Motion Templates John D’Ambrosia - PowerPoint Presentation

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Motion Templates

John D’Ambrosia

Recording Secretary, IEEE 802 LMSC

jdambrosia@ieee.org

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Purpose of this document

The purpose of a motion template is to improve the quality of the work of the EC

Used properly, these motion templates should result in the reduction of motions that are incomplete or ambiguous and the reduction of gratuitous variation

This should save time of all concerned in the preparation and debate of the motions

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Normative status of these slides

It is anticipated that any motion templates adopted by the LMSC EC will

serve as recommendations but not requirements

. They might be included in the LMSC OM as an annex, or might be a stand-alone document.

The existence of a template here does not preclude somebody from presenting an alternative form of motion intended to achieve the same effect. Hopefully EC members will view these templates as a useful tool and use and maintain wherever appropriate.

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Scope of motion templates

There is no attempt to capture all possible motions. That would be a huge waste of time, and it would make it hard to use an over-extended document.

Also not included are procedural motions such as approval of the minutes and approval of the agenda made or entertained by EC officers.

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Linguistic style of motion templates

A motion is an agreement by the EC to perform some action. There is no need to include “fluff” words that do not describe this action. The words “motion”, or “move”, need never appear in the motion itself. The word “approve” is only appropriate when that is the only action being performed.

For example: “

Motion: the EC moves to approve sending

…” should be written “Send …”

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Tabular style of motion templates

Each type of motion is described by a table, illustrated on the next slide. Only the shaded part is shown to the EC (once shading is removed) .

The rest of the material provides information that may be helpful as to when to use the motion, the applicable rules, and the definitions of the placeholders (“tags”) used in the motion.

Note that the “<” and “>” are removed when the tags are filled in .

Note also text between “[” and “]” needs attention. Either delete the delimiters or delete the entire delimited text as appropriate to your context.

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Format of a these motion template slides –

Motion Text(include)(Insert contents of this cell into your presentation)Motion to be used – with fields to be filled in as necessaryOther Info(include)Supporting information, not part of motion, but required to be shown to EC. May be included on motion slide or the accompanying presentation.BackgroundBackground information regarding motion. Do not include with motion.Rules ReferenceReference to appropriate rules. Do not include with motion.Field DefinitionsFields noted in motion field are defined here.

Only the yellow

shaded part is shown to the EC (without shading). The rest of the slide is there for your information.

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Example Motion Template:

Motion

Text

(include)

Approve submission of the following project(s) to ISO/IEC JTC/SC6 for adoption under the PSDO agreement

<project> …

[conditional on approval by the IEEE SASB]

[conditional on publication of approved standard]

Other Info

(include)

Background

Applies to:

A draft standard that has received [conditional] approval to proceed to

RevCom

, or

A standard that has been approved by the IEEE-SA standards board

Rules Reference

LMSC OM:“IEEE 802 LMSC communications with other standards bodies”

Field

Definitions

<project> :

The name of the project, or (in the case of a PAR) the anticipated name of the project. E.g. P802.11ba

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Example Motion

The previous template, once the placeholders are replaced and the conditional parts removed looks like:

“Approve submission of the following project to ISO/IEC JTC/SC6 for adoption under the PSDO agreement

P802.11zz

conditional on approval by the IEEE SASB

conditional on publication of approved standard”

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List of Motions

Accepting a report

Adoption of standards under PSDO agreement

Liaison of drafts under PSDO agreement

Communication from 802

Approval of updated LMSC OM

Approval of updated WG P&P

Approval of updated Chair’s Guidelines

Fee Waiver

Study Group formation

Study Group extension

Approval of PAR and CSD (30-day Rule)

Approval of PAR [and CSD (48-hour Rule)

Approval to start sponsor ballot

Conditional approval to start sponsor ballot

Approval to send a draft to

RevCom

Conditional approval to send a draft to

RevCom

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Motion: Accepting a Report

Motion Text(include)(Insert contents of this cell into your presentation)Accept the report of the <subgroup-name> in <doc-url>Other Info (include)BackgroundApplies to: The output report of a subgroup/committeeNote any recommendations that require approval of the EC need to be presented as separate motions.Rules ReferenceRobert’s Rules - “Adoption or Acceptance of Reports”Field Definitions<subgroup-name>: The name of a subgroup of the sponsor (e.g., a WG, TAG, EC SC or EC SG)<doc-url> A URL to a permanent unambiguous location of the document

