International Internet Genealogical Society™
IRC Team Policy Manual
PART II - IIGS™ IRC TEAM

IIGS™ IRC TEAM COMPOSITION

1. The IIGS™ IRC Team is a working body composed of volunteer IIGS™ members interested in the use of the IRC medium to foster genealogical activities:
   1. Team members must be ready and willing to actively participate in the general growth of the IIGS™ IRC and it's related activities;
   2. Team members are expected to actively participate in the affairs of the IIGS™ IRC Team; and,
   3. within the bounds of i. and ii. above, no limits shall be imposed on the size of the IIGS™ IRC Team.
2. IIGS™ IRC Team membership is established by:
   1. subscribing to the IIGS™ IRC List;
   2. posting a message to the IIGS™ IRC List and requesting IIGS™ IRC Team membership;
   3. receiving a confirmation of IIGS™ IRC Team membership, posted to the List, from the IIGS™ IRC Co-Team Leaders (the IIGS™ IRC Co-Team Leaders shall consult with the IIGS™ IRC Team before posting this confirmation); and,
   4. individuals requesting IIGS™ IRC Team membership at the time an IIGS™ IRC Team call-for-votes is in progress may have their membership delayed until after the vote process is complete.
3. The IIGS™ IRC Team members shall elect, from within the Team, an Executive Committee consisting of two IIGS™ IRC Co-Team Leaders and a Recording Secretary.

IIGS™ IRC Team Approved 23 Feb 98

EXECUTIVE COMMITTEE

4. The Executive Committee shall be empowered to act for and on behalf of the members of the IIGS™ IRC Team. The Executive Committee is answerable to the IIGS™ IRC Team and shall report all executive decisions to the IIGS™ IRC Team at the earliest possible opportunity. Executive Committee actions which alter or create Policy shall be presented to the IIGS™ IRC Team for their action as set forth in this Policy Manual.
5. The term of office for the members of the Executive Committee shall be for one year:
   1. the election of IIGS™ IRC Co-Team Leaders, where possible, shall be staggered so as to provide a measure of continuity; and,
   2. no IIGS™ IRC Team member shall concurrently occupy more than one position within the Executive Committee.
6. The IIGS™ IRC Co-Team Leaders shall:
   1. provide team leadership to the Team;
   2. co-ordinate all IIGS™ IRC Team activities;
   3. ensure that those Policies established by the IIGS™ IRC Team are given widest possible distribution;
   4. ensure that those Policies established by the IIGS™ IRC Team are appropriately enabled;
   5. act as the official spokespersons for the IIGS™ IRC Team except under exceptional circumstances when the IIGS™ IRC Team may appoint one or more special spokespersons;
   6. be working members of the TEAMLEADERS List;
   7. keep the TEAMLEADERS List informed of IIGS™ IRC Team activities;
   8. appoint such committees as they deem necessary to the efficient and effective operation of the IIGS™ IRC Team. It shall fall to the committee chairpersons to form a team of sufficient size to effectively conduct the affairs of their committee; and,
   9. act in unison. The IIGS™ IRC Co-Team Leaders shall not act unilaterally.
7. The Recording Secretary shall be responsible to the IIGS™ IRC Co-Team Leaders, and:
   1. shall record, or cause to be recorded, the Minutes of all official meetings held on the IIGS™ IRC Net;
   2. shall ensure that the Minutes, once approved by the IIGS™ IRC Co-Team Leaders, are posted to the IIGS™ IRC Team List;
   3. post summaries of IIGS™ IRC Team activities to all relevant IIGS™ Lists and/or Publications; and,
   4. maintain, or cause to be maintained, this Policy Manual.

IIGS™ IRC Team Approved 23 Feb 98

QUORUM for IIGS™ IRC LIST DECISIONS

8. The quorum for IIGS™ IRC List decisions is equal to the number of active Team members subscribed to the List. Since all Team members are subscribed to the List, they will be deemed to be "present" when a List call-for-votes is made. For IIGS™ IRC List votes:
   1. a simple majority of the Team members that vote shall suffice to elect Executive Committee Officers and to make day to day operating decisions; and,
   2. a 2/3 majority of the Team members that vote shall suffice to enable changes to this Policy Manual; to remove IIGS™ IRC Team members; to temporarily set aside Policy; or to remove Executive Committee Officers.
9. The Co-Team Leaders shall consult with the Listowner of the IIGS™ IRC List to ensure that those listed on the current IIGS™ IRC Team list are subscribed to the IIGS™ IRC List and shall notify the Team of any differences.
10. Timings for all IIGS™ IRC List votes are contained under the heading "IIGS™ IRC List Vote Procedure".

