DRAFT RESOLUTION DDDD RRRR A FFFFF TTTTT D D R R A A F T D D R R A A F T D D RRRR A A FFFFF T D D R R AAAAA F T D D R R A A F T DDDD R R A A F T ICANN-NCDNHC RESOLUTION AND POSITION ADOPTION PROCEDURE ADOPTION OF THIS RESOLUTION SHALL REQUIRE AFFIRMATIVE VOTE BY 75% OF THE ELIGIBLE VOTING MEMBERS OF NCDNHC AS THE RESULT OF AN ON-LINE VOTE FOLLOWING THE PROCEDURE DEFINED HEREIN. AFTER ADOPTION, CHANGES TO THIS RESOLUTION SHALL REQUIRE AFFIRMATIVE VOTE BY 75% OF THE THEN ELIGIBLE VOTING MEMBERS OF NCDNHC AS THE RESULT OF AN ON-LINE VOTE FOLLOWING THE PROCEDURE DEFINED HEREIN OR AS SUBSEQUENTLY MODIFIED. WHEREAS the NCDNHC represents a very diverse and world wide constituency, and WHEREAS this constituency in its entirety is unlikely to be able to attend face-to-face meetings, and WHEREAS it is essential that a quorum of the constituency be afforded an opportunity to explicitly affirm or refute any proposed Resolution or proposed Position that is intended to be represented as a Resolution or Position of the NCDNHC as a whole, and WHEREAS it is essential that affirmed Positions and Resolutions represent the views of a significant majority of the members constituting a quorum, NOW THEREFORE the following shall describe the procedures to be followed in proposing and voting on Resolutions or Positions on behalf of the NCDNHC. I. DEFINITIONS 1. QUORUM. A quorum of the NCDNHC is 75% of the members eligible to vote, whether at a face-to-face meeting or participating in an on-line voting procedure. 2. BALLOT MEASURES. Measures to be placed on a ballot may represent Positions to be taken in the name of the NCDNHC or Resolutions to add or change procedures or rules of operation of the NCDNHC itself. These collectively are referred to below as Measures. 3. AFFIRMATIVE VOTE. Proposed Measures must be affirmed by two thirds (2/3) of the quorum participating in any vote. II. SUBMITTAL OF PROPOSED MEASURES FOR INCLUSION ON A BALLOT 1. PREPARATION OF PROPOSED MEASURES Resolutions or Positions may be prepared by any NCDNHC member. Such Measures MUST be circulated to the NCDNHC list in order to be further considered. If a Measure is prepared by a non-voting member, it must be endorsed by a voting member in order to be eligible for consideration for inclusion on a ballot. If a proposed Measure is seconded by another voting member, it will be included on the next NCDNHC ballot and it MUST be posted on the NCDNHC web site. The final cut-off date for accepting and posting a new Resolution SHALL be three weeks and for a new Position SHALL be two weeks before the date of the vote at which it will be considered. 2. DISCUSSION OF PROPOSED MEASURES Discussion of proposed Measures will take place on-line among all NCDNHC members. The person submitting a proposed Measure MUST send a final copy, with any amendments as a result of discussion on the mailing list, to the AdCom no later than two days before the required date of posting on the NCDNHC web site. The AdCom MUST determine whether the finally proposed Measure has both the endorsement and second of distinct eligible voting members. 3. FAST-TRACK "EMERGENCY" MEASURES Measures may be added to a ballot after the cut-off date through appealing to the list. The Administrative committee (AdCom) will judge whether to add such "emergency" Measures to the ballot. No Measure can be added by the AdCom within ten (10) days of the NCDNHC voting period, except when the Measure is directly responsive to something posted on the ICANN web site less than 2 weeks before the ICANN Board meeting. Measures adopted by this procedure SHALL be so identified. III. VOTING 1. TIME AND PLACE OF VOTING. (A) Voting on proposed Positions to be presented to the ICANN Board SHALL occur on-line during a period of 7 days beginning 9 days prior to the convening of an ICANN Board meeting, or MAY occur at a face-to-face meeting of the NCDNHC immediately prior to the ICANN Board meeting if a quorum of the NCDNHC is present. (B) Voting on proposed Resolutions that would affect the operation or membership of the NCDNHC MAY occur at any time deemed appropriate by the NCDNHC Administrative Committee but the dates of any such vote SHALL be announced not less than 4 weeks and not more than 6 weeks in advance of the commencement of such a vote. 2. METHOD OF VOTING (A) On-line voting: (1) On-line voting SHALL be effected using the "Songbird" process described at https://vote.songbird.com/ncc/ [please correct this reference as appropriate]. (2) Existence of a quorum of on-line voters SHALL be determined by the total of the number of affirmative votes plus the number of negative votes plus the number of voting abstentions recorded during the period of voting. This number MUST be a quorum of the total number of eligible voters. (B) At a face-to-face meeting of the NCDNHC: (1) A roll call of meeting attendees MUST be taken to determine how many voting members are in the room or participating by means of a conference call. This number SHALL be compared to the registered number of eligible voting members of NCDNHC to determine if a quorum is present. If a quorum is present, (2) A person SHALL be assigned to take note of amendments to Resolutions or Positions. (comment: a laptop should be available with the text of submitted Measures so Measures as read and voted on can be recorded at the meeting.) (3) After any discussion, the original or amended text of any Measures SHALL be read and a vote taken. Votes on a Measure shall be for, against or abstain. 3. RESULTS OF VOTING (A) The results of any voting procedure SHALL be posted to the NCDNHC web site on the same page as the original Measure. Totals SHALL be recorded and posted for (a) affirmative votes, (b) negative votes, (c) abstentions, (d) the size of the quorum, and (e) the total number of eligible voters. (B) Affirmed NCDNHC Positions MAY be presented to the ICANN Board (generally meeting two days after the Constituency meetings) as a position of the NCDNHC constituency, with the board informed that the resolution has been put to a vote of the constituency. The board SHALL be informed of the number voting for, against, abstaining, and the total number of eligible voters. (C) Affirmed NCDNHC Resolutions SHALL become part of the official records of the NCDNHC and added to the NCDNHC archive maintained at ([where?]. |