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Motion: Adoption of standards under PSDO agreement

Motion Text(include)(Insert contents of this cell into your presentation)Approve submission of the following project(s) to ISO/IEC JTC1/SC6 for adoption under the PSDO agreement<project> …[conditional on publication of approved standard]Other Info(include)BackgroundApplies to: A draft standard that has received [conditional] approval to proceed to RevCom, orA standard that has been approved by the IEEE-SA standards boardRules ReferenceLMSC OM - “IEEE 802 LMSC communications with other standards bodies”https://ieee-sa.imeetcentral.com/802psdo/ Field Definitions<project> : The name of the project, or (in the case of a PAR) the anticipated name of the project.

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Motion: Liaison of drafts under PSDO agreement

Motion Text(include)(Insert contents of this cell into your presentation)Approve liaison of the following draft(s) to ISO/IEC JTC1/SC6 for information under the PSDO agreement:<project> <draft> …Other Info(include)In the WG: <y>, <n>, <a>When ballot of that draft is pending or current, WG Chair may add “[conditional on passing the[working group|sponsor] recirculation ballot”BackgroundApplies to: A draft of a standard that has been balloted, and passed its last ballot with at least 75% approvalWhen it is intended subsequently to use the PSDO process to approve the standardRules ReferenceLMSC OM- “IEEE 802 LMSC communications with other standards bodies”https://ieee-sa.imeetcentral.com/802psdo/ Field Definitions<project> The name of the project, or (in the case of a PAR) the anticipated name of the project. E.g. P802.11ba<draft> The The identification of specific version of a draft – e.g. D10

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Motion: Communication from 802

Motion Text(include)(Insert contents of this cell into your presentation, select optional sub-bullet description as appropriate)Approve <doc-url> as communication to <recipient>, granting the IEEE LMSC chair (or his delegate) editorial license.[This approval is under LMSC OM “Procedure for communication with government bodies”][This approval is under LMSC OM “Procedure for coordination with other standards bodies”]Other Info(include)when communication originated from a WGIn the WG (y/n/a): <y>, <n>, <a>] BackgroundApplies to: Outgoing communication from 802Rules ReferenceLMSC P&P - “Sponsor Public Statements”LMSC OM - “Procedure for communication with government bodies”LMSC OM - “Procedure for coordination with other standards bodies”Field Definitions<doc-url> An URL to a permanent unambiguous location of the document<recipient> Name of the organization to which the communication is addressed.

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Motion: Approval of updated LMSC OM

Motion Text(include)(Insert contents of this cell into your presentation)Approve <doc-url> as the new IEEE 802 LMSC Operations ManualOther Info(include)It should state “this motion is brought to the EC for approval under the process described in the subclause “Revision of the IEEE 802 LMSC OM” of the IEEE 802 LMSC Operations Manual.”BackgroundApplies to: an updated LMSC Operations Manual brought to the EC for approvalRules ReferenceLMSC P&P - “Revision of the IEEE 802 LMSC OM”Field Definitions<doc-url> A URL to a permanent unambiguous location of the document

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Motion: Approval of updated WG P&P

Motion Text(include)(Insert contents of this cell into your presentation)Approve <doc-url> as the new IEEE 802 LMSC Working Group Policies and ProceduresOther Info(include)It should state “This motion is brought to the EC for approval under the process described in the subclause “Revision of the IEEE 802 LMSC Working Group Policies and Procedures” of the IEEE 802 LMSC Working Group Policies and Procedures.”BackgroundApplies to: an updated WG P&P brought to the EC for approvalRules ReferenceLMSC WG P&P - “Revision of the IEEE 802 LMSC Working Group Policies and Procedures” Field Definitions<doc-url> A URL to a permanent unambiguous location of the document

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Motion: Approval of updated Chair’s Guidelines

