From owner-incits-v1@incits-v1.org Mon Jun  4 14:34:55 2007
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Date: Mon, 04 Jun 2007 16:09:45 -0400
From: Rex Jaeschke <rex@RexJaeschke.com>
Subject: RE: INCITS-V1: Draft Minutes
In-reply-to: <465C8866.5000101@durusau.net>
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To: incits-v1@incits-v1.org
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Organization: C#, VB, .NET, C, C++, Java Seminars and Consulting
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Here's my feedback re these minutes. (I've added comments to Patrick's
original PDF.)

> -----Original Message-----
> From: owner-incits-v1@incits-v1.org [mailto:owner-incits-v1@incits-
> v1.org] On Behalf Of Patrick Durusau
> Sent: Tuesday, May 29, 2007 4:09 PM
> To: incits-v1@incits-v1.org
> Subject: INCITS-V1: Draft Minutes
> 
> Greetings!
> 
> The draft minutes are attached.
> 
> I wasn't sure how to handle Frank's absence during the roll call votes.
> Should I simply leave it blank?
> 
> BTW, the URL for public comments is:
> http://www.incits.org/DIS29500/DIS29500.htm
> 
> Hope everyone is at the start of a great week!
> 
> Patrick
> 
> --
> Patrick Durusau
> Patrick@Durusau.net
> Chair, V1 - Text Processing: Office and Publishing Systems Interface
> Co-Editor, ISO 13250, Topic Maps -- Reference Model Member, Text
> Encoding Initiative Board of Directors, 2003-2005
> 
> Topic Maps: Human, not artificial, intelligence at work!


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Content-type: application/pdf;
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1 0 obj<</Annots 56 0 R/Contents 3 0 R/Type/Page/Parent 22 0 R/Rotate =
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28/RC(<?xml version=3D"1.0"?><body =
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xfa:APIVersion=3D"Acrobat:6.0.2" xfa:spec=3D"2.0.2" ><p><span =
style=3D"font-size:10.0pt">I guess the reason we didn't do this was =
because no deta\=0Diled agenda was ever distributed. This is very =
troubling.</span></p></body>)/Contents(I guess the reason we didn't do =
this was because no detailed agenda was ever distributed. This is very =
troubling.)/Type/Annot/Subj(Note)/Rect[58.475128 117.426025 78.475128 =
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28/RC(<?xml version=3D"1.0"?><body =
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xfa:APIVersion=3D"Acrobat:6.0.2" xfa:spec=3D"2.0.2" ><p><span =
style=3D"font-size:10.0pt">Change &quot;Voting&quot; to =
&quot;Alternate&quot;</span\=0D></p></body>)/Contents(Change "Voting" to =
"Alternate")/Type/Annot/Subj(Note)/Rect[87.712692 631.625793 107.712692 =
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version=3D"1.0"?><body xmlns=3D"http://www.w3.org/1999/xhtml" =
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xfa:APIVersion=3D"Acrobat:6.0.2" xfa:spec=3D"2.0.2" ><p><span =
style=3D"font-size:10.0pt">I just got a copy of the V1 membership list, =
and it show\=0Ds Jim Mason as an advisory member; that is, not voting. =
The rules allow an SC WG convener or SC chair to participate in TCs in =
an ex-officio role, which is fine. However, they don't have a vote =
unless they are a paid-up member in their own =
right.</span></\=0Dp></body>)/Contents(I just got a copy of the V1 =
membership list, and it shows Jim Mason as an advisory member; that is, =
not voting. The rules allow an SC WG convener or SC chair to participate =
in TCs in an ex-officio role, which is fine. However, they don't have a =
vote unles\=0Ds they are a paid-up member in their own =
right.)/Type/Annot/Subj(Note)/Rect[84.534698 561.709839 104.534698 =
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version=3D"1.0"?><body xmlns=3D"http://www.w3.org/1999/xhtml" =
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xfa:APIVersion=3D"Acrobat:6.0.2" xfa:spec=3D"2.0.2" ><p><span =
style=3D"font-size:10.0pt">My membership list shows only 7: Farance, =
IBM, MS, Retri\=0Deval Systems, Snowfall, Sun, &amp; Text Structure. =
Mindjet and DOD/DISA \(and Y12-Jim Mason\) are shown as Advisory. If Jim =
is not a voting member than I think that 6 of 7 were present with =
Retrieval Systems the only one missing.</span></p></body>)/Contents(My =
