CZ:Editorial Council Rules of Procedure/Amendment 1

This is a proposed amendment to the rules. It has not yet been put up for a vote.

Editorial Council roles

Each member of the Editorial Council is referred to below as a "Member."

The Editorial Council has a Chair, who is the presiding officer of the body. Initially, the Chair is the Editor-in-Chief. The method of selection of the Chair will be left to decide later.

See below for an enumeration of the functions of Members and of the Chair. The Chair is a Member, but may not have all the rights of Members.

Members of the Rules Committee has some special roles with respect to the Council as well.

Outline of the process

The process whereby a resolution is adopted, which is a digitized version of Robert's Rules of Order, can be outlined as follows.

1. Before any resolution is made, it is preferable to discuss it among the larger community.
2. An individual Member drafts a resolution and asks for co-sponsors.
3. The three (or more) co-sponsors work as an ad hoc committee to craft the resolution into presentable form.
4. The lead sponsor of the resolution then formally moves (on the Council mailing list) that the Council adopt the resolution.
5. The Chair places the resolution on the agenda. The first stop is "the queue," if there are already too many resolutions occupying the Council's attention.
6. When the Council is ready to consider a new resolution, the Chair, with the advice of a Rules Committee, moves the resolution into discussion.
7. Discussion has two stages. First, there is a "silent comment" period in which Members send their remarks about the proposal privately to the Secretary.
8. At the scheduled conclusion of this period, the Secretary posts the comments to the mailing list.
9. Second, there is an open comment period. The Chair specifies a length of time that the resolution will remain in discussion.
10. Discussion can then take place on the Forums, on a special page for Members' official position statements on the resolution, and on wiki pages for longer statements.
11. During the open comment period, it is possible for Members to make various motions. For example, someone, such as the resolution's sponsor, might make a motion to amend the resolution to satisfy various criticisms made to it by other Members.
12. The Chair posts reminders approximately 24 hours, 12 hours, and one hour prior to the close of discussion.
13. Discussion ends and voting begins, for a minimum period of 72 hours. (The Chair, with the advice of the Rules Committee, sets the amount of time.) Members vote simply by placing their names in the appropriate column of a wiki page.
14. Finally, immediately after the close of voting, the Secretary protects the voting page, tallies the vote, and reports the results to the Council mailing list.

There are several places that Members can follow Council activity: (1) the cz-editcouncil mailing list, which is the official venue for announcing all motions and Chair actions; (2) the Agenda and the Chronology of Motions, on the Council home page; and (3) the complete list of resolutions.

Initial resolutions

• Members are discouraged from making even initial resolutions if the matter of the resolution concerns some matter of dispute, and no significant attempt to settle a dispute has made. Resolutions on such unexplored matters are particularly discouraged if there is no pressing policy issue that underlies the matter.

• Any Member may make a resolution by doing these three things, in this precise order:
  1. creating a wiki page for the resolution, according to Editorial Council Resolution Guidelines, and linking to it from "Initial resolutions" as well as from Editorial Council Resolutions Complete List;
  2. posting to the Council mailing list, asking for two supporting Members; this rule applies to the Chair as it would any rank-and-file Member; and, finally,
  3. posting to the Council mailing list a message stating: "I move that the Council adopt the resolution found at <URL>." The Member must not, at that time, offer arguments in favor of the resolution.

If the Chair finds the resolution to be in order, he or she moves it from "Initial resolutions" to "Queue." Only the Chair may move the resolution in this way. The Chair can move his or her own resolutions to the queue once supported by two others. The Chair then posts a message to the Council mailing list stating, "The Chair recognizes that Resolution NNNN (<URL>) is in order and has moved it onto the Agenda. It is currently in the Queue and is not yet available for official discussion."

• Nonmembers may not make resolutions, although they may approach any Member with a resolution and ask the Member to pursue it.

• A resolution must be well worked out before it can be placed on the Agenda. The standards of a complete resolution are (will be) specified on Editorial Council Resolution Guidelines. To ensure that the resolution is well worked out, the resolution must be joined by at least two other Members.

• Each new resolution should have its own wiki page, made according to the following format: "Editorial Council Resolution NNNN", where NNNN is the next resolution number according to Editorial Council Resolutions Complete List.

• Council argumentation about the merits of a resolution is not permitted either on the wiki or on cz-editcouncil until it comes up for discussion.

• The editor-in-chief and chief constable may, in a way to be determined, object to a resolution on grounds of improper purview.

The agenda

• The agenda, populated by resolutions, is divided into three sections: queue; discussion; and voting. "Queue" refers to a staging area for new resolutions.

• The Chair’s primary responsibility is to edit the agenda. That is, it’s the Chair’s job to move items from initial resolutions, to the queue, to discussion, to voting. But there is a wider variety of possible "motions." Some of these motions can be made by the Chair acting on his or her own recognizance; others require Member participation.

