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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 [[NDSA:Mission Statement|mission]] of the NDSA is to establish, maintain, and promote [/publicize/sustain] the capacity to preserve our nation's digital resources for the benefit of present and future generations.


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.  
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 through the office of the Secretariat.  


'''Small Group Discussion Topic:''' <br/>
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.<br/><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/>
==Membership&mdash;''[pending recommendations from Membership group]''==
* Coordinating Committee <br/>
The Alliance shall have one (1) category of membership.
** Provide the NDSA strategic vision<br/>
The Members may create, by resolution or by amendment of these bylaws, additional categories of membership. Member organizations shall have the right to appoint one representative to vote on topics presented to the entire body of the NDSA.<br/><br/>
** Maintain any membership eligibility standards <br/>
 
** Assist in reducing duplication of efforts between working groups<br/>
==Coordinating Committee==
** Have a strong connections with the working groups<br/>
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. Participants in the Coordinating Committee will act as liaison with each of the Working Groups.
** Add or disband working groups as necessary<br/>
 
* Secretariat role should be administrative and logistical in character<br/>
The Coordinating Committee will also be responsible for maintaining eligibility standards for membership in the Alliance.
* Votes are for identifying Coordinating Committee members, changing/ratifying the Principles of Collaboration, or other such tasks. <br/>
 
** A vote should happen online rather than at a convention <br/>
Coordinating Committee members are elected by the Membership, and must be employed by an Alliance Member organization. Coordinating Committee members are nominated by a rotating Nominating Committee, and shall be composed of one permanent representative from the Secretariat, one representative from each of the Working Groups, and at-large members. The Coordinating Committee shall have, and may exercise, such powers as authorized by the Alliance.
** Clarity on how a favorable vote is determine is needed. <br/>
 
* Robert's Rules of Order is too formal for this organization <br/>
The number of Coordinating Committee members shall be not less than nine (9) and no more than twelve (12). Coordinating Committee members are nominated by a rotating Nominating Committee composed of Member representatives, and elected by a super majority of the Membership.
<br/>
 
There was no consensus on the following topics, the groups expressed differing view points: <br/>
Coordinating Committee members shall serve for one-year terms staggered 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 a Member representative based on individual merit, not necessarily by representative from the same Member as their predecessor, and shall be filled by special election which may take place in person, on conference call, or by electronic voting.<br/><br/>
* 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/>
==Officers==
** Beyond that, there was a group or two that wanted more structure than others and would like to see officers
The Coordinating Committee shall have a Chair, which is selected from among the Coordinating Committee. This responsibility will be rotated among the Committee members.<br/><br/>
* There was no consensus on what should replace Robert's Rules of Order. <br/>
 
<br/>
==Secretariat==
'''Coordinating Committee<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, (c) see that reports and other documents are properly kept and filed, (d) coordinate the planning of annual conventions (with a program committee), and (e) facilitate the planning and execution of conventions and meetings.  All minutes, reports, and other documents of the Alliance will be filed and maintained at the Library of Congress.
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/>
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).<br/><br/>
* Provide the NDSA strategic vision<br/>
 
* Maintain any membership eligibility standards <br/>
==Committees and Working Groups==
* Assist in reducing duplication of efforts between working groups<br/>
Alliance Members may designate their representatives to serve on committees and Working Groups, other than the Coordinating Committee (see above). Each committee shall have, and may exercise, such powers as authorized by the Alliance.
* Each member of the Coordinating Committee should be responsible for acting as liaison with one or more of the working groups<br/>
 
* Add or disband working groups as necessary<br/>
Committee and Working Group members shall serve for a term ending on December 31, 2013, or their resignation. Any member may resign from a Working Group at any time by notification in writing to the Co-chair of a particular Working Group. Vacancies on Working Groups shall be filled by recommendation of the members of a Working Group.<br/><br/>
* 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/>
==Conventions and Meetings==
<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 annual Convention of the Alliance shall be held at such time and place as shall be determined by the Secretariat, and designated in a notice in advance of the Convention.
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/>
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.
* 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/>
Except as otherwise required, any action by a simple majority of the voting Member representatives shall be deemed the action of the Alliance, committee, or working group. A simple majority of the voting Member representatives shall constitute a quorum for the transaction of business at any meeting of the Alliance. Members will be given a two-week period to vote electronically. While a Convention or meeting may include guests, such guests shall not vote.<br/><br/>
 
==Parliamentary Authority and Amendments==
These bylaws may be amended by a simple majority vote provided all members have been offered a reasonable opportunity to vote.

Revision as of 17:08, 6 January 2011

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 [/publicize/sustain] 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 through the office of 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—[pending recommendations from Membership group]

The Alliance shall have one (1) category of membership. The Members may create, by resolution or by amendment of these bylaws, additional categories of membership. Member organizations shall have the right to appoint one representative to vote on topics presented to the entire body of the NDSA.

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. Participants in the Coordinating Committee will act as liaison with each of the Working Groups.

The Coordinating Committee will also be responsible for maintaining eligibility standards for membership in the Alliance.

Coordinating Committee members are elected by the Membership, and must be employed by an Alliance Member organization. Coordinating Committee members are nominated by a rotating Nominating Committee, and shall be composed of one permanent representative from the Secretariat, one representative from each of the Working Groups, and at-large members. The Coordinating Committee shall have, and may exercise, such powers as authorized by the Alliance.

The number of Coordinating Committee members shall be not less than nine (9) and no more than twelve (12). Coordinating Committee members are nominated by a rotating Nominating Committee composed of Member representatives, and elected by a super majority of the Membership.

Coordinating Committee members shall serve for one-year terms staggered 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 a Member representative based on individual merit, not necessarily by representative from the same Member as their predecessor, and shall be filled by special election which may take place in person, on conference call, or by electronic voting.

Officers

The Coordinating Committee shall have a Chair, which is selected from among the Coordinating Committee. This responsibility will be rotated among the Committee members.

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, (c) see that reports and other documents are properly kept and filed, (d) coordinate the planning of annual conventions (with a program committee), and (e) facilitate the planning and execution of conventions and meetings. 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 may designate their representatives to serve on committees and Working Groups, other than the Coordinating Committee (see above). Each committee shall have, and may exercise, such powers as authorized by the Alliance.

Committee and Working Group members shall serve for a term ending on December 31, 2013, or their resignation. Any member may resign from a Working Group at any time by notification in writing to the Co-chair of a particular Working Group. Vacancies on Working Groups shall be filled by recommendation of the members of a Working Group.

Conventions and 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 annual Convention of the Alliance shall be held at such time and place as shall be determined by the Secretariat, and designated in a notice in advance of the Convention.

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.

Except as otherwise required, any action by a simple majority of the voting Member representatives shall be deemed the action of the Alliance, committee, or working group. A simple majority of the voting Member representatives shall constitute a quorum for the transaction of business at any meeting of the Alliance. Members will be given a two-week period to vote electronically. While a Convention or meeting may include guests, such guests shall not vote.

Parliamentary Authority and 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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