CZ:Editorial Council Rules of Procedure/Amendment 1

This is a proposed amendment to the rules. It has not yet been put up for a vote.

Editorial Council roles

Each member of the Editorial Council is referred to below as a "Member."

The Editorial Council has a Chair, who is the presiding officer of the body. Initially, the Chair is the Editor-in-Chief. The method of selection of the Chair will be left to decide later.

The Citizendium Editor-in-Chief will, after a Chair is selected, be able to speak as any other Member of the Council, but he or she may not vote.

See below for an enumeration of the functions of Members and of the Chair. The Chair is a Member, but may not have all the rights of Members.

Members of the Rules Committee has some special roles with respect to the Council as well. The Secretary is the Chair of the Rules Committee and is responsible for leading the Committee in assisting the Council with matters of procedure--both offering opinions on what the rules are, as well as keeping the Council running smoothly by, for example, ensuring that various changeable Council wiki pages are updated properly.

Outline of the process

The process whereby a resolution is adopted, which is a digitized version of Robert's Rules of Order, can be outlined as follows.

1. Before any resolution is made, it is preferable to discuss it among the larger community.
2. An individual Member drafts a resolution and asks for co-sponsors.
3. The three (or more) co-sponsors work as an ad hoc committee to craft the resolution into presentable form.
4. The lead sponsor of the resolution then formally moves (on the Council mailing list) that the Council adopt the resolution.
5. The Chair places the resolution on the agenda. The first stop is "the queue," if there are already too many resolutions occupying the Council's attention.
6. When the Council is ready to consider a new resolution, the Chair, with the advice of a Rules Committee, moves the resolution into discussion.
7. Discussion has two stages. First, there is a "silent comment" period in which Members send their remarks about the proposal privately to the Secretary.
8. At the scheduled conclusion of this period, the Secretary posts the comments to the mailing list.
9. Second, there is an open comment period. The Chair specifies a length of time that the resolution will remain in discussion.
10. Discussion can then take place on the Forums, on a special page for Members' official position statements on the resolution, and on wiki pages for longer statements.
11. During the open comment period, it is possible for Members to make various motions. For example, someone, such as the resolution's sponsor, might make a motion to amend the resolution to satisfy various criticisms made to it by other Members.
12. The Chair posts reminders approximately 24 hours, 12 hours, and one hour prior to the close of discussion.
13. Discussion ends and voting begins, for a minimum period of 72 hours. (The Chair, with the advice of the Rules Committee, sets the amount of time.) Members vote simply by placing their names in the appropriate column of a wiki page.
14. Finally, immediately after the close of voting, the Secretary protects the voting page, tallies the vote, and reports the results to the Council mailing list.

Many of these steps are accomplished by Chair actions and motions. There is a Table of Motions, below that summarizes these actions and motions, but other essential notes are given in the body of this following document.

There are several places that Members can follow Council activity: (1) the cz-editcouncil mailing list, which is the official venue for announcing all motions and Chair actions; (2) the Agenda and the Chronology of Motions, on the Council home page; and (3) the complete list of resolutions.

Initial resolutions

• Members are discouraged from making even initial resolutions if the matter of the resolution concerns a dispute regarding a particular article, and no significant attempt to settle the dispute has made. Resolutions on such unexplored matters are particularly discouraged if there is no pressing policy issue that underlies the matter.

• Any Member may make a resolution by doing these three things, in this precise order:
  1. creating a wiki page for the resolution, according to Editorial Council Resolution Guidelines, and linking to it from "Initial resolutions" as well as from Editorial Council Resolutions Complete List;
  2. posting to the Council mailing list, asking for two supporting Members; this rule applies to the Chair as it would any rank-and-file Member; and, finally,
  3. posting to the Council mailing list a message stating: "I move the adoption of Resolution NNNN, found at <URL>." The Member must not, at that time, offer arguments in favor of the resolution.

If the Chair finds the resolution to be in order, he or she moves it from "Initial resolutions" to "Queue." Only the Chair may move the resolution in this way. The Chair can move his or her own resolutions to the queue once supported by two others. The Chair then posts a message to the Council mailing list stating, "The Chair recognizes that Resolution NNNN (<URL>) is in order and has moved it onto the Agenda. It is currently in the Queue and is not yet available for official discussion."

