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[alac] DRAFT: Rules & Procedures.

  • To: alac@xxxxxxxxx
  • Subject: [alac] DRAFT: Rules & Procedures.
  • From: Thomas Roessler <roessler-mobile@xxxxxxxxxxxxxxxxxx>
  • Date: Tue, 1 Apr 2003 14:01:48 +0200

To get that particular discussion started (and hopefully ended
quickly), here's a first take at what rules and procedures for this
committee might look like.  I've tried to be as minimalistic as
possible, by just fixing the fundamental framework, and leaving a
lot of discretion to the chair and members of the committee.


Thomas Roessler                 <roessler-mobile@xxxxxxxxxxxxxxxxxx>
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      <p><span style="font-weight: bold; font-size: x-large;">(Interim) At-Large
  Advisory Committee</span></p>
      <p><span style="font-weight: bold; font-size: xx-large;">Rules and
      <p><span style="font-weight: bold;">NN April 2003</span>  </p>
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<h3>Internal Structure -- Officers</h3>
<p style="margin-left: 80px;">The At-Large Advisory Committee elects (annually, 
or when a vacancy occurs) one chairman and two vice-chairmen, its liaisons 
to the Board, the GNSO, and to any other Advisory Committees and Supporting 
Organizations. These liaisons shall, in general, be members of the Advisory 
Committee. Any officers may be removed by the majority of all members of
the committee at any time.<br>
<p style="margin-left: 80px;">The ALAC will also elect individuals to serve, 
as appropriate, on any Task Forces, Working Groups, and other advisory bodies. 
These individuals shall not be required to be members of the Advisory 
<p style="margin-left: 80px;">Further, the ALAC shall determine five delegates 
to the Nominating Committee. These individuals shall not be members of the 
Advisory Committee themselves.<br>
<h3>Committee Votes</h3>
<p style="margin-left: 80px;">The chairman alone or, in his absence, the two
vice-chairs acting together shall have the authority to call for a vote of
the Committee. The call for votes shall contain the following information:<br>
<ul style="margin-left: 120px;">
   <li>The question on which the committee is going to vote. Prior to holding 
a vote on any particular question, that question should have been subject 
to discussion on the committee's mailing list for at least three business 
   <li>The mechanism by which votes may be cast. This may either be a telephone 
conference, a physical meeting, or e-mail voting.</li>
   <li>The time interval during which votes may be cast. If the vote is to 
be held via electronic mail, this time interval shall include at least five 
business days. In this case, the call for votes shall be re-sent on the third
business day during which votes may be cast.</li>
<p style="margin-left: 80px;">Members of the committee may designate other 
members of the committee to vote on their behalf if they are unable to vote 
themselves. This designation shall be made by way of an e-mail message to 
the committee's publicly archived list.<br>
<p style="margin-left: 80px;">For email votes, appearance of the cast vote
or proxy in the Committee's archive shall be evidence of its casting unless
promptly challenged. <br>
<p style="margin-left: 80px;"><span style="font-style: italic;">XXX - what
to do about private votes, where no e-mail archive is available?</span><br>
<p style="margin-left: 80px;">The chair may publish a vote's substantive
result before the end of the voting period if the result cannot be changed
by the remaining votes. In this case, the votes shall continue to be accepted
for the record.<br>
<p style="margin-left: 80px;">For votes concerning the general business of 
the committee, a simple majority of those members of the committee 
in the vote shall be considered to represent the committee's intent.<br>
<p style="margin-left: 80px;">The officers of the committee, the liaison
to the board, liaisons to supporting organizations, and liaisons to other
advisory committees shall be elected with the affirmative votes of a majority
of all members of the committee.<br>
<h3>Document Preparation Process</h3>
<p style="margin-left: 80px;">The ALAC will regularly prepare documents for 
submission to other bodies within the ICANN process, or for publication through 
its web site, or through other channels.<br>
<p style="margin-left: 80px;">The document preparation process can be initiated 
by any committee member, by posting an initial draft to the committee's mailing 
list.  That member of the committee shall act as the document's editor. The 
editor shall be responsible for posting a number of drafts, taking into account 
any input gathered from the remaining members of the Committee during 
of the draft. Any objections raised during this discussion shall include a
reasoning and a proposal for improvement.<br>
<p style="margin-left: 80px;">When a document has been under preparation for
at least three business days, the chairman alone, or in his absence, the
two vice-chairs acting together, may call for a decision on the document under
preparation, after consultation with the editor. This decision can happen
in two ways:<br>
<ul style="margin-left: 120px;">
   <li>A vote can be held as described above.</li>
   <li>The committee can be asked for objections. In this case, a document 
is considered accepted unless one fifth or more of the members of the 
has objected within two days, either directly or through a proxy.</li>
<h3>Interaction with Staff</h3>
<p style="margin-left: 80px;">ALAC staff may participate in the committee's 
discussions, and may act as an editor in the document preparation process. 
When staff takes this role, the committee shall be notified whether a member 
of the committee has asked for staff assistance, or whether staff is acting 
by its own initiative. Staff may not participate in votes, and may not file 
formal objections against the publication of any documents.<br>
<h3>Interaction with Liaisons</h3>
<p style="margin-left: 80px;">Liaisons received by the committee shall 
in the committee's discussions, and may act as an editor in the document 
process. Liaisons may not participate in votes, and may not file formal 
against the publication of any documents.<br>
<h3>Representing the Committee</h3>
<p style="margin-left: 80px;">The ALAC shall be represented by its members.<br>
<p style="margin-left: 80px;">ALAC liaisons shall be the primary representatives
and contact points of the committee in those communities they liaise to.
With respect to the general public, the chairman and the vice-chairs shall
serve as primary representatives and contact points.<br>
<p style="margin-left: 80px;">Any members of the ALAC which represent the
committee should exercise their best judgment to make sure that they accurately
represent the committee's view. If in doubt, they should check with the rest
of the committee before making any statements. They should promptly inform
the committee of any statements they have made on its behalf.<br>
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