ITI Technical Committee Voting Procedures: Difference between revisions

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The following text describes the initial voting procedures which will be used by the ITI Technical committee as it transitions to support of the Governance procedures adopted by IHE International.  Revisement of these voting procedures is expected to be frequent, as we gather new information from members, Domain Coordination Committee and the IHE International Board.  The procedures will become more final on the date that the IHE International Board declares that we must implement the governance procedures.  After that implementation date, changes to the procedures will be voted on by the committee membership.  The implementation date is currently January 1, 2008 but prerequesite activities have missed their dates so it is fairly certain that the implementation date will also be moved.
== Voting on committee activities ==


We will have slightly different procedures prior to the implementation date and after the implementation date.  The reason for this is that prior to the implementation date we do not have a clear list of members.  Part of the rollout up to implementation is application by organizations to become members. Until that application process has begun we cannot have a good or clear list of membership. As a committee participant you are encouraged to respond quickly to the application for membership call when it is released. That is one of the two things you must do to maintain your right to vote within the ITI Technical Commitee. The other thing is to ensure that you are present to vote at each vote starting with the November 7&8 face-to-face meeting and to the implementation date.  Please review [[Roster_Status | Roster Status]] for details regarding maintaining your voting priviledges.  These rules will be in effect after the implementation date.  Prior to that date we will count anyone voting as member and will not require a quorum.
The following text describes the voting procedures used by the ITI Technical committee in its support of the Governance procedures adopted by IHE International in the Fall of 2007.  In order to understand this page you must first understand the basic governance procedures adopted by IHE International.  Please review the following links:
* [http://www.ihe.net/governance/member_organizations.cfm IHE Member Organizations] - lists all current organizations which have been recognized as members of IHE.
* [https://www.ihe.net/about_ihe/governance/ IHE Governance] - current version of the IHE Governance.
* [http://surveys.himss.org/himss/Surveys/TakeSurvey.aspx?surveyid=1364&responseGuid=69f29ab7-7c80-4610-8b6e-cbf1ac21be3f Application to become IHE Member Organization] - to become an IHE Member Organization.  Its free so do it today!
* [[Voting_Privileges | Voting]] - describes the process for having and maintaining voting rights on a committee
* [[Roster_Status | Roster]] - high level description of the roster of a committee
* [[ITI_Technical_Committee#Roster | ITI Technical Committee Roster]] - to find your organizations current status in terms of voting rights.


The following are procedures we intend to follow:
Every participant on the committee must be a designated representative of an [http://www.ihe.net/governance/member_organizations.cfm IHE Member Organization].
* Any vote may be submitted by email to our secretariat (currently LaVerne Palmer) prior to the meeting or due date. For email ballots all votes will be submitted by email. For meetings the vote must be submitted prior to the begining of the meeting.   
 
* Each member may carry one proxy from another member.  The proxy must be declared prior to the beginning of the meeting.  It is declared by the bestower of the proxy via email to the secretary and by copy to the co-chairs.  Proxies cannot be used for email ballots.  The term "member" here refers to a member organization.  The holder of the proxy will be a Voting or Alternate member, but no one member organization can vote more than one proxy.
Review [[Voting_Privileges | Voting]] for a description of how an organization acquires and maintains voting privileges.  It is critical that those who have voting rights participate consistently.  In order for decisions to be made we are required to have a quorum of 50% of the voting members participate.  We have agreed to the following procedures to encourage strong participating from all voting members so that the work of the committee will not be delayed due to lack of a quorum.
 
