[gnso-dow123] RE: [council] Voting rules for the combined WHOIS task force

["Bruce Tonkin" <Bruce.Tonkin@xxxxxxxxxxxxxxxxxx>]

Hello Marilyn,

> 
> As to "speaking" on a TF, I am not in agreement at all on 
> limiting the "speaking" on the TF. First, we need to 
> understand that TF members work, or should be working, or 
> don't need to be there.  Thus, to limit who speaks when more 
> than one person is doing work on a TF is demeaning to the 
> integrity of the TF's ability to self manage itself. 
> 

Yes - some of this ground was covered at the time we set up the original
WHOIS task forces.   One of these days we will get all this material
together for a set of guidelines for the GNSO Council and Task Forces.

At the GNSO Council meeting following when the voting rules were
discussed for the GNSO task force - there was a further discussion
regarding task force participation.

The minutes are available here:
http://www.gnso.icann.org/meetings/minutes-gnso-18dec03.shtml

A follow up message to the Council list:
http://www.gnso.icann.org/mailing-lists/archives/council/msg00348.html 

Stated:

[council] Clarification of participation in WHOIS task force calls by
alternates
Date: Fri, 19 Dec 2003 14:01:43 +1100 

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Hello All,

At its meeting on 20 Nov, the GNSO Council decided:
"That for the purpose of the WHOIS task forces, constituencies be
allowed to appoint more than one person to listen in on teleconferences
and to participate in the mailing list, but in any single teleconference
or physical meeting, there is only one person from the constituency to
represent the constituency's views."

Following initial meetings of the WHOIS task forces, clarification was
sought on when it would be appropriate for constituency representatives,
attending a teleconference or physical meeting as alternates to the
primary constituency representative, to speak.

Brian Darville, chair of WHOIS task force 3, offered the following
approach:
"We do allow alternates to speak on issues of general informational
interest. The scope of the Task Force's work encompasses gathering and
analyzing information.  Many of the alternates, some of whom have
significant ICANN experience and historical knowledge, can contribute
significantly in furthering the Task Force's work by simply providing
historical information or indicating the availability of other
information germane to the issues the Task Force is addressing. Of
course, under no circumstances will any alternate be allowed to
represent the views of the constituency or provide the vote of any
constituency (unless the designated representative is absent on the
call)."

The GNSO Council discussed this issue during its meeting on 18 Dec 2003.

It was recognised that alternates play a valuable role in task force
work in using their own network of contacts and resources to collect
data together for the task force.  Normally alternates would provide
their work through the primary constituency representative on the task
force.  It was noted however that during a particular call or physical
meeting an alternate may have some useful "factual" information to
provide that is relevant to the discussion.   Note that ICANN staff
members and the GAC liaison have typically operated in that mode during
GNSO council calls.  It was noted that a balance needs to be struck
between alternates offering information that might be strongly related
to a particular constituency viewpoint (e.g isolated events, anecdotal
information, or a reference to a Web blog or an academic paper
expressing a particular opinion) as opposed to factual information (e.g
a reference to an existing ICANN policy, or a reference to a previous
statistical survey, or ICANN workshop).  

The Council recommended that the chair of each task force be given the
discretion to take advantage of the availability of alternate members
for the purposes of providing factual information, whilst ensuring that
each constituency expresses their particular opinion/viewpoint on the
policy issue under consideration through a single representative during
any single call or physical meeting.   If a particular constituency
believes that the intent of the motion of 20 Nov (which ensures fair
participation by all constituencies regardless of their size and
resources) is not being met, this should be raised with the chair of the
task force, through their representative on the task force.  If a
consituency is unable to resolve the issue with the task force chair,
then the constituency can request guidance from the GNSO Council,
through their representatives on the GNSO Council.

Regards,
Bruce Tonkin
Chair, GNSO Council