Motion Templates John DAmbrosia Recording Secretary IEEE 802

Motion Templates John D’Ambrosia Recording Secretary, IEEE 802 LMSC jdambrosia@ieee. org EEE 802 ec-16 -0170 -01 IEEE 802 LMSC Page 1

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 EEE 802 ec-16 -0170 -02 IEEE 802 LMSC Page 2

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. EEE 802 ec-16 -0170 -02 IEEE 802 LMSC Page 3

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. EEE 802 ec-16 -0170 -02 IEEE 802 LMSC Page 4

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 …” EEE 802 ec-16 -0170 -02 IEEE 802 LMSC Page 5

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. ec-16 -0170 -02 IEEE 802 LMSC EEE 802 Page 6

Format of a these motion template slides – Only the yellow shaded part is shown to the EC (without shading). The rest of the slide is there for your information. Motion Text (include) (Insert contents of this cell into your presentation) Motion to be used – with fields to be filled in as necessary Other 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. Background information regarding motion. Do not include with motion. Rules Reference to appropriate rules. Do not include with motion. Field Definitions Fields noted in motion field are defined here. ec-16 -0170 -02 IEEE 802 LMSC EEE 802 Page 7

Example Motion Template: Motion Text (include) • • • Approve submission of the following project(s) to ISO/IEC JTC/SC 6 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 Rev. Com, 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. P 802. 11 ba EEE 802 ec-16 -0170 -02 IEEE 802 LMSC Page 8

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/SC 6 for adoption under the PSDO agreement P 802. 11 zz conditional on approval by the IEEE SASB conditional on publication of approved standard” EEE 802 ec-16 -0170 -02 IEEE 802 LMSC Page 9

List of Motions 1. Accepting a report 2. Adoption of standards under PSDO agreement 3. Liaison of drafts under PSDO agreement 4. Communication from 802 5. Approval of updated LMSC OM 6. Approval of updated WG P&P 7. Approval of updated Chair’s Guidelines 8. Fee Waiver 9. Study Group formation 10. Study Group extension 11. Approval of PAR and CSD (30 -day Rule) 12. Approval of PAR [and CSD (48 -hour Rule) 13. Approval to start sponsor ballot 14. Conditional approval to start sponsor ballot 15. Approval to send a draft to Rev. Com 16. Conditional approval to send a draft to Rev. Com EEE 802 ec-16 -0170 -02 IEEE 802 LMSC Page 10

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) Background Applies to: The output report of a subgroup/committee Note any recommendations that require approval of the EC need to be presented as separate motions. Rules Reference Robert’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 EEE 802 Return ec-16 -0170 -02 IEEE 802 LMSC Page 11

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 JTC 1/SC 6 for adoption under the PSDO agreement • <project> … [conditional on approval by the IEEE SASB] [conditional on publication of approved standard] John D to reach out to Andrew Myles to review rule on when motion appropriate Other Info (include) Background Applies to: • A draft standard that has received [conditional] approval to proceed to Rev. Com, 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. EEE 802 Return ec-16 -0170 -02 IEEE 802 LMSC Page 12

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 JTC 1/SC 6 for information under the PSDO agreement: • <project> <draft> … When ballot of that draft is pending or current, add “[conditional on passing the[working group|sponsor] recirculation ballot” John D to reach out to Andrew Myles to review rule on if this is needed. Other Info (include) In the WG: <y>, <n>, <a> Background Applies to: • A draft of a standard that has been balloted, and passed its last ballot with at least 75% approval • When it is intended subsequently to use the PSDO process to approve the standard 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. P 802. 11 ba EEE <draft> The identification of specific version of a draft – e. g. D 10 802 Return ec-16 -0170 -02 IEEE 802 LMSC Page 13

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 WG • In the WG (y/n/a): <y>, <n>, <a>] Background Applies to: Outgoing communication from 802 Rules Reference LMSC 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. EEE 802 Return ec-16 -0170 -02 IEEE 802 LMSC Page 14

Motion: Approval of updated LMSC OM Motion Text (include) (Insert contents of this cell into your presentation) Other 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. ” Background Applies to: an updated LMSC Operations Manual brought to the EC for approval Rules Reference LMSC P&P - “Revision of the IEEE 802 LMSC OM” Field Definitions <doc-url> A URL to a permanent unambiguous location of the document Approve <doc-url> as the new IEEE 802 LMSC Operations Manual EEE 802 Return ec-16 -0170 -02 IEEE 802 LMSC Page 15

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 Procedures Other 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. ” Background Applies to: an updated WG P&P brought to the EC for approval Rules Reference LMSC 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 EEE 802 Return ec-16 -0170 -02 IEEE 802 LMSC Page 16

