IEEE P1363 Working Group Bylaws

The Institute of Electrical and Electronics Engineers, Inc.
3 Park Avenue, New York, NY 10016-5990, USA

Published August 19, 1999.
Amended March 6, 2003.

Please note that this document may be revised from time to time. The latest edition will be made available at the IEEE P1363 Working Group website.

Article 1: Membership

Membership is open to any person subscribing to the purposes of the IEEE P1363 working group.

Membership is based primarily on meeting attendance. In order to be recorded as having attended a meeting, a person must either physically, or through teleconference, be present at the meeting for at least half the duration of the meeting and pay all applicable meeting fees. Meeting fees may be waived by the Chair or Treasurer if the fee imposes a financial hardship on the participant.

A person who has attended two meetings within the span of four meetings is offered membership into the working group. At the conclusion of the qualifying meeting and upon acceptance of the offer of membership, the person shall become a member. The person maintains membership until having not attended three consecutive meetings or until he/she requests to be removed from membership. Should a person lose membership, he/she must again attend two meetings within the span of four meetings in order to regain member status.

A non-member, attending a second meeting within the span of four meetings, shall be granted temporary membership upon arrival at the meeting. This temporary member is granted the rights and privileges of a member of the P1363 working group for the duration of the meeting. At the conclusion of the meeting, temporary membership shall be revoked and the person will either be offered membership into the group (if he/she has satisfied attendance requirements for that meeting) or removed from the membership list (if attendance requirements have not been satisfied).

Initial membership in the working group shall consist of those with voting privileges, under prior practice, in one or more of the three meetings preceding the effective date of these bylaws.

The Secretary will maintain a record of members' attendance at all meetings that have occurred in the previous two years. At the conclusion of each meeting, the Chair and Secretary should review who is considered to have fulfilled attendance requirements for the meeting, and report any membership changes to the membership. The list of members should be posted within a week after the end of a meeting.

Members will be notified of upcoming group meetings and activities. Members may participate in all meeting votes and electronic votes. Membership may not be transferred and one person may not attend a meeting on behalf of another person.

Article 2: Meetings

The Chair of the working group shall call meetings periodically to ensure the continuation of working group efforts. Meetings must be announced publicly, including the location and date of the meeting if a physical meeting, or the date, time, meeting sponsor and contact information to obtain dial-in details if a teleconference-only meeting, at least 30 days prior to the meeting.

Article 3: Officers

The officers of the IEEE P1363 working group are the Chair, the Vice Chair, the Secretary, the Treasurer and the Primary Editor. The Chair must be a member of the IEEE, as required by the IEEE. A person may hold only one office. Elections for offices will be held each odd-numbered year in September by electronic vote. The term of all offices is two years, starting October 15th of the voting year, or the beginning of the first meeting after the election, whichever comes first.

The officers are expected to perform the duties required of that office for the duration of their term. In addition to office-specific duties, all officers have the duty to pursue and maintain membership in the working group. Failure to perform the duties of the office constitutes grounds to call a vote for removal from office. Removal from office requires the passing of a removal vote by the working group, as defined in the voting section of the bylaws.

Any premature vacancy in an office is filled for the remainder of the regular term by an appointee chosen by the Chair. The Chair shall verify the willingness of the appointee to accept the position before announcing the appointment. Directly following the appointment, an automatic electronic vote shall be taken to override the Chair's appointment. The failure of the override motion to pass serves as ratification of the Chair's appointment.

Officers will be granted voting privileges in both physical meetings and electronic votes regardless of their membership status.

Below are listed the duties specific to each officer of the IEEE P1363 working group.

Chair:

Vice Chair:

Secretary:

Treasurer:

Primary Editor:

Article 4: Voting Procedures

These voting procedures cover all P1363 working group votes, with the exception of the biannual officer elections, which are covered in the Officer Voting Procedures section of the bylaws.

Votes may occur either at physical meetings or through electronic vote. A vote shall be initiated by a motion proposed by one member or officer of the working group and seconded by another member or officer. All votes require quorum and two-thirds or greater approval to pass, with the exception of the biannual officer elections and the following exceptions, which require three-fourths or greater approval:

Officer override: Should the working group question a decision made by an officer, a motion may be proposed to override that decision. As a result of the passing of this motion, the decision is reversed.

