Participation in Meetings

  • All members of the RT are expected to attend all meetings,
    either by joining a scheduled tele-conference, on-site presence, or remote participation.
  • Members are encouraged to inform the Chairs, as soon as possible, when participation in a particular meeting is not possible.

Proposed Whois RT Meetings and Voting Agreement

  1. A minimum of over 50% of RT members is required to establish quorum and conduct a meeting.
  2. Consensus is the preferred mechanism for making decisions.
  3. Straw polls are encouraged as a means to achieve consensus.
  4. Should the RT be unable to reach consensus, the chair may call for a vote.
  5. All decisions reached by vote must obtain support of at least 75% of the full RT.
  6. Each RT member, including the ICANN CEO (or designee) and GAC Chair (or designee) has one vote.
    Support staff, observers, and invited experts will not have voting privileges.
  7. All meetings will be recorded and available to the public.
  8. A minimum of 7 calendar days notice is required to conduct a telephonic meeting; such notice can be waived by unanimous consent.
  9. A minimum of 45 calendar days notice is required to conduct a face-to-face meeting; such notice can be waived by unanimous consent.

Each RT member will be identified with their vote on those occasions when a vote is taken.

Observers and Experts

The RT can at any time invite observers and/or technical experts to participate in scheduled meetings, or parts thereof.

Observers are expected to remain passive but are invited to contribute with background information or logistic aspects at any time.

Obviously experts are invited to contribute their knowledge, experience or background information, from within their field of expertise. Thus they are expected to actively participate in the discussion of topics for which they have been invited.

Both observers and experts can be invited for a single meeting, for a period of time, or until the invitation expires.

Observers and experts may be requested to (maybe temporarily) leave the meeting at any time, upon request by the active Chair.

Proposals or Requests for Invitations can be submitted by the prospective invitee, as well as by any member of the RT. A decision can either be taken by way of a formal vote or, preferrably, by achieving consensus in a meeting or on the mailing list.

It is the Chairs' responsibility to manage the potential Conflicts of Interests or any other Confidentiality Issue that may arise.

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2 Comments

  1. Wilfried Woeber

    Ref. bullet 7.

    While we agreed to have the meetings recorded,
    did we already agree to have the recordings made available publicly by default?

    Ref. bullet 8.

    I'd suggest that we use calender days, instead of busines days.
    Across the regions we are coming from, the business days do not necessarily match up.

    Ref. bullet 9.

    I think 45 (calender) days is excessive as a hard requirement, although I agree: it should be the goal.
    By setting 45 in stone we may impede the planning for January 2011/London?

    1. Bill Smith

      re 7.

      This may have come from the ATRT ToR or a document that was circulated to the list (I don't recall which). I believe the first three calls have been recorded and transcripts provided that are accessible to the public. I suggest we follow ICANN policy in this area.

      re 8.

      Agree with calendar days. Changed the text to reflect this. Added unanimous consent exception.

      re 9.

      I chose 45, but can live with 30. Some of us have travel policies that require travel to be booked a minimum of 30 days in advance. In reality, I'd hope we can have these booked several months in advance; London being the exception.