NAMES COUNCIL MEETINGS

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NAMES COUNCIL MEETINGS

• PROCESS AND PROCEDURAL RULES

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BOTTOM UP PROCESS
NC Meeting I Proposal discussed, amended,
voted upon
NC Meeting II Considers report.
ICANN NC GA Const. SO
Intake Committee
WG prepares report
New WG
discard
NCMeeting III Final Vote
Public Comments
WG incorp. comments
ICANN BOARD
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INTAKE COMMITTEE Panel of 3 people
ICANN NC mem GA CONST. SO

• Proposals flow from ICANN Board, NC members,
  GA, Const., SOs
• Intake Committee prepares checklist
• 3 Secretariat Members (Administrative)
• Collects, organizes and posts proposals online 3
  weeks before NC Meeting
• Proposals roughly grouped according to subject
  matter
• Committee archives original proposals
• Online posting allows NC Members to vote for
  inclusion in agenda

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NC I -Amend Agenda -Discussion
Intake Committee

• Members vote online 1/3 to get on agenda
• Each members vote will be archived for the
  record by the secretariat
• Chair tallies votes (4 days)
• Priority on agenda given according to popularity
  of vote
• Submits agenda online 10 days prior to meeting
• Written amendments to agenda after it has been
  set must be submitted to chair need majority to
  be placed on the agenda
• amendments read out loud prior to vote
• hand vote

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NC I Discussion
Working Group
Discard

• Agenda items raised by Chair
• Chair gives summary of issues raised by agenda
  item and gives number of votes obtained by
  proposal during pre-meeting phase
• Votes taken re
• 1) immediately to discard (3/4 majority
  required),
• 2) immediately to WG (majority required),
• 3) Discussion (default if none of above) if
  discussed, then subsequent vote to
• Working Group
• Discard
• Fast-track
• There is no need to send it to a working group

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NC I
Working Group

• If a proposal is sent to a working group either
  immediately or after discussion
• 1) Designation of working group
• Existing working group
• New working group
• 2) Formulation of working group task
• 3) Setting of time limit for completing report.

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NC II considers report/rec
WG submits rec.

• WG submits report to all members 2 weeks prior to
  meeting. (on-line)
• Report is an automatic agenda item
• NC considers report
• When considering to send WG report on for public
  comment, the NC can use drafting motions
• NC votes to send on for public comment, remand,
  send to different/new WG, or discard

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NC II sends on WG rec.
Public Comment

• WG recommendation posted online for public
  comment for 4 weeks
• WG collects and incorporates public comment into
  supplemental recommendation (file) for NC (2
  weeks suggested)
• WG update submitted online to NC 2 weeks prior to
  meeting

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NC III Vote on new rec.
ICANN BOARD
WG Update
discard

• NC considers the updated recommendation
• NC votes
• to discard
• remand for clarification
• results recorded, sent to ICANN

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NAMES COUNCIL MEETINGS

• THE PROCEDURAL RULES

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PROCESS FOR AGENDA ITEMS
Discard
proposal to consider topic immediate vote
Discussion
Chair moves to next agenda item
Working Group
Discussion
Other agenda items discussion
Discard
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Selecting a Chair

• Candidates for Chair are nominated every Names
  Council member puts forward their preferred Chair
• Vote taken majority needed
• If no candidate receives a majority, the two
  candidates with the most votes take part in a
  second vote
• Chair remains in position for 6 months
• Removal by majority vote

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The Chair

• Responsible for moving through items on the
  agenda
• If necessary, gives a summary explanation of
  agenda item
• Calls immediate vote if agenda item is a
  proposal to consider a topic
• Responsible for limiting discussion to merits of
  proposal / agenda item
• Responsible for conducting the meeting according
  to procedure

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Immediate Vote on Proposals to Consider a Topic

• The Chair calls the vote
• Voting options are
• Discard (3/4 majority needed)
• Working Group (majority needed)
• If none of the above, automatic discussion
• Members raise hand to vote

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Discussion of a Proposal/Agenda Item

• Obtaining and assigning the floor
• Member raises hand to identify himself
• Chair establishes order of speaking
• Chair recognizes speaker
• Rules for discussion
• All members have the chance to speak twice for a
  period of 3 minutes each time
• Members may not reserve or reallocate unused time
• No member may speak a second time until everyone
  has had the chance to speak once
• Members have opportunity to ask clarification
  questions by raising yellow card

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Types of Motions

• Procedural motions
• Motion to formulate working group mandate
• Drafting motions
• Substantive motions

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Procedural Motions

• Types
• Calling a recess
• Adding time for discussion
• Tabling of an agenda item in favor of
• Email/Listserv discussion
• Teleconference
• Next meeting
• Allowed at all times
• No amendments to procedural motions allowed
• Procedural motions signaled to Chair by means of
  red card

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Motions to Formulate Working Group Mandate

• Types
• Designation of working group
• formulation of working group task
• setting of time limits
• Only allowed after vote has been taken to submit
  or resubmit proposal/agenda item to a working
  group
• Discussion allowed according to procedural rules
• No amendments allowed to motions to formulate
  working group report

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Drafting Motions

• Drafting motions can be used when a working group
  report presents multiple options some of which
  are not acceptable
• Drafting motions are used to strike options from
  a report, not to address substantive matters in
  the report
• Member must indicate intention to bring drafting
  motion during discussion
• Actual motion can be brought after discussion is
  closed
• No amendments allowed to Drafting Motions

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Substantive Motions

• Substantive motions are motions to amend
  proposals to consider a topic and/or working
  group reports
• Not allowed at any time

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Making a Motion

• Member raises hand
• Given floor by Chair
• I move that
• Vote taken on the motion (majority needed)
• No amendments to motions

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Post Discussion Voting

• After discussion is closed, the Chair moves to
  vote
• Voting Options
• Vote to discard issue (3/4 majority)
• Vote to send on to Working Group (majority)
• Names Council can discuss formulation of Working
  Group immediately
• Names Council can table formulation of Working
  Group
• Members raise hand to vote
• Chair announces result of vote

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The End