• Any Council Member may make a motion with regard to the agenda. If the change is one that the Chair ordinarily takes on his own recognizance, and the Chair refuses the change, then the Member may call a vote. If the call for vote is seconded, then a vote is announced. Such votes should be very time-limited--a 24 hour vote. See below for guidelines on voting. Note that the Chair is not said to "move" or "make motions" with respect to Chair responsibilities, but instead to "take actions," because these Chair actions do not require a second or a vote.

• The Chair may seek advice from the Rules Committee as well as from the Council as a whole about any Chair decisions. Moreover, Members may offer advice to the Chair and to the Rules Committee, without thereby making any motions. Such communication is encouraged, to avoid a time-consuming vote on matters of procedure.

• Note that the time allotted for discussion or a vote cannot be satisfied by any time between 6 PM Friday (anywhere) and 6 AM Monday (anywhere)--which is to say, between Friday 6 AM UTC and Monday 4 PM UTC. So, for example, if it is currently 6 AM UTC on Thursday, and the rules (or a decision) calls for 48 hours of discussion, or voting, then the first 24 hours of the period occurs before the weekend, and the last 24 hours occur afterwards; so the end of the period would be 4 PM Tuesday. Similarly, the minimum time permitted cannot be satisfied by any time devoted to a Council-designated holiday or recess.

• All actions and motions (i.e., an item for discussion or vote) must be announced and made on cz-editcouncil--not just on the wiki or in private e-mail.

Table of motions

• Available motions are these:
  • Discussion: transfers a resolution from the queue to discussion. This is a Chair responsibility, but any Member may make a motion to this effect; if seconded, a vote on the motion is taken.
  • Extend: leaves a resolution in discussion, or voting, for a set amount of time. The Chair may extend discussion singlehandedly (but may be corrected by motions to vote). The motion, made by any other person, carries automatically if it is made and seconded, and the amount of time requested is 24 hours or less. Otherwise, if seconded, a vote is taken. Note that the motion to extend discussion for 24 hours or less carries automatically only once. That is, the second time that such a motion is made, a vote is automatically to be taken on whether to prevent further extensions of discussion or voting.
  • Voting: transfers a resolution from discussion to voting. This is a Chair responsibility, but any Member may make a motion to this effect; if seconded, a vote on the motion is taken.
  • Divide the question: separates a resolution into two distinct resolutions. Any Member may make a motion to this effect; if seconded, a vote on the motion is taken.
  • Amendment: see below.
  • Strike from the agenda on the merits: rejects the resolution without debate, or without further debate. This motion carries summarily if the resolution's original sponsor makes the motion; but it can be overturned by any three other members, the first of which becomes the new sponsor of the resolution. In addition, the Editor-in-Chief may move to strike from the agenda; but in this case, on the motion of two Members, the Council may take a vote on the question.
  • Strike from the agenda due to jurisdiction: the Editor-in-Chief or the Chief Constable may lodge a complaint that the Council is taking up an issue outside of its authority. The question will be decided by a method yet to be decided.

The queue

• The queue exists as a staging area, when the Council's attention is taken up with other matters. Council members, being for the most part busy professionals, cannot be expected to adjudicate many issues properly all at once. The Chair will establish when the Council is ready to take up another issue, subject to motions by Members.

Discussion

• "Official" discussion of a resolution ordinarily begins only as follows. An initial call for comment on the resolution is posted on the cz-editcouncil mailing list. Some specific amount of time is set, such as 48 hours, for initial comments; the Chair specifies the permissible maximum length of comments, but 300-600 words is suggested. All initial comments on the resolution are sent to a single person, who saves them until the initial comment period elapses; then all comments posted at once to the list, in order of receipt. (This is to avoid an echo chamber effect; each Member offers his or her initial, non-binding opinion uninfluenced by others. The hope is that we will enjoy the benefits of the full spectrum of opinion on a question.)

• Note that the original sponsor of a resolution may not include detailed arguments as part of the resolution, although there may be a brief preamble that explains, as neutrally as possible, the intended purpose of the resolution.

• Next, three methods of further commentary are used:
  • First, the resolution is posted on the Forums. The resolution may not be posted on the Forums until after the Council has initially weighed in. Members may, but do not have to, contribute to the discussion on the Forums. They are asked, but are not required, to read the results.
  • Second, on a single wiki page, each member is given a maximum of 600 words to articulate his or her position on the resolution. Voting members are required to read this page before voting. Members may revise their statements throughout the discussion period. Nonmembers may not comment on this page. We might set up a distinct page for similarly brief comments from nonmembers, however.
  • Third, any Member may elaborate as many larger position statements on a page such as "CZ:Editorial Council Resolution NNNN/LASTNAME opinion" as he or she wishes. Statements may take the form of replies to each other. These statements are linked from the resolution page. Voting members are asked, but not required, to read these pages.

All commentary is to be linked from the resolution page.

• Official discussion ends entirely prior to voting. At the close of discussion, all discussion pages should be protected and notices posted that the discussion period is finished.

Amending resolutions

• Once accepted into the agenda, a resolution may not be edited--even by the original sponsor--except to correct simple typographical errors that do not affect the meaning of the resolution, or via a motion, such as a motion to amend or to divide the question.