• Nonmembers may not make resolutions, although they may approach any Member with a resolution and ask the Member to pursue it.

• A resolution must be well worked out before it can be placed on the Agenda. The standards of a complete resolution are (will be) specified on Editorial Council Resolution Guidelines. To ensure that the resolution is well worked out, the resolution must be joined by at least two other Members.

• Each new resolution should have its own wiki page, made according to the following format: "Editorial Council Resolution NNNN", where NNNN is the next resolution number according to Editorial Council Resolutions Complete List.

• Council argumentation about the merits of a resolution is not permitted either on the wiki or on cz-editcouncil until it comes up for discussion.

Vote on the issue of purview

• Note that it is immediately after a resolution has been placed on the Agenda that a motion to take a vote on the issue of purview is in order. The governing policy of the Editorial Council specifies a list of issues within its purview. Issues not on that list, and particularly issues that are explicitly stated to be within the purview of some other part of the governance of the Citizendium, may be outside of the Council's purview.

• Any member may ask for a vote on the issue of purview, if seconded, by saying: "I move that Resolution NNNN be summarily rejected, without (further) discussion, on grounds that it is not within the purview of the Editorial Council."

• The editor-in-chief, chief constable, and any other (future) heads of independent governance bodies, may similarly make a motion to vote on grounds of improper purview. These persons do not need a second, and they may not vote on the issue. (It is probable that another mechanism will be found for deciding purview in the future. But for now, the Council itself needs a mechanism for recognizing that an issue is not in its own purview.)

The agenda

• The agenda, populated by resolutions, is divided into three sections: queue; discussion; and voting. "Queue" refers to a staging area for new resolutions.

• The Chair's primary responsibility is to edit the agenda in order to keep the Council's business moving along. It is the Chair's job to move items from initial resolutions, to the queue, to discussion, to voting. It is also the Chair's job to announce how long each period will last. These are each "Chair actions," i.e., actions taken by the Chair acting on his or her own recognizance, although the Chair may seek advice (see below). Note that the Chair is not said to "move" or "make motions" with respect to Chair responsibilities, but instead to "take actions," because these Chair actions do not require a second or a vote.

• Members may, if they disagree with a Chair action, move to "reverse Chair action." If moved and seconded, the Secretary immediately (or as soon as possible) takes a vote. If successful, the motion nullifies that specific Chair action and requires the Chair to set new deadlines if necessary (or a Member may make a motion that has the same effect).

• If a Member's motion is one that the Chair ordinarily makes on his own recognizance (i.e., is typically a Chair action), the Chair may simply make the change moved by the Member. This is recommended, since it will avoid a time-consuming vote. But if the Chair refuses a motion that has been seconded, then a vote must be called. Such votes should typically be time-limited--a 24 hour vote. See below for guidelines on voting.

• There is a wide variety of possible "motions" with regard to items on the agenda. Any Council Member may make a motion with regard to the agenda. See below, "Table of Motions," for a variety of possible motions. Most of these motions are discussed in greater detail below, but some are not (they are detailed only in the Table of Motions). For example, independently of the Chair, any Member may move to "extend," that is, leave a resolution in the queue, in discussion, or in voting for a set amount of time. Another example is the motion to separate a resolution into two distinct resolutions ("divide the question"). Yet another example is the motion to add a fresh copy of a previously considered resolution to the queue ("reconsider" the resolution).

• The Chair may seek advice from the Rules Committee as well as from any Council Member about any Chair decisions. Moreover, Members may offer mere advice to the Chair and to the Rules Committee, without thereby making any motions. Such communication is encouraged, particularly when it might avoid a time-consuming vote on matters of procedure.

• The minimum time periods for discussion and voting given below are not suggestions about what should be typical. Particularly for decisions that are very important, the Chair, with the advice of the Rules Committee, is well advised establish discussion and voting periods that are longer than the minimum. The Chair should also set deadlines for discussion depending on his or her sense of how well-discussed an issue has been.

• To close discussion or to close a vote, the Chair should announce, "If there is no objection, discussion will close in 24 hours, after which voting will begin." Members may then call for more time (according to the above rules). The Chair, or a person or persons deputized by the Chair, should post reminders to the mailing list approximately 24 hours, 12 hours, and one hour before the close of discussion and before the close of voting. These reminders should follow a standard format for ease of recognition and deletion by Members who do not need them.

