The following are changes to the base HL7 DMPs found here: Default HL7 WG DMP V5.3
A change log document showing changes from the base modification template:
Terminology Services Management Group (TSMG)
Decision Making Practices (DMP) Modifications
Changes to the following identified sections:
2 Open Meetings
The Terminology Services Management Group (TSMG) is a closed Group. Unless in executive or declared in-camera session, anyone may be present and listen to the discussion without voice. They must identify themselves and if attending for a specific agenda item, identify that area of interest. When that agenda item is presented, they may at the discretion of the presiding Chair, be called on to provide additional information.
5.1 Defining Quorum
Quorum for the TSMG requires that at least 50% of the current committee members be present, including the chair. Any subcommittee meeting, such as the HL7 Terminology Authority (HTA), can function as the TSMG regarding voting when that subcommittee meets full TSMG quorum.
7.1 Electronic Voting on a Motion
- At the discretion of the chair or by request by TSMG members, decisions considered outside of scheduled meetings that meet quorum may be resolved electronically (IE: eVote.)
- Electronic voting will be announced by one of the co-chairs on the Group list server and via other communication tools such as Zulip. The eVote may be conducted using the list server or any other tool available to them.
- If decision deemed to require a motion was NOT made, seconded and discussed during a quorum meeting then, the Co-chair will circulate the motion and request a second via the list service. Once seconded there will be a period of not less than 3 days of discussion via the list server or other committee communication tool (such as zulip) prior to the opening of the e-vote.
- The list of e-vote decisions will be provided to the TSMG membership with options to vote affirmative, negative, abstain, or refer to telecon. A comment is required for a negative or refer to e-vote.
- Electronic votes will be held open after the e-vote is announced for a minimum period of 3 days. The voting period will be defined in the announcement of opening the e-vote.
- Quorum for e-voting is the same as that defined for in-person meetings (section 5.1)
- While voting may continue to the close of the voting period, the motion may be declared as passed or failed given the results of a majority of quorum. If quorum has not been achieved at the end of the announced voting period, the vote will be closed as unsuccessful due to lack of quorum and the item will be included in the next TSMG meeting.
- The results of electronic votes are determined as per Section 6.1.
7.2 Electronic Voting for Routine Decision Without a Motion
- For routine decisions, such as input on decision topics or approval of documents including Project Scope Statements (PSS), Publication Requests, STU Extension Requests, STU Update Requests, and others as determined by the Group co-chairs, voting can be done electronically without a motion.
- A list of the routine decisions under consideration will be distributed by the Group co-chairs to the Group members with options to vote affirmative, negative, abstain, or refer to telecom. For negative and refer to telecom votes, a comment is required from the voter.
- Quorum for e-voting is the same as that defined for in-person meetings (section 5.1).
- Electronic votes will be held open for a minimum of 3 calendar days. At the next Group meeting, either at the WGM or via conference call, after the voting period has completed, if quorum has been met, all items that have not received a negative or refer to telecom vote will be noted as approved. Items which have passed but still have a negative with comment or refer to telecon vote will need to be discussed by the Group and disposed of as a regular course of business, which may include a vote to re-open the item.
8.3 Proxy Allowed – within a closed Membership Group
TSMG is a closed group that allows proxy participation and replaces section 8.2 in the Default HL7 Decision-making Practices with section 8.3).