VHDL Study Group Meeting  1/26/2011  8 am

Attendees:
  John Shields        - Mentor
  Martin Thompson     - TRW Automotive
  Jim Lewis           - SynthWorks
  David Bishop        - Kodak
  John Ansley         - Doulos
  Jerry Kaczynski     - Aldec
  Charles Gardiner    - Consultant 
  Chuck Swart         - Mentor
  Peter Flake
  Ryan Hinton         - L-3com
  If I missed you, please send me an email
  

Discussion:
  This is an official IEEE study group meeting and is
  governed by the IEEE patent policy.  Please read the
  following before the meeting:
    https://development.standards.ieee.org/myproject/Public/mytools/mob/slideset.pdf
    
  Review Meeting Minutes from Last Meeting
    Approve 1/10 Meeting Minutes.  Motion: Charles.  2nd:  Martin.       

  Discuss WG P&Ps
    Reviewed entire document.  
    Sections 7.2 and 7.3 need work to make membership based
    on working group woting - which will be done primarily electronically.
    
    Issue:  No where in the document does it say how long an electronic
    ballot must be - except for electronic ballots for an officer.  I am 
    thinking that we may want to allow a minimum of 10 days to allow votes 
    in between meetings so the issue can be considered closed at the next 
    meeting.  The section where it belongs is section 9.4, however, we 
    do not have open discretion to modify this section, except to be compliant
    with our sponsor procedures.  
    
    Details on changes:
      For all sections with red editing directions, the directions were removed.
    
    In section 3. Hierarchy, added IEEE-CS and DASC references as follows:
      Policies/Procedures of the IEEE Computer Society (IEEE-CS)
      Policies/Procedures of the IEEE Computer Society Standards Activities Board (IEEE-CS SAB)
      Policies/Procedures of the DASC 
      DASC Operations Manual
      Policies/Procedures of the Working Group (this document)
      Working Group Resolutions

    In section 6.1
      Deleted:
        At the first organizational meeting, the working group 
        shall elect its operating officers in accordance with 
        the procedures of its Sponsor, and, where necessary, 
        Robert's Rules of Order.
        
      Added (since DASC P&P states something to this effect):
        Within six months of formation, the working group 
        shall elect its operating officers in accordance with 
        the procedures of its Sponsor, and, where necessary, 
        Robert's Rules of Order.  Officers shall serve two 
        year terms.
    
    Section 6.5.3, 
      a: Changed to agenda distribution to 7 days.
      e: Changed meeting notice to 10 days.
    
    Section 7.2:  WG Membership
      Action Item:  Jim to edit text so that membership is based on voting.
      Completed and updated document posted to:
        http://www.eda.org/vasg/docs/p1076_wg_pp_0110.doc

    Section 7.3:  Subgroup Membership
      Group resolved that for small groups it is not typical to have 
      separate voting rights.  
      
    Section 9 Voting:
      Section 9.1 and 9.3 selected two-thirds vote as super majority.
      Section 9.2 added:
        e) Any other working group action not documented in 9.3 
    
    Section 10:
      Changed meeting notice to 10 calendar days.
      Changed agenda distribution to 7 working days.
      

  
Next Meeting Date:  Thursday Feb 17 at 8 am Pacific
                    After this date, meetings will be every other week.

  
Next Meeting Agenda:
  Close any open issues with WG P&Ps.  
  I posted the edited document with additional items I detailed below at:
    http://www.eda.org/vasg/docs/p1076_wg_pp.doc
  
  In particular, after the meeting, I added the following to the P&P document:
  Section 6.5.3:
    i) Conduct electronic (email or web based) voting at the request of the 
    Chair and report the results to the working group.
    
    If a Secretary is not elected by the working group, the chair or 
    the chair's designee shall carry out these responsibilities.    

  Section 6.5.4
    If a Treasurer is not elected by the working group, the chair or 
    the chair's designee shall carry out these responsibilities.    

  Section 7.2
    Major edit please review and make comments.
    
  Section 7.3 
    Removed editing directions.  Paragraph looks good as it stands 
    as it leaves all decisions to be made at time of formation of 
    subgroup.
    
  Section 9.4  Voting between Meetings 
    refers us to IEEE Bylaw I-300.4(4).  I found I-300.4(4) at the following link:
    http://www.ieee.org/about/corporate/governance/email_meetings.html

    I-300.4(4) states that we should be specifying the minimum allowed
    electronic balloting time.  For voting on WG officers, this is
    specified in clause 6.2 of the P&P document.  It would be natural
    to specify the minimum voting period for all other voting in clause
    9.4, however, I feel intimidated by the P&P editing guidelines that
    say, "This clause shall be included and shall not be modified except
    to be compliant with the Sponsor’s procedures."

    I decided that IEEE is the ultimate sponsor, and as a result,
    that it is ok to add something to be compliant with I-300.4(4).
    So I added:
      "The minimum period for an electronic ballot, other than for
      officer elections, shall be at least 7 days."

    Note, I was originally thinking 10 days (so we could easily vote
    between meetings), but since I-300.4(4) had 7 as an example, I 
    copied that. 


  Initiate discussion of language change requirements
    - it will expedite things if you submit a list
      for discussion