Project Management Committee (PMC)

The Project Management Committee (PMC) provides the general direction, guidance, management, and policies for the CipherShed project. The PMC accomplishes this by discussing and voting on issues on the CipherShed mailing lists and in monthly live voice meetings.


The current members of the PMC are listed on the Who's Who page.

PMC Chair

The role of PMC Chair rotates between members monthly. The PMC Chair of the previous official PMC live meeting remains the presiding Chair until the following official PMC live meeting. The PMC chair has the following general responsibilities:

  1. Official PMC meeting: Organising (including assembling and distributing a pre-meeting agenda and post-meeting minutes), scheduling, and presiding over the live meeting whereby the Chair's tenure will officially begin.

  2. Discussions: Start and lead discussions on issues that the PMC should address.

  3. Votes: Call for votes on proposals/motions for which the PMC must make a decision. The PMC Chair should only allow a vote after sufficient time for discussion has been possible. However, how much time is sufficient is considered sufficient is at the discretion of the PMC Chair.

Decision Making

This section describes the official rules and procedures governing how the PMC makes decisions.

Guiding Principle: We should strive to adopt the KISS (Keep It Simple, Stupid) philosophy to voting, and thus avoid overly complex voting rules and procedures whenever possible.

  1. Motions: A "motion" is defined as a specific proposal for the adoption of some addition or modification to any aspect of the CipherShed project.

  2. Call for Vote: Only the current PMC Chair can call for a vote on a motion.

  3. Vote Types: For each motion for which a vote has been called, PMC members may vote in favour (+1), against (-1), abstain (0), or not vote at all (0).

  4. Majority: For a motion to pass and be adopted, there must be at least a two-thirds (2/3) in favour majority of the non-0 votes (see Vote Types). For example, a motion with 3 votes "in favour", 1 vote "against", and 2 non-votes/abstains would pass and be adopted, because 3 in favour / (3 in favour + 1 against) = 3/4 > 2/3, and thus a 2/3rds majority.

  5. Failed Motion: A motion that fails to pass (according to the Majority Rule) is referred to as a "failed motion". A failed motion cannot be put to another vote until either at least one month after the failed vote finished or at the next official live PMC meeting.

  6. Voting Period: The "voting period" is the length of time after a vote is called during which PMC members may vote on the motion. Any votes cast after the voting period are invalid.

    1. Consensus: The Chair may, at his/her discretion, immediately end a motion's voting period if, given the currently cast votes, it is clear that additional votes from members who have yet to vote would not alter the motion's result. For example, if there are 5 voting members and a two-thirds majority is needed for a motion to pass, and the Chair may immediately end the voting period at any moment that either 4 members have voted in favour (whereby the motion would pass) or 2 members have voted against (whereby the motion would fail).

    2. Changing Votes: Only each member's most recent vote within the voting period is counted towards the motion's result. This implies that, while a voting period has not ended, voting members may change past votes by casting another vote.

    3. Asynchronous Voting Period: Votes called on the PMC mailing list have a voting period of 72 hours by default. When the vote is called, the person calling the vote may define a different voting period no less than 48 hours.

    4. Synchronous Voting Period: Votes called in an official live PMC meeting are assumed to be immediate, according to the following procedure:

      1. The PMC Chair will, in a random order, give each attending PMC member ten (10) seconds to vote.
        1. Should the PMC member's time to vote elapse without having cast their vote, they are assumed to have cast no-vote (0).
        b. Once all attending PMC members' time to vote has elapsed, the voting period ends immediately.
  7. Elections: The article's voting rules apply when the PMC must elect someone to an open position or role in the organisation. Motions for an election for a position follow the same rules and procedures as standard motions, as described elsewhere in this section, aside from the following rules and procedures in this article:

    1. Nomination: A PMC member must explicitly nominate a person for the position in order for said person to be nominated for candidacy to the position.

    2. Candidacy: A nominated person (known as a nominee) will only be considered an electable candidate for the position if all the following conditions are met before the voting period elapses/ends:

      1. The nomination must be seconded (i.e., supported) by a PMC member other than the original nominator. This support may be either in the form of an explicit statement of support (ex: "I support X's nomination for the position of Y.") or from a vote for said nominee by a PMC member other than the original nominator.
      2. The nominee much explicitly accept their nomination for candidacy.
    3. Voting: Voters may only vote for (i.e., +1) one nominee per open position. Voters cannot vote against (i.e., -1) nominees for open positions.

    4. Self-voting: A nominee or candidate cannot vote for themselves in an election. If they do, the vote for themselves will not be counted.

  8. Exceptional Rules: The rules in this section are flexible and may be adjusted according to the situation (hereafter referred to as "exceptional rules") as defined in this rule. When the vote is called, the person calling the vote may define exceptional rules for said vote. If a PMC member explicitly objects to an exceptional rule or the vote, then the vote is immediately canceled/nullified/voided (but not "failed").

Official PMC Meetings

This section describes (an incomplete list of) the standard procedures of how the PMC Chair may run smooth and fair PMC meetings.

  1. Agenda: About one week before the meeting, the Chair who will preside over the meet should solicit topic PMC members wish to discuss, add said topic to an agenda, and distribute the agenda to PMC members.

    1. Items: Each topic to discuss on an agenda is known as an agenda item. Each agenda item should have a title, at least one presenter of the item, and optionally a list of specific questions or talking points about said item.

  2. Minutes: After the PMC Meeting, the meeting's Chair is responsible for summarising the PMC's decisions into minutes and posting them on the CipherShed website.

  3. External presenters: The PMC Chair may invite persons not on the PMC to present an item on the PMC meeting agenda. This situation is handled according to the procedure described here.

    1. Before the PMC meeting, the meeting's Chair will be responsible for:
      1. Providing the external presenter with the meeting date and a specific time during the meeting when the presenter will be expected to present his/her agenda item.
      2. Noting the external presentation time in the meeting's agenda, and distributing said agenda to PMC members.
    2. During the PMC meeting, when the PMC is ready for the external presenter's agenda item, the Chair will invite the presenter into the room to present his/her agenda item, answer PMC members' questions about the item, and otherwise discuss the item with the PMC.
    3. Once there are no further questions on the agenda item for the external presenter, the Chair will ask the external presenter to leave.
      1. Once the external presenter has left, the Chair will ask the PMC if any member wishes to further discuss the agenda item. After this point, the PMC meeting should be conducted as usual.

CipherShed Wiki: PMC (last edited 2014-08-06 20:22:52 by CMU-875524)