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Committee procedures

ETSI Seminar© ETSI 2010. All rights reserved

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TIME - our most valuable resource!

Don’t waste the time of your delegates

Good organization is essential

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Organization

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At least 30 days before the meeting:

Host sends invitation and logistical information Chairman sends draft agenda

• To all on the Technical Body’s membership list• Any subjects for voting (deliverables, officials etc) must be indicated

3

Sufficient notice of meetings

TWP 1.5.1 & 1.5.2

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What level of support can be expected?

4

Discuss practical arrangements with the host

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Compile a good agenda

AGENDA

1. Bla bla bla2. Bla bla bla

3. Bla bla bla4. Bla bla bla

5. Bla bla bla6. Bla bla bla

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Compile a good agenda

Etc.

Source: Board Chairman Title: Draft Agenda Agenda item: All Document for:

Decision document cut-off-date: 8 March 2008 Document number1

1 Introduction, meeting arrangements, etc.

2 Adoption of the Agenda B66(08)01

3 Previous Board Meetings 3.1 Approval of draft minutes of previous meeting(s) B65(08)44 3.2 Matters arising B66(08)05 3.3 Review of actions B66(08)04

B66(08)09

4 Rights and obligations for former elected officials and former staff members

5 IMT Advanced process

6 Technical Committees, ETSI Projects, Partnership Projects & Special Committees

6.1 Appointment of Chairmen B66(08)11 6.2 Terms of Reference

1 Red/bold indicates Decision doc provided before the cut-off; blue/bold indicates "Late" Decision doc; black/bold indicates Discussion doc; normal indicates Information document.

Decision X Discussion Information

Late submission

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…and a document listSource: Board Secretary Title: List of documents Agenda item: All Document for:

Doc N° Title Source Agenda Item

b65_01r1 Draft Agenda Board Chairman 2

b65_02 List of documents Board Secretary -

b65_03 List of Participants Board Secretary -

b65_04 Status of actions from previous Board meetings (as at 8 January 2008)

Board Secretary 3.3

b65_05r1 Update to ETSI Technical Working Procedures clause 1.10, Annex F and Annex H concerning Specialist Task Forces

ETSI Director General 13.4

b65_05a1r1 Update to ETSI Technical Working Procedures clause 1.10, Annex F and Annex H concerning Specialist Task Forces (ppt presentation)

ETSI Director General 13.4

b65_06 Appointment of TC DECT Chairman TC DECTTM (Digital Enhanced Cordless Telecommunications)

6.1

Decision Discussion Information X

Late submission

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Tuesday, 10 March

09.00 13.00 14.00 18.00

AGENDA ITEMS

1 17

2 7.3

3 5

Lunch

AGENDA ITEMS

8 7

6 7.1

9 7.2

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Wednesday, 11 March

09.00 13.00 14.00 17.00

AGENDA ITEMS

4 12

14 11

Lunch

AGENDA ITEMS

11 contd 13

15 18

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Closure

of

Meeting

The contributor of this item could onlyattend on the morning of 10 March

This was an important item added late to theagenda.Rather than change the entire agenda, it was put atthe end, but timetabled to come early in the meeting

Produce a timetable

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Nominate a Vice-Chairman and Secretary

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Good documentation

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Make sure the scope of your work is clear

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Reproduction Priority List for 4th ETSI Board Documents

Day Agenda item Related Docs

Tue am 1

2

3 13, 14, 15, 16, 17, 39

17 38

7.3 5,38

5 12, 18r1, 33

Scheduling the copying/distribution

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Wed pm 15

16

13 34

18 4, 8, 35, 37, 40

Scheduling the copying/distribution

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Improved efficiency

Typical Technical Body secretariat: notifies members by e-mail exploder

documents are not attached• large file sizes and decoding create difficulties

places documents on the ETSI portal (“docbox”) only electronic contributions are accepted

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Using (some of) the applications

Need:

Progress of a deliverable

Contact information

Know what meetings are taking place - and where Calendar of Meetings

Send invitation, agenda, joining instructions

E-mail exploder (listserv)

See meeting documents TB document pages

Identify company’s official contact, etc Membership Information

Prepare a contribution Calendar of Meetings

Submit a contribution

Solution:

TB Inbox folder; FTP

Additional access rights

Obtain contact details

Access Rights Maintenance

Work Programme

Create a meeting Meetings Management

: Docbox

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Be clear what was decided…

Etc.

