Hello Alan,

Find below a few comments on the RoP and the mail guideline:

Comments on RoP
11.45 - One needs to be careful with automatically considering all members present via email as it depends on the notice period provided.

11.10 - I think it needs to be clear whether all ALT meetings are open to observers or just literately open

17.16 - Which of the "or" does the "whichever comes first" apply to? i assume its the former, if yes then i think that may need rewording to clearly state that.

17.2.1 - Am not sure why the added statement is necessary, has there been a scenario where a candidate that had the majority wasn't declared winner?

17.2.4.2 - I think options should read "If the drop WILL result in...." I the current text suggest that drop should happen anyway. Secondly i assume you are asking we indicate which option is preferred, if yes i will prefer option B

19.9.1 - Edits suggests that all RALO must agree that BCEC erred, was that the intention? I think that may be very difficult to achieve especially in a highly tense political setup.(am not saying we have that now, but the RoP is to be future proof)

19.11.8 - I like the inclusion but i believe the interpretation of abstain needs to be reviewed. That someone abstain should not imply a No as we currently practice. It should simply mean the person does not care hence should not be counted in the total valid votes but should be part of total cast.

23.1/2 - Are you suggesting we put that phrase or just doing an explanation? if the former i don't think its necessary. I think just 23.3 is sufficient.

24 - Similar comment as 23 hence 24.3 should be sufficient

Comments on RoP - Email guide
ALAC (bullet 6) - By ALT's recommendation, does it mean ALAC would consider for approval or that ALT is recommending for implementation. I think it should be decision of ALAC.

ALAC (bullet 8,9) - Am not sure who periodic affirmation mean, can you clarify your intention? Is it just to check with the individual if they still like to remain subscribed? if yes then i think there should be a definite period for that.

ALAC-Internal (bullet 3) - I honestly feel the ALAC list is too large and i don't think bullet point 3 should be included as i don't see the added value. At best i think only the liasons should be included

ALAC-ExCom (bullet 3) - Same comment as internal

ALAC-Announce - Subscription method phrase changed to "see members" i think it also needs to be clear if its staff subscrbed or not.

AFRI-DISCUSS (bullet 3) - Lets include individual members as well. Comment applicable to other RALO lists

Line 34 - Is it referring to communication on the list or the information of the mailman itself?

Regards

On Tue, Oct 2, 2018 at 5:46 PM Alan Greenberg <alan.greenberg@mcgill.ca> wrote:

As I am about to relinquish the honor of being the Chair of the ALAC, I would like to leave things in reasonable order. There are a number of overdue changes needed to the Rules of Procedure (RoP) and associated documents.

To summarize, our overall rule set includes:

Rules of Procedure: We have a backlog of correction, clarifications and changes to address issues that have arisen or to bring the RoP in line with current practices.

Adjunct Document 01: "Position Description for ALAC Members, Liaisons and Appointees" I expect to be considered by the ARIWG in relation to Issue 16 (Metrics)

Adjunct Document 02: "Metrics and Remedial Actions for ALAC Members and Appointees" was never written but to the extent it is needed, it should also be considered in relation to Issue 16.

Adjunct Document 03: "At-Large Board Member Selection Implementation" should not need any immediate attention. The Selection process was referenced in the Review (Issue 6) but our proposal that was accepted by the Board disagreed with the Review Team and said that we will not address it in the Review Implementation. We may of course re-open that discussion at any point in the future if changes is needed.

Adjunct Document 04: "At-Large Structure Framework" will no doubt be reviewed and likely changed as part of addressing Review Issue 2 (ALS and Individual Membership).

ALAC E-mail Guide: There are a number of corrections and changes needed to being the document in line with current ALAC practice (and reduce routine work).

Accordingly I am proposing a set of changes to the ALAC Rules of Procedure and the ALAC E-mail Guide. The RoP call for at least 21 calendar days notice and and this message will allow us to vote on the amendments at the Wrap-Up Session in Barcelona. There will also be time allocated for discussion in Barcelona, but hopefully any need for change can be brought up and resolved via e-mail prior to travel.

I will do a very brief overview of the changes on the ALAC call later today, and we can have a dedicated call if people wish.

Attached is the redline revision of the RoP as well as a Change Log explaining each of the changes.

Also attached is the redline E-mail Guide. All of the changes are either clear corrections or changes to reflect current practice (such as including the any ALT Advisor in the ALT or ALAC lists, and including key working group chairs in the ALAC list).

Alan

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