Voting in general

• Except in rare cases where secret balloting is well-advised, voting takes place on a wiki page that is linked from the resolution page. We create two columns, "Yes" and "No" (or whatever the options are), and Members sign their names in the appropriate columns. We do not offer comments/justifications on the pages where the voting takes place. Members merely sign their names. Nonmembers may not vote.

• Voting generally is limited by time. There should be a strict minimum of 24 hours for every vote, but more time may be required, e.g., on votes about resolutions. Any Member may change his or her vote before the close of voting. The vote is automatically tallied and reported by someone deputized by the Chair, immediately after the closing time.

• Except where otherwise specified, a vote is determined by a majority or, where there are more than two options, a plurality, of the persons casting a vote.

• For a vote to be closed, a quorum--a minimum of 40% of the membership of the Council--must have voted. Otherwise, the vote is left open for another 24 hours, and the Chair calls for more votes. Note that, in any case, the vote does not close when the quorum is reached.

• Note that the time allotted for discussion or a vote cannot be satisfied by any time between 6 PM Friday (anywhere) and 6 AM Monday (anywhere)--which is to say, between Friday 6 AM UTC and Monday 4 PM UTC. So, for example, if it is currently 6 AM UTC on Thursday, and the rules (or a decision) calls for 48 hours of discussion, or voting, then the first 24 hours of the period occurs before the weekend, and the last 24 hours occur afterwards; so the end of the period would be 4 PM Tuesday. Similarly, the minimum time permitted cannot be satisfied by any time devoted to a Council-designated holiday or recess.

• Any member may move to extend voting for 24 hours, and if seconded, the motion carries automatically. Such a motion carries automatically only once; thereafter, it must be voted on.

The queue

• The queue exists as a staging area, when the Council's attention is taken up with other matters. Council members, being for the most part busy professionals, cannot be expected to adjudicate many issues properly all at once. The Chair will establish when the Council is ready to take up another issue, subject to motions by Members.

• The queue may and should be bypassed if, in the judgment of the Chair, the Council is prepared to take on a new resolution immediately.

Discussion

• "Official" discussion of a resolution ordinarily begins only as follows. An initial call for comment on the resolution is posted on the cz-editcouncil mailing list. Some specific amount of time is set, such as 48 hours, for initial comments; the Chair specifies the permissible maximum length of comments, but 300-600 words is suggested. All initial comments on the resolution are sent to a single person, who saves them until the initial comment period elapses; then all comments posted at once to the list, in order of receipt. (This is to avoid an echo chamber effect; each Member offers his or her initial, non-binding opinion uninfluenced by others. The hope is that we will enjoy the benefits of the full spectrum of opinion on a question.)

• Note that the original sponsor of a resolution may not include detailed arguments as part of the resolution, although there may be a brief preamble that explains, as neutrally as possible, the intended purpose of the resolution.

• Next, three methods of further commentary are used:
  • First, the resolution is posted on the Forums. The resolution may not be posted on the Forums until after the Council has initially weighed in. Members may, but do not have to, contribute to the discussion on the Forums. They are asked, but are not required, to read the results.
  • Second, on a single wiki page, each member is given a maximum of 600 words to articulate his or her position on the resolution. Voting members are required to read this page before voting. Members may revise their statements throughout the discussion period. Nonmembers may not comment on this page. We might set up a distinct page for similarly brief comments from nonmembers, however.
  • Third, any Member may elaborate as many larger position statements on a page such as "CZ:Editorial Council Resolution NNNN/LASTNAME opinion" as he or she wishes. Statements may take the form of replies to each other. These statements are linked from the resolution page. Voting members are asked, but not required, to read these pages.

All commentary is to be linked from the resolution page.

• Official discussion ends entirely prior to voting. At the close of discussion, all discussion pages should be protected and notices posted that the discussion period is finished.

