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'''Organizational Structure Notes'''
==Scope==
The name of this organization is the National Digital Stewardship Alliance (NDSA), also referred to as the Alliance. The mission of the NDSA is to establish, maintain, and promote the capacity to preserve our nation's digital resources for the benefit of present and future generations.
The Library of Congress (LOC), as an outgrowth of the December 2000 congressional charge that established the National Digital Information Infrastructure and Preservation Program (NDIIPP), shall support the Alliance by serving as the Secretariat.
Established on July 15, 2010, the Alliance is an organization of government agencies, educational institutions, non-profit organizations, and businesses committed to serving as digital stewards of America's national digital collection and employing standards, systems, and cooperative relationships that advance digital stewardship.


The subcommittee reported on their draft document. The goal of the Principles of Collaboration is to act as a bylaws-lite that will spell out how the member organizations of the Alliance work together in the first three-year period. Attempts were made to acknowledge the importance of virtual meetings, a guiding group called the Coordinating Committee, and voting.
==[[NDSA:Membership Model|Membership]]==


'''Small Group Discussion Topic:''' <br/>
Review and comment on the Principles of Collaboration document.


The groups reported back about the following topics with a great deal of consensus:<br/>
==Coordinating Committee==
* Coordinating Committee <br/>
The Coordinating Committee is dedicated to the advancement of Alliance activities and furthering communication within the Alliance.
** Provide the NDSA strategic vision<br/>
The Coordinating Committee works with the Working Groups to articulate a long-term, strategic vision for the Alliance. The Committee assists the Alliance Members in evaluating the effectiveness of the Working Groups and eliminating unnecessary duplication of effort between the Working Groups. Participants in the Coordinating Committee will act as liaison with one or more of the Working Groups. The Coordinating Committee will recommend for the creation of new Working Groups or to disband Working Groups that are no longer actively serving the needs of the Alliance.
** Maintain any membership eligibility standards <br/>
The Coordinating Committee is responsible for updating eligibility standards for membership in the Alliance as necessary.
** Assist in reducing duplication of efforts between working groups<br/>
Coordinating Committee members may be nominated by Participants in the Alliance or may self nominate. Coordinating Committee members are elected by a simple majority of all votes cast over an open voting period, typically two weeks.
** Have a strong connections with the working groups<br/>
The number of Coordinating Committee members shall be no more than nine (9).
** Add or disband working groups as necessary<br/>
Coordinating Committee members shall serve in staggered appointments of one, two or three years through December 31, 2013, or their resignation. Any member may resign at any time by notification in writing to the Alliance through the office of the Secretariat. Vacancies on the Coordinating Committee shall be filled by special election.
* Secretariat role should be administrative and logistical in character<br/>
 
* Votes are for identifying Coordinating Committee members, changing/ratifying the Principles of Collaboration, or other such tasks. <br/>
==Officers==
** A vote should happen online rather than at a convention <br/>
The Coordinating Committee shall designate the facilitator for the next year at the last session of the year. There will be no officers.
** Clarity on how a favorable vote is determine is needed. <br/>
 
* Robert's Rules of Order is too formal for this organization <br/>
==Secretariat==
<br/>
The Secretariat shall (a) act as secretary of all meetings of the Alliance and of such other committees and working groups as the Alliance shall specify, (b) keep the minutes thereof, and (c) coordinate the planning of annual meetings and other events (with a program committee). All minutes, reports, and other documents of the Alliance will be filed and maintained at the Library of Congress.  
The groups expressed differing view points about the following issues: <br/>
The role of Secretariat is fulfilled by staff of the Library of Congress, Office of Strategic Initiatives, National Digital Information and Infrastructure Preservation Program (NDIIPP).
* Officers on the Coordinating Committee<br/>
 
** There was general agreement that the person running the next Coordinating Committee should be identified in advance of the next meeting.<br/>
==Committees and Working Groups==
** Beyond that, there was a group or two that wanted more structure than others and would like to see officers
Alliance Members designate Participants to serve on committees and Working Groups. Each committee shall have, and may exercise, such powers as authorized by the Alliance.
* There was no consensus on what should replace Robert's Rules of Order. <br/>
Committee and Working Group participants shall serve for a term ending on December 31, 2013, or their resignation. Any participant may resign from a Working Group at any time by notification in writing to the Co-chair of a particular Working Group. Any participant may choose to continue to serve on a Working Group for the next term of membership.
<br/>
Working Group member co-chairs volunteer for the position. If more than one individual volunteers, the working group participants will vote to select the co-chair.
'''Coordinating Committee<br/>'''
Working Groups will make transparent their draft work plans and circulate their work products to all Alliance members.
The group agreed that the Coordinating Committee was a valuable entity to have in the NDSA. There was consensus that the Coordinating Committee should:<br/>
 
* Should probably start off with 9 members but should be flexible enough to grow or shrink as needed by the NDSA<br/>
==Meetings==
* Provide the NDSA strategic vision<br/>
All meetings of the Alliance, and any committee or working group, may be held in person, or by means of telephone or video conference. The Secretariat will coordinate the planning of the Annual meeting of the Alliance.
* Maintain any membership eligibility standards <br/>
Regular meetings of the Alliance committees and working groups may be held at such time and place as shall be determined by consensus of committee and working group members, in coordination with the Secretariat.
* Assist in reducing duplication of efforts between working groups<br/>
 