• Any Member can move to amend a resolution. It is in devising more suitable language, however, that wikis excel. So Members are encouraged to use the Discussion page attached to the resolution for purposes of settling upon a version that they can agree upon. Then one of the Members moves to use that language; if the motion is seconded, the Council takes a 24-hour vote.

• The Chair makes the necessary changes if the motion carries.

Voting

• A vote can be called only after a resolution has remained for a minimum length of time in discussion. The absolute minimum for resolutions, as opposed to motions about resolutions, is 72 hours.

• Except in rare cases where secret balloting is well-advised, voting takes place on a wiki page that is linked from the resolution page. We create two columns, "Yes" and "No" (or whatever the options are), and Members sign their names in the appropriate columns. We do not offer comments/justifications on the pages where the voting takes place. Members merely sign their names. Nonmembers may not vote.

• Voting generally is limited by time. There should be a strict minimum of 24 hours for every vote, but more time may be required, e.g., on votes about resolutions. Any Member may change his or her vote before the close of voting. The vote is automatically tallied and reported by someone deputized by the Chair, immediately after the closing time.

• For a vote to be closed, a quorum--a minimum of 40% of the membership of the Council--must have voted. Otherwise, the vote is left open for another 24 hours, and the Chair calls for more votes. Note that, in any case, the vote does not close when the quorum is reached.

Creating committees

• Committees may be created by a resolution, or by part of a resolution. This is true whether the committee is standing (i.e., permanent) or special (i.e., will be disbanded after it discharges some assigned duty)

• The resolution to create a committee must specify at least the following matters: (1) the number of members; (2) how the members are to be selected (or who the initial members are); (3) the purview of the committee, i.e., what issues it deals with typically; (4) in what matters the committee may take actions independently of the Council, and in what matters the Council must give explicit instructions or permission; and (5) any rules about how the committee is to operate.

• It is possible for the Council to "commit" resolutions to a committee, i.e., to order a committee to develop the resolution, or to render a decision about it, and then report back to the Council by a certain date.

Use of the Council mailing list

• All motions are made on the mailing list, and all significant actions made by the Chair (or anyone else) are to be announced on the mailing list.

• The Chair, or a person or persons deputized by the Chair, should post reminders approximately one day, 12 hours, and one hour before the close of discussion and before the close of voting. These reminders should follow a standard format for ease of recognition and deletion by Members who do not need them.

• The mailing list and the page history of wiki pages are to be regarded as adequate for purposes of keeping a record of deliberations; minutes are not necessary.

• The mailing list is not to be used for purposes of debating the merits of a resolution. Discussion takes place via special wiki pages and on the Forums.

• In order to expedite business, discussion of motions may take place on the mailing list immediately after the motion is made. No one should post more than two messages, each limited to 350 words, about any motion, although any Member may post a link to a longer discussion elsewhere. Members are encouraged, but are not obligated, to read discussions of motions posted elsewhere.

• Note that debate and voting on motions (not on resolutions themselves) can occur at the same time.

• It is permissible to use the Council mailing list to do such things as ask and offer help, call attention to a discussion on matter, or exchange pleasantries. This use of the list must not be allowed to make it more difficult to follow the more important Council business. The list moderator and/or Council Chair (who may be the same person) should remind members to use the Forums if necessary, if background chatter is getting in the way of official Council business.

• Abuse of the mailing list may result in punitive measures against a Member.

The Rules Committee

• The Rules Committee, the Chair of which is the Secretary, is responsible for assisting the Council Chair with the proper and efficient execution of the Council's parliamentary rules. In short, the Committee assists the Chair in keeping the Council running smoothly.

• The Committee has these main functions:
  1. to assist Members with placing resolutions into proper form;
  2. to make (nonbinding) recommendations to the Chair about when to transfer resolutions to the queue, to discussion, and to voting, and to recommend amounts of time to initially set for each stage;
  3. to update the Council home page, resolution pages, chronology of motions, and other changeable pages; and
  4. to report the outcome of votes (a Secretary function).

• The Committee operates informally through a mailing list. If necessary, the Committee will take a vote, which is tallied by the Secretary. Other rules of operation for the Rules Committee, if any, are established by the Committee itself.

• The Secretary is nominated by the Chair and confirmed by vote by the Council. The Secretary appoints the other members of the Committee.

Recess

• A "recess" of the Council temporarily turns the Council mailing list off (i.e., makes it impossible for anyone to post mail). Recesses are desirable during common holiday or vacation times, and at other times.

• Any Member may call for a recess for a specified length of time, which if seconded goes before the Council for a vote.

• The Council may vote to have a regular recess, for example, each weekend, or scheduled recesses for holidays.

Amending and interpreting these rules

• Once initially adopted, these rules cannot be changed by anyone, except to correct simple typographical errors that do not affect the meaning of rules, or via a new resolution.

• A Member may submit several changes to the rules at once. Other members may "divide the question" if necessary.

• If there are any questions as to what the rules are, the rules will be determined by consulting Roberts Rules of Order Newly Revised; the Chair will determine how best to implement those rules in an Internet context.

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