
+The logos of sponsoring organizations will appear on publications by the [MEI Board](https://music-encoding.org/community/mei-board.html) (e.g. conference proceedings, guidelines) and on [http://www.music-encoding.org](http://www.music-encoding.org). While the logos of sustaining Institutional Members will appear on title pages and on the welcome page of the website, those of patron and regular Institutional Members will appear in a dedicated section.
 
 All Institutional members in good standing have the right to display the MEI logo on any MEI-related publications or products they create or distribute that conform to the license under which MEI is distributed.
 
 ### 3.2 Termination
 
-The [Board](https://music-encoding.org/community/mei-board.html) may terminate an individual or institutional membership in MEI upon good-faith finding of (a) misconduct by such member reflecting discredit upon MEI or (b) violation of these By-laws (including but not limited to the nonpayment of dues or other required charges or assessments).
+The [Board](https://music-encoding.org/community/mei-board.html) may terminate an individual or institutional membership in MEI upon good-faith finding of (a) misconduct by such member reflecting discredit upon MEI or (b) violation of these By-laws.
 
 ### 3.3 Resignation
 
-Any member may resign from MEI. Resignation of a Personal or Institutional Membership is effective upon the Board's receipt of a formal (physical or electronic) notice of resignation.
+Any member may resign from MEI. 
+
+Resignation of a Personal Membership is effective upon unsubscribing from MEI-L.
+
+Resignation of an Institutional Membership is effective upon the Board’s receipt of a formal (physical or electronic) notice of resignation.
 
 ## 4 Finances
 
@@ -73,52 +77,62 @@ The Board is self-organizing; that is, there will be no formal regulations on ho
 
 ### 5.1 Members
 
-The Board consists of nine (9) elected members plus one (1) member designated by each Host Institution (for details see 7 Host Institutions). All members of the Board (elected and designated) have the right to participate in decision-making processes established by the Board. Any member of the Board may resign from the Board on written notification to the administrative chair (see below).
-
-### 5.2 Meetings
+The Board consists of nine (9) elected members plus one (1) member designated by each Host Institution (for details see 7 Host Institutions). All members of the Board (elected and designated) have the right to participate in decision-making processes established by the Board.
 
-The Board holds regular, virtual or in-person meetings, e.g. approximately every three months. As schedules and funding permit, the Board meets in person at least once per year. For every meeting, an agenda shall be published online prior to the meeting and minutes of the meeting shall be provided in a timely manner following the meeting. Depending on the availability of funding, the members of the Board may be refunded travel costs for this meeting.
+#### 5.1.1 Appointed offices
 
 The Board assigns the following roles to individuals amongst its members:
 
-* one administrative chair
+* one Administrative Chair
 * two Technical Co-chairs
+* two Elections Officers
 
-The administrative chair takes responsibility for calling Board meetings. The designated  Host Institution Board members act as _liaison_ with the host organizations. Moreover, the chair of the Board is the main representative of the whole MEI Community and thus has representational functions and obligations and may act on behalf of the whole MEI community on such occasions. (N.B. the above is not to say that the chair of the Board has more influence and decision competence than any other member of the Board. The chair of the Board is simply be “first among equals.”)
+The Administrative Chair takes responsibility for calling Board meetings. The designated Host Institution Board members act as _liaison_ with the host organizations. Moreover, the chair of the Board is the main representative of the whole MEI Community and thus has representational functions and obligations and may act on behalf of the whole MEI community on such occasions. (N.B. the above is not to say that the chair of the Board has more influence and decision competence than any other member of the Board. The chair of the Board is simply “first among equals.”)
 
 The two Technical Co-chairs take responsibility for organizing and chairing the Technical Team, see details below (6 Technical Team).
 
-### 5.3 Terms & Elections
+The two Elections Officers will take care of running the yearly MEI elections. The Elections Officers are appointed by the Board from amongst the MEI community and shall not be running for election themselves.
 
-The elected members of the Board each are elected for a three year term. Terms on the Board are staggered so that three positions are open for election each year. Terms of office begin January 1 at 2 pm UTC.
+### 5.2 Meetings
 
-Exception to annual elections and term lengths will be made for the initial election of the Board (see Initial election of the Board) and in case a Board member resigns.
+The Board holds regular, virtual, or in-person meetings, e.g. approximately every three months. As schedules and funding permit, the Board meets in person at least once per year. For every meeting, an agenda shall be published online prior to the meeting and minutes of the meeting shall be provided in a timely manner following the meeting. Depending on the availability of funding, the members of the Board may be refunded travel costs for this meeting.
 
-Board members may resign from their commitments at any time but are expected to give adequate notice. After accepting the resignation, the Board may decide on how to proceed concerning the newly vacant position. Options should include but are not limited to holding a special election, appointing a replacement, or leaving the position vacant.
+### 5.3 Terms & Elections
+
+The elected members of the Board each are elected for a three year term. Terms on the Board are staggered so that three positions are open for election each year. Terms of office begin January 1 at 2 pm UTC.
 