membership list shows only 7: Farance, IBM, MS, Retrieval Systems, =
Snowfall, Sun, & Text Structure. Mindjet and DOD/DISA \(and Y12-Jim =
Mason\) are shown as Advisory. If Jim is not a voting member than I =
think that 6 of 7 were present with Retrieval Sys\=0Dtems the only one =
missing.)/Type/Annot/Subj(Note)/Rect[192.586578 530.565491 212.586578 =
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R/N 48 0 R>>>>=0Dendobj=0D61 0 obj<</F 28/Type/Annot/Parent 60 0 =
R/Rect[448.733032 539.159363 628.733643 659.15979]/Open =
true/Subtype/Popup>>=0Dendobj=0D62 0 obj<</F 28/RC(<?xml =
version=3D"1.0"?><body xmlns=3D"http://www.w3.org/1999/xhtml" =
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xfa:APIVersion=3D"Acrobat:6.0.2" xfa:spec=3D"2.0.2" ><p><span =
style=3D"font-size:10.0pt">I suggest adding all the known meetings, not =
just the ne\=0Dxt one.</span></p></body>)/Contents(I suggest adding all =
the known meetings, not just the next =
one.)/Type/Annot/Subj(Note)/Rect[275.850037 262.978241 295.850037 =
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style=3D"font-size:10.5pt">Patrick asked, &quot;I wasn't sure how to =
handle Frank's\=0D absence during the roll call votes. &#13;Should I =
simply leave it blank?&quot;&#13;&#13;Frank was missing from the call =
when the votes were taken, and had not notified the chair that was =
leaving the meeting. As such, he was still part of the meeting, and\=0D =
the attendance/quorum established earlier still =
stands.&#13;&#13;</span><span style=3D"font-size:10.0pt">Once the total =
number of voting members in attendance has been established there are 4 =
bins into which each of those members can fall when a vote is ta\=0Dken. =
Yes, No, Abstain, not-voting/out-of-the-room. The final bin is for =
people who really are out of the room at a face-to-face meeting. \(In =
some roll-call votes, all voting members have an obligation to vote, but =
some people chose to physically leave th\=0De room so they can avoid =
having a position recorded against their name.\)&#13;&#13;Here's a =
representative sample of recording the tally for a =
vote:&#13;&#13;8/3/2/1/14&#13;&#13;8 Yes, 3 No, 2 abstain, 1 =
not-voting/out-of-the-room, for a total of 14 voter\=0Ds present at the =
meeting.&#13;&#13;If a voting arrives later or leaves before all votes =
are taken, the minutes need to record that, and the vote tallies should =
reflect that.</span></p></body>)/Contents(Patrick asked, "I wasn't sure =
how to handle Frank's absence during the roll call votes. \rShould I =
simply leave it blank?"\r\rFrank was missing from the call when the =
votes were taken, and had not notified the chair that was leaving the =
meeting. As such, \=0Dhe was still part of the meeting, and the =
attendance/quorum established earlier still stands.\r\rOnce the total =
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bins into which each of those members can fall when a vote is taken. =
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some roll-call votes, all voting members have an obligation to vote, but =
some people chose to physically leave the room \=0Dso they can avoid =
having a position recorded against their name.\)\r\rHere's a =
representative sample of recording the tally for a =
vote:\r\r8/3/2/1/14\r\r8 Yes, 3 No, 2 abstain, 1 =
not-voting/out-of-the-room, for a total of 14 voters present at the =
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%%EOF
24 0 =
obj<</ModDate(D:20070601181200-04'00')/CreationDate(D:20070529160331-04'0=
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\(Windows\))>>=0Dendobj=0D26 0 obj<</Pages 22 0 R/Type/Catalog/Names 45 =
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xfa:APIVersion=3D"Acrobat:6.0.2" xfa:spec=3D"2.0.2" ><p><span =
style=3D"font-size:10.0pt">My membership list shows only 7: Farance, =
IBM, MS, Retri\=0Deval Systems, Snowfall, Sun, &amp; Text Structure. =
Mindjet and DOD/DISA \(and Y12-Jim Mason\) are shown as Advisory \(as =
are the brand new members BP and NextPage\). If Jim is not a voting =
member than I think that 6 of 7 were present with Retrieval System\=0Ds =
the only one missing.</span></p></body>)/Contents(My membership list =
