Date: May 9, 2007
To: Chair and MembersTechnical Guidelines Development Committee ('TGDC")
From: Allan C. Eustis, TGDC Secretariat
Re: TGDC Plenary Meeting Procedures
This memorandum explains meeting procedures for the May 21-22, 2007 TGDC meeting. Included is a discussion of how business will be presented, and how TGDC members can effectively participate in the process.
This will be a public meeting of a federal advisory committee. Various notices and other administrative tasks have been accomplished so that the proceedings will comply with applicable statutes. Further, directives of the Election Assistance Commission ("EAC") and TGDC to conduct matters with as much transparency as possible have been observed. The meetings will take place pursuant to Roberts Rules of Order, Newly Revised; to the extent such rules are consistent with the Help America Vote Act ("HAVA"). Only members of the TGDC may speak during the meeting, with the exception of guests or NIST and EAC staff invited to provide information or clarification. Members of the public who have comments on the proceedings or any other aspect of TGDC operations are invited to share these comments by visiting the TGDC web site at http://vote.nist.gov/.
The Meeting in Brief
After introductory information and the normal parliamentary consideration of quorum, agenda, minutes, and logistical matters, the attending EAC Commissioners shall address the TGDC, followed by a question and answer discussion. Subsequently, NIST staff will present an update on the status of work on the voluntary voting systems guidelines for 2007 (VVSG 2007) and a summary of activities since the March 2007 plenary session.
The rest of Monday, Day 1 of the plenary and most of Tuesday, Day 2 will involve the presentation of draft VVSG sections from each of the three working subcommittees: Security and Transparency; Core Requirements; and Human Factors.
On Tuesday, Day 2, the TGDC will also review outstanding issues that cross cut each of the three working subcommittees. In the second morning session, TGDC Chair, Dr Jeffrey will initiate a discussion of "next steps" for formally approving the next iteration of the VVSG by the Committee. The meeting will adjourn following a determination of consensus on final editing and approval of the next iteration of the VVSG.
Draft VVSG Reports
Each TGDC member will have received written reference materials on topics pertinent to security, human factors core requirements and testing at least one week in advance of the TGDC plenary session. This information will also be posted publicly on the NIST website. A presentation will be made by NIST staff on each draft VVSG section, and the combination of the applicable written draft and live presentation is the "Report " on that topic. Each Report responds to specified TGDC Resolutions adopted during previous TGDC meetings.
The purpose of the draft VVSG Report review is to assure that NIST staff is developing its work product in accord with the intent of the TGDC as expressed in the TGDC Resolutions. At the conclusion of each presentation, TGDC members can ask questions of the NIST staff presenter, and will be provided an opportunity to discuss potential supplemental directions or corrections. The TGDC may also be requested to consider or choose between alternative approaches. If supplemental directions or corrections are necessary, the Chair will attempt to obtain unanimous consent on the matter. If unanimous consent is not possible, an oral or written motion stating supplemental directions or corrections may be made.
If no supplemental directions or corrections are issued with respect to a Draft VVSG Report, NIST staff will continue to develop technical support and related work product consistent with the Preliminary Report.
Draft VVSG Reports, and work product that is developed in connection with them, do not form part of a future set of recommendations to the EAC, unless specifically adopted as such during meetings of the TGDC.