Motion Text(include)(Insert contents of this cell into your presentation)Approve <doc-url> as the IEEE 802 LMSC Chair’s GuidelinesOther Info(include)BackgroundThe purpose of the chair’s guidelines is describedRules ReferenceLMSC OM “In order to maintain some consistency of operation, the Sponsor Chair may maintain a publicdocument to be called the "IEEE 802 LMSC Chair's Guidelines and EC policy decisions"There is no requirement that the EC approve updates to the Chairs’ guidelines, and nothing that precludes the chair seeing EC approval.Field Definitions<doc-url> An URL to a permanent unambiguous location of the document

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Motion: Fee Waiver

Motion Text(include)(Insert contents of this cell into your presentation)Confirm meeting fee waivers for the <date-of-session> LMSC session for the following individuals:<list of names here>Other Info(include)The purpose of the fee waiver should be described.BackgroundRules ReferenceLMSC Chair’s Guidelines: “Registration”Field Definitions

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Motion: Study Group formation

Motion Text(include)(Insert contents of this cell into your presentation)Approve the formation of [EC | <wg-name>] <sg-name> study group to consider development of a Project Authorization Request (PAR) and Criteria for Standards Development (CSD) responses [for <sg-brief-description-of-purpose>]. Other Info(include)See <doc-url> for supporting documentationVote in the WG: <y>,<n>,<a>BackgroundApplies to: Formation of a study group that is operating under a working group. May not be on the consent agenda. Supporting documentation is expected.Rules ReferenceSB OM - “Voting rules”LMSC OM - “Project Authorization”Field Definitions<wg-name> The name of a working group or TAG<sg-name> The name of a study group<for <sg-brief-description-of-purpose> a description of the purpose of the study group if the name alone is not sufficient.<doc-url> An URL to a permanent unambiguous location of the document

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Motion: Study Group extension

Motion Text(include)(Insert contents of this cell into your presentation)Grant the <ordinal> extension of the [EC | <wg-name>] <sg-name> study group.Other Info(include)See <doc-url> for supporting documentationVote in the WG: <y>,<n>,<a>For the second extension rationale for extension must be provided.BackgroundApplies to: Extension of a study group that is operating under a working group. The extension applies until the end of the next LMSC plenary meeting.First extension will be initially placed on the consent agenda, and does not need supporting documentation.Study Groups can only exist for a total of 1 year with an ex.Rules ReferenceSB OM - “Voting rules”LMSC OM - “Project Authorization”Chair’s Guideline – “Consent agenda”Field Definitions<ordinal> Used in study group extensions to indicate first, second, third…<wg-name> The name of a working group or TAG<sg-name> The name of a study group<doc-url> An URL to a permanent unambiguous location of the document

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Motion: Approval of PAR and CSD

Motion Text(include)( copy contents of this cell into your presentation)Approve forwarding <project #> PAR [modification] documentation in <doc-url> to NesComApprove CSD [modification] documentation in <doc-url>Other Info(include)See <doc-url> for supporting documentationIn the WG, PAR (y/n/a): <y>,<n>,<a>; CSD (y/n/a): <y>,<n>,<a>BackgroundApplies to: PAR content for a PAR and a CSD document that have met the 30-day rule requirements for posting and review under “Procedure for PARs” in the LMSC OM.Rules Reference48 Hour Rule - OM - “Procedure for PARs”30 day Rule – OM – “Procedure for PARs”Field Definitions<doc-url> A URL to a permanent unambiguous location of the document

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Motion: Approval to start sponsor ballot

Motion Text(include)(Insert contents of this cell into your presentation)Approve sending <project> <draft> to Sponsor Ballot[Confirm the CSD for <project> in <doc-url>]Other Info(include)See <doc-url> for supporting documentation, Date the ballot closed• Ballot vote tally including Approve, Disapprove and Abstain votes• Comments that support the remaining disapprove votes and WG responses.• Schedule for recirculation ballot and resolution meeting.In the WG, PAR (y/n/a): <y>,<n>,<a>; [CSD (y/n/a): <y>,<n>,<a>]BackgroundApplies to: a project that has passed WG letter ballot with at least 75% approval and has completed any necessary recirculation ballots.Confirmation of the CSD is required for non-maintenance projects.Rules ReferenceLMSC P&P – GIlb to provide correct referenceLMSC OM – “The IEEE 802 LMSC EC” Field Definitions<project> The name of the project, or (in the case of a PAR) the anticipated name of the project, e.g. P802.11ba<draft> The identifying revision of the draft, e.g. D1.2<doc URL> An URL to a permanent unambiguous location of the document