shows only 7: Farance, IBM, MS, Retrieval Systems, Snowfall, Sun, & Text =
Structure. Mindjet and DOD/DISA \(and Y12-Jim Mason\) are shown as =
Advisory \(as are the brand new members BP and NextPage\). If Jim is not =
a voting member than I \=0Dthink that 6 of 7 were present with Retrieval =
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xfa:APIVersion=3D"Acrobat:6.0.2" xfa:spec=3D"2.0.2" ><p><span =
style=3D"font-size:10.0pt">I suggest adding all the known meetings, not =
just the ne\=0Dxt one. Specifically:&#13;&#13;</span><span =
style=3D"font-size:12.0pt;font-weight:bold">&#183; Phone call, Jun =
11</span><span =
style=3D"font-size:12.0pt;vertical-align:+6.0pt;font-weight:bold">th</spa=
n><span style=3D"font-size:12.0pt;font-weight:bold"> at 1 pm =
E\=0DDT.</span><span style=3D"font-size:12.0pt">&#13;</span><span =
style=3D"font-size:12.0pt;font-weight:bold">&#183; Phone call, Jun =
25</span><span =
style=3D"font-size:12.0pt;vertical-align:+6.0pt;font-weight:bold">th</spa=
n><span style=3D"font-size:12.0pt;font-weight:b\=0Dold"> at 1 pm =
EDT.</span><span style=3D"font-size:12.0pt">&#13;</span><span =
style=3D"font-size:12.0pt;font-weight:bold">&#183; Face-to-Face, Jun =
28-29, Washington D.C.</span><span =
style=3D"font-size:12.0pt">&#13;</span><span =
style=3D"font-size:12.0pt;font-weight:\=0Dbold">&#183; Phone call, Jul =
13</span><span =
style=3D"font-size:12.0pt;vertical-align:+6.0pt;font-weight:bold">th</spa=
n><span style=3D"font-size:12.0pt;font-weight:bold"> at 1 pm EDT \(final =
vote on V1 recommendation\).</span><span =
style=3D"font-size:12.0pt">&#1\=0D3;</span></p></body>)/Contents(I =
suggest adding all the known meetings, not just the next one. =
Specifically:\r\r=B7 Phone call, Jun 11th at 1 pm EDT.\r=B7 Phone call, =
Jun 25th at 1 pm EDT.\r=B7 Face-to-Face, Jun 28-29, Washington D.C.\r=B7 =
Phone call, Jul 13th at 1 pm EDT \(final vote on V1 =
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version=3D"1.0"?><body xmlns=3D"http://www.w3.org/1999/xhtml" =
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xfa:APIVersion=3D"Acrobat:6.0.2" xfa:spec=3D"2.0.2" ><p><span =
style=3D"font-size:10.5pt">Patrick asked, &quot;I wasn't sure how to =
handle Frank's\=0D absence during the roll call votes. &#13;Should I =
simply leave it blank?&quot;&#13;&#13;Frank was missing from the call =
when the votes were taken, and had not notified the chair that he was =
leaving the meeting. As such, he was still part of the meeting, \=0Dand =
the attendance &amp; quorum established earlier still stands. So, Frank =
was &quot;out of the room&quot;.&#13;&#13;</span><span =
style=3D"font-size:10.0pt">Once the total number of voting members in =
attendance has been established there are 4 bins into wh\=0Dich each of =
those members can fall when a vote is taken. Yes, No, Abstain, =
not-voting/out-of-the-room. The final bin is for people who really are =
out of the room at a face-to-face meeting. \(In a roll-call vote, all =
voting members have an obligation to vo\=0Dte, but some people chose to =
physically leave the room so they can avoid having a position recorded =
against their name.\)&#13;&#13;Here's a representative sample of =
recording the tally for a vote:&#13;&#13;8/3/2/1/14&#13;&#13;8 Yes, 3 =
No, 2 abstain, 1 not\=0D-voting/out-of-the-room, for a total of 14 =
voters recognized as attending when the vote was taken.&#13;&#13;If a =
voting member arrives later or leaves before all votes are taken, the =
minutes need to record that, and the vote tallies should reflect =
that.</\=0Dspan></p></body>)/Contents(Patrick asked, "I wasn't sure how =
to handle Frank's absence during the roll call votes. \rShould I simply =
leave it blank?"\r\rFrank was missing from the call when the votes were =
taken, and had not notified the chair that he was leaving the meeting. =
As suc\=0Dh, he was still part of the meeting, and the attendance & =
quorum established earlier still stands. So, Frank was "out of the =
room".\r\rOnce the total number of voting members in attendance has been =
established there are 4 bins into which each of those mem\=0Dbers can =
fall when a vote is taken. Yes, No, Abstain, not-voting/out-of-the-room. =
