in051001

INCITS Procedures Board Agenda (PBC) #6

<>Monday, December 5, 2005 from 1:00 – 4:00 PM EST –

Conference Call: Conference #: (605) 990-0010; access code: 246-620-425
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Meeting ID: 246620425

1.0 Opening Remarks

2.0 Discussion of PBC Operating Processes

Starting point for discussion:

· Work most issues by email, with a process for initiating issues and deadlines for closing discussion

o Take advantage of message threads to organize the email

o Use a consistent format for subject lines to help organize the work

o After the discussion period has closed, have a letter ballot period

· Primary areas of work:

o Issues related to the standing documents

o Action items arising from Board meetings

3.0 Issues distributed by email in July

3.1 RD1-#08 Participation in subgroups by non-members

The issue was discussed at the April 2005 SPB meeting {SPB Minutes (In050365) – Apr 2005 – Item 3.2}. It was noted that the rules regarding access to documents are not very clear, and Mr. Michael stated that a policy that would address all dimensions of this issue would be desirable. It was also noted that the policy changes should be developed with TC officer input. Questions were raised regarding whether the participation of guests/experts is being consistently recorded in the minutes of the meetings.

It was agreed the existing rules regarding meeting attendance were adequate, and would be reinforced at the July TC Officers Symposium.

Draft wording of a policy:

"Meetings of INCITS and its subgroups are open to all members and others having a direct and material interest. Any organization seeking to enjoy the opportunity to participate regularly and influence the progress of the program of work is expected to become a member in order to equitably share the obligations as well as the privileges of membership (recognizing that non-members to not have the opportunity to participate in formal ballots). If a subgroup identifies benefits to early distribution of draft documents prior to formal public review, the subgroup may establish a policy for distributing preliminary drafts to parties with a direct and material interest, as long as the Standards Development Board is notified of the distribution policy."

Note that this discussion will also close SDB AI a05.173

3.2 PBC:RD2-#26 Clarification of Two-thirds rule for voting

INCITS Letter Ballot 498 closed on April 9, 2004 (10-2-1-5); 10-day reconsideration ballot closed on April 22, 2004; because the ballot failed, PBC informally developed new text but did not have a quorum for conducting a formal vote to request that the Secretariat issue an LB. This was subsequently balloted as a PPC Letter Ballot which closed on October 29 without sufficient responses.

4.4.2.2 Two-Thirds Voting Rule
The 2/3 voting rule is defined as:
a) Approval by at least 2/3 of those voting YES or NO, and
b) Approval by a majority of the members eligible to vote.

3.3 RD2-#02 Delegates to international meetings

The ballot, which closed on October 29, failed [1-1-0-3 of 5 (not voting: IEEE, HP, Sun)]. Microsoft returned a NO vote, but will not achieve voting rights until PBC has a meeting (teleconference is valid).

Comments accompanying Sony ballot:

I thought that there was some concern that advisory members are given privileges too many privileges similar to voting members but at a very reduced dues.

Do we want to consider this with regards to advisory member delegates?

Comments accompanying Microsoft response:

We would approve:

Selection of Delegates
U.S. delegates shall ~~either~~ be representatives of voting ~~or advisory~~ members of appropriate U.S. TAGs as designated by the appropriate U.S. TAG, or be individual experts who are not voting members of the TAG and serve on U.S. delegations at the invitation of the TAG. [Note, the “individual experts” could be “representatives of advisory members” so the same effect results. The original wording was unnecessarily verbose and confusing.]

5.7.12.2 Participation

Designated U.S. delegates shall attend all caucuses called by the Head of Delegation, unless excused by the Head of Delegation, as well as all U.S. TAG meetings where U.S. positions and assignments are developed. Further, Designated U.S. delegates shall attend all international meeting sessions, unless excused by the Head of Delegation.

Consequently, the following issue (and the suggested revisions) will be considered on December 5:

PBC requests that the INCITS Secretariat issue an EB Letter Ballot to revise document RD-2:

Revise Clause 5.7.12.2 with a change in the preceding Clause as well, to read:

Selection of Delegates

U.S. delegates shall either be representatives of voting or advisory members of appropriate U.S. TAGs as designated by the appropriate U.S. TAG, or be individual experts who are not voting members of the TAG and serve on U.S. delegations at the invitation of the TAG.

5.7.12.2 Participation

3.4 [INCITS_PBC] TC-M1 - Procedures for review

I reviewed the M1 procedures (m1040543-SD3.pdf) and did not find any conflicts with the INCITS procedures (RD-2) or any ANSI rules. The M1 procedures deal primarily with delegates to international meetings, especially regarding responsibility for attending caucuses and other meetings to prepare the delegation for the meeting.

3.5 PBC: AI-a05.040 Input to US delegations to JTC 1 meetings

The PBC was requested to provide text for the RD-2 and RD-3 to clarify the requirement for US TAG Chairs, IRs and Administrators to provide input to the US delegations to JTC 1 meetings. (Action Item a05.040, January 2005 EB meeting)

Question for the PBC members: Does anybody have a preferred approach for handling this issue. We have not previously discussed it. Please respond by July 13 so the issue can be reported on (but not necessarily resolved) at the EB meeting. Please use Reply All and include original text in reply so we can track changes.

3.6 PBC:AI-a05.002 Rights and responsibilities of members

The PBC is asked to clarify the rights and responsibilities of the various categories of membership for the INCITS Executive Board and the subsidiary boards. (Action Item a05.002, January 2005 SDB meeting)

As described in RD2 issue 39 write-up:

Rights of EB Voting Members are described in RD-2 3.3.1, 3.3.2 and 3.3.4.1. Clause 3.3.4 describes the responsibilities of the EB, but not the members of the EB. 3.4.1 describes the rights of other classes of members to participate in subsidiary boards. Regarding the rights of representatives of organizations that are not Voting Members, 3.2 does not clearly require Chairs and Vice Chairs to represent Voting Members.

Question for the PBC members - Do you believe that any further action needs to be taken for this response? Are changes needed to the RD2?

4.0 Action Items from Leadership Retreat in Victoria

4.1 Streamlined adoption of ISO/IEC standards

The PBC is requested to draft RD-1 text for EB consideration and subsequent ballot proposing a policy that when a ballot is issued for adoption of the revision of international standard that has been adopted, the ballot will contain text announcing that adoption of the revision will result in withdrawal of the original national adoption. The appropriate TC will be asked to provide the recommended US vote on the final standard and a recommendation on adoption at the same time. The proposed process will detail the manner in which the simultaneous approvals will be achieved.

4.2 Roadmap for Updating RD-1 and RD-2

The PBC will develop a roadmap and timeline for RD-1 and RD-2 updates for consideration by the EB.