• While, to ensure that resolutions are not stuck in discussion for too long, the Chair should establish a length of time for discussion, the Chair should also respect the wishes of individual Members, if they say that they need more time to finish their contribution to the discussion. A useful way for the Chair to close discussion, without requiring Members to move to extend, is to say, "If there is no objection, discussion will conclude in N (e.g., 48) hours." There will be cases, however, in which, in the opinion of the Chair and the Council as a whole, discussion has gone on too long; then discussion may be closed by vote, if it is moved and seconded to "reverse the Chair's action" to close discussion.

• Traditionally, the Chair, as director of an assembly, is expected to be impartial. The Council carries on this tradition. It is inappropriate for the Chair to declare support for or against a resolution, or to advance arguments, unless the Chair wishes to leave the management of a Resolution to the Secretary, to some other member of the Rules Committee, or, failing that, another Member of the Council.

Amending resolutions

• Once accepted into the agenda, a resolution may not be edited--even by the original sponsor--except to correct simple typographical errors that do not affect the meaning of the resolution, or via a motion, such as a motion to amend or to divide the question.

• Any Member can move to amend a resolution. One common reason to do so is to satisfy concerns raised by other Members in discussion. It is appropriate for a Member to announce an intention to amend, and thereby alert the Chair and Rules Committee that he or she needs more time before voting begins to work out an amended version.

• Generally, amendments should be developed on new wiki pages--subpages of the resolution page, typically. Discussion of the details of amendments should typically be developed on the Discussion page attached to the resolution, for purposes of settling upon a version that they can agree upon.

• Members are encouraged to design the amended versions of resolutions so as to satisfy the concerns of Members as stated in discussion, as well as reasonable concerns that have come out of the general Citizendium community.

• Once the amended version is worked out properly, one of the Members at work on the amendment moves to use that language; if the motion is seconded, the Council takes a vote (typically of brief length).

• If the motion is adopted, the Secretary (or a member of the Rules Committee) replaces the original version with the amended version; the original is saved on a separate wiki page.

• Other rules concerning amendments are as stated in Robert's Rules of Order Newly Revised, as adapted (if necessary) by the Chair.

Motions to reconsider and to rescind

• A Member who voted on the winning side of a motion (typically, a resolution) may, after the vote is concluded, move to reconsider the motion, if the motion to reconsider is seconded by another person who voted on the winning side. A vote is then taken. If the vote concerned a resolution, then, if the motion to reconsider passes, a fresh, and renumbered, copy of the original resolution (as amended) enters the queue again. If the vote concerns any other sort of motion, then the motion is renewed and the Chair sets a new schedule for discussion and/or vote.

• Once a resolution has been passed, a Member may move to rescind it, that is, to appeal or nullify it. Such a motion is treated as a new resolution. It requires, however, a two-thirds vote for passage. Similar rules apply for amendments to resolutions previously adopted.

• More detailed rules concerning these and other motions are as stated in Robert's Rules of Order Newly Revised, as adapted (if necessary) by the Chair.

Lay on and take from the table

• Occasionally, it will be discovered that a certain issue cannot or should not be resolved until after a certain date, or until after another issue is resolved. In such a case, after the issue has come up for discussion, but before it has come up for vote, members may move that the resolution be "laid on the table." The effect of doing this will be to place a resolution into the queue; it similarly places all pending motions with regard to the resolution (such as amendments) "on hold."

• To restart discussion of the resolution, one does not use a motion to discuss, but instead a motion to "take from the table." This not only moves a resolution that had been placed in the queue back into discussion, it reopens any related motions that had been "on hold."

Voting on resolutions

• A vote can be called only after a resolution has remained for a minimum length of time in discussion. The absolute minimum for resolutions, as opposed to motions about resolutions, is 72 hours.

• Discussion about a resolution may not take place in official Council venues when a vote is being taken about that resolution.

• The Chair is expected not to vote on a resolution, except when his or her vote might expected to have an effect on the outcome (i.e., the vote is very close), when he has stepped down temporarily as Chair for the management of a given resolution, or when a secret vote (a vote by ballot) is taken.

Creating committees

• Committees may be created by a resolution, or by part of a resolution. This is true whether the committee is standing (i.e., permanent) or special (i.e., will be disbanded after it discharges some assigned duty)

• The resolution to create a committee must specify at least the following matters: (1) the number of members; (2) how the members are to be selected (or who the initial members are); (3) the purview of the committee, i.e., what issues it deals with typically; (4) in what matters the committee may take actions independently of the Council, and in what matters the Council must give explicit instructions or permission; and (5) any rules about how the committee is to operate.

