NAMES COUNCIL MEETINGS

NAMES COUNCIL MEETINGS PROCESS AND PROCEDURAL RULES

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

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

NC I -Amend Agenda -Discussion Intake Committee • Members vote online: 1/3 to get on agenda • Each member’s 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

NC I Discussion Working Group • 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 Discard

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.

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

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

NC III Vote on new rec. ICANN BOARD WG Update • NC considers the updated recommendation • NC votes • to discard • remand for clarification • results recorded, sent to ICANN discard

NAMES COUNCIL MEETINGS THE PROCEDURAL RULES

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

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

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

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

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

Types of Motions • Procedural motions • Motion to formulate working group mandate • Drafting motions • Substantive motions

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

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

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

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

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

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

The End

NAMES COUNCIL MEETINGS