The final bin is for people who really are out of the room at a =
face-to-face meeting. \(In a roll-call vote, all voting members have an =
obligation to vote, but some people c\=0Dhose to physically leave the =
room so they can avoid having a position recorded against their =
name.\)\r\rHere's a representative sample of recording the tally for a =
vote:\r\r8/3/2/1/14\r\r8 Yes, 3 No, 2 abstain, 1 =
not-voting/out-of-the-room, for a total of\=0D 14 voters recognized as =
attending when the vote was taken.\r\rIf a voting member arrives later =
or leaves before all votes are taken, the minutes need to record that, =
and the vote tallies should reflect =
that.)/Type/Annot/Subj(Note)/Rect[24.788376 753.660828 44.788376 =
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style=3D"font-size:10.0pt">We need to approve the minutes of the =
previous two meeti\=0Dngs ASAP. In 22 years of attending INCITS TC =
meetings, I've never seen minutes approval deferred beyond the end of =
the meeting at which they were to have been approved first. This delay =
is troubling.</span></p></body>)/Contents(We need to approve the minutes =
of the previous two meetings ASAP. In 22 years of attending INCITS TC =
meetings, I've never seen minutes approval deferred beyond the end of =
the meeting at which they were to have been approved first. This delay =
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xfa:APIVersion=3D"Acrobat:6.0.2" xfa:spec=3D"2.0.2" ><p><span =
style=3D"font-size:10.0pt">I just got a copy of the V1 membership list, =
and it show\=0Ds Jim Mason as an advisory member; that is, not voting. =
The rules only allow an SC WG convener or SC chair to participate in a =
TC in an ex-officio role if that TC is a Compound TAG, which V1 is not. =
How does Jim get to have advisory =
membership?</span></p>\=0D</body>)/Contents(I just got a copy of the V1 =
membership list, and it shows Jim Mason as an advisory member; that is, =
not voting. The rules only allow an SC WG convener or SC chair to =
participate in a TC in an ex-officio role if that TC is a Compound TAG, =
which V1 is not. \=0DHow does Jim get to have advisory =
membership?)/Type/Annot/Subj(Note)/Rect[84.534698 561.709839 104.534698 =
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get approved.&#13;</span></p></body>)/Contents(The meeting notes Patrick =
took for the May 14 meeting showed Tim Schoechle and Kevin Trainor in =
attendance. When I reformatted those notes into detailed minutes, I =
assumed they were voting members, and showed them as such. However, I =
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style=3D"font-size:10.0pt">We need to approve the minutes of the =
previous two meeti\=0Dngs ASAP. In 22 years of attending INCITS TC =
meetings, I've never seen minutes approval deferred beyond the end of =
the meeting at which they were to have been approved first. This delay =
is troubling.</span></p></body>)/Contents(We need to approve the minutes =
of the previous two meetings ASAP. In 22 years of attending INCITS TC =
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the meeting at which they were to have been approved first. This delay =
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style=3D"font-size:10.0pt">I guess the reason we didn't do this was =
because no deta\=0Diled agenda was ever distributed. This is very =
troubling.</span></p></body>)/Contents(I guess the reason we didn't do =
this was because no detailed agenda was ever distributed. This is very =
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xfa:APIVersion=3D"Acrobat:6.0.2" xfa:spec=3D"2.0.2" ><p><span =
style=3D"font-size:12.0pt">The meeting notes Patrick took for the May 14 =
meeting sh\=0Dowed Tim Schoechle and Kevin Trainor in attendance. When I =
reformatted those notes into detailed minutes, I assumed they were =
voting members, and showed them as such. However, I just received the V1 =
membership list and neither is shown as an advisory or v\=0Doting =
member. But, the minutes from the Feb 26 meeting do show Tim as =
representing Farance, Inc.</span></p></body>)/Contents(The meeting notes =
Patrick took for the May 14 meeting showed Tim Schoechle and Kevin =
Trainor in attendance. When I reformatted those notes into detailed =
