ECP-7: Meetings, Rules, and Regulations for Council

[qbvbsite]

ECP Originator: CableGod ECP Sponsor: CableGod ECP Motivation: Standardize council meeting so they are more effective and have rules/regulations on how the council operates. ECP Summary: Unified way to run a meeting and create rules/regulations for the council. Discussion: 17 Feb. 2020 UTC to 2 Mar. 2020 Voting: 17 Feb. 2020 UTC to 2 Mar. 2020

Basic Meeting Rules:

• Each meeting requires at least 4 votes and 3 members attending to move forward
  • If 5 minutes after the meeting should have started and these guidelines are not met then the meeting ends with the meeting automatically re-scheduled the following week
• Meetings will be public for anyone to listen but only the council will be able to talk/discuss/vote
• If you are not available to attend the meeting you can proxy your vote to another member so they can vote for you. Proxy votes must be declared in the #team-council chat and a person can only proxy for a single person.
• The meeting agenda is created before the meeting where any council member can add discussion points, ECP proposals, etc for the next meeting. 2 days prior to the meeting changes to this document are closed. This document is currently to live on bit.ai.
• Any motion brought forward requires support of at least one member (commonly known as a "second") to move forward to a vote
• A vote of non-confidence for a council member can be brought forward at anytime but does require 6 votes to pass
• A meeting shall not last any longer than 1 hour and any remaining items will automatically be pushed to the next meeting. At the 1 hour mark a motion to extend the meeting can be made but will require votes from all meeting members to pass.

Meeting Order:

• Start meeting recording
• Make sure there is enough votes to continue meeting
  • If not enough votes are available through member/proxy the meeting is rescheduled for the following week and the recording made public on discord
• Choose Chair of Meeting (Runs the meeting)
• Go Through General Discussion Points
  • Vote on any actionable discussions that are seconded by at least one member
• Go Through ECP Proposals
  • Any ECP's with support on at least one can move forward and be placed on github for open discussion
• Go Through and ECP Voting (Any ECP's that have been discussed on github)
  • Any ECP that passed voting has been ratified and any failed ECP's removed/closed.
• Call for Any Motions (Remove Member, Change Meeting Time, Schedule new Meeting)
  • Any motions with at least one supporter are voted on
  • Motion to remove member needs 6 votes to pass
  • Motion to extend meeting time passed 1 hour requires all votes of members in the meeting
  • Meeting Concludes and the recorded call made public on discord

Key Changes:

• ECP's now require to be proposed at a meeting before being placed on github
• ECP voting is now done at a meeting and not on github
• If a community member wants to bring forward an ECP they have to get a council member to back it and propose it in a meeting
• Rules around proxy votes
• Rules around voting a council member out
• Rules on how to run a meeting

Actions After Passed:

• Schedule the first two meetings (2 weeks apart) with each accommodating different timezones.

[qbvbsite]

Withdrawing and re-submitting to extend discussions for another week.

[Goose-Tech]

Looking good so far. I have nothing to add to this at the moment. The 1 hour limit is good. Proxy voting is also good for those who can't make the meeting. Recording these sessions will be good to keep community engaged. All good points. Thanks for putting this together.