'''Meeting types'''
* Meetings will be declared as '''discussion''' or '''decision''' meetings.   
* Meetings will be declared as '''discussion''' or '''decision''' meetings.   
** At '''discussion''' meetings there will be '''no''' voting or decisions made, it will allow only for technical discussion of the issues on a particular topic.  Participating in a '''discussion''' meeting will not count towards maintaining voting rights.  Minutes from '''discussion''' meetings will not be voted on for approval.
** At '''discussion''' meetings there will be '''no''' voting or decisions made, it will allow only for technical discussion of the issues on a particular topic.  Participating in a '''discussion''' meeting will not count towards maintaining voting rights.  Minutes from '''discussion''' meetings will not be voted on for approval.
** At '''decision''' meetings there '''may''' be votes or conclusions drawn.  Minutes will be approved after the meeting by email ballot.  Participating in the meeting counts towards maintaining voting rights.  Response to the minutes approval email ballot counts separately towards maintining voting rights.  See [[Roster_Status | Roster Status]] for details regarding the rules for maintaining voting rights.  Please note that prior to the implementation date we will allow anyone present to vote (independent of prior participation).  After the implementation date we will only allow voting from members that participated in at least one of the two previous votes.  Other members can vote at their second participating in a '''decision''' meeting or email ballot.
** At '''decision''' meetings there '''may''' be votes or conclusions drawn.  Minutes will be approved after the meeting by email ballot.  Participating in the meeting counts towards maintaining voting rights.  Response to the minutes approval email ballot counts separately towards maintaining voting rights.   
* An email ballot is equivalent to a '''decision''' meeting in terms of consideration for maintainance of voting priveldges.  At present we have email ballots for: approval of minutes, CP ballots, co-chair election.
'''Email ballots'''
* An email ballot is equivalent to a '''decision''' meeting in terms of consideration for maintenance of voting privileges.  At present we have email ballots for: approval of minutes, CP ballots, co-chair election, IHE international board representative election.
* For '''email ballots''' all votes must be submitted by email and must be submitted by the due date.
* Email ballot due date will be four weeks from release.
'''Voting at Face-to-face and tcon meetings'''
* For face-to-face and tcon meetings only those attending may cast a vote. Those not attending may designate a '''proxy''' or '''abstain by email'''. For face-to-face meetings, attendance can be either in person or over the phone. 
* Voting at face-to-face and tcon meetings will be:
** orally by voice poll
** submitted by email to the committee secretary at the time of the vote
** through a webex poll
* The co-chairs will make the decision as to which voting process will be used depending on the gravity of the issue.
'''Proxy'''
* Each member may carry one '''proxy''' from another member.  The proxy must be declared prior to the beginning of the meeting.  It is declared by the bestower of the proxy via email to the secretary, by copy to the co-chairs and by copy to the receiver of the proxy.  Proxies cannot be used for email ballots.  The term "member" here refers to a member organization.  The holder of the proxy will be a Voting or Alternate member, but no one member organization can vote more than one proxy. Any conflict of a member being bestowed several proxies must be resolved by the beginning of the meeting.
'''Abstain by email'''
* For purpose of maintaining voting rights for members unable to attend meetings, it is possible to submit an "abstain" email vote to the secretary prior to the beginning of the meeting. Any vote received after the beginning of the meeting will be discarded (i.e. an "abstain" email vote received on the second day of a one week meeting will not count for maintaining voting rights)
 
'''Closed Issues'''
* How to handle one person who represents multiple organizations.  Answer: every person must be associated with exactly one IHE Member Organization for voting purposes.
* How to handle votes for people unable to attend meetings (because of time zone for instance).  Answer: allowing proxy but limit it to one per member and allowing "abstain" email vote submitted prior to the beginning of the meeting.
 
== Voting for board representative ==
 
<b>Note:</b> Although the following was agreed to in November 2007 the actual rollout of voting for a board representative followed a different process as requested by the sponsor.  This section remains to keep a record of the original agreement.  It does not reflect the actual process that was used.
 
Under the governance rules each IHE development domain selects one representative and one alternate to the IHE International Board.  Prior to the adoption of the governance rules all co-chairs were automatically a part of the IHE governing body, called the Strategic Development Committee.  The IHE International Board replaces the Strategic Development Committee and representatives are elected from within the IHE membership.  The ITI domain will select its representative and alternate using the following process:
 
# Sponsor canvasses co-chairs to see who is interested in serving on the Board. Co-chairs are encouraged to state if they are running for another position on the board for which they qualify.
# Sponsor prepares a slate of remaining candidates.
# Sponsor calls an email ballot of the ITI Planning and Technical committees.  each member gets one vote even if they are members of both committees.
# The sponsor tallies the vote and announces results. Top vote getter is board member, second vote getter is alternate.
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Latest revision as of 12:26, 9 October 2025

Voting on committee activities

The following text describes the voting procedures used by the ITI Technical committee in its support of the Governance procedures adopted by IHE International in the Fall of 2007. In order to understand this page you must first understand the basic governance procedures adopted by IHE International. Please review the following links:

Every participant on the committee must be a designated representative of an IHE Member Organization.