Source: Board Secretary Title: Draft Decisions and Actions from B#65 1 Draft Decisions from Board#65

D-B65/1 The Board approved the summary minutes of Board#64 [ETSI/B64(07)47 rev.1].

D-B65/2 The Board endorsed the appointment of Dr. Günter Kleindl (Siemens AG) as Chairman of ETSI TC Digital Enhanced Cordless Telecommunications (DECT) for a sixth term of office of two years as of October 2007 [ETSI/B65(08)06].

D-B65/3 The Board endorsed the appointment of Mr. Søren Hess (Daimler AG) as Chairman of ETSI TC Intelligent Transport Systems (ITS) for the first term of office of two years as of December 2007 [ETSI/B65(08)10].

D-B65/4 The Board endorsed the appointment of Prof. Dieter Hogrefe (Institut für Informatik) as Chairman of ETSI TC Methods for Testing and Specification (MTS) for a sixth term of office of two years as of January 2008 [ETSI/B65(08)20].

D-B65/5 The Board endorsed the appointment of Mr Jean-Jacques Bloch (HUGHES Network Systems) as Chairman of TC Satellite Earth Stations & Systems (SES) for a second term of office of two years as of November 2007 [ETSI/B65(08)23].

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Be clear what was decided…

2 Draft Actions from Board#65

A-B65/1 Director-General (NIM/PAR)

to investigate the granularity and appropriate Mode of Operation with CEN concerning Ground Based Air Traffic Management [ETSI/B65(08)37 slide 4].

A-B65/2 Director-General (IPP and ESP)

to prepare a proposal for Board #66 and GA#51 for the conversion of EPP MESA into an ETSI TC.

A-B65/3 Alistair Urie & Claudio Gentile (Board Vice-Chairmen)

to prepare a proposal for Board #66 and GA#51 for the revised “Associations Guideline” and the necessary changes to be made to TWP 1.5.4 [ETSI/GA48(06)18 rev.2].

A-B65/4 Board Secretary to launch a Decision by Correspondence to confirm the principles of the rights and obligations for “retired friends of ETSI” as well as on the privileges attached to the conferment of ETSI courtesy titles [ETSI/B66(08)26] prior to the IPR#02 meeting.

Etc.

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Report: Meeting report

• proceedings of the meeting, summaries of essential discussions and the decisions made

• to be approved by the Technical Body • to DocBox (even if just as a draft) within 30 days of the meeting

a list of the main decisions and matters arising• if the full report is not produced within 15 days of the meeting

• any changes to TB structure• any officials elected• new work items adopted or stopped• deliverables approved or withdrawn• new meetings organised• any other items where Secretariat action is required (TWP 1.9.3)

Approved deliverables: To ETSI Secretariat within 30 days (TWP 2.2)

Work programme: Update! (TWP 1.6.4)

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After the meeting…

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... will you let me stay? - and will you let me vote?

Complete the above chart with the correct answer for each case:

= yes = yes, but with certain restrictions

X = no ! = normally no, but maybe yes in special circumstances

If I come to your meeting ...

GA TB GA TB

Counsellor

Observer

Attendance Voting

Full Member

Associate Member

Applicant for membership

Non-Member

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Remote participation in ETSI TB meetings

By audio conference, webcast etc Permitted where technically feasible Should not be misused!

e.g. to influence a vote

20TWP 1.4

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Project Co-ordination Group (PCG) 5 representatives of each OP 3 representatives of each MRP TSG Chairmen & Vice Chairmen ex-officio 1 representative of each Observer 3 representatives of the ITU

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What about 3GPP meetings …?

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Technical Specification Groups (TSG) and Working Groups (WG) Representatives of members of participating OPs (i.e. Individual

Members) Representatives of OPs Representatives of MRPs Representatives of Observers and Guests

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What about 3GPP meetings …?

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Organizational Partners’ meetings Representatives of OPs

• TSG officials may be invited to form part of their OP delegation

MRPs by invitation 3 representatives of the ITU

OP meetings are outside the scope of the 3GPP Working Procedures

MRPs may convene their own co-ordination meetings

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What about 3GPP meetings …?