-In case of a special election to fill a vacancy between regular elections the newly elected Board member will serve for the remainder of the term of the vacant position.
+Exceptions to annual elections and term lengths will be made for the initial election of the Board and in case a Board member resigns.
 
 #### 5.3.1 Eligibility
 
 In order to be available for election to the Board, candidates must hold Personal Membership in MEI. Individuals who have previously served on the Board will be eligible for re-appointment.
 
 #### 5.3.2 Election procedure
 
-In order to determine a range of candidates, a four-week nomination phase will precede the elections, in which self-nominations are permitted. Individuals will be informed of their nomination and asked to confirm their willingness to serve on the Board determined. Elections will be held in a timely manner after determination of a final list of candidates. A ranked voting system without minimum voter turnout will be applied.
+In order to determine a range of candidates, a two-week nomination phase will precede the elections, in which self-nominations are permitted. Individuals will be informed of their nomination and asked to confirm their willingness to serve on the Board determined. Elections will be held in a timely manner after determination of a final list of candidates. Elections shall be open for at least two weeks. Elections shall close before the start of the terms of office of the elected candidates.
+All open board seats shall be contested by all candidates in one election. There is no minimum voter turnout requirement. Ballots shall allow ranked voting. The winners shall be determined by a counting method suitable for electing a group of candidates, e.g. the Single Transferable Vote (STV) method. The election rules, including the voting method, shall be chosen and publicly declared prior to the start of the nomination phase.
 
 Each member holding Personal Membership in MEI has the right to vote in Board member elections.
 
+### 5.4 Resignation from the Board
+
+Any member of the Board may resign from the Board and their corresponding commitments at any time on written notification (physical or electronic) to the Administrative Chair or the whole Board.
+
+After accepting the resignation, the Board may decide on how to proceed concerning the newly vacant position. Options should include but are not limited to holding a special election, appointing a replacement, or leaving the position vacant.
+
+In case of a special election to fill a vacancy between regular elections, the newly elected Board member will serve for the remainder of the term of the vacant position.
+
 ## 6 Technical Team
 
-The [Technical Team](https://music-encoding.org/community/technical-team.html) will consist of any willing community members and the two Board members appointed Technical Co-chairs (see [5 Board](#5-board)). The two Technical Co-chairs of the Board act as administrative chairs of the Technical Team, e.g. call meetings and coordinate development efforts. Moreover the two co-chairs have administrative privileges for the MEI repositories. The MEI Technical Team holds regular, virtual or in-person meetings, e.g. approximately every three months. For every meeting, an agenda shall be published online prior to the meeting and minutes of the meeting shall be provided in a timely manner following the meeting.
+The [Technical Team](https://music-encoding.org/community/technical-team.html) will consist of any willing community members and the two Board members appointed Technical Co-chairs (see [5 Board](#5-board)). The two Technical Co-chairs of the Board act as Administrative Chairs of the Technical Team, e.g. call meetings and coordinate development efforts. Moreover the two Co-chairs have administrative privileges for the MEI repositories. The MEI Technical Team holds regular, virtual or in-person meetings, e.g. approximately every three months. For every meeting, an agenda shall be published online prior to the meeting and minutes of the meeting shall be provided in a timely manner following the meeting.
 
 Technical Team members shall serve as such without remuneration.
 
 The responsibilities of the Technical Team include, but are not limited to:
 
 * managing the MEI website,
 * managing the MEI repositories (including the granting of read and write privileges),
-* implementing the technical aspects of MEI development in consideration of the general directions laid down by the Board of Directors,
+* implementing the technical aspects of MEI development in consideration of the general directions laid down by the Board,
 * maintaining and improving the MEI technical documentation,
 * soliciting technical contributions and collaboration from other members of the community.
 
@@ -140,10 +154,10 @@ In order to form a new IG, a proposal shall be made to the Board, containing the
 
 Each interest group must:
 
-* select an administrative chair
-* produce regular activity reports (annual reports due 1 month prior to the annual Board meeting)
+* select an Administrative Chair
+* produce regular activity reports. The report should summarize the Interest Groups activities, completed goals, as well as plans for future meetings and activities.
 
-A single person may not be administrative chair of multiple IGs. The IG’s administrative chair takes responsibility for acting as contact person for the IG, ensuring regular activity, submitting reports to the Board, and organizing the group’s work, e.g. calling for meetings and coordinating development efforts.
+A single person may not be Administrative chair of multiple IGs. The IG’s Administrative Chair takes responsibility for acting as contact person for the IG, ensuring regular activity, submitting reports to the Board, and organizing the group’s work, e.g. calling for meetings and coordinating development efforts.
 
 Each IG will be self-organizing; that is, there will be no formal regulations on how any other responsibilities are to be divided amongst its members. In addition, the IG may establish decision-making processes as necessary; however, it should rely on consensus rather than majority rule whenever possible.