IIGS™ IRC Team Approved 23 Feb 98

IIGS™ IRC LIST VOTE PROCEDURE

11. A call-for-votes, as and when required, shall be posted on the IIGS™ IRC List by the Recording Secretary and shall clearly state the reason for the call-for-votes.
12. Where the call-for-votes is for the election of an Executive Committee Officer:
    1. nominations for each position shall be posted to the IIGS™ IRC List and shall be seconded;
    2. each nominee must post their willingness to stand for the position;
    3. nominations will cease four (4) days after the call-for-votes was issued; and,
    4. the casting of the ballots shall take place on the IIGS™ IRC List and:
       1. shall be done over a three (3) day period; and,
       2. this period will commence at 0000 Hrs GMT and on the earliest possible date after nominations have ceased and each nominee has been confirmed as willing to stand for office.
13. Where the call-for-votes is for other than the election of an Executive Committee Officer:
    1. the casting of the ballots shall take place on the IIGS™ IRC List and:
       1. shall be done over a three (3) day period; and,
       2. this period will commence at 0000 Hrs GMT on the day immediately following the call-for-votes posting.
14. Votes sent to the IIGS™ IRC Co-Team Leaders in error must be forwarded to the IIGS™ IRC Team List before they can be counted; and,
15. The recording of the votes shall be done by the General Services Team.
16. Extraordinary votes may take place, as and when required, to replace Executive Committee positions made vacant through sudden retirement or removal from office. Posting of nomination and casting of ballot timelines shall be determined by IIGS™ IRC Team member consensus.

IIGS™ IRC Team Approved 23 Feb 98

QUORUM for ON-LINE MEETING DECISIONS

17. A quorum is required for all on-line meetings where the meeting will:
    1. elect Executive Committee Officers;
    2. amend this Policy Manual; or,
    3. make day to day operating decisions.
18. An IIGS™ IRC on-line Team quorum is defined as being 33% or more of the members of the IIGS™ IRC Team (not less than 9 Team members) and must include the presence of at least one of the IIGS™ IRC Co-Team Leaders. Once a quorum has been established and verified:
    1. a simple majority of the voting members present shall suffice for Executive Committee elections and day to day operating decisions; and,
    2. a 2/3 majority of the voting members present shall be required to change this Policy Manual; to remove IIGS™ IRC Team members; to temporarily set aside Policy; or to remove Executive Committee Officers.
19. The results of all on-line decisions shall be posted to the IIGS™ IRC List:
    1. an unedited log shall be posted to the IIGS™ IRC Archive site as proof of the validity of the on-line decision.
20. The Co-Team Leaders shall consult with the Listowner of the IIGS™ IRC List to ensure that those listed on the current IIGS™ IRC Team list are subscribed to the IIGS™ IRC List and shall notify the Team of any differences.

IIGS™ IRC Team Approved DD MMM YY

OFFICIAL ON-LINE IIGS™ IRC MEETINGS

21. Unless there are extraordinary circumstances, on-line meetings will not take place without a four (4) day notice (to include the meeting agenda) to the IIGS™ IRC List:
    1. IIGS™ IRC Team Executive Committee members are authorized to call on-line meetings; and,
    2. IIGS™ IRC Team members may call on-line meetings providing a minimum of three members make or second the request.
22. IIGS™ IRC on-line meetings shall:
    1. not elect Executive Committee officers, amend this Policy Manual, or make day to day decisions unless and until a quorum is present;
    2. with the exception of para 24, take place on the IIGS™ IRC Net and only within the designated #ircteam channel;
    3. be open to all IIGS™ IRC members, their guests and visitors. Non IIGS™ IRC Team members, their guests and visitors are not permitted to speak unless asked to do so by the chairperson;
    4. have a designated channel greeter who will "message" visitors as to the purpose of the meeting and any visitor restrictions which may apply;
    5. not make policy decisions unless and until a quorum is present within the channel;
    6. be recorded (logged) and this unedited log shall be posted to the IIGS™ IRC Archive; and,
    7. the log be summarised and posted to the IIGS™ IRC List.
23. The on-line meetings may be moderated if deemed necessary by the IIGS™ IRC Co-Team Leaders.
24. On-line meetings on other than the IIGS™ IRC Net shall be authorized in the event that the Rootsweb IRC Net is down. The channel for these meetings shall be set "secret" and "invite only".

IIGS™ IRC Team Approved DD MMM YY

REMOVAL FROM OFFICE/TEAM

25. Any IIGS™ IRC Team member may post, to the IIGS™ IRC List, a motion to have a member of the IIGS™ IRC Team expelled or to have a member of the Executive Committee removed from office. The posting shall include a brief explanation of the reason for the motion. Debate and vote will not commence before a seconder rises to the motion:
    1. causes for removal include but are not limited to: flaming, disruptive behaviour, non participation as a Team member, posting under an assumed name, use of re-mailers, spamming, and "conduct unbecoming".

IIGS™ IRC Team Approved 23 Feb 98