Review Voting for a description of how an organization acquires and maintains voting privileges. It is critical that those who have voting rights participate consistently. In order for decisions to be made we are required to have a quorum of 50% of the voting members participate. We have agreed to the following procedures to encourage strong participating from all voting members so that the work of the committee will not be delayed due to lack of a quorum.

Meeting types

  • Meetings will be declared as discussion or decision meetings.
    • At discussion meetings there will be no voting or decisions made, it will allow only for technical discussion of the issues on a particular topic. Participating in a discussion meeting will not count towards maintaining voting rights. Minutes from discussion meetings will not be voted on for approval.
    • At decision meetings there may be votes or conclusions drawn. Minutes will be approved after the meeting by email ballot. Participating in the meeting counts towards maintaining voting rights. Response to the minutes approval email ballot counts separately towards maintaining voting rights.

Email ballots

  • An email ballot is equivalent to a decision meeting in terms of consideration for maintenance of voting privileges. At present we have email ballots for: approval of minutes, CP ballots, co-chair election, IHE international board representative election.
  • For email ballots all votes must be submitted by email and must be submitted by the due date.
  • Email ballot due date will be four weeks from release.

Voting at Face-to-face and tcon meetings

  • For face-to-face and tcon meetings only those attending may cast a vote. Those not attending may designate a proxy or abstain by email. For face-to-face meetings, attendance can be either in person or over the phone.
  • Voting at face-to-face and tcon meetings will be:
    • orally by voice poll
    • submitted by email to the committee secretary at the time of the vote
    • through a webex poll
  • The co-chairs will make the decision as to which voting process will be used depending on the gravity of the issue.

Proxy

  • Each member may carry one proxy from another member. The proxy must be declared prior to the beginning of the meeting. It is declared by the bestower of the proxy via email to the secretary, by copy to the co-chairs and by copy to the receiver of the proxy. Proxies cannot be used for email ballots. The term "member" here refers to a member organization. The holder of the proxy will be a Voting or Alternate member, but no one member organization can vote more than one proxy. Any conflict of a member being bestowed several proxies must be resolved by the beginning of the meeting.

Abstain by email

  • For purpose of maintaining voting rights for members unable to attend meetings, it is possible to submit an "abstain" email vote to the secretary prior to the beginning of the meeting. Any vote received after the beginning of the meeting will be discarded (i.e. an "abstain" email vote received on the second day of a one week meeting will not count for maintaining voting rights)

Closed Issues

  • How to handle one person who represents multiple organizations. Answer: every person must be associated with exactly one IHE Member Organization for voting purposes.
  • How to handle votes for people unable to attend meetings (because of time zone for instance). Answer: allowing proxy but limit it to one per member and allowing "abstain" email vote submitted prior to the beginning of the meeting.

Voting for board representative

Note: Although the following was agreed to in November 2007 the actual rollout of voting for a board representative followed a different process as requested by the sponsor. This section remains to keep a record of the original agreement. It does not reflect the actual process that was used.

Under the governance rules each IHE development domain selects one representative and one alternate to the IHE International Board. Prior to the adoption of the governance rules all co-chairs were automatically a part of the IHE governing body, called the Strategic Development Committee. The IHE International Board replaces the Strategic Development Committee and representatives are elected from within the IHE membership. The ITI domain will select its representative and alternate using the following process:

  1. Sponsor canvasses co-chairs to see who is interested in serving on the Board. Co-chairs are encouraged to state if they are running for another position on the board for which they qualify.
  2. Sponsor prepares a slate of remaining candidates.
  3. Sponsor calls an email ballot of the ITI Planning and Technical committees. each member gets one vote even if they are members of both committees.
  4. The sponsor tallies the vote and announces results. Top vote getter is board member, second vote getter is alternate.



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