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Notes from the NDSA Organizing Workshop, Module 3: Organizational Structure<br/><br/>
==Scope==
* Barrie Howard made contextual comments regarding the Subcommittee’s intent:
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 citizens today and future generations.
** One category of membership embraces broadness in membership
** NDSA general assembly will vote on Coordinating Committee members, which partially answers the question, what are we governing?
** Coordinating Committee maintains eligibility standard
** LC’s role is more administrative than anything else
** Taking into account the inherent diaspora of the NDSA membership, there is an allowance for virtual meetings
** Document suggests an annual meeting, or convention, of the general assembly
* Breakout groups discussed the document, with the following reports:
** Groups 3—focused on the role of the Library and Coordinating Committee, and recommended having a chair for that committee
** Group 2—remarked how eligibility hasn’t yet been defined; strategic vision is important; Coordinating Committee should be a vehicle to move forward strategic vision, but not be a decision-making body; business transactions need to be transparent; ground rules for votes need to be established, e.g., a super majority for new memberships, and simple for all other business; Coordinating Committee members need to rotate, the committee needs a chair, and Working Groups need to coordinate with it
** Group 1—Coordinating Committee should coordinate work of Working Groups, articulate the vision of the NDSA, and be composed of 9 people with each of the Working Group Co-chairs, one representative from the Secretariat, and 3 at-large members; At-large member numbers can fluctuate if Working Groups dip below 5; the Secretariat and Working Groups report to the Coordinating Committee; rather than having a chair with a term, the Coordinating Committee could have a presiding individual at each meeting, and the closing agenda item would be to choose one for next meeting
** Group 3—discussed the importance of information exchange, the high value of using or being affiliated with the NDSA, and need to design an organization that allows for growth; recommended a rotating nominating committee to nominate Coordinating Committee members; Coordinating Committee members should have staggered, 3-year terms, and their number should cap at 12; their should be Working Groups representation on the Coordinating Committee, although not necessarily the Co-chairs, and this may be a problem if the number of Working Groups grows; strong support for a flat organization; agreement that there should be a Coordination Committee chair, elected annually
** Group 5—one category of membership is good; 3 years is a short period of time; the language for number of Coordinating Committee members is fine, and Working Groups should be represented on that committee; when there are vacancies on the Coordinating Committee, replacements should be based on individual merit, not at the discretion of the institution affiliated with the exiting member; there should be no more than one individual from a given institution serving on the Coordinating Committee; the person who leads a Coordinating Committee meeting could be selected at the beginning of the meeting; Secretariat role should be administrative and logistical in character; the Principles of Collaboration doesn’t mention a quorum for conducting business; the informality of the document is welcome, yet it mentions Robert’s Rules


Comments from Laura Campbell
The Library of Congress (LC), 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.
* Fiduciary legislation governs the Library’s role in NDSA in the permanent Secretariat, so that role has to be fulfilled by the Library
* All other recommendations on organizational structure are fine
* Martha and Laura are looking at the possibility of a Foundation, because the NDSA will eventually need additional funding to be successful


Comments from Michelle Gallinger
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/>
* The Secretariat doesn’t have to set the agenda for Coordinating Committee meeting; language can be changed to &ldquo;facilitate&rdquo;
 
* The foundation being poured is for the first three years<br/><br/>
==Membership&mdash;''[pending recommendations from Membership group]''==
[[NDSA:User:Bhow|Bhow]] 17:06, 21 December 2010 (UTC)
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.<br/><br/>
 
==Coordinating Committee==
The Coordinating Committee is dedicated to the advancement of Alliance activities and furthering the communication within the Alliance. The Coordinating Committee works with the Working Groups to articulate a long-term, strategic vision for the Alliance. This 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 edibility standards for membership in the Alliance.
 
Coordinating Committee members are elected by the membership and must be part of Alliance Member organizations.
 
The number of Coordinating Committee members shall be not less than five (5) and no more than twelve (12). Coordinating Committee members are self-nominated, or nominated by another Member representative, and elected by the membership.
 
Coordinating Committee members shall serve for a term ending on December 31, 2013, or their resignation. Any Member may resign at any time by notification in writing to (a) the Alliance through the office of the Secretariat. Vacancies shall be filled by special election which may take place in person, in conference call, or by internet voting.<br/><br/>
 
==Officers==
The Coordinating Committee will not have any officers. The committee will designate an individual to preside at the beginning of each meeting. This responsibility will be rotated among the committee members.<br/><br/>
 
==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) coordinating the planning of annual conventions (with a program committee), and (e) set agendas for Coordinating Committee meetings with the input of that group.  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).<br/><br/>
 
==Committees and Working Groups==
The Alliance may designate Member representatives to serve on committees and working groups, other than the Steering Committee. 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-chairs of the working groups.  Vacancies shall be filled by recommendation of Working Group members.<br/><br/>
 
==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 majority of the voting representatives present at a Convention or meeting shall be deemed the action of the Alliance, committee, or working group. While a Convention or meeting may include guests, such guests shall not vote.<br/><br/>
 
==Parliamentary Authority and Amendments==
The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the Alliance in all cases to which they are applicable.
 
These bylaws may be amended at any Convention of the Alliance by a simple majority vote, provided that the amendment has been submitted in writing to the Alliance members in advance of the Convention.

Revision as of 15:25, 21 December 2010

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 citizens today and future generations.

The Library of Congress (LC), 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 the communication within the Alliance. The Coordinating Committee works with the Working Groups to articulate a long-term, strategic vision for the Alliance. This 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 edibility standards for membership in the Alliance.

Coordinating Committee members are elected by the membership and must be part of Alliance Member organizations.

The number of Coordinating Committee members shall be not less than five (5) and no more than twelve (12). Coordinating Committee members are self-nominated, or nominated by another Member representative, and elected by the membership.

Coordinating Committee members shall serve for a term ending on December 31, 2013, or their resignation. Any Member may resign at any time by notification in writing to (a) the Alliance through the office of the Secretariat. Vacancies shall be filled by special election which may take place in person, in conference call, or by internet voting.

Officers

The Coordinating Committee will not have any officers. The committee will designate an individual to preside at the beginning of each meeting. 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) coordinating the planning of annual conventions (with a program committee), and (e) set agendas for Coordinating Committee meetings with the input of that group. 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

The Alliance may designate Member representatives to serve on committees and working groups, other than the Steering Committee. 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-chairs of the working groups. Vacancies shall be filled by recommendation of Working Group members.

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 majority of the voting representatives present at a Convention or meeting shall be deemed the action of the Alliance, committee, or working group. While a Convention or meeting may include guests, such guests shall not vote.

Parliamentary Authority and Amendments

The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the Alliance in all cases to which they are applicable.

These bylaws may be amended at any Convention of the Alliance by a simple majority vote, provided that the amendment has been submitted in writing to the Alliance members in advance of the Convention.

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