[RZERC] revised text for Section 3.1 of the procedures document

[Jim Reid]

I promised to produce some revised text. So here it is. The main change is to have one procedure which applies to all flavours of meetings instead different ones for each.

3.1.1 Regular Meetings

Regular meetings are closed to the public and are held to conduct the work of the RZERC. Regular meetings are held periodically via teleconference with appropriate supporting technology for recording and managing the meeting.

Participation in regular meetings shall normally be limited to Committee members and ICANN support staff. The Committee may, from time-to-time, invite experts or other relevant individuals to participate in its regular meetings.

The Committee will meet as frequently as necessary, with at least one meeting per calendar year. Regular meetings may be called by either (i) the RZERC Chair or (ii) any two members of the Committee acting together. Meetings to address urgent issues may be called in a manner calculated to provide as much notice as possible to the members of the Committee. Meetings may take place with remote participation (using appropriate technology) or in-person. Email discussions do not constitute meetings.

In-person regular meetings may be held at ICANN meetings or other venues as deemed appropriate.

3.1.2 Executive Meetings

Executive meetings are closed to the public and may be held, in extraordinary circumstances, to conduct confidential discussions of sensitive matters. Executive meetings may be held via teleconference or in person, with or without supporting technology for recording the meeting.

Participation in executive meetings shall normally be limited to Committee members, with or without ICANN support staff. The Committee may invite experts or other relevant individuals to participate in executive meetings.

Executive meetings may be called by either (i) the RZERC Chair or (ii) any two members of the Committee acting together. A call for an executive meeting shall include a draft agenda, proposed participants, expected formal actions (if any), and a proposal for whether or not the meeting shall be recorded and minuted. Prior to the start of an executive meeting the Committee shall reach consensus on whether or not the meeting shall be recorded and minuted.

3.1.3 Public Meetings

The RZERC may have a need, from time-to-time, for public meetings. It is expected that such meetings will take place at the regularly scheduled ICANN community meetings. Such public meetings may be convened to:

	Report to the community on the status of particular proposals under consideration by the committee; or

	Solicit public feedback on particular proposals or issues before the committee.

Public meetings may be called by the RZERC Chair and shall be announced on the Committee’s website and ICANN meeting site.

3.1.4 Notice of meetings

All meetings shall be called with a mininum of TDB days notice unless there is consensus in RZERC that a shorter notice period would be appropriate for a specific meeting. The RZERC Chairman is responsible for the timely distribution of meeting materials.