* Each member of the Coordinating Committee should be responsible for acting as liaison with one or more of the working groups<br/>
==Voting==
* Add or disband working groups as necessary<br/>
The Alliance will vote to elect members of the Coordinating Committee, ratify and alter the principles of collaboration, or upon any other issue deemed necessary by the Membership. Members will be given a two-week period to vote electronically. A simple majority of the voting Member representatives shall constitute a quorum for the transaction of business. Votes shall be cast by the designated Program Representative of any Member organization. In the event of a tie vote, the Secretariat will cast the deciding vote.
* Members of the Coordinating Committee should be voted in by the NDSA members Program Representative<br/>
 
* Members of the Coordinating Committee could be nominated by others or volunteer to serve<br/>
==Amendments==
<br/>
These bylaws may be amended by a simple majority vote provided all members have been offered a reasonable opportunity to vote.
Some individuals made the following recommendations but there was no clear group consensus about these recommendations:<br/>
* Members of the Coordinating Committee should serve staggered terms (there should be some turn over every year and some stability at all times) <br/>
* The Coordinating Committee should make recommendations about working group products that should be circulated more widely, especially items that should be submitted as articles or disseminated to the larger digital preservation community as reports
<br/>

Latest revision as of 14:17, 11 February 2016

Scope

The name of this organization is the National Digital Stewardship Alliance (NDSA), also referred to as the Alliance. The mission of the NDSA is to establish, maintain, and promote the capacity to preserve our nation's digital resources for the benefit of present and future generations. The Library of Congress (LOC), as an outgrowth of the December 2000 congressional charge that established the National Digital Information Infrastructure and Preservation Program (NDIIPP), shall support the Alliance by serving as the Secretariat. Established on July 15, 2010, the Alliance is an organization of government agencies, educational institutions, non-profit organizations, and businesses committed to serving as digital stewards of America's national digital collection and employing standards, systems, and cooperative relationships that advance digital stewardship.

Membership

Coordinating Committee

The Coordinating Committee is dedicated to the advancement of Alliance activities and furthering communication within the Alliance. The Coordinating Committee works with the Working Groups to articulate a long-term, strategic vision for the Alliance. The Committee assists the Alliance Members in evaluating the effectiveness of the Working Groups and eliminating unnecessary duplication of effort between the Working Groups. Participants in the Coordinating Committee will act as liaison with one or more of the Working Groups. The Coordinating Committee will recommend for the creation of new Working Groups or to disband Working Groups that are no longer actively serving the needs of the Alliance. The Coordinating Committee is responsible for updating eligibility standards for membership in the Alliance as necessary. Coordinating Committee members may be nominated by Participants in the Alliance or may self nominate. Coordinating Committee members are elected by a simple majority of all votes cast over an open voting period, typically two weeks. The number of Coordinating Committee members shall be no more than nine (9). Coordinating Committee members shall serve in staggered appointments of one, two or three years through December 31, 2013, or their resignation. Any member may resign at any time by notification in writing to the Alliance through the office of the Secretariat. Vacancies on the Coordinating Committee shall be filled by special election.

Officers

The Coordinating Committee shall designate the facilitator for the next year at the last session of the year. There will be no officers.

Secretariat

The Secretariat shall (a) act as secretary of all meetings of the Alliance and of such other committees and working groups as the Alliance shall specify, (b) keep the minutes thereof, and (c) coordinate the planning of annual meetings and other events (with a program committee). All minutes, reports, and other documents of the Alliance will be filed and maintained at the Library of Congress. The role of Secretariat is fulfilled by staff of the Library of Congress, Office of Strategic Initiatives, National Digital Information and Infrastructure Preservation Program (NDIIPP).

Committees and Working Groups

Alliance Members designate Participants to serve on committees and Working Groups. Each committee shall have, and may exercise, such powers as authorized by the Alliance. Committee and Working Group participants shall serve for a term ending on December 31, 2013, or their resignation. Any participant may resign from a Working Group at any time by notification in writing to the Co-chair of a particular Working Group. Any participant may choose to continue to serve on a Working Group for the next term of membership. Working Group member co-chairs volunteer for the position. If more than one individual volunteers, the working group participants will vote to select the co-chair. Working Groups will make transparent their draft work plans and circulate their work products to all Alliance members.

Meetings

All meetings of the Alliance, and any committee or working group, may be held in person, or by means of telephone or video conference. The Secretariat will coordinate the planning of the Annual meeting of the Alliance. Regular meetings of the Alliance committees and working groups may be held at such time and place as shall be determined by consensus of committee and working group members, in coordination with the Secretariat.

Voting

The Alliance will vote to elect members of the Coordinating Committee, ratify and alter the principles of collaboration, or upon any other issue deemed necessary by the Membership. Members will be given a two-week period to vote electronically. A simple majority of the voting Member representatives shall constitute a quorum for the transaction of business. Votes shall be cast by the designated Program Representative of any Member organization. In the event of a tie vote, the Secretariat will cast the deciding vote.

Amendments

These bylaws may be amended by a simple majority vote provided all members have been offered a reasonable opportunity to vote.

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