Changes to constitution

[benajamin]

Changes to the constitution were voted on at NIAC2018

[benajamin]

We direct the technical committe to publish the changes to the consititution that were voted on in 2018.

[prjemian]

NIAC2018 minutes: https://www.nexusformat.org/NIAC2018Minutes.html

Changes were:

• Voting

Email voting as used up to 2018 only for membership renewals

For issues other than membership renewals, the following rule applies: we vote by teleconference where the proposal can be discussed. At least 2/3 of the NIAC have to be present at the teleconference. Then normal majority vote of the attendees applies. Teleconference decisions need to be published on the NIAC mailing list. NIAC Members not attending the teleconference have a one week period in which they can add their vote to the tally. Those not responding in that week are counted as abstained.

[prjemian]

Just the second paragraph to be added?

Any other changes?

[prjemian]

NOTE: this is the file to edit: https://github.com/nexusformat/wiki/blob/master/content/NIAC.md#constitution

[prjemian]

see PR nexusformat/wiki#6

[benajamin]

@benajamin and @yayahjb to try rewriting the text and will bring it back soon.

[benajamin]

New text is proposed in nexusformat/wiki#8

[prjemian]

See this discussion for how to vote on GitHub: nexusformat/definitions#795

[benajamin]

In 2018, we voted for new rules regarding voting (minutes). When adding the new text to the constitution, we noticed that it wasn't very clear and lacked the context of the discussion just before the vote that the new rules concern voting outside of the biennial NIAC meetings. We worked on a more suitable text during the code camp - the quoted text below is the entire section on voting, with new text in bold. This text aims to more clearly express the intent of the NIAC2018 vote without introducing any procedural changes.

Voting: Only members of the NeXus International Advisory Committee will be able to vote on specific proposals that come under the remit of the committee. However, all debates will be conducted publicly and non-committee members are both allowed and encouraged to participate.

Topics voted on at the biennial NIAC meetings will require a simple majority unless specifically
challenged by a committee member. In the event of a challenge, the issue
will be presented to the NeXus mailing list inviting comments for a
period of one month. At the end of this period, the challenge can be
overruled by a two thirds majority.

Voting outside of the biennial NIAC meetings can take two forms.
Firstly, memberships can be approved by email ballot. All other issues
require a teleconference for interactive discussion that is attended by
at least 2/3 of the NIAC. Votes may be cast at the teleconference, as well
as during the following week in order to allow NIAC members not attending
the teleconference to add their vote to the tally. The opening of the
voting period must be advertised through the NIAC mailing list. At the
close of the 1-week voting period, NIAC members not responding are counted
as abstained and the NIAC decision follows the voting category (usually
"for" and "against") with the highest number of valid votes.

The constitution can only be changed by a two thirds majority of the NIAC.

The NIAC should consider the text and possible further changes. A NIAC vote is required to accept the new constitution.

[benajamin]

Proposal is to accept the above text into the NIAC constitution.

• thumbs up to accept
• thumbs down to reject
• any other emoji to abstain

[prjemian]

This needs further discussion to retire various objections to what constitutes quorum, what constitutes majority, what constitutes a NIAC meeting.

[FreddieAkeroyd]

Could the 2/3 quorum for TC be changed to 50% (if needed) at a later point by just an email vote of the NIAC, or needs a full NIAC?