in080030

InterNational Committee for Information Technology Standards (INCITS)
INCITS Secretariat, Information Technology Industry Council (ITI)
1250 Eye St. NW, Suite 200, Washington, DC 20005
Telephone 202-737-8888; Fax 202-638-4922


Date: January 3, 2008
Reply to: Lynn Barra
Phone: 202-626-5739


To:
 INCITS Executive Board
Subject: Notice and Agenda for INCITS Letter Ballot 2465 Resolution Meeting - January 15, 2008
From:
 Lynn Barra, INCITS Secretariat


INCITS 2465 Resolution Meeting Notice and Logistics


The INCITS 2465 Resolution Meeting will be held on Tuesday, January 15, 2008 at the ITI office in Washington, DC and will begin following the adjournment of the Resolution Meeting for LB2457:

Tuesday, January 15, 2008
6:00 PM - 7:00 PM (start time is dependent on RM2457 resolution meeting adjournment)
ITI
1250 Eye Street NW  Suite 200
Washington, DC 20005

Teleconference access will be available for those who may not able to participate in the face to face meeting:
US Toll-Free Call-in Number: (866) 346-0549
International Call-in Number: (763) 391-1436
Conference Code:  6265739

Those EB member organizations that cast NO votes are expected to attend the RM; all other EB members are strongly encouraged to participate.  

Mr. Don Wright, Vice Chairman of the INCITS Executive Board will serve as the INCITS 2465 Resolution Meeting Chairman.

Section 4.4.1.2.2 of the RD-2 describing the new Executive Board Letter Ballot Resolution procedure is attached below.


Requested Action

Members should notify the INCITS Secretariat (lbarra@itic.org) of their participation plans (attend in person, participate by teleconference, no participation) by 3:00 PM on Monday, January 14, 2008.



INCITS 2465 Resolution Meeting Agenda


1.     Administrative  

1.1     Call to Order  

1.2     Introduction of Participants

1.3     Approval of Agenda

2.     Chairman's Remarks

3.     Review of INCITS 2465 Ballot Results and Disposition of Vote Comments
        Reference:  in080023
      
4.     Resolution Meeting Results - Proposed Changes
5.     Review of Remaining Timeline 6.    Review of Action Items

7.   Adjournment


INCITS/RD-2 Excerpt  -  Section 4.4.1.2.2 Executive Board Letter Ballot Resolution Procedure


The purpose of Executive Board letter ballot resolution is to resolve any comments submitted with “No” votes in response to Executive Board letter ballots, such that those “No” votes become “Yes” votes and indicate greater consensus with an Executive Board decision. The results of personnel ballots relating to appointments and similar actions are confidential and shall not be addressed by this process.

If there are any “No” votes submitted for an Executive Board letter ballot:
  1. The Secretariat will immediately notify the INCITS EB officers of any negative votes upon close of a letter ballot. An RM Chair chosen by the INCITS EB officers will convene and chair a resolution meeting (RM) to discuss the “No” vote.
  2. Such RM may take place via teleconference, email, or in person, and should take place within 3-5 days of the ballot closing date. The availability of the organization(s) casting any “No” votes will be accommodated as a priority when scheduling the RM.
  3. The INCITS Secretariat will issue the RM notification to the Executive Board; further, the chair of the appropriate INCITS technical committee, Fast Track submitter, and SC TAG representative will be invited to the RM to address their interests.
  4. The RM may deal with comments raised against either (a) the text in the ballot motion, or (b) the balloted text/document referenced by the motion. Any vote comments may be accepted in whole or in part. Email discussion of the issues, including positions advocating or denying the vote comments, is encouraged prior to the RM.
  5. Those Executive Board member organizations casting “No” votes are expected to attend the RM; all other Executive Board members are strongly encouraged to participate.
If changes to either (a) the text in the ballot motion, or (b) the balloted text/document referenced by the motion arise by RM consensus, the meeting attendees will further determine by consensus if the changes are substantive or non-substantive. The RM chair shall determine consensus, and the following procedures shall apply:
  1. Where proposed changes modify a draft national standard, whether the proposed changes are substantive or non-substantive, such proposed changes shall be returned to the appropriate technical committee for consideration, public review and vote prior to further Executive Board action on the draft national standard.
  2. Where proposed changes are non-substantive, the revised ballot motion or revised text/document may be approved by action of the RM.
  3. Where proposed changes are substantive, a new letter ballot containing the revised text and the RM Meeting Report shall be issued to the Executive Board; further resolution action under this section may occur as a result of voting on this ballot. Executive Board Members are requested to take into consideration any international deadlines if subsequent ballots or RMs are required.
For each RM, the RM chair shall prepare a RM Meeting Report showing the attendees, a summary of the actions of the RM and the disposition of all vote comments considered. The report will be distributed by the Secretariat to the INCITS Executive Board.