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Motion: Conditional approval to start sponsor ballot

Motion Text(include)(Insert contents of this cell into your presentation)Conditionally approve sending <project> <draft> to Sponsor Ballot[Confirm the CSD for <project> in <doc-ref>] Other Info(include)See <doc-url> for supporting documentation, Date the ballot closed• Ballot vote tally including Approve, Disapprove and Abstain votes• Comments that support the remaining disapprove votes and WG responses.• Schedule for recirculation ballot and resolution meeting.In the WG, PAR (y/n/a): <y>,<n>,<a>; [CSD (y/n/a): <y>,<n>,<a>]BackgroundApplies to: a project that has passed WG letter ballot with at least 75% approval and ballot resolution efforts have been substantially completed. Rules ReferenceSBOM - “Standards ballot by the Sponsor”OM - “Procedure for conditional approval to forward a draft standard”Field Definitions<project> The name of the project, or (in the case of a PAR) the anticipated name of the project, e.g. P802.11ba<draft> The identifying revision of the draft, e.g. D1.2<doc URL> An URL to a permanent unambiguous location of the document

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Motion: Approval to send a draft to RevCom

Motion Text(include)(Insert contents of this cell into your presentation)Approve sending <project> <draft> to RevCom.[Approve CSD [modification] documentation in <doc-url>]Other Info(include)<project> <draft> had <number>% approval at the end of the last sponsor recirculation ballot. [Subsequently <number> of the “no” voters changed their vote to “yes” resulting in an approval of <number>%.]See <doc-url> for supporting documentationIn the WG, forwarding draft to RevCom (y/n/a): <y>,<n>,<a>;[CSD (y/n/a): <y>,<n>,<a>]BackgroundApplies to: a project that has passed sponsor ballot with at least 75% approval and has completed any necessary recirculation ballots.Rules ReferenceLMSC P&P – “Actions Requiring Approval by a Majority Vote”LMSC OM – “The IEEE 802 LMSC EC” Field Definitions<project> The name of the project, or (in the case of a PAR) the anticipated name of the project, e.g. P802.11ba<draft> The identifying revision of the draft, e.g. D1.2<doc URL> An URL to a permanent unambiguous location of the document

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Motion: Conditional approval to send a draft to RevCom

Motion Text(include)(Insert contents of this cell into your presentation)Conditionally approve sending <project> to RevCom.[Approve CSD [modification] documentation in <doc-url>]Other Info(include)See <doc-url> for supporting documentation, Date the ballot closed• Ballot vote tally including Approve, Disapprove and Abstain votes• Comments that support the remaining disapprove votes and WG responses.• Schedule for recirculation ballot and resolution meeting.In the WG, PAR (y/n/a): <y>,<n>,<a>; [CSD (y/n/a): <y>,<n>,<a>]BackgroundApplies to: a project that has passed sponsor ballot with at least 75% approval and ballot resolution efforts have been substantially completed. See rules reference below for the definition of "substantially complete" and for the required supporting documentation.Rules ReferenceLMSC OM - “Procedure for conditional approval to forward a draft standard”Field Definitions<project> The name of the project, or (in the case of a PAR) the anticipated name of the project, e.g. P802.11ba<doc URL> An URL to a permanent unambiguous location of the document

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Related rules documents

Doc

Version

Roberts Rules

No specific version cited. Old version is available online.

OM (LMSC Operations Manual)

V19

Chair’s Guidelines

Note, this is not really a rules doc – see introduction in LMSC OM.

V23

SB OM (IEEE-SA Standards Board Operations Manual)

December 2015

WG P&P (Policies and Procedures for IEEE LMSC 802 Working Groups and Technical Advisory Groups)

V19 (July 2016)

LMSC P&P (IEEE 802 LAN/MAN Standards Committee Policies and Procedures)

June 2014