Policy for Policy Statement

Proposed Policy for SF Bay ISOC Chapter Policy Statements v.1.0

Goals:
Transparency in decision making
Responsive to members’ concerns
Due consideration of substantive policy issue and differing viewpoints
Act in accordance with chapter mission statement

Two Situations:

1. Chapter Sign-on to Letters / Policy Statements Drafted by Third-Parties
2. Chapter Send Letters / Issue Policy Statements of Our Own

I – Sign-on to Letters / Policy Statements Drafted by Third-Parties

1. Request from 3rd-party to Policy Chair for chapter sign-on to letter or statement.
2. If after consideration Policy Chair agrees that chapter should sign-on, then Policy Chair makes a recommendation to the full board via email and provides rationale for why we should sign-on, specifying how the statement is in accordance with our stated mission and what any 3rd-party deadlines are for sign-on.
3. If any board member thinks we should have a discussion period of 1 week before voting, then we take 7 days to discuss the issue further via email.
4. If no board member calls for a discussion period within 48 hours of Policy Chair’s recommendation or if every board member states on the list that we don’t need to wait 48 hours to vote, then we call for a vote to sign-on to the statement.
5. Board members vote via email to board list for a period of up to 7 days. Continued discussion of the issue is encouraged on the board list during the voting period.
6. Voting threshold of 51% of board members in favor of sign-on to pass.
7. Votes are i) yes, ii) no, or iii) abstain. Board members can change their vote within the 7-day voting period until 51% vote in favor.
8. When 51% of board members vote “yes” to sign-on, then the Policy Chair informs the 3rd-party requester that chapter will sign-on to the statement/letter. The required number of “yes” votes could come within hours or take up to 7 days. If after 7 days, 51% of board members have not voted “yes” to sign-on, then the Policy Chair informs the 3rd-party requester that the chapter is unable to sign-on.
9. “Abstain” does not change the number of board members required for a vote to pass. “Abstain” means a board member isn’t voting because of a perceived conflict of interest on the specific issue or because the board member doesn’t understand the issue adequately to provide a yes or no vote. A vote to abstain should include a rationale for the abstention.

II. Send Letters / Issue Policy Statements of Our Own

1. Policy Chair informs the full board via email list recommending that we draft a letter or statement on a particular policy issue and calls for volunteers from the board to assist in drafting. Policy Chair’s recommendation to the board should specify how the statement is in accordance with our chapter’s stated mission.
2. Volunteers form a committee chaired by the Policy Chair to work via email to draft a statement/letter. If no volunteers come forward to assist with the drafting, then the Policy Chair drafts the statement/letter.
3. Policy Chair proposes the drafted statement/letter to the full board for approval to issue the statement in the chapter’s name.
4. If any board member thinks we should have a discussion period of 1 week before voting, then we take 7 days to discuss the issue further via email.
5. If no board member calls for a discussion period within 48 hours of Policy Chair’s recommendation or if every board member states on the list that we don’t need to wait 48 hours to vote, then we call for a vote to approve the statement.
6. Board members vote to approve via email to the board list for a period of up to 14 days. Continued discussion of the issue is encouraged on the board list during the voting period.
7. Voting threshold of 51% of board members in favor of approval to pass.
8. Votes are i) yes, ii) no, or iii) abstain. Board members can change their vote within the 14-day period until 51% vote in favor.
9. When 51% of board members vote “yes” to approve, then the Policy Chair informs the board that chapter has approved the statement/letter. Upon approval, the chapter President will send, publish, post, or otherwise distribute the statement as appropriate. The required number of “yes” votes could come within hours or take up to 14 days. If after 14 days, 51% of board members have not voted “yes” then the Policy Chair withdraws the letter/statement for consideration but may bring it again subsequently after revising the statement based on feedback from the board.
10. “Abstain” does not change the number of board members required for a vote to pass. “Abstain” means a board member isn’t voting because of a perceived conflict of interest on the specific issue or because the board member doesn’t understand the issue adequately to provide a yes or no vote. A vote to abstain should include a rationale for the abstention.