Removing an officer for cause: Should an officer fail to satisfy the requirements of that position while in office, a motion may be proposed to remove that officer from office. The vote for this motion must take place via electronic vote. As a result of the passing of this motion, the officer is removed from office, leaving a vacancy in that office until it is filled by an appointee of the Chair. Removal of Chair and Vice Chair will be subject to IEEE policies.

Amending the bylaws: These bylaws may need to be amended to accommodate future needs of the working group. A motion may be proposed to amend the bylaws. The vote for this motion must take place via electronic vote.

An abstention vote shall be counted toward quorum. Approval of a motion is based on the number of yes or no votes and does not include abstention votes.

Meeting Voting Procedures:

During a physical meeting, motions may be proposed and voted on. Quorum for a physical meeting vote is 5 or one-third of voting members, whichever is less.

In order for a person to propose a motion, second a motion or vote at a physical meeting, that person must be a current member or officer of the working group and be either physically present at the meeting or present through teleconference. No votes by proxy will be counted.

Electronic Voting Procedures:

Electronic votes may be held between physical meetings for the purpose of resolving issues that need to be addressed between meetings. Electronic votes are called at the discretion of the Chair. If the Chair is unable or unwilling to call an electronic vote, a vote may be called by another officer upon the concurrence of another officer. Multiple electronic votes may be active concurrently, but an electronic vote may not be active during a physical meeting.

The motion to be voted on shall be distributed by the officer calling the vote. The motion shall contain, at a minimum, the name of the parties proposing and seconding the motion, the starting and ending date of the vote, and the list of eligible voters for the vote. The starting date shall be the date that the vote is called and the ending date shall be 10 calendar days after the starting date. The eligible voting body will consist of all current working group members and officers. Eligible voters shall submit votes to the current Chair and Secretary via e-mail. An eligible voter may submit a vote to the current Secretary and Chair by telephone or by traditional mail if unable to vote via e-mail. Both the Secretary and the Chair must verify such a vote in order for it to be counted.

Approval of a motion through electronic vote requires the same minimum ratio of yes to no votes as at physical meetings. Additionally, an electronic vote must receive approval from a majority of members of the group. If the required number of votes to assure the result of the vote have been received, the Chair or officer calling the vote may announce the result before the close of the vote. If a result is announced early, the vote will still remain open until the end date of the vote or until all eligible voters have voted, whichever comes first. When the vote is closed, the final tally of votes shall be recorded and announced by the party calling the vote, however specific votes by individual members shall not be included. Results of all electronic votes between physical meetings are recorded in the meeting minutes for the next meeting.

Article 5: Officer Nomination Procedures

Nominations will be accepted at any time between August 1st and September 10th of the voting year. Nominations shall be sent to the current Secretary and Chair via e mail or by telephone. Nominations may be accepted or rejected by the nominee at any time before the vote. The Chair must obtain the acceptance of a nominee before announcing the nomination and must announce all nominations via e-mail before the electronic vote. Self-nominations will be accepted.

Article 6: Officer Voting Procedures

The officer election vote shall take place via electronic vote. The standard rules for electronic voting shall apply, with the exception of the voting rules below.

Election of working group officers shall occur biannually, in September of odd numbered years (i.e. 1999, 2001 . . .). The vote must be opened after September 10th and before October 1st. The election shall be open for 10 calendar days. Votes will not be accepted after 5:00 p.m. EST on the closing day of the election.

The positions to be included on the ballot shall be Chair, Vice Chair, Secretary, Treasurer and Primary Editor. There is no quorum required for officer elections. An eligible voter may choose not to vote for any of the candidates for a given office, however write-in votes for a position will not be counted. The elected officer shall have received a plurality of the votes cast. A simple majority is not needed, as long as the candidate receives more votes than any other candidate for that office.

In the case of a tie between two or more parties for an office, the current Chair shall break the tie.

Article 7: Effective Date

The effective date of these bylaws shall be September 1st, 1999, with the exception that the officer nomination procedures shall take effect August 1st, 1999 to facilitate the 1999 officer election.

Article 8: Disclaimer

Where any provisions of these Bylaws conflict with IEEE rules, the IEEE rules shall prevail.


This page was last modified on June 16, 2003.
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