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 Guidelines Other Info (include) Background The purpose of the chair’s guidelines is described Rules Reference LMSC OM “In order to maintain some consistency of operation, the Sponsor Chair may maintain a public document 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 EEE 802 Return ec-16 -0170 -02 IEEE 802 LMSC Page 17

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. Background Rules Reference LMSC Chair’s Guidelines: “Registration” Field Definitions EEE 802 Return ec-16 -0170 -02 IEEE 802 LMSC Page 18

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 documentation Vote in the WG: <y>, <n>, <a> Background Applies 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 Reference SB 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 EEE 802 Return ec-16 -0170 -02 IEEE 802 LMSC Page 19

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 documentation Vote in the WG: <y>, <n>, <a> For the second extension rationale for extension must be provided. Background Applies 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 Reference SB 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 Return ec-16 -0170 -02 IEEE 802 LMSC EEE 802 Page 20

Motion: Approval of PAR and CSD (30 -day Rule) Motion Text (include) ( copy contents of this cell into your presentation) • • Approve forwarding <project #> PAR [modification] documentation in <doc-url> to Nes. Com Approve CSD [modification] documentation in <doc-url> Other Info (include) See <doc-url> for supporting documentation In the WG, PAR (y/n/a): <y>, <n>, <a>; CSD (y/n/a): <y>, <n>, <a> Background Applies 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 Reference OM - “Procedure for PARs” Field Definitions <doc-url> A URL to a permanent unambiguous location of the document EEE 802 Return ec-16 -0170 -02 IEEE 802 LMSC Page 21

Motion: Approval of PAR [and CSD] (48 -hour Rule) Motion Text (include) (Insert contents of this cell into your presentation) • • Approve forwarding <project #> PAR [modification] documentation in <doc-url> to Nes. Com [Approve CSD [modification] documentation in <doc-url>] • To Be discussed in Vancouver Rules Meeting Other Info (include) See <doc-url> for supporting documentation In the WG, PAR (y/n/a): <y>, <n>, <a>; [CSD (y/n/a): <y>, <n>, <a>] Background Applies to: • PAR content for a PAR and a CSD document that have met the 48 hour rule requirements for posting and review under “Procedure for PARs” in the LMSC OM. Rules Reference OM - “Procedure for PARs” Field Definitions <doc-url> A URL to a permanent unambiguous location of the document EEE 802 Return ec-16 -0170 -02 IEEE 802 LMSC Page 22

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>] Background • Applies 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 Reference LMSC P&P – James to provide correct reference 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. P 802. 11 ba <draft> The identifying revision of the draft, e. g. D 1. 2 <doc URL> An URL to a permanent unambiguous location of the document EEE 802 Return ec-16 -0170 -02 IEEE 802 LMSC Page 23

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>] Background Applies to: a project that has passed WG letter ballot with at least 75% approval and ballot resolution efforts have been substantially completed. Rules Reference SBOM - “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. P 802. 11 ba <draft> The identifying revision of the draft, e. g. D 1. 2 <doc URL> An URL to a permanent unambiguous location of the document Return ec-16 -0170 -02 IEEE 802 LMSC EEE 802 Page 24

Motion: Approval to send a draft to Rev. Com Motion Text (include) Other Info (include) (Insert contents of this cell into your presentation) • • Approve sending <project> <draft> to Rev. Com. [Approve CSD [modification] documentation in <doc-url>] • <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 documentation In the WG, • forwarding draft to Rev. Com (y/n/a): <y>, <n>, <a>; • [CSD (y/n/a): <y>, <n>, <a>] • • Background Applies to: a project that has passed sponsor ballot with at least 75% approval and has completed any necessary recirculation ballots. Rules Reference LMSC 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. P 802. 11 ba <draft> The identifying revision of the draft, e. g. D 1. 2 <doc URL> An URL to a permanent unambiguous location of the document Return ec-16 -0170 -02 IEEE 802 LMSC EEE 802 Page 25

Motion: Conditional approval to send a draft to Rev. Com Motion Text (include) (Insert contents of this cell into your presentation) • • Conditionally approve sending <project> to Rev. Com. [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>] Background Applies 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 Reference LMSC 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. P 802. 11 ba <doc URL> An URL to a permanent unambiguous location of the document EEE 802 Return ec-16 -0170 -02 IEEE 802 LMSC Page 26

Related rules documents Doc Roberts Rules OM (LMSC Operations Manual) Chair’s Guidelines Note, this is not really a rules doc – see introduction in LMSC OM. SB OM (IEEE-SA Standards Board Operations Manual) WG P&P (Policies and Procedures for IEEE LMSC 802 Working Groups and Technical Advisory Groups) LMSC P&P (IEEE 802 LAN/MAN Standards Committee Policies and Procedures) Version No specific version cited. Old version is available online. V 1. 9 V 2. 3 December 2015 V 19 (July 2016) June 2014 EEE 802 ec-16 -0170 -02 IEEE 802 LMSC Page 27