minutes, I assumed they were voting members, and showed them as such. =
However, I just received the V1 \=0Dmembership list and neither is shown =
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meeting do show Tim as representing Farance, =
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%%EOF
24 0 =
obj<</ModDate(D:20070604160055-04'00')/CreationDate(D:20070529160331-04'0=
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\(Windows\))>>=0Dendobj=0D26 0 obj<</Pages 22 0 R/Type/Catalog/Names 45 =
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xfa:APIVersion=3D"Acrobat:6.0.2" xfa:spec=3D"2.0.2" ><p><span =
style=3D"font-size:10.0pt">I just got a copy of the V1 membership list, =
and it show\=0Ds Jim Mason as an advisory member; that is, not =
voting.</span></p></body>)/Contents(I just got a copy of the V1 =
membership list, and it shows Jim Mason as an advisory member; that is, =
not voting.)/Type/Annot/Subj(Note)/Rect[84.534698 561.709839 104.534698 =
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version=3D"1.0"?><body xmlns=3D"http://www.w3.org/1999/xhtml" =
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xfa:APIVersion=3D"Acrobat:6.0.2" xfa:spec=3D"2.0.2" ><p><span =
style=3D"font-size:10.0pt">My membership list shows only 7 voting =
members: Farance,\=0D Inc., IBM, Microsoft, Retrieval Systems, Snowfall, =
Sun, &amp; Text Structure. &#13;&#13;Mindjet, DOD/DISA, and Y12-Jim =
Mason are shown as Advisory \(as are the brand new members BP and =
NextPage\). If Jim is not a voting member then I think that 6 of 7 =
we\=0Dre present with Retrieval Systems the only one =
missing.</span></p></body>)/Contents(My membership list shows only 7 =
voting members: Farance, Inc., IBM, Microsoft, Retrieval Systems, =
Snowfall, Sun, & Text Structure. \r\rMindjet, DOD/DISA, and Y12-Jim =
Mason are shown as Advisory \(as are the brand new members BP and =
NextPage\). If Jim is n\=0Dot a voting member then I think that 6 of 7 =
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xfa:APIVersion=3D"Acrobat:6.0.2" xfa:spec=3D"2.0.2" ><p><span =
style=3D"font-size:10.0pt">Assuming 6 voting members, the vote tally is =
4/0/1/1/6.<\=0D/span></p></body>)/Contents(Assuming 6 voting members, =
the vote tally is 4/0/1/1/6.)/Type/Annot/Subj(Note)/Rect[232.629318 =
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xfa:APIVersion=3D"Acrobat:6.0.2" xfa:spec=3D"2.0.2" ><p><span =
style=3D"font-size:10.0pt">Assuming 6 voting members, the vote tally is =
4/0/1/1/6.<\=0D/span></p></body>)/Contents(Assuming 6 voting members, =
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92401
%%EOF
24 0 =
obj<</ModDate(D:20070604160328-04'00')/CreationDate(D:20070529160331-04'0=
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xfa:APIVersion=3D"Acrobat:6.0.2" xfa:spec=3D"2.0.2" ><p><span =
style=3D"font-size:10.0pt">I just got a copy of the V1 membership list =
\(dated 6/1/\=0D2007\), and it shows Jim Mason as an advisory member; =
that is, not voting.</span></p></body>)/Contents(I just got a copy of =
the V1 membership list \(dated 6/1/2007\), and it shows Jim Mason as an =
advisory member; that is, not =
voting.)/Type/Annot/Subj(Note)/Rect[84.534698 561.709839 104.534698 =
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version=3D"1.0"?><body xmlns=3D"http://www.w3.org/1999/xhtml" =
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xfa:APIVersion=3D"Acrobat:6.0.2" xfa:spec=3D"2.0.2" ><p><span =
style=3D"font-size:10.0pt">My copy of the V1 membership list shows only =
7 voting me\=0Dmbers: Farance, Inc., IBM, Microsoft, Retrieval Systems, =
Snowfall, Sun, &amp; Text Structure. &#13;&#13;Mindjet, DOD/DISA, and =
Y12-Jim Mason are shown as Advisory \(as are the brand new members BP =
and NextPage\). If Jim is not a voting member then I think\=0D that 6 of =
7 were present with Retrieval Systems the only one =
missing.</span></p></body>)/Contents(My copy of the V1 membership list =
shows only 7 voting members: Farance, Inc., IBM, Microsoft, Retrieval =
Systems, Snowfall, Sun, & Text Structure. \r\rMindjet, DOD/DISA, and =
Y12-Jim Mason are shown as Advisory \(as are the brand new members BP =
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