• It is possible for the Council to "commit" resolutions to a committee, i.e., to order a committee to develop the resolution, or to render a decision about it, and then report back to the Council by a certain date.

Use of the Council mailing list

• All motions are made on the mailing list, and all significant actions made by the Chair (or anyone else) are to be announced on the cz-editcouncil mailing list.

• The mailing list and the page history of wiki pages are to be regarded as adequate for purposes of keeping a record of deliberations; minutes are not necessary.

• The mailing list is not to be used for purposes of debating the merits of a resolution. Discussion takes place via special wiki pages and on the Forums.

• In order to expedite business, discussion of motions may take place on the mailing list immediately after the motion is made. No one should post more than two messages, each limited to 350 words, about any motion, although any Member may post a link to a longer discussion elsewhere. Members are encouraged, but are not obligated, to read discussions of motions posted elsewhere.

• Note that debate and voting on motions (not on resolutions themselves) can occur at the same time.

• It is permissible to use the Council mailing list to do such things as ask and offer help, call attention to a discussion on matter, or exchange pleasantries. This use of the list must not be allowed to make it more difficult to follow the more important Council business. The list moderator and/or Council Chair (who may be the same person) should remind members to use the Forums if necessary, if background chatter is getting in the way of official Council business.

• Abuse of the mailing list may result in punitive measures against a Member.

The Rules Committee

• The Rules Committee, the Chair of which is the Secretary of the Council, is responsible for assisting the Council Chair with the proper and efficient execution of the Council's parliamentary rules. In short, the Committee assists the Chair in keeping the Council running smoothly.

• The Committee has these main functions:
  1. to assist Members with placing resolutions into proper form;
  2. to make (nonbinding) recommendations to the Chair about when to transfer resolutions to the queue, to discussion, and to voting, and to recommend amounts of time to initially set for each stage;
  3. to update the Council home page, resolution pages, chronology of motions, and other changeable pages; and
  4. to report the outcome of votes (a Secretary function).

• In particular, one important function of the Committee is to ensure that a Resolution does not sit in the queue for too long.

• The Committee operates informally through a mailing list. If necessary, the Committee will take a vote, which is tallied by the Secretary. Other rules of operation for the Rules Committee, if any, are established by the Committee itself.

• The Secretary is nominated by the Chair and confirmed by vote by the Council; other nominees are possible, however, and then an election is held. The Secretary appoints the other members of the Committee from within the Council membership, subject to confirmation all at once by the Council.

Recess

• A "recess" of the Council temporarily turns the Council mailing list off (i.e., makes it impossible for anyone to post mail). Recesses are desirable during common holiday or vacation times, and at other times.

• Any Member may call for a recess for a specified length of time, which if seconded goes before the Council for a vote.

• The Council may vote to have a regular recess, or scheduled recesses for holidays.

Amending and interpreting these rules

• Once initially adopted, these rules cannot be changed by anyone, except to correct simple typographical errors that do not affect the meaning of rules, or via a new resolution.

• A Member may submit several changes to the rules at once. Other members may "divide the question" if necessary.

• If the Council's rules of procedure leave the answer to some procedural question unclear, the matter will be determined by consulting Robert's Rules of Order Newly Revised (10th Edition); the Chair will determine how best to implement those rules in an Internet context.

Table of Motions

How to read the Table of Motions:

• "Motion name" gives the name of the type of motion.
• "What it does" explains what the motion accomplishes (if adopted).
• "Chair action?" A motion is a Chair action if the Chair may singlehandedly put the motion into effect. Note that any Member can make a similar motion, and Chair actions can be corrected by voting; see above for more detailed notes, and see "motion to correct Chair action" below.
• "Needs second?" Most motions need a second--i.e., agreement from one other Member, which can be achieved by a simple e-mail to the list declaring "Seconded!"
• "Debateable?" If debate on a motion is order, it is debatable.
• "Amendable?" If a motion to amend a motion is in order, it is amendable.
• "Needed for adoption" states the proportion of the vote needed to adopt a given motion. Typically, a majority.
• "Language" suggests the wording in which a motion should be expressed.

Note that similar, more elaborate tables for many more motions are available as part of Robert's Rules of Order Newly Revised.

Transfer motions
Motion name	What it does	Chair action?	Needs second?	Debate- able?	Amend- able?	Needed for adoption	Language
Propose	Transfers a proposed resolution onto the agenda	Yes	No*	No	No	Is not voted on*	"I move the adoption of Resolution NNNN, found at <URL>."
Discuss	Transfers a resolution from the queue to discussion	Yes	Yes	No	No	Majority	"I move that we begin discussion of Resolution NNNN."
Lay a resolution on the table	Places a resolution, that had been in discussion or voting, into the queue; similarly places all pending motions with regard to the resolution "on hold"	No	Yes	No	No	Majority	"I move that Resolution NNNN be laid on the table."
Take a resolution from the table	Moves a resolution that had been placed in the queue back to its previous position, and reopens any related motions that had been "on hold"	No	Yes	No	No	Majority	"I move that Resolution NNNN be taken from the table."
Vote (on resolution)	Ends discussion, and transfers a resolution to voting	Yes	Yes	No	No	Majority	"I move that we vote on Resolution NNNN."
Extend	Leaves a resolution in queue, discussion, or voting for a set amount of time	Yes**	See note**	No	No	Majority	"With regard to Resolution NNNN, I move that we extend the amount of time for [function] by [number] hours/days."
Motions to edit resolutions and motions
Motion name	What it does	Chair action?	Needs second?	Debate- able?	Amend- able?	Needed for adoption	Language
Withdraw motion	Rejects the motion, or resolution, without (further) debate	No	No	No	No	See note***	"I move that I be permitted to withdraw the motion/Resolution NNNN."
Divide the question	Separates a resolution into two distinct resolutions	No	Yes	No	Yes	Majority	"I move to divide Resolution NNNN so as to consider separately the issue [issue 1] and the issue [issue 2]. Please see [url] for the two proposed separate resolutions."
Amend	Replaces a resolution with a changed, but very similar, resolution	No	Yes	See note****	Yes	Majority	"I move to amend Resolution NNNN according to..." give URL of amended resolution; then enumerate change(s) and link to difference page.
Reconsider a motion	Adds a fresh copy of an previously considered resolution (as amended) to the queue; or renews a previously considered motion about a resolution not yet decided upon	No	Yes	See note****	No	Majority	"I move to reconsider the vote on..."
Rescind a resolution	Repeals or nullifies a resolution	No	Yes	Yes	Yes	Two-thirds	"I move that Resolution NNNN be rescinded."
All other motions
Motion name	What it does	Chair action?	Needs second?	Debate- able?	Amend- able?	Needed for adoption	Language
Vote on the issue of purview	Rejects the resolution without (further) debate (on grounds that it is outside the purview of the Editorial Council)	No	Yes	Yes	Yes	Majority	"I move that Resolution NNNN be summarily rejected, without (further) discussion, on grounds that it is not within the purview of the Editorial Council."
Reverse Chair action	Nullifies a specific Chair action and requires the Chair, or the Council, to set new deadlines if necessary	No	Yes	No	No	Majority	"I move that the Council reverse the Chair action, [describe]."
Recess	Turns off the mailing list and forbids discussion and voting for a specified period	Yes	Yes	No	Yes	Majority	"I move to recess until..." or "I move to recess from...until..."

Notes

* In order for the Chair to place the resolution on the agenda, the resolution needs to have two co-sponsors. Hence, there is no need for a "second" on the mailing list.

** The motion, made by any other person than the Chair, carries automatically if it is made and seconded, and the amount of time requested is 24 hours or less. Otherwise, if seconded, a vote is taken. Note that the motion to extend discussion for 24 hours or less carries automatically only once. That is, the second time that such a motion is made, a vote is automatically to be taken on whether to prevent further extensions of discussion or voting.

*** This motion can be made only by the resolution's or motion's original sponsor. Once acknowledged by the Chair, it carries without debate, but it can be overturned by the Chair or by any Member (if seconded) who moves to sponsor the resolution or motion (so long as a resolution still has three co-sponsors).

**** Debate on a motion to amend, or reconsider, a motion is